LTC 605-2019 FY 2019 Preliminary Year-End Analysis MIAMI BEACH
OFFICE OF THE CITY MANAGER
LTC# 605-2019 LETTER TO COMMISSION
TO: Mayor Dan Gelber and Members o the City Co mission
FROM: Jimmy L. Morales, City Manager
DATE: November 12, 2019
SUBJECT: FY 2019 Preliminary Year-End Anal is
SUMMARY
The purpose of this Letter to Commission (LTC) is to provide the Mayor and City Commission
with the status of the Fiscal Year 2019 operating budget to actual revenues and expenses incurred
for the fiscal year ending September 30, 2019, based on preliminary numbers. The City's Charter
requires that "the City Manager shall make public a quarterly report showing the actual
expenditures during the quarter just ended against one quarter of the proposed annual
expenditures set forth in the budget."
ANALYSIS
The budgets for the General Fund, Enterprise Funds, Internal Service Funds, and Special
Revenue Funds for FY 2019 were adopted by the Mayor and City Commission on September 26,
2018, through Resolution No. 2018-30512.
The First Amendment to the General Fund, Enterprise Funds, Internal Service Funds, and Special
Revenue Funds budgets for FY 2019 was adopted by the Mayor and City Commission on
November 14, 2018, through Resolution No. 2018-30608.
The Second Amendment to the General Fund, Enterprise Funds, Internal Service Funds, and
Special Revenue Funds budgets for FY 2019 was adopted by the Mayor and City Commission
on April 10, 2019, through Resolution No. 2019-30791.
Based on a detailed analysis comparing preliminary year-end actual revenues and expenditures
to budget, all expenditures are within the FY 2019 amended budgets per their appropriated
authority, except those listed below, which require a budget amendment per Florida Statutes and
are further detailed below.
General Fund: Police
Special Revenue Funds: People's Transportation Plan, E-911, and Beach Renourishment
It should be noted that actual year-to-date expenditures are preliminary in nature due to the fact
that reporting of the City's financials is not finalized until completion of the annual financial audit
performed by outside external auditors. This has historically occurred in April with completion of
the City's Comprehensive Annual Financial Report (CAFR) that is usually published in May and
Letter to Commission (LTC)—FY 2019 Preliminary Year-End Analysis
Page 2 of 7
the External Auditor's Report generally made available in July. As a result, this analysis has
considered all known year-end adjustments to date, as well as other pending adjustments where
appropriate.
GENERAL FUND ANALYSIS
The year-end analysis for FY 2019 reveals that the General Fund has a preliminary operating
surplus of$16.4 million, or 4.6%, over the amended FY 2019 General Fund operating budget.
Amended Budget Preliminary
General Fund through FY 2019 Difference
September 30, Year-End
2019 Projected
Revenues $ 352,757,000 $ 353,574,000 $ 817,000
Expenditures $ 352,757,000 $ 337,183,000 $ (15,574,000)
Projected Surplusl(Shortfall) $ 0 $ 16,391,000
It is important to note that a portion of the projected FY 2019 surplus is attributed to the "freeze"
that went into effect mid-year of FY 2019. As a result of the 2019 Estimated Taxable Values and
2019 Certified Taxable Values that were reported by the Miami-Dade County Property Appraiser
and preparation for fiscal year-end, the Administration enacted a hiring freeze on June 6, 2019,
as well as a freeze on all City-funded travel and non-essential and non-construction expenditures,
which was anticipated to result in additional one-time savings realized at fiscal year-end.
The Administration will be taking an item to the November 25th City Commission meeting with the
following recommendations:
Of the preliminary $16.4 million surplus, carry forward $1.3 million into FY 2020 to fund goods
and/or services that were procured in FY 2019, but not received due to timing issues between
fiscal years.
Similarly, it is recommended that $3.8 million be carried forward into FY 2020 for General Fund
projects that were originally budgeted in FY 2019, but not completed.
After accounting for the recommended carryforward encumbrances and appropriations from FY
2019 to FY 2020, the Administration recommends that the net surplus of$11.4 million be utilized
as follows:
1) Set aside $1.3 million for future Building department use based on the department's
preliminary FY 2019 surplus, subject to finalization of the audited surplus, that is restricted
for activities related to enforcement of the Florida Building Code and cannot be utilized to
balance the rest of the General Fund budget;
2) Set aside $2.4 million to fund allowable "one-time" expenditures adopted in the FY 2020
General Fund budget, as set forth by the City's amended and restated financial policies,
adopted through Resolution 2019-30954. Had there not been a year-end surplus, these
one-time expenditures would have been funded using the General Fund's fund balance;
3) Set aside $5.3 million in order to increase the General Fund Reserves, with a goal toward
achieving the City's recently updated target of a reserve totaling 25% (from 17%) of the
Letter to Commission (LTC)-FY 2019 Preliminary Year-End Analysis
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General Fund budget. This set aside would increase the General Fund Reserve to
21%;
4) Carry forward $1.1 million to the respective FY 2020 operating budgets to fund the
projected impact of the new collective bargaining agreements for the Fraternal of Police
(FOP) and International Association of Firefighters (IAFF) ratified and adopted by the
Mayor and City Commission mid-year of FY 2019; and
5) Carry forward $1.3 million to FY 2020 for the additional recommended items outlined
below.
Recommended One-Time Expenditures - $1,326,000
• Homeless Trust contribution in lieu of the Short-Term Rental funds that were placed on
hold following the Miami-Dade Circuit Court's ruling to strike down the City's short -term
rental fines structure: $250,000
• Funding for the Barclay Apartments to provide ongoing maintenance and loss-prevention
activities: $215,000 (of which $204,000 is proposed to be transferred to the Residential
Housing Special Revenue Fund)
• Additional General Fund contingency for one-time studies that may be required in FY
2020: $861,000
It is important to note that had there not been a year-end surplus, these one-time expenditures
would have been funded using the General Fund's fund balance.
FY 2019
Estimated General Fund Year-End Surplus: $ 16,391,000
Carryforward of FY 2019 to FY2020 Encumbrances (1,266,000)
Carryforward of FY2019 to FY2020 Appropriations (3,765,000)
Sub-Total $ 11,360,000
Set-Aside based on FY 2019 Building Operations (1,268,000)
Use of Fund Balance for One-Time Items Budgeted in FY 2020 (2,378,000)
Transfer to Reserve to Fund Additional 8% Contingency Target (5,315,000)
FOP/IAFF Collective Bargaining Agreement Impact (1,073,000)
Additional Use of FY 2019 Year End Surplus (1,326,000)
Total $ 0
PROPOSED AMENDMENTS TO THE GENERAL FUND
Preliminary FY 2019 year-end expenditures reveal that the following General Fund department is
projected to exceed its FY 2019 amended budget.
Police - The department is projected to be 0.4%, or $395,000, above the amended budget
due to increased usage of sworn Police overtime to maintain required minimum patrol staffing
and police visibility citywide, as well as changes in the deployment of resources during the
extended Spring Break period, as noted in previous quarterly Letters to Commissions
regarding FY 2019 year-end projections.
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. Police
FY 2019 FY 2019 Projected vs
Amended Budget Projected Amended % Over/(Under)
Budget Variance
Expenditures $ 112,708,000 $ 113,103,000 $ 395,000 0.4%
In order to re-balance the FY 2019 budget, it is necessary to increase the Police department' s
budget. The Administration recommends the realignment of $395,000 from the General Fund
Citywide Accounts budget to the Police department's budget.
ENTERPRISE, INTERNAL SERVICE, AND SPECIAL REVENUE ANALYSIS
The City accounts for those goods and services provided by a particular department to external
users for which a fee is charged as Enterprise Funds. The City's Sanitation, Sewer, Storm Water,
Water, Parking, and Convention Center operations comprise this category of Proprietary Funds.
Similarly, the City accounts for goods and services provided by one department to other
departments citywide on a cost reimbursement basis as Internal Service Funds. Central Services,
Fleet Management, Information Technology, Property Management, Risk Management (Self
Insurance), and Medical and Dental comprise this category of Proprietary Funds.
Special Revenue Funds consist of revenues and expenditures which are legally restricted or
committed for specific purposes other than debt service and/or capital projects. Special Revenue
Funds include Resort Tax, as well as 7th Street Garage Operations, 5th & Alton Garage
Operations, the Tourism and Hospitality Scholarship Program, Tree Preservation and
Commemorative Tree Trust Program, Waste Hauler and Sustainability Contributions, Education
Compact Fund, Red Light Camera Program, Emergency 911 Fund, Residential Housing Program,
Information and Communications Technology Fund, People's Transportation Plan (PTP),
Transportation, Miami Beach Cultural Arts Council, Police Unclaimed Property and Crash Report
Sales Funds, Police Confiscation Trust Funds (Federal and State), Police Training and School
Resources Fund, the Adopt-a-Bench Program, and Beach Renourishment Fund.
The preliminary year-end analysis for FY 2019 shows that there are $2,607,000 of encumbrances
in the Enterprise Funds, $977,000 in Internal Service Funds encumbrances, and $1,485,000 in
Special Revenue Funds encumbrances (not including Resort Tax) for FY 2019 goods and/or
services that were procured, but not received, that are recommended to be carried forward into
the respective FY 2020 operating budgets.
Similarly, it is recommended that appropriations of$3,102,000 in the Enterprise Funds, $631,000
in the Internal Service Funds, and $1,657,000 in the Special Revenue Funds (not including Resort
Tax) be carried forward into FY 2020 for projects originally budgeted in FY 2019 that have not
been completed.
PROPOSED AMENDMENTS TO OTHER FUNDS
Preliminary year-end expenditures indicate that the following Special Revenue Funds are
projected to exceed their FY 2019 amended budgets.
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E-911 Fund - The City's allocation of E911 tax revenues from Miami-Dade County are
primarily based on call volume. As a result of an increase in call volume and the resulting
additional revenues collected by Miami-Dade County that are disbursed to local
municipalities based on the determined allocation, the City's projected FY 2019 E911
revenues for wireless, non-wireless, and wireless prepaid services are projected to exceed
the FY 2019 amended budget.
As a result of the increased revenues collected in FY 2019, this proposed amendment
would appropriate an additional $392,000 in E911 revenues received during FY 2019,
which in-turn, will be utilized to fund additional allowable costs associated with the
operations of the Fire department's E911 center.
E-911
FY 2019 FY 2019 Projected vs
Amended Budget Projected Amended % Over/(Under)
Budget Variance
Expenditures $ 217,000 $ 609,000 $ 392,000 180.6%
People's Transportation Plan (PTP) Fund-The City's allocation of Half-Cent Sales Tax
Surtax revenues from Miami-Dade County is based on population and the City's FY 2019
revenues are projected to exceed the FY 2019 amended budget.
As a result of the increased revenues received in FY 2019, this proposed amendment
would appropriate an additional $106,000 in PTP revenues received during FY 2019,
which in-turn, will be utilized to fund additional allowable costs associated with operations
of the City's trolleys.
People's Transportation Plan (PTP)
FY 2019 FY 2019 Projected s
Amended Budget Projected Amended % Over/(Under)
Budget Variance
Expenditures $ 4,003,000 $ 4,109,000 $ 106,000 2.6%
Beach Renourishment Fund - The Fourth Amendment to the City Center
Redevelopment Agency (RDA) Interlocal Agreement provided, among other things, that
the RDA distribute to both the County and the City, beginning in Fiscal Year 2018 and
continuing until Fiscal Year 2023, a reimbursement based on each entity's proportionate
share of previous year expenses for administration, community policing, and capital
maintenance, and required that both set aside $1.5 million of the annual reimbursement
for beach renourishment that could be utilized to leverage State or Federal funding for
beach renourishment projects.
This proposed amendment appropriates a total of$3.0 million in the Beach Renourishment
Fund in FY 2019 from the RDA's required FY 2018 and FY 2019 contribution of $1.5
million each year that the City agreed to transfer to Miami-Dade County in order to better
maximize collective resources towards federally funded beach efforts.
Beach Renourishment
FY 2019 FY 2019 Projected vs
Amended Budget Projected Amended %Over/(Under)
Budget Variance
Expenditures $ 0 $ 3,000,000 $ 3,000,000 100.0%
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RESORT TAX FUND
Preliminary FY 2019 Resort Tax revenues are projected to be $56,000, or 0.1%, below the
amended budget, while expenditures are projected to be $545,000, or 0.6%, below the amended
budget, resulting in a preliminary surplus of $489,000 that includes a transfer of $1.9 million in
estimated excess 1% Convention Center Resort Tax funds to the Convention Center Renewal
and Replacement Fund after payment of the annual required debt service as required by
Resolution 2012-27902.
ESORT TAX FUND
Preliminary FY 2019 !
FY 2019 Amended Actuals as of Actual of Year End Over/(Under) 1 Over/(Under)
Budget 09130!2019 Mended Budget Projections Amended Budget Amended Budget
Revenues
2%Resort Tax 59,628,000 56,611,772 94.9% 59,973,000 345,000 0.6%
Miscellaneous Revenues 343,000 944,409 275.3% 1,187,000 844,000 246.1%
Transfer In from Fund Balance 1,101,0000 0.0% 0 (1,101,000) -100.0%
1%Resort Tax(QOL) 14,421,000 13,652,065 94.7% 14,349,000 (72,000) -0.5%
Additional 1%for Convention Center 14,421,000 13,652,065_ 94.7% 14,349,000 (72,000) -0.5%
Total Revenues 89,914,000 84,860,310 94.4% 89,858,000 (56,000) -0.1%
Expenditures
General Fund Contribution 35,836,000 35,836,000 100.0% 35,836,0000 0.0%
Sanitation Fund Contribution 1,812,000 1,812,000 100.0% 1,812,000 0 0.0%
Contribution to GMCVB 6,651,000 6,984,941 105.0% 6,985,000 334,000 5.0%
Contribution to VCA 2,862,000 2,719,402 95.0% 2,882,000 20,000 0.7%
Contribution to Mt.Sinai 1,000,000 1,000,000 100.0% 1,000,000 0 0.0%
Other Operating/Other Uses 12,711,000 11,512,569 90.6% 12,020,000 (691,000) -5.4%
Marketing 200,000 117,833 58.9% 136,000 (64,000) -32.0%
Transfer to NB,MB,SB Capital,Transp,and Arts(DOL) 14,421,000 13,652,065 94.7% 14,349,000 (72,000) -0.5%
Addt'I 1%Conv.Center Debt Service&Cap.Ren&Repl. 14,421,000 12,454,877_ 86.4% 14,349,000 (72,000) -0.5%
Total Expenditures 89,914,000 86,089,687 95.7% 89,369,000 (545,000) -0.6%
Excess of Revenues Overl(Under)Expenditures 0 (1,229,377) 489,000
Of the estimated $489,000 surplus, the Administration is recommending that $43,000 be carried
forward into FY 2020 to fund goods and/or services that were procured, but not received in FY
2019, due to timing issues between fiscal years.
Similarly, it is recommended that$204,000 be carried forward into FY 2020 for Resort Tax projects
that were originally budgeted in FY 2019 that have not been completed.
After accounting for the recommended Resort Tax carryforward encumbrances and
appropriations from FY 2019 to FY 2020, the Administration recommends that the net surplus of
$242,000 be allocated as follows:
1) Carry forward $200,000 to fund a one-time contribution to the Miami City Ballet to cover
the costs associated with the Ballet Bus Program, professional company performances at
the Colony Theatre, and Lincoln Road pop up activations and classes as recommended
by the Administration and approved by the Mayor and City Commission on October 30,
2019; and
2) Set aside the remaining $42,000 to partially fund $1,942,000 of allowable "one-time"
expenditures in the adopted FY 2020 Resort Tax budget, as set forth by the City's
amended and restated financial policies, adopted through Resolution 2019-30954.
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FY 2019
Estimated Resort Tax Year-End Surplus: $ 489,000
Carryforward of FY 2019 to FY2020 Encumbrances (43,000)
Carryforward of FY2019 to FY2020 Appropriations (204,000)
Sub-Total $ 242,000
Additional One-Time Use of FY 2019 Year End Surplus (200,000)
Set-aside to Partially Fund One-Time Items Budgeted in FY 2020 (42,000)
Total $ 0
CONCLUSION
A summary of the preliminary General Fund revenues and expenditures as of September 30,
2019 reflects a projected year-end surplus of $16.4 million, or 4.6%, over the amended FY 2019
General Fund operating budget. The Administration will be taking an item to the November 25th
City Commission meeting with recommendations on allocating this surplus. These
recommendations include increasing the General Fund Reserve to 21%.
It should be noted that actual year-to-date expenditures are preliminary in nature due to the fact
that reporting of the City's financials is not finalized until completion of the annual financial audit
performed by outside external auditors. This has historically occurred in April with completion of
the City's Comprehensive Annual Financial Report that is usually published in May and the
External Auditor's Report generally made available in July. As a result, this analysis has
considered all known year-end adjustments to date, as well as other pending adjustments where
appropriate.
J LM/JW/TOS