Memo To: Advisory Board of Directors From: Ingrid S. Penney - PDF document

PRESENTATION 2 Memo To: Advisory Board of Directors From: Ingrid S. Penney Administrative Services Manager Date: November 21, 2019 Subject: FY2018-19 Year-end Financial Report with CIP Update Background: In September 2018, the Board of Supervisors adopted adjustments to the FY2018-19 Final Budgets for the District, as follows: $6,131,588 for the General Fund 337A ($20,000 was transferred out from Fund Balance to Reserves for future Equipment needs) $ 789,011 for the Assessment Fund 337B In January 2019, an appropriation adjustments request (AAR) was recommended to and approved by the Board of Supervisors. The AAR requested totaled $135,217 for costs relating to the CP Playground Equipment Replacement Project. The AAR affected several General Fund accounts including a release of $50,000 from Contingency. The $135,217 was then transferred to the Assessment Fund. The year-end financial statement reflects these adjustments. Please note: While the budget was adjusted the actual allocation was never funded. There were other administrative appropriation adjustments made in the General Fund to cover the cost of various operational services/supplies and equipment which is reflected in the financial statement. This report provides a comparison of actual revenue and expenditures for the year to the budget and a look at revenue and operational expenditure trends over the past five years. Actual FY2018-19 Year End: General Fund 337A: Assessment Fund 337B: Revenue*: $ 801,326 Revenue*: $5,893,854 Expenditures: $ 75,876 Expenditures: 4,578,957 Carry-Over to FY2019-20; $ 725,450 Carry-Over to FY2019-20: $1,314.897 *Includes carry-over fund balance from previous fiscal year. Page 1

Comparison FY2018-19 Adjusted Budget to Actual: General Fund 337A: REVENUES BUDGET ACTUAL DIFF EXPENDITURES BUDGET ACTUAL DIFF Property Taxes 1,981,190 2,062,029 80,839 Sal & EE Benefits 2,935,068 2,723,529 211,539 Bldg Rentals, Interest 1,334,814 1,403,100 68,286 Services & Supply 1,714,159 1,550,327 163,832 HOPTR & Local Gov Aid 555,860 159,819 -396,041 CIP 782,144 190,460 591,684 Rec Program & other 925,200 950,488 25,288 Capital Equip 115,000 114,641 359 Donations & Misc 207,500 190,143 -17,357 Fund Transfer Out 135,217 135,217 0 Surplus Property Sale 0 1,251 1,251 Contingency 450,000 450,000 0 Fund Balance 1,127,024 1,127,024 0 TOTAL TOTAL 6,131,588 5,893,854 -237,734 6,131,588 4,578,957 1,552,631 Assessment Fund 337B: REVENUES BUDGET ACTUAL DIFF EXPENDITURES BUDGET ACTUAL DIFF Fund Balance 784,511 784,511 0 Reim Payment 655,011 -36,342 691,353 Interest 4,500 16,815 12,315 CIP 269,217 112,218 156,999 Fund Transfer In -135,217 -135,217 TOTAL 789,011 801,326 12,315 TOTAL 789,011 75,876 713,135 Discussion: General Fund 337A – Revenue The District experienced increases over budget for: Property taxes ($80,839 or 4%, growth of 5% over the previous year), Building Rentals/Interest ($68,286 or 5%, growth of 9% over last year) Recreation Service/Citation Charges ($25,288 or 3%, growth of 3% over the previous year). The decreases over budget for Local Gov Aid and Donations tie back to funding towards actual project expenses. Building Rental Breakdown (Budget to Actual): 2018-19 2018-19 FNL BGT ACT YE Category LS Tenants 1,112,239 1,117,439 LS Building Rentals 135,000 191,466 District Wide Rentals 87,500 86,001 1,334,739 1,394,906 Park fees realized under Local Gov Aid are tied to actual Capital Improvement Project expenditures: Page 2

Park Fees used for CIP: Metal Storage Building 1,200 John Smith Community Hall 12,788 Garfield House Sewer Connection 24,930 CP Playground Surface Replacement 8,980 Sutter Jensen Community Park 58,410 (106,308) CR – Fees to be transferred in FY2019-20 CP11162017-01 Transfer: 69,921 LSCC Lighting Renovation – In-lieu transferred CP11162017-02 Transfer: 86,374 Villareal Gym Improvement – Park Impact transferred YE Rev Accrual: 90,365 CP Clubhouse/Kitchen(In-lieu) & Sutter Jensen(Impact) Total 140,352 Donations received: Summer Concerts 2,976 Community Dance 99 July 4th 210 (Includes $200 from CRPD Foundation) Sports Photos 374 Kiwanis 800 (TT carpet $300; Egg Hunt $500) CRPD Foundation (Sutter) 13,182 (Sod $10k; KHO Reading Nook $2,582.35; KNO $600) SJ Community Garden 30 Misc 2 Total 17,673 Please note: The District also receives sponsorships that are recognized under Recreation Service Charges . The following chart represents the District Revenue trends over the last five (5) years by category: 2014-15 2015-16 2016-17 2017-18 2018-19 REVENUE CATEGORIES ACT YE ACT YE ACT YE ACT YE ACT YE Property Taxes 1,661,212 1,767,154 1,843,974 1,953,694 2,062,029 Bldg Rentals, Interest 1,284,222 1,708,925 1,251,902 1,274,971 1,403,100 HOPTR & Local Gov Aid 31,557 212,871 575,014 126,284 159,819 Rec Svc Chrgs & othr 689,578 752,377 842,469 920,252 950,488 Donations & Misc 46,455 84,376 27,114 16,857 190,143 Surplus Property Sale 0 0 0 12,213 1,251 RESERVE FB TRNSER IN/ ENC ROLLED 0 0 0 0 0 FUND BALANCE 411,105 561,979 1,012,724 1,043,572 1,147,024 TRANSFER TO RESERVE 0 0 0 -10,000 -20,000 TOTAL 4,124,129 5,087,682 5,553,198 5,337,842 5,893,854 Expenditures The District experienced savings totaling $1,552,631 over budget projections. Salaries & Benefits in the aggregate reflect savings ($211,539 or 7%) that can be tied back to vacant positions and the timing of new hires. Expenditures in this series included the final payout for two employee retirements in the management classification. Actual expenditures reflect implementation of the following: Page 3

 COLA of 3% reflected; CPI index for Northern CA at June 30, 2018: 3.2%  Minimum wage increase, eff 1/1/19: from $11 to $12/hour or 9%  Reclassification of one RPT to RFT (Recreation Coordinators – Youth Development) and three SPT to RPT (Recreation Coordinator – Sports and Park Maintenance Workers) Services & Supplies in the aggregate reflect savings ($163,831 or 10%). Savings were reflected in the following accounts:  Blueprint/Copying Service – $2k savings, Blueprints were not digitized in FY2018-19.  Business/Conference Expense combined with Education/Training – $7k savings, CPRS Conference was held in Sacramento; only two staff went to CARPD Conference.  Agricultural/Horticultural Services – $36,992 savings; Breakdown of expenditures: $95.3K Landscape Contract, Tree removal: $6k, and Pesticide Services $1.2k  Agricultural/Horticultural Supplies - $8.6 savings; Breakdown of expenditures: Fiber for CP $6.6k, Herbicides $4.5k, Fertilizer/Seed/soil amendments $1k  Land Improvement Services/Supplies: $13.8k combined savings, reflects signage, concrete, playground equipment repair, asphalt patch; included 1x cost for Jensen Garden gate repair: $4.8k and Readerboard repair: $1.6k  Mechanical System Maintenance Services/Supplies – $12.6k savings, funds transferred from CIP to cover the cost of two(2)-HVAC equipment purchases and installation costing $27,126, other: HVAC repairs/supplies $3k, ice machine repair/ parts $4.6k, welding supplies $2.2k, filters $2.6k, etc.  Painting Supplies: $1.9k savings  Plumbing Supplies: $6.2k savings  Office Equipment Maintenance Services/Supplies – over $5k savings, reflects copy machines/computer/peripherals/network equipment, installation & repairs $10k+, Konica service of $4.2k and Inland copier service $960 based on usage; Riso contract $425  Rent/Lease Equipment: $3k savings, reflects copier rentals of $3.7k, Boomlift rental for Holiday tree $1.5k, portable fence rental $ 2.3  Other Equipment Maintenance Service – over $3k savings, reflects actual expenditures for equipment parts; repair service for LS Office door approx. $1k  Custodial Services – over $18.8k savings, expense reflects actual Janitorial Services Contact $95.7k and LS JSH Window cleaning: $2.5k  Medical Services – over $1.1k savings; actual amount spent on post offer pre- employment physicals and drug screening  Accounting Services – over $11.5k savings, reflects State Controller’s Annual Report $700; Independent audits $11.3k  Security Services – over $2.1k, Breakdown: FEC Patrol $42.9k, Facility Rntl Security Guards $10k, Gate closures $5.6k, Alarm monitoring $3.8k  Other Professional Services – over $8.5k savings, reflects DA Recruitment $21.5k, and personnel consultant $23.4k  Computer Software/Licensing – over $9.9k savings; Breakdown: Office365 (email only), $1.5k, SSL Certificate 2 yr $444, RecPro Annual License $3.7k, Adobe Creative (1)/Acrobat Pro (5) $1.1k  Recreation Services/Supplies – over $38k savings, reflects actual program costs to support classes, sports, and events; and small equipment purchases: o Tables/Chairs/Carts $9,449.88 o KHO Reading Nook $2,582.35( funded through Carmichael Parks Foundation)  Prior Year Service & Supply – over by $1.8k, restitution paid by a park user for damage to a District electric cart Page 4