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HomeMy WebLinkAboutE-16 Staff Report - 1st Quarter Financial Report FY 2022-23CONSENT ITEM E-16 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: TALIKA M. JOHNSON, DIRECTOR OF ADMINISTRATIVE SERVICES DATE: JANUARY 17, 2023 SUBJECT: FY 2022/23 FIRST QUARTER FINANCIAL REPORT ENDING SEPTEMBER 30, 2022 BACKGROUND: In an effort to be more transparent and to provide an opportunity to evaluate the City's fiscal health, the Administrative Services Department has prepared a quarterly financial report. This report summarizes the Fiscal Year (FY) 2022/23 first quarter budget-to-actual analysis for the City’s General Fund, Gas Tax, Fire Safety Special Revenue funds, the Sewer Enterprise fund, and major Internal Services funds including Risk Management/Liability and Information Technology. The proposed action consists of receiving, reviewing and filing the quarterly financial report. RECOMMENDATION: Staff recommends the City Council take the following action: 1) Receive, review, and file the FY 2022/23 First Quarter Financial Report ending September 30, 2022. ANALYSIS: Attached is the quarterly financial report for the major non-utility funds to provide the City Council and public an update on the City’s financial position. Included in the report are the statuses of the General Fund, Gas Tax, Fire Safety Special Revenue Funds, Sewer Enterprise Fund, and Risk Management/Liability and Information Technology Internal Services funds. FISCAL IMPACT: The 1st Quarter (Q1) FY 2022/23 financial report is provided to review the fiscal position of the City. Details of the revenue collections and expenditure activities are outlined in the attached quarterly financial report. First Quarter generally provides limited, snapshot information as the bulk of General Fund revenues are collected APPROVED CITY COUNCIL 1/17/2023 1st Quarter Financial Report January 17, 2023 Page 2 following Q1 and major expenses depend on timing of projects. Staff will continue to closely monitor fiscal impacts and recommend revisions to the City Council as needed. Prepared By: Reviewed and Approved: Richard Lam Talika M. Johnson Budget & Revenue Manager Director of Administrative Services Reviewed and Approved: Sergio Gonzalez City Manager Attachment: 1. Quarterly Financial Report – 1st Quarter, Ending September 30, 2022 FY 2022/23 Quarterly Financial Report 1st Quarter, Ending September 30, 2022 OVERVIEW This financial report summarizes the City’s General Fund’s position for the 1st quarter of Fiscal Year 2022/23 (July 1, 2022 through September 30, 2022). Also, included are the major Special Revenue Funds: Gas Tax and Fire Safety; the Sewer Fund; and the major Internal Services Funds: Risk Management/Liability and Information Technology. The purpose of this report is to provide the City Council, City Management, and the Azusa community with an update on the City’s fiscal status based on the most recent financial information available. GENERAL FUND SUMMARY With the 1st quarter’s revised data, the projection through the end of the first quarter for total sources (revenues and transfers-in) are estimated to be $64.47 million, consistent with the adopted revenues with no change. Total uses (expenditures and transfers-out) are estimated to be $71.48 million and $5.93 million higher primarily due to budget carryforward such as the $2.76 million for tenant improvements to the Metro Promenade building and other projects that were not fully completed in. Note, not all budget carry forwards were completed by end of quarter September 30, 2022 due to in progress year-end financial audit. A B C Adopted Budget 2022-23 Revised Budget 2022-23 Variance (B - A) Beginning Estimated Reserves Balance $ 41.22 $ 41.22 * $ - Plus Revenues 62.45 62.45 ** - Transfers In 2.02 2.02 - Total 2022-23 Sources 64.47 64.47 - Less Expenditures 61.98 67.91 ** 5.92 Transfers Out 6.74 6.74 0.00 Total FY 2022-23 Uses 68.72 74.65 5.93 Expenses in (excess)/below Exp-FY 2022-23 (4.26) (10.19) (5.93) Estimated Reserves Balances before Designated Reserves 36.96 31.03 (5.93) Less: Internally Restricted Reserves Funds set aside for OPEB Trust 1.50 1.50 - ARPA funds set aside for Homelessness 2.00 2.00 - Budget Stabilization & Catastrophic Reserve 16.56 16.56 *** - Capital & Infrastructure Replacement Reserve 2.00 2.00 *** - Insurance Reserve 2.50 2.50 *** - Retiree Benefits Reserve 2.00 2.00 *** - Available Fund Balance $ 10.40 $ 4.47 $ (5.93) *Unaudited **Financial Data as of 01/04/23 - Q1 FY 2022-23 ***Established Updated Reserves Resolution 2022-C46 adopted June 20, 2022 Table 1 Budget vs. Estimated Actual (in millions) Attachment 1 FY 2022-23 Quarterly Financial Report Attachment 1 1st Quarter, Ending September 30, 2022 Page 2 of 6 The 1st quarter’s revenues ended the year at the 1.8% mark. The charts and explanation below will go over each of the revenue categories in details. GENERAL FUND REVENUES Table 2 shows actual collections for the major revenue sources and the percent collected compared to the adjusted budget. Table 3 shows that revenues came in at $1.1 higher million her than the same period last year. Revenues are higher compared to the same period last year primarily due to increased business activities resulting in higher other taxes and better economic conditions yielding higher TUT, higher utility usage for the current quarter, and timing of when the fines and penalties are received. Revenue Collection by Source As of 09/30/22 Chart 1 Revenues Collected by Source Quarter Ending: 09/30/21 vs. 09/30/22 FY 2022-23 Actual % of REVENUE Adjusted Budget YTD 09/30/22 Adj. Budget Property Tax 14,544,731$ 380,626$ 2.6% Sales Tax 8,085,572 523,503 6.5% Transaction Use Tax 6,932,635 547,401 7.9% UUT Tax 3,000,000 850,516 28.4% Other Taxes 11,282,937 1,782,467 15.8% Charges for Services 5,451,792 1,745,223 32.0% Cost Reimbursement 2,078,304 585,831 28.2% Fines & Penalties 1,283,250 358,190 27.9% License & Permits 2,998,283 622,300 20.8% Miscellaneous 6,188,295 27,863 0.5% Money & Property Use 2,620,119 483,417 18.5% Total Revenues 64,465,918$ 7,907,338$ 12.3% Table 2: YTD % of Budget Actual Actual Increase/ REVENUE YTD 09/30/2021 YTD 09/30/2022 (Decrease) Property Tax 443,269$ 380,626$ (62,643)$ Sales Tax 502,323 523,503 21,180 Transaction Use Tax 451,300 547,401 96,102 Utility User Tax 737,869 850,516 112,647 Other Taxes 1,092,084 1,782,467 690,383 Charges for Services 1,409,853 1,745,223 335,371 Cost Reimb.548,184 585,831 37,647 Fines & Penalties 248,181 358,190 110,009 License & Permits 783,285 622,300 (160,985) Miscellaneous 24,765 27,863 3,098 Money & Property Use 520,543 483,417 (37,126) Total Revenues 6,761,656$ 7,907,338$ 1,145,682$ Table 3: Year-to-Year Comparison FY 2022-23 Quarterly Financial Report Attachment 1 1st Quarter, Ending September 30, 2022 Page 3 of 6 Property Tax collections came in low in Q1 and it is normal due to the timing of when the revenues are allocated by the County of Los Angeles Auditor Controller Tax Division. The majority of the property tax collections are received in four payments in December, January, April and May of each calendar year. Sales Tax collections are at 6.5% of the adjusted budget. The reason for the low collections rate is due to the timing of when the revenues are available. The August and September 2021 sales tax will not be distributed by the California Department of Tax and Fee Administration until October and November of 2022. Transaction Use Tax (TUT) collections are at 7.9% of the adjusted budget. Similar to the Sales Tax, the low collection rate is due to the timing of when revenues are available. The August and September 2020 TUT will not be distributed by the California Department of Tax and Fee Administration until October and November of 2020. Utility User’s Tax collections are at 28.4% of the adjusted budget. This percentage is reflective of the consumption of utility services such as gas, electric and water. Other Taxes collections are at 15.8% of the adjusted budget. Other taxes are comprised mainly of transient occupancy tax (TOT), franchise/landfill, land excavation, material recovery facility, and hazardous waste fees. Other Taxes are higher in comparison to the same period last year mainly due to increases allowable in the enterprise agreements and higher hazardous waste tax. Charges for Services collections are at 32.0% of the adjusted budget. Revenues are collected as services are rendered. This revenue source was higher compared to the same quarter last year due to the timing of the development projects, and timely collection of service charges. Cost reimbursement collections are at 28.2% of the adjusted budget. Revenues are collected based on various reimbursement agreements. The revenues were slightly higher in Q1 FY 2022-23 due to greater demand for government services. Fines and Penalties collections are at 27.9% of the adjusted budget due to the timing of when the fines are collected. The revenues were higher this quarter compared to the same period last year, and it is mainly due to the improving economic conditions and business activities picking up. License and Permits collections are at 20.8% of the adjusted budget. This is mainly due to the timing of development activities and when the licenses and permit fees are issued. Miscellaneous collections are at 0.50% of the adjusted budget. The miscellaneous revenues represent a small percentage of the general fund revenues and are dependent on items such as metal recycling and other miscellaneous sources that do not come in as a regular revenue stream. Money and Property Use collections are at 18.5% of the adjusted budget. The Q1 FY 2022-23 revenues are pacing slightly below target. Revenues were pacing lower due to lower rental revenues received from Women's Club, Senior Centers, and Aquatic Facilities. Interest income also came in lower. In addition, the Promenade lease from the LA County Metro was delayed and the anticipated lease will not be realized until later. FY 2022-23 Quarterly Financial Report Attachment 1 1st Quarter, Ending September 30, 2022 Page 4 of 6 GENERAL FUND EXPENDITURES Expenditures by Category As of 09/30/22 The expenditures outlined in Table 4 are pacing at 17.5% of the 1st quarter budget. The personnel budget came in at 21.1% of the revised budget, and it is lower primarily due to vacancies. The Personnel costs were higher in Q1 of FY2022-23 compared to the same period last year on table 5 primarily due to cola adjustments, higher benefits costs, and the one-time $500 COVID bonus payment for employees. Operation costs came in at 15.5% of the revised budget due to the timing of the various development projects. Operating costs was higher in Q1 of FY2022-23 quarter compared to the same period last year in table 5 primarily due to the City appropriating $500K in business grants to support small businesses. DEPARTMENT EXPENDITURES At the end of the 1st quarter, actuals for most departments are tracking at or below the 25% 1st quarter mark of the adjusted budget. The only exception is City-Wide, and it is pacing slightly higher due to the timing of when the interest payments have to be made. City Treasury is higher due to the timing of when the bank charges are imposed. City Council is slightly higher due to the timing of the various conferences. Table 6 Chart 2 Expenditures by Department % of Budget by Department As of 09/30/22 as of 09/30/22 FY 2022-23 Actual % of EXPENDITURE Working Budget YTD 09/30/22 Adopted Personnel 27,804,687$ 5,853,663$ 21.1% Operating 46,846,249 7,240,761 15.5% Total Expenditures 74,650,936$ 13,094,424$ 17.5% Table 4: YTD % of Budget Actual Actual Increase/ EXPENDITURE YTD 09/30/21 YTD 09/30/22 (Decrease) Personnel 4,980,881$ 5,853,663$ 872,782$ Operating 7,046,780 7,240,761 193,981 Total Expenditures 12,027,661$ 13,094,424$ 1,066,763$ Table 5: Year-to-Year Comparison FY 2022-23 Actual EXPENDITURE Adj. Budget YTD 09/30/22 % of Budget Council 164,335$ 52,061$ 31.7% City Clerk 669,430 101,192 15.1% City Attorney 372,160 52,895 14.2% City Treasurer 147,380 51,991 35.3% Administration 2,254,333 249,711 11.1% Finance 1,556,970 395,887 25.4% Economic & Comm. Dev.7,547,537 454,021 6.0% Human Resources 781,072 164,906 21.1% Library 3,975,642 341,934 8.6% Public Safety 22,054,220 4,139,086 18.8% Public Works 11,325,526 633,685 5.6% Community Resources 7,549,988 498,011 6.6% City-Wide 16,252,343 5,959,042 36.7% Total Expenditure 74,650,936$ 13,094,424$ 17.5% 0.0% 5.0% 10.0% 15.0% 20.0% 25.0% 30.0% 35.0% 40.0% FY 2022-23 Quarterly Financial Report Attachment 1 1st Quarter, Ending September 30, 2022 Page 5 of 6 MAJOR SPECIAL REVENUE, SEWER AND INTERNAL SERVICES FUNDS SUMMARY The major Special Revenue funds including the Gas Tax, Fire Safety fund, Sewer Fund, and the major Internal Services funds such as Risk Management/Liability and Information Technology funds are reflected below. Table 7: Major Special Revenue and Internal Services Fund Revenues Table 8: Major Special and Internal Service Fund Expenditures Chart 3 Major Special Revenue & Internal Services Funds Revenues by Funds Ending 09/30/22 Chart 4 Major Special Revenue & Internal Services Funds Expenditures by Funds Ending 09/30/22 2022-23 Actual % of REVENUE Adjusted Budget YTD 09/30/22 Adj. Budget Gas Tax Fund $1,434,234 $238,047 16.6% Fire Safety 6,340,707 1,585,177 25.0% Sewer Fund 3,075,000 728,675 23.7% Risk Mgmt/Liab Fund 3,724,090 278,554 7.5% IT Fund 2,311,265 720 0.0% Total Revenues $16,885,296 $2,831,173 16.8% Table 7: YTD % of Budget 2022-23 Actual % of EXPENDITURE Adjusted Budget YTD 09/30/22 Adj. Budget Gas Tax Fund $1,597,690 $320,139 20.0% Fire Safety 6,340,707 2,006,554 31.6% Sewer Fund 3,651,865 854,886 23.4% Risk Mgmt/Liab Fund 4,926,488 2,951,667 59.9% IT Fund 2,487,108 756,948 30.4% Total Expenditures $19,003,858 $6,890,194 36.3% Table 8: YTD % of Budget 0.0% 10.0% 20.0% 30.0% 40.0% 50.0% 60.0% 70.0% 80.0% 90.0% 100.0% Gas Tax Fund Fire Safety Sewer Fund Risk Mgmt/Liab Fund IT Fund 0.0% 10.0% 20.0% 30.0% 40.0% 50.0% 60.0% 70.0% 80.0% 90.0% 100.0% Gas Tax Fund Fire Safety Sewer Fund Risk Mgmt/Liab Fund IT Fund FY 2022-23 Quarterly Financial Report Attachment 1 1st Quarter, Ending September 30, 2022 Page 6 of 6 Gas Tax Fund Gas Tax revenues are pacing at 16.6% of the 1st quarter FY 2022-23 adjusted budget, and the expenditures are tracking at 20.0%. Fire Safety Fund Fire Safety Fund’s operating revenues are pacing at 25.0% of revenues. The expenditures are pacing at 31.6% for the 1st quarter, and the costs are anticipated to smooth out for the full year and consistent with the budget. Sewer Fund Sewer year-to-date operating revenues are 23.7% of the adjusted budget. Expenditures are pacing slightly lower than the 1st quarter end mark at 23.4% due to the timing of the various projects. Risk Management Fund The revenues for the Risk Management Fund are at 753% due to the timing of its allocations. The expenditures are at 59.9% of the adjusted budget due to the timing of when claims are paid out. Information Technology Fund The Information Technology Fund revenues for the 1st quarter are pacing at 0%. Its allocations are recorded twice a year, in December and June. The expenditures are pacing at 30.4s% and consistent with the timing of the various IT projects.