THE COUNTY BUDGET PROCESS, ACCOUNTING AND REPORTING

THE COUNTY BUDGET PROCESS, ACCOUNTING AND REPORTING Prepared by: John Reynolds, Bexar County First Assistant County Auditor Revised January 2010 By: Edward A. Dion, El Paso County Auditor 1

THE BUDGET PROCESS PRESENTED BY: EDWARD A. DION EL PASO COUNTY AUDITOR JANUARY 2010 2

Presentation Objectives Purpose of a Budget County Auditor Responsibilities in the Budget Process County Auditor Responsibilities after Budget Approved The County Auditor s Budget Comprehensive Components in developing the Budget Classification Revenue Estimates (Character) Appropriations/Expenditures by Function/Character 3

Presentation Objectives-Continued Budgetary Control-The role of accounting in achieving control over revenues and expenditures Budgetary control transactions: Recording the annual budget Accounting for revenues Accounting for encumbrances and expenditures Accounting for amendments Budgetary Reporting Interim Financial Reporting on the Budget Interim Departmental Reporting on Budget Budgetary trends (Fund Balance and Cash Flow) 4

PURPOSE OF A BUDGET Why We Have Budgets: Information a great tool to communicate II. Planning a great tool to manage III. Accountability by law it legitimizes the level of proposed expenditures IV. Evaluation it serves as a basis for evaluating the extent of compliance 5

PURPOSE OF A BUDGET-CONT. An expression of public policy A method to control the use of resources A method to evaluate performance It develops a means of accountability It is a lot broader than a financial plan Once adopted it carries the force of LAW! 6

COUNTY AUDITOR BUDGET RESPONSIBILITIES Provides a Certified Revenue Estimate for all funds Estimate the fund balance for all funds Assist the county judge as required Certify the revenue from grants and intergovernmental contracts Insure that revenue estimates and expenditure appropriations balance Provide the budget officer with sufficient information to prepare a complete financial statement for inclusion with the budget to include. 7

COUNTY AUDITOR BUDGET RESPONSIBILITIES-Cont. Outstanding obligations of the county Outstanding receivables of the county Anticipated cash balance for each fund at year end Funds received from all sources Revenue estimate for the current fiscal year Revenue estimate for the coming fiscal year Anticipated fund balances (Suggestion-Perpetual Cash Flow and Fund Balance Trend Analysis) 8

COUNTY AUDITOR RESPONSIBILITIES AFTER BUDGET IS ADOPTED To establish an appropriation account for each item as directed in the budget To insure that all encumbrances are properly charged to the correct appropriation account To periodically report to commissioner s court the condition of the appropriation accounts (strict enforcement) To monitor position control in accordance with the budget 9

The County Auditor s Budget Auditor s salary is set by district judge(s) Auditor s travel and other allowances set by district judge(s) Asst. Auditor s salary set by district judge(s) Auditor s operating budget may not exceed more than 5% of prior year s operating budget without Commissioners Court approval. 11

The County Auditor s Budget To calculate the 5% limitation take.. Current Budget, less County Auditor s salary, less current benefits No individual existing asst. auditor s position may be increased more than 5% without approval of the Commissioners Court. Local Government Code 111 12

UNDERSTANDING THE RECIPE Local Government Code Chapter 111 (Applicable Subchapters A-County Judge, B- County Auditor, C-Appointed Budget Officer) Expenditures Revenues Attorney General Opinions Note: Statewide comparison of Revenues and Expenditures is dependent upon how consistently we classify this data-another project on the horizon soon 13

LIMITATION ON EXPENDITURES BEFORE ADOPTION OF BUDGET LGC Sec. 111.064. Until a budget for a fiscal year is adopted by the commissioners court, the county may not make payments during that fiscal year except for emergencies and for obligations legally incurred before the first day of the fiscal year for salaries, utilities, materials, and supplies. 14

Budget Amendment (Adjustment) Budgetary changes via reallocation LGC Sec. 111.011. CHANGES IN BUDGET FOR COUNTY PURPOSES. This subchapter does not prevent the commissioners court from making changes in the budget for county purposes. After adopting the budget, during the fiscal year the court may move approved budget allowances from one line item, or one classification to another provided it does not increase the overall budget as approved. Thus, declaration of an emergency no longer exists to justify a transfer from one budgeted item to another provided the bottom line goes unchanged. 15

Special Budgets Budget Amendment For Special Budgets County Auditor shall certify funds from Grants, Aid Money or Inter local contracts. Upon certification, the Comm. Court shall adopt a special budget (LGC, 111.0106 & 111.0107) Emergency Expenditure - A case of Grave Public Necessity, LGC, Sect. 111.010(C) The comm. court may authorize an emergency expenditure as an amendment to the original budget only in a case of grave public necessity to meet an unusual and unforeseen condition that could not have been included in the original budget through the use of reasonably diligent thought and attention. If the court amends the original budget to meet an emergency, the court shall file a copy of its order amending the budget with the county clerk, and the clerk shall attach the copy to the original budget. Provided the County Auditor certifies a source of funds (new revenues or Fund Balance) 16

Budgeting with a Safety Net Budgeting for unexpected emergencies Budget 4 line item contingencies (.50% of GF Adopted Budget-Personnel, Maintenance & Operations, Capital, Professional Services). Set a budgetary goal of building and maintain unbudgeted Fund Balance Reserves (>= 1 st Qtr Operating Expenditures, 1 st Qtr. Negative cash outflow Rule of thumb fund balance equal to 5-15% of the subsequent year GF adopted budget) 17

The Comprehensive Budget A Budget Policy with background information and demographics A statement as to mission, goals and objectives An analysis of economic conditions past, present, future An organizational chart of the county A defined budget process Balanced budget based on County Auditor certified funds (Future estimates and projected available for appropriation) Maintain a budget calendar/meetings/court approvals (Tax Rate Proposal and Adoption, Budget Adoption) Define formal levels of budgetary control (Dept, Object, Sub Object) Maintain Fiscal Policies (personnel, budget changes, reserves, debt, etc.) 18

The Comprehensive Budget-Cont. An analysis of tax rates to included appraised values as well as taxable values A breakdown of the operating budget by line item and along with comparables A break down of the capital budget (Short and Long- Term needs assessment) An overview of the GF, Special Revenue, Debt Service and other funds to be budgeted An analysis of staffing needs, changes and related costs An analysis of operational costs and projections Cost benefit analysis prior to adding new expenditures as deemed warranted. 19

Which Funds to include in the Budget Fund Basis of Accounting and Budgeting Budgeted Government-Wide * Full Accrual No Governmental Funds: General Fund Modified Accrual Yes Special Revenue Modified Accrual Yes Grants Modified Accrual Yes Debt Service Modified Accrual Yes Capital Projects Modified Accrual Yes Proprietary Funds: Enterprise Full Accrual Yes Internal Service Full Accrual No Fiduciary Funds: Agency Full Accrual No Above is an example of funds and their treatment budgetarily The General Fund, Special Revenue and Debt Service funds require a legally adopted budget before the government can collect revenues from taxes and other sources and incur expenditures. Severe penalties may exist for failure to comply with strict compliance with the budget, so it is imperative that the accounting system facilitate accounting for the budget as well as all other operating transactions. 20

The Comprehensive Budget-Cont. There should be some historical information provided either in one document or throughout which allows one to see comparative data for prior periods, to include: Revenues Expenditures (Personnel, Operating and Capital) Property Values Capital Expenditures Debt (Principal and Interest) 21

Revenues / Expenditure by Character Revenues: Taxes (Ad Valorem, Sales Tax, etc.) Licenses and Permits (Beer & Wine, etc.) Intergovernmental (City, State, Federal) Charges for Services (Housing of prisoners) Fines and Forfeits (Collections-County/State Fines and Court Cost) Interest Miscellaneous Other Financing Sources (Transfers In) Expenditures: Personnel Operating Capital Other Financing Uses 22

Beware of those bearing gifts Federal or State Aid or Relief and other one time funding Grants and other Federal Reimbursement for services Caution should be exercised when budgeting Revenues from these type of funds which if subsequently do not materialize could result in significant budget reductions 23

Revenues Taxes (Ad valorem and Self-assessing) Ad valorem taxes are those that are paid according to the value of underlying property-e.g. personal and real property taxes Self-assessing taxes are those that are based on sales, and thus are not measurable until sales for a period are known. Ordinarily not accrued until the amount becomes known 24

Revenues - Property Taxes (Cont d) If rates are below the statutory limit, property taxes may be viewed as a residual source of revenues The gross tax levy is calculated as the amount of revenue required from property taxes divided by the estimated collectible portion of the levy and is calculated based on State Truth-In-Taxation guidelines 25

Revenues - Special Assessment Taxes Levied against certain properties deemed to receive a particular benefit that not all taxpayers receive. Examples may be: street repair, street cleaning, or snow plowing for taxpayers who live outside the normal service area such as trash pickup and water service. 26

Revenues - Licenses and Permits Includes State set charges for issuing a license or permit such as operating licenses, business permits such as liquor licenses, building permits, zoning variances, etc. Ordinarily not measurable in advance of transactions; thus, accounted for on the cash basis 27

Revenues - Intergovernmental Revenue This category accounts for funds received from other governmental entities, mostly in the form of grants, entitlements, shared revenues or reimbursements Often the amount is known before the actual receipt of cash and thus may be accrued under the modified accrual basis. 28

Revenues - Charges for Services This category is used to account for service fees charged to the public by various County departments and by elected officials. Services include, but are not limited to, birth or death certificates, auto registration, concessions at recreational facilities and parking for the public. Accrue if the amount is known prior to the receipt of cash 29

Revenues - Fines and Forfeits This category is attributable to the funds generated by various elected officials who assess fines or collect on forfeitures as a result of the County s judicial process Accrue if the amount is known prior to the receipt of cash, which usually is not the case 30

Revenues - Miscellaneous This category is used to account for revenues that do not fit the description of other revenue categories usually because they are infrequent in nature and not budgeted as they may be unexpected Examples include but are not limited to: Proceeds from the sale of government assets Donations NSF Check fees Open Records fees Indirect Services Expenditure Reimbursement Accrue if the amount is known prior to the receipt of cash; but usually accounted for when collected in cash 31

Appropriations/Expenditures (Classification is Key) Function: General Government (CJ & Commissioners, C&D Clerk) Administration of Justice (Cnty, Dist. Courts, CA, DA) Public Safety (Sheriff, Constables, Juvenile Prob.) Health and Welfare (Medical Exam, Public Health) Community Services (Community Centers, Transportation) Resource Development (Planning/Economic Develop, Culture and Recreation (Parks, Pools, Coliseum, Hist. Comm.) Public Works (Roads & Bridges, Water Utility, Port of Entry) Capital Outlays (furnishing, equipment, vehicles, renovations) Debt Service Principal Interest Other Debt Related Costs Other Financing Uses (Transfers-Out) (grant match, etc.) Character: Personnel, Operating, Capital 32

Budgetary Accounts Purpose Used to record the budgetary inflows and outflows estimated or authorized in the annual budget Accounts Estimated Revenues, Estimated Other Financing Sources Appropriations, Estimated Other Financing Uses Encumbrances 33

Budgetary Accounts (Cont d) Distinguish between Revenues and Other Financing Sources and Expenditures and Other Financing Uses. Other Financing Sources represent operating transfers in from other funds and proceeds of long-term borrowing. Other Financing Uses represent operating transfers out to other funds. 34

Budgetary Accounts (Cont d) Revenues and Other Financing Sources are added to fund balance when closed out at year end. Both are recognized on the Modified Accrual basis when measurable and available to pay current period obligations. Expenditures and Other Financing Uses are subtracted from fund balance when closed out at year end. Both are recognized on the Modified Accrual basis when incurred, if expected to be repaid from currently available resources of the fund. 35

Budgetary Accounts (cont d) An appropriation is a legal authorization granted by the Commissioners Court to incur liabilities for purposes specified in the appropriation or adopted budget. (Provided incurred not inconsistent with county policy, procedure or state law) An encumbrance is an estimated amount recorded for purchase orders, contracts, or other expected expenditures chargeable to an appropriation line item. 36

Budgetary Control Expenditures Budgetary control of expenditures is achieved by: Ensuring that a valid and sufficient appropriation exists prior to recording an encumbrance or expenditure, and Periodically evaluating outstanding encumbrances and expenditures. Comparison is enhanced by using a common classification scheme for appropriations, encumbrances, and expenditures as previously mentioned. 37

Budgetary Control Expenditures-Cont. Accounting Control over Expenditures Three control accounts (Appropriations, Encumbrances, and Expenditures) are used to control similarly named columns in the detail budget accounts. The sum of the Appropriations, Encumbrances, and Expenditure account balances must equal the general ledger control account balances 38

Examples of Budgetary Journal Entries Budget Approved on 10-1-2008: Dr. Cr. Estimated Revenues 450,000 Fund Balance-Designated to Bal. budget 50,000 Appropriations 500,000 Revenues Ledger: Taxes 250,000 Licenses and Permits 50,000 Intergovernmental Revenues 50,000 Charges for Services 50,000 Fines and Forfeits 25,000 Miscellaneous Revenues 25,000 Designate for Subsequent Years Expend. 50,000 Appropriations Ledger: General Government 120,000 Public Safety 200,000 Public Works 100,000 Culture and Recreations 80,000 39

Subsidiary Ledgers for Budgetary Control Revenue Subsidiary Ledger Acct No. XXX Account Name: Charges for Services Estimated Actual Revenues Revenues Balance Date Explanation Folio DR CR DR (CR) 10-1-2008 Budget authority BR01 50,000 50,000 1-15-2009 Various items CR03 4,000 46,000 2-18-2009 Various items CR22 5,000 41,000 40

Examples of Budgetary Control Example: County Clerk's office orders a new printer on January 2, 2009 which had a list price in the vendor's catalog of $500. Entry in the General Fund General Journal: Dr. Cr. Encumbrances 2009 500 Reserve for Encumbrances 2009 500 41

Subsidiary Ledgers for Budgetary Control Appropriations/Encumbrances/Expenditures Subsidiary Ledger Acct No. XXX Account Name: General Government, Cnty Clerk, Equipment Unencumbered Appropriations Expenditures Encumbrances Balance Date Explanation CR (DR) DR (CR) DR (CR) CR (DR) 1-1-09 Budget authority 1,500 1,500 1-2-09 P.O. No. 98-41 500 1,000 2-15-09 Voucher No. 1125 515 (500) 985 42

Examples of Budgetary Control Receipt of FAX machine on 2-15-2009, including shipping charges of $15: Entry in GF General Journal: Dr. Cr. Reserve for Encumbrances 2009 500 Expenditures 2009 515 Encumbrances 2009 500 Vouchers Payable 515 43

Computerized Accounting Systems Computerized accounting systems have evolved to meet the fund accounting and budgetary control needs of government. Revenue and expenditure classifications are achieved through the use of an account number having different segments or fields. Due to the variation of accounting structures used by Texas Counties, it is a challenge to consolidate budgetary information-thus we need to look into a publishing standardized accounts grouped by Character, Function and sub groupings while not infringing upon each county s unique requirements. 44

FY 2010 Interim Reporting on the Budget Summary-All Funds El Paso County, Texas Auditor's Unaudited Monthly Condensed Financial Report November 30, 2009 (Amounts in Thousands) Adopted Operating Year to Date Total Fund Budget Budget, including Expenditures Remaining Fund Type Balance as Amended Carryover and Encumb. Balances General $23,585 $202,221 $203,466 $33,114 $170,352 Special revenue 30,582 47,308 91,272 14,101 77,171 Debt service 3,007 14,361 14,361 14,361 Capital projects 74,726 2,774 26,277 5,432 20,845 Proprietary Internal service 8,416 N/A N/A 3,206 N/A Enterprise 14,877 1,302 1,302 119 1,183 Agency N/A N/A 3,107 N/A Total all funds $155,193 $267,966 $336,678 $59,079 $283,912 Additional information may be obtained at the County Auditor's Office, 500 East San Antonio Street, Room 406, El Paso, Texas 79901-2407. www.epcounty.com 45

FY2010, FM 02-YTD General Fund Revenues Percent FY 2010 FY 2009 Change Change Revenue by Source Amount Amount From 2009 From 2009 Taxes Property $ 5,163,510 $ 4,633,065 $ 530,445 11.45% Sales and Use 2,986,728 3,110,426 (123,698) -3.98% Bingo 13,679-13,679 0.00% State Mixed Beverage - - - 0.00% Licenses and Permits 34,632 29,324 5,308 18.10% Intergovernmental 254,743 276,296 (21,553) -7.80% Charge for Services 1,318,140 1,721,456 (403,316) -23.43% Fines and Forfeits 332,847 368,080 (35,233) -9.57% Interest 51,988 125,466 (73,478) -58.56% Miscellaneous Revenue 240,821 235,978 4,843 2.05% Other Financing Sources 5,000,000 19,530 4,980,470 25501.64% Total Revenue $ 15,397,088 $ 10,519,621 $ 4,877,467 46.37% 46

FY2010, FM 02 YTD General Fund Expenditures By Function Percent FY 2010 FY 2009 Change Change Expenditures by Function Amount Amount From 2009 From 2009 Administration of Justice $ 7,252,620 $ 7,197,483 $ 55,137 0.77% Culture and Recreation 291,979 309,730 (17,751) -5.73% General Government 6,065,634 6,981,225 (915,591) -13.12% Health and Welfare 544,659 1,610,998 (1,066,339) -66.19% Public Safety 14,475,472 12,299,396 2,176,076 17.69% Resource Development 105,568 133,428 (27,860) -20.88% Total Expenditures $ 28,735,932 $ 28,532,260 $ 203,672 0.71% 47

FY2010, FM 02-YTD General Fund Comparative Revenues and Expenditures Summary FY 2010 Amount FY 2009 Amount Percent Change From Change From 2009 2009 Total Revenues $ 15,397,088 $ 10,519,621 $ 4,877,467 46.37% Total Expenditures 28,735,932 28,532,260 203,672 0.71% Revenues over (under) Expense $ (13,338,844) $ (18,012,639) $ 4,673,795-25.95% 48

FY2009, FM 12-YTD General Fund Summary Budget/Actuals by Character FAML6450 ORGANIZATION SUMMARY INQUIRY 01/08/2010 10:01 AM BALANCE (Y,M,Q,A) : Y FUNDING PERIOD : CURRENCY CODE : FISCAL MO/YEAR : 13 2009 ADADJ2009 INDEX : ORGANIZATION : CO COUNTY OF EL PASO CHAR / OBJECT : X FDTP FUND SFND : GF GENERAL FUND Character Description Budget Actual Encumbered Balance 1 TAX REVENUES 136,493,332 134,056,329 (2,437,003) 2 LICENSES AND PERMI 228,800 282,841 54,041 3 INTERGOVERNMENTAL 3,528,161 3,595,649 67,488 4 CHARGES FOR SERVIC 31,687,450 26,513,329 (5,174,121) 5 COMMISSIONS 1,197,000 1,780,345 583,345 6 RECREATIONAL FEES 1,539,500 1,676,632 137,132 7 MISCELLANEOUS CHAR 55,000 57,177 2,177 8 FINES AND FORFEITS 5,477,000 4,568,564 (908,436) 9 MISCELLANEOUS REVE 6,656,356 6,564,624 (91,732) 10 OTHER FINANCING SO 23,309,524 1,125,405 (22,184,119) REVENUE TOTAL 210,172,123 180,220,896 (29,951,227) 30 PERSONNEL EXPENDIT 148,290,658 138,556,000 9,734,658 60 OPERATING EXPENDIT 61,150,963 51,496,408 1,137,743 8,516,812 90 CAPITAL EXPENDITUR 730,502 307,000 36,534 386,968 EXPENDITURE TOTAL 210,172,123 190,359,408 1,174,277 18,638,438 REVENUE LESS EXPE (10,138,512) (1,174,277) (11,312,789) 49

FY2009, FM 12-YTD General Fund Personnel Budget and Expenditures FAML6450 ORGANIZATION SUMMARY INQUIRY 01/08/2010 1:22 PM BALANCE (Y,M,Q,A) : Y FUNDING PERIOD : CURRENCY CODE : FISCAL MO/YEAR : 13 2009 ADADJ2009 INDEX : ORGANIZATION : CO COUNTY OF EL PASO CHAR / OBJECT : 30 PERSONNEL EXPENDITURES FDTP FUND SFND : GF GENERAL FUND Subobject Description Budget Actual Encumbered Balance 3001 SALARIES-FULL TIME 105,009,773 102,643,261 2,366,512 3002 SALARIES-PART TIME 473,622 451,368 22,254 3003 SALARIES-SUPPLEMEN 377,362 362,355 15,007 3004 SALARIES-TEMP POOL 233,138 178,284 54,854 3005 SALARIES-LONGEVITY 341,337 319,694 21,643 3007 SALARIES-OVERTIME 4,924,564 4,381,423 543,141 3015 VESTED BENEFITS 1,075,500 1,065,480 10,020 3016 SALARIES- TEMP POO 214,729 209,760 4,970 3017 SALARIES- TEMP POO 95,332 90,766 4,566 3020 RESERVE FOR SALARY 1,330,695 1,330,695 3024 RESERVE FOR RISK P 785,000 489,915 295,085 3026 BUDGET REDUCTIONS- 2,502,501 2,502,501 3050 SOCIAL SECURITY 8,459,517 8,133,445 326,072 3052 RETIREMENT 12,674,229 12,236,799 437,430 3054 INSURANCE-LIFE 32,387 28,673 3,714 3056 INSURANCE-HEALTH/D 5,677,731 5,472,273 205,458 3058 INSURANCE-WORKERS 1,628,868 1,544,517 84,352 3060 INSURANCE-UNEMPLOY 351,821 255,823 95,998 3061 LTD PREMIUMS 4,526 4,525 1 3066 RURAL FIREMEN PENS 72,500 67,684 4,816 3068 CLEAT BENEFITS ALL 676,910 619,957 56,953 6871 CONTINGENCIES-PERS 1,348,616 1,348,616 PERSONNEL EXPENDITURE TOTAL 148,290,658 138,556,000 9,734,658 50

FY2009, FM 12-YTD General Fund Rural Parks Departmental Budget, Revenues, Expenditures FAML6450 ORGANIZATION SUMMARY INQUIRY 01/08/2010 2:33 PM BALANCE (Y,M,Q,A) : Y FUNDING PERIOD : CURRENCY CODE : FISCAL MO/YEAR : 13 2009 ADADJ2009 INDEX : RURALPARKS RURAL PARKS 570333 Subobject Description Budget Actual Encumbered Balance R6123 GALLEGOS PARK RENT 9,962 9,962 R9301 UNCLASSIFIED REVEN 500 500 REVENUE TOTAL 10,462 10,462 3001 SALARIES-FULL TIME 147,581 139,555 8,026 3050 SOCIAL SECURITY 11,512 10,676 836 3052 RETIREMENT 16,619 15,687 932 3054 INSURANCE-LIFE 150 79 71 3056 INSURANCE-HEALTH/D 16,226 15,665 561 3058 INSURANCE-WORKERS 4,780 4,666 114 3060 INSURANCE-UNEMPLOY 462 329 133 6201 OPERATING EXPENSES 19,501 18,632 870 6204 OPER EXP-EQUIP 5,521 5,521 6453 PUB. UTILITIES-ELE 23,529 18,994 4,535 6454 PUB. UTILITIES-WAT 9,121 9,120 1 EXPENDITURE TOTAL 255,002 238,922 16,080 REVENUE LESS EXPE -255,002-228,460 26,542 51

FY2009, FM 12-YTD All Funds County Sheriff, All Budgets, Revenues, Expenditures FAML6450 ORGANIZATION SUMMARY INQUIRY 01/08/2010 3:02 PM BALANCE (Y,M,Q,A) : Y FUNDING PERIOD : CURRENCY CODE : FISCAL MO/YEAR : 13 2009 ADADJ2009 INDEX : ORGANIZATION : COPSSSHF SHERIFF CHAR / OBJECT : X Character Description Budget Actual Encumbered Balance 2 LICENSES AND PERMI 7,500 7,500 3 INTERGOVERNMENTAL 6,270,342 8,680,672 2,410,330 4 CHARGES FOR SERVIC 545,513 15,168,495 14,622,982 5 COMMISSIONS 650,000 621,563-28,437 9 MISCELLANEOUS REVE 69,648 989,712 920,064 10 OTHER FINANCING SO 3,959,184 742,297-3,216,887 REVENUE TOTAL 11,494,687 26,210,238 14,715,551 30 PERSONNEL EXPENDIT 73,613,703 74,277,217-663,514 60 OPERATING EXPENDIT 20,239,884 17,135,986 785,705 2,318,193 90 CAPITAL EXPENDITUR 1,442,303 460,523 161,826 819,955 EXPENDITURE TOTAL 95,295,890 91,873,726 947,530 2,474,634 REVENUE LESS EXPE -83,801,203-65,663,488-947,530 17,190,185 52

FY2009, FM 12-YTD All Funds County Sheriff, All Budgets, Revenues, Expenditures FAML6450 ORGANIZATION SUMMARY INQUIRY 01/08/2010 3:14 PM BALANCE (Y,M,Q,A) : Y FUNDING PERIOD : CURRENCY CODE : FISCAL MO/YEAR : 13 2009 ADADJ2009 INDEX : ORGANIZATION : COPSSSHFDET DETENTION FACILITIES CHAR / OBJECT : X Character Description Budget Actual Encumbered Balance 2 LICENSES AND PERMI 7,500 7,500 3 INTERGOVERNMENTAL 875,223 875,223 4 CHARGES FOR SERVIC 14,213,705 14,213,705 9 MISCELLANEOUS REVE 85,797 85,797 REVENUE TOTAL 15,182,225 15,182,225 30 PERSONNEL EXPENDIT 47,215,654 46,065,320 1,150,334 60 OPERATING EXPENDIT 11,914,487 11,468,962 267,000 178,524 90 CAPITAL EXPENDITUR 37,307 37,293 14 EXPENDITURE TOTAL 59,167,448 57,571,575 267,000 1,328,872 REVENUE LESS EXPE -59,167,448-42,389,350-267,000 16,511,097 53

County Auditor's Financial Forecast Assumes Adopted FY 2010 Tax Rate and Normal Est. Future Growth in Tax Base Range 3.5% - 5% Millions (General Fund Only) $225 $175 $125 $75 $25 ($25) $20 $22 $8 Estimated Fund Balance Reserve (DEFICIT) Revenues Expenditures Budgets Desig. Fund Bal. Required to Balance FUTURE BUDGETS $10 $29 $8 $43 $15 $52 $18 $40 $27 $34 $34 $27 $19 $43 $9 $66 $49 $49 $47 $56 $43 $35 $40 $33 $22 $10 $21 $21 $15 ($2) ($4) ($6) ($7) 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 Fiscal Years 54

General Fund Cash Flow Analysis $140,000,000 $120,000,000 Actual Revenues Actual Expenditures Cash Flow/Fund Balance Reserves $100,000,000 AMOUNTS $80,000,000 $60,000,000 $40,000,000 $20,000,000 $0 Oct-07 Feb-08 Jun-08 Oct-08 Feb-09 Jun-09 Oct-09 Feb-10 Jun-10 Oct-10 Feb-11 Jun-11 Oct-11 Feb-12 Jun-12 Oct-12 Feb-13 Jun-13 Oct-13 Feb-14 Jun-14 Fiscal Month/Year 55

PARTING THOUGHT Being a county auditor is a lot like baseball it gives you every chance to be great. Then you find you have to deal with situations that bring with them every pressure imaginable to prove that you don t have what it takes. You never loose the chance to be great and you can never shake the pressure. "The price of success is hard work, dedication to the job at hand, and the determination that whether we win or lose, we have applied the best of ourselves to the task at hand. Vince Lombardi 56