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LTC 543-2018 Fiscal Year (FY) 2017/18 Third Quarter Analysis (2) MAMI BEACH OFFICE OF THE CITY MANAGER LTC# 543-2018 LETTER TO COMMISSION TO: Mayor Dan Gelber and Members o the City ommission FROM: Jimmy L. Morales, City Manager DATE: October 11, 2018 SUBJECT: Fiscal Year (FY) 2017/18 Third Qu rter Analysis The purpose of this Letter to Commission (LTC) is to provide the Mayor and members of the City Commission with the status of the FY 2017/18 budget to actual revenue and expenses incurred for the third quarter ending June 30, 2018, with projections through fiscal year-end September 30, 2018. Article IV of 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." The first nine months of the fiscal year provide a clearer indication of the experience for the remainder of the fiscal year as compared to the projections for previous quarters. It should be noted that this analysis is a preliminary projection that will be updated after year-end numbers are available in November. The First Amendment to the FY 2017/18 operating budget adopted by the City Commission on November 13, 2017, pursuant to Resolution No. 2017-30088, recognized a preliminary FY 2016/17 year-end surplus of approximately $8.1 million in the General Fund. Of this surplus, $3.6 million was set aside for encumbrances and projects that were delayed in FY 2016/17, $3.0 million was set-aside to be carried forward as part of the FY 2017/18 adopted budget, $1.5 million was set aside in reserves based on the Building Department's operations, which is restricted for Building related activities, and $3.4 million was set aside for emergency expenditures resulting from the impact of Hurricane Irma. FY 2016/17 Estimated General Fund Year-End Surplus: $ 8,076,000 Carryforward of FY17 Encumbrances (2,403,000) Carryforward of FY17 Appropriations (1,139,000) Building Reserve (1,534,000) FY17 Reserve Set-Aside for FY18 (3,000,000) Sub-Total $ 0 Hurricane Irma Related Expenditures (3,390,000) Use of General Fund Emergency Reserves 3,390,000 Total $ 0 The First Amendment also appropriated $3.8 million in Enterprise Funds, $880,000 in Internal Services Funds, and $2.8 million in Special Revenue Funds encumbrances and projects that were delayed in FY 2016/17 and recommended to be carried forward in FY 2017/18. Other items included: $791,000 re-aligned between the Fire and Emergency Management LTC—FY 2017/18 Third Quarter Analysis Page 2 of 15 departments as a result of the reorganization of the Public Safety Communications Unit (PSCU); $277,000 appropriated in the Fire Department for upgrade of its Priority Dispatch Software; $200,000 appropriated in the Building and Planning Departments for upgrade of shared Customer Enterprise Software; $200,000 appropriated in the Information Technology Special Revenue Fund in order to effectively respond to the City's dynamic technology needs; and $1.0 million appropriated in the Sanitation Enterprise Fund for additional unanticipated expenditures related to debris removal resulting from Hurricane Irma. The Second Amendment to the FY 2017/18 operating budget adopted by Commission on April 11, 2018, pursuant to Resolution No. 2018-30278, recognized an additional $600,000 in the Resort Tax (2%) Special Revenue Fund, based on current year two percent Resort Tax collections, to support various cultural activations, as well as unforeseen needs for additional City services during high impact periods such as Spring Break and Memorial Day. Also appropriated was $221,000 in the Convention Center Enterprise Fund for temporary partitions required in the Miami Beach Convention Center during events hosted due to the ongoing renovation project; $42,000 in the Information Technology Internal Service Fund to continue work being performed by New World Systems and Tyler Technologies; and $845,000 in numerous Special Revenue Funds for projects detailed in the adopted Resolution. The Third Amendment to the FY 2017/18 operating budget adopted by Commission on July 2, 2018, pursuant to Resolution No. 2018-30374, appropriated $1,079,000 transferred from the Redevelopment Agency (RDA) in accordance with the Fourth Amendment to the Interlocal Agreement, which was approved by County Commission on June 19, 2018, through Resolution No. R-644-18, and by the City Commission on April 25, 2018, through Resolution 2018-30288, providing an annual reimbursement to both the County and City, beginning in FY 2017/18 and continuing until FY 2022/23, based on each entity's proportionate share of expenditures for administration, community policing, and capital maintenance. The $1,079,000 was used for the repayment of U.S. Department of Housing and Urban Development (HUD) grant funds to comply with the Office of the Inspector General's audit recommendation Letter to Commission (580-2017) dated December 5, 2017. In addition, $460,000 was de-appropriated from the Miami City Ballet Fund to be appropriated mid-year through a capital budget amendment for improvements that were deemed critical. It is important to note that these projections across all funds include the projected impact of the agreement that was reached between the City and the Communications Workers of America (CWA). The bargaining unit's current collective bargaining agreement expired September 30, 2015. The City and CWA met and bargained numerous times; however, on January 19, 2017, the City notified the Public Employees Relations Commission that the City and CWA had reached an impasse. During this period, bargaining unit members received zero cost of living adjustments or across-the-board wage increases. Since Florida law gives final authority and responsibility to the City Commission to resolve an impasse, a public hearing was held on April 13, 2018 by the City Commission. At the April 13, 2018 hearing, the City Commission concluded that "effective October 1, 2017, there shall be a three percent across the board wage increase for any CWA bargaining unit positions and a three percent increase to the minimums and maximums of each job classification range," among other items detailed in the agreement, which was subsequently presented to and approved by the City Commission on June 6, 2018. Across all funds, the projected impact of the three percent across-the-board wage increase effective October 1, 2018 was estimated at $455,000. The adopted FY 2017/18 budget included a three percent cost-of-living adjustment for the CWA, effective the pay period ending July 9, 2018. LTC-FY 2017/18 Third Quarter Analysis Page 3 of 15 GENERAL FUND General Fund Third Quarter Status An analysis of the actual nine-month operating revenues and expenses for the period of October 1. 2017 through June 30. 2018 reveals an operating budget surplus of $61.2 million. While the actual surplus as of June 30. 2018 appears unusual compared to the projection for the current fiscal year ending September 30, 2018, it should be noted that the City receives most of its ad valorem tax revenues during the earlier months of the fiscal year. Ad valorem tax revenues represent approximately 53.1% of total budgeted revenues and represent 60.1% of the actual revenues received during the first nine months of the current fiscal year. As of June 30, 2018, revenues collected were approximately 86.3% of the current amended budget, or $290.0 million. Expenditures were approximately 68.1% of the current amended budget, or $228.8 million: however, it is important to note that there are often delays in expenditures until the close-out of the fiscal year. FY 2017/18 Budget Actuals as of Variance from 3/4 General Fund Adopted Budget Amended Budget 3/4 of Amended Budget 06/30/2018 Amended Budget Over/(Under) Revenues $ 330,850.000 $ 335,948.000 $ 251.961.000 $ 290,035.679 $ 38,074.679 Expenditures $ 330,850,000 $ 335,948.000 $ 251.961.000 $ 228,834,950 $ (23,126.050) Excess of Revenues Overl(Under)Expenditures $ 61,200,729 General Fund Year-End Projections Projected year-end operating revenues and expenditures through September 30, 2018 provide a more realistic snapshot of any anticipated year-end surplus or shortfall as of this point in time. Further, while the actual revenues and expenses presented are as of June 30, 2018, some projections incorporate more current information available. A summary of the preliminary General Fund revenues and expenditures projected through September 30, 2018 reflects a year-end surplus of $4.1 million, which is a $874.000 increase over the $3.2 million surplus projected as of the second quarter of the fiscal year. As noted in the previous quarter, the Fleet Management and Medical and Dental Funds are projected to exceed their amended budgets. Should these Internal Service Funds exceed their amended budgets at year-end, the overages may be charged back to applicable departments,. the majority of which would impact the General Fund. The Administration recommends that the year-end surplus be utilized as follows: (1) $1.1 million to fund '`one-time" expenditures adopted in the FY 2018/19 General Fund budget in accordance with Resolution 2006-26341; (2) fund the rollover of encumbered and unencumbered funds to FY 2018/19 based on department carryforward requests at year-end: and (3) any excess set- aside to achieve the City's goal of the additional 6% reserve target in the General Fund. FY 2017118 Budget Variance General Fund Adopted Budget Arrended Budget Projected Projected vs Arrended %Over'(Under) Budget Revenues S 330.850 000 S 335.948 000 S 336,119.000 S 171.000 0 1% Expenditures S 330.850 000 S 335 948.000 S 332.023 000 S (3.925 000) -1 2% Excess of Revenues Overl(Under)Expenditures $ 4,096,000 LTC—FY 2017/18 Third Quarter Analysis Page 4of15 General Fund Operating Revenues For the details of General Fund revenues by category, see attached Schedule A. Based on current collections for FY 2017/18, property taxes are being projected at approximately 95 percent of total property taxes assessed, which is consistent with the original adopted budget. As of June 30, 2018, approximately 99.3% of budgeted property tax revenues were collected. Overall, revenues through fiscal year-end September 30, 2018 are projected to be $339.7 million, which is 1.1%, or $3.7 million, above the amended budget. Of this, $3.6 million is from the loan repayment from the Water & Sewer Fund. As in prior years, significant variances in year-end projections compared to budget by revenue category in excess of 10%, or $300,000, are explained below: Other Taxes — This category includes franchise tax revenues such as electricity, gas, waste contractors, and cable TV, as well as utility tax revenues, and is projected to be 8.4%, or $1.9 million, above the amended budget due to projected increases in franchise and utility collections for electricity and telephone, based on current year usage rates trending higher than budget. Licenses and Permits — This category includes business tax receipts, licenses/ building/special use permits, as well as sidewalk café fee revenues and is projected to be below the amended budget by 6.9%, or $2.2 million, due primarily to a reduction in the number of building permits issued, the recently implemented private provider discounts of approximately $781,000 and diminishing job size valuations that directly impact permit revenues. Intergovernmental — This category includes local option gas tax, motor fuel tax, sales proceeds, local option sales tax proceeds, and alcoholic beverage license proceeds and is projected to be $535,000, or 4.8% above the amended budget due to projected increases in gas and sales tax based on current year collections trending higher than budget. Fines and Forfeits —This category includes County traffic and parking fines, building code violations, and code enforcement violations among other items and is projected to be 52.5%, or $709,000, above the amended budget due to code enforcement and elevator violations trending higher than budget. Interest — This category is comprised of various sources of interest income derived from the City's current investments and is projected to be $1.6 million above the amended budget due to realized gains resulting from the execution of the City's new financial services agreement. Miscellaneous — This category includes revenues from various categories such as concessions, reimbursements, and miscellaneous revenue categories, including beach access fees and sale of city property, and is projected to be 4.3%, or $608,000, above the amended budget mainly due to the City vacating a 20-foot-wide public right-of-way that runs parallel between Alton Road and West Avenue from Lincoln Road to 17th Street pursuant to a development agreement that was executed between the City, 1698 Alton Road Ventures, LLC, and 1681 West Ventures, LLC, as adopted by Resolution No. 2016- 29639. For vacating this parcel, the City received a voluntary contribution of $665,000 from LTC—FY 2017/18 Third Quarter Analysis Page 5 of 15 the developer. Of this amount, $532,000 went to the General Fund and the remaining balance of $133,000 went to the Transportation Trust Fund pursuant to Resolution No. 2016-29500, adopted by Commission July 13, 2016, which outlines that 20% of all one-time unrestricted capital payments to the City of $500,000 or more be deposited in a trust fund for capital or acquisition costs associated with mass transit. Other Non-Operating Revenues — This category primarily includes inter-fund transfers and management fees. The surplus in this category is due to $3.6 million in one-time revenues from the loan repayment to the General Fund from the Water and Sewer Fund. The General Fund originally loaned these funds to the Water and Sewer Fund to cover the reserve requirements as detailed in Resolution 2006-26175. As a result of the 2006 Water and Sewer bonds being paid off by the 2017 Water and Sewer bonds, these funds were released and returned to the General Fund. General Fund Operating Expenditures As of June 30, 2018, actual expenses were approximately 68.1% of budget, or $228.9 million. Expenditures through fiscal year-end September 30, 2018 are projected to be $332.0 million, which is approximately 1.2%, or $3.9 million, below the amended budget. These projections are based on an analysis of the first nine months of the fiscal year, as well as any additional information available since then. As previously mentioned, the following projections include the impact of the agreement reached by the City and CWA based on the impasse hearing held by the City Commission on April 13, 2018, which predominately impacted the budgets of the Fire Department, including the Public Safety Communications Unit (PSCU), the Police Department, the Code Compliance Department, and the Building Department. These projections also include projected savings from the hiring and travel freeze that was declared by the Administration effective June 1, 2018 through at least October 1, 2018 in an effort to identify significant savings to achieve a balanced budget in the upcoming fiscal year due to diminishing increases in property values. A comparison of actual expenses and projected expenditures to budget by department, as of June 30, 2018, is provided in the attached Schedule A. It is important to note that these projections include un-budgeted expenses related to Hurricane Irma, which some departments are projected to absorb within their amended budgets. Final hurricane-related expenses will be quantified at year-end. Building — The department is projected to be 11.5%, or $1.8 million, below the amended budget due to a slowdown in the number of building permits being issued, combined with recently implemented private provider discounts and diminishing job size valuations. As a result, demand for outside inspections and engineering services has declined resulting in savings of $720,000 projected for these services. In addition, the department has other projected savings inclusive of $630,000 in personnel services costs due to vacancies and re-classifications of various budgeted positions throughout the year, approximately $238,000 in realized savings from Energov maintenance costs re-allocated between other departments based on an updated allocation methodology and $227,000 in savings from miscellaneous operating expenditures, including demolition costs and contracted security guard services. LTC—FY 2017/18 Third Quarter Analysis Page 6 of 15 Building Variance Amended Budget Projected Projected vs Amended % Over/(Under) Budget Expenditures $ 15,761,000 $ 13,947,000 $ (1,814,000) -11.5% Capital Improvement Projects (CIP) — The department is projected to be 6.3%, or $321,000, below the amended budget primarily due to savings of $315,000 in personnel services expenditures resulting from several vacancies in budgeted positions realized throughout the year. Capital Improvement Projects(CIP) Variance Amended Budget Projected Projected vs Amended % Over/(Under) Budget Expenditures $ 5,090,000 $ 4,769,000 $ (321,000) -6.3% Emergency Management—The department is projected to be above the amended budget by $561,000, or 17.6%, resulting from emergency expenses related to Hurricane Irma incurred early in the fiscal year, which included additional consulting services for financial recovery efforts, temporary office personnel to prepare and compile required documentation, additional security guard services, and rental of machinery and equipment. Emergency Management Variance Amended Budget Projected Projected vs Amended %Over/(Under) Budget Expenditures $ 3,181,000 $ 3,742,000 $ 561,000 17.6% Parks and Recreation — The department is projected to be 1.4%, or $523,000, below the amended budget due to savings in personnel services expenditures resulting from numerous full-time and part-time vacancies of full-time realized throughout the fiscal year as well as additional savings from receipt of a Children's Trust grant for after-school programming and summer camps provided primarily to residents of the City. Costs resulting from Hurricane Irma incurred early in the fiscal year were absorbed with the savings realized from these vacancies and receipt of the grant in the current fiscal year. Parks and Recreation Variance Amended Budget Projected Projected vs Amended %Over/(Under) Budget Expenditures $ 36,496,000 $ 35,973,000 $ (523,000) -1.4% Public Works —The department is projected to be below the amended budget by 2.5%, or $400,000, resulting from savings in personnel services expenditures due to numerous vacancies within the department, which includes Engineering, Streets, and Greenspace Management, combined with projected savings in citywide grounds maintenance, which includes the City's right-of-way and facilities. Public Works Variance Amended Budget Projected Projected vs Amended % Over/(Under) Budget Expenditures $ 15,773,000 $ 15,373,000 $ (400,000) -2.5% LTC—FY 2017/18 Third Quarter Analysis Page 7 of 15 Citywide Accounts Net of Transfers - The Citywide Accounts net of transfers are projected to be above the amended budget by 1.8%, or $208,000, due to an increase in the City's 415 Excess Benefit Pension Plan contributions for retirees based on the new IRS tax limits that were set after adoption of the FY 2017/18 budget. Citywide Accounts Variance Amended Budget Projected Projected vs Amended %Over/(Under) Budget • Expenditures $ 11,734,000 $ 11,942,000 $ 208,000 1.8% ENTERPRISE FUNDS The City accounts for proprietary operations in its Enterprise Funds. The Convention Center, Parking, Sanitation, Sewer, Storm Water, and Water Funds comprise this category of funds. Expenditures in these funds are budgeted to be fully offset by charges for services provided. An analysis of actual nine-month operating expenses for the period of October 1, 2017 through June 30, 2018, reveals that the Convention Center, Parking, Sanitation, and Sewer Funds all have expenses less than three quarters of their amended budget as of June 30, 2018. Conversely, the Storm Water and Water Funds have expenses that are more than three quarters of their amended budget due to non-recurring expenses for repairs of the City's utilities infrastructure that have been incurred during the year. This is not representative of trends for an entire fiscal year, as there is often a lag in expenditures, particularly related to those billed by outside entities. ENTERPRISE FUNDS Sanitation Sewer Storm Water Water Parking Convention Center FY 2017/18 Adopted Budget 21.221.000 49.666.000 28.327.000 38.321.000 58,734.000 12,688.000 FY 2017/18 Amended Budget 22.724.000 50,105.000 28,785.000 39.198.000 59.285,000 13.846.000 3/4 Adopted Budget 15.915.750 37,249.500 21,245,250 28,740.750 44,050,500 9,516,000 3/4 Amended Budget 17.043,000 37,578.750 21.588.750 29.398.500 44.463.750 10.384.500 Revenues as 0106/30/18 12,871.177 36,962.006 21,516,987 25,148,925 36,157,789 8,379,628 Expenditures as of 06/30/18 16,532,013 34,478,689 24.933.916 29,939.926 38,671.838 3,699.791 Expenditures Above/(Below)3/4 Amended Budget (510.987) (3.100,061) 3.345,166 541.426 (5,791.912) (6.684,709) %Vanance -2.2% -6.2% 11.6% 1 4% -9.8% -48.3% Year-end revenue and expenditure projections through September 30, 2018 provide a more realistic indication of any anticipated year-end surpluses or shortfalls as of this point in time. In addition, while the actual revenues and expenses presented above are as of June 30, 2018, the year-end projections have incorporated more recent information that may be available. The following projections include the projected impact of the agreement that was reached by the City and Communications Workers of America (CWA) based on the impasse hearing held by the City Commission on April 13, 2018. The Enterprise Fund primarily impacted by the agreement reached was the Parking Enterprise Fund. As represented below, Sewer, Storm Water, Water, Parking, and Convention Center Fund revenues are projected to be equivalent to or in excess of expenditures as of year-end. The Sanitation Fund is, however, projected to have expenditures in excess of revenues due to additional expenses that were incurred for debris removal and disposal from Hurricane Irma. LTC-FY 2017/18 Third Quarter Analysis Page 8of15 ENTERPRISE FUNDS • Sanitation Sewer Stormrwter Water Partdnp ComaefMrt' Getb ., ,• FY 2017/18 Adopted Budget 21.221.000 49.666.000 28.327.000 38.321.000 58,734,000 12.688,000 FY 2017/18 Amended Budget 22.724,000 50.105.000 28.785.000 39,198,000 59.285.000 13.846.000 FY 2017/18 PROJECTIONS Charges for Services 15.765.000 47,473,000 29.508,000 34.385.000 45,752,000 2,397,000 Other 6,763.000 4.071.000 82.000 3,905,000 9.321,000 14,482.000 FY 2017/18 Revenue Projections 22.528.000 51.544.000 29.590,000 38,290.000 55.073.000 16.879.000 $Over/(Under)Amended Budget (198,000) 1,439,000 805,000 (908,000) (4,212,000) 3,033,000 %Over/(Under)Amended Budget -0.9% 2.9% 2.8% -2.3% -7.1% 21.9% FY 2017/18 Evenditure Projections 22.942.100 49.839.000 28.785.000 38.290.000 55,073,000 13.846,000 $Over/(Under)Amended Budget 218,000 (288,000)r 0 (908,000) (4,212,000) 0 %Over/(Under)Amended Budget 1.0% -0.5% 0.0% -2.3% -7.1% 0.0% Excess of Revenues Over/(Under)Expenditures (414,000) 1,705,000 805,000 0 0 3,033,000 As in prior years, departments projected to exceed budget, or with significant variances to budget in excess of 10%, or$300,000, are explained below: Sanitation - This fund is projected to be 1.0%, or $218,000, above the amended budget due to additional expenses incurred for debris removal and disposal from Hurricane Irma, as previously mentioned. Since the overage in projected expenditures to budget is due to the impact of Hurricane Irma, if realized at year-end, Sanitation's emergency reserves will be utilized to fund these expenditures with the approximation that these costs will be reimbursed by the Federal Emergency Management Administration (FEMA) in the near future. Once received, reimbursements would be utilized to replenish emergency reserves utilized. Water- This fund is projected to be 2.3%, or $908,000, below the amended budget due to realized savings in salaries, overtime, allowances, and health insurance costs from budgeted positions that have been vacant during the fiscal year totaling approximately $488,000, as well as $246,000 in savings projected from consumption of wholesale water purchased from Miami-Dade County and $175,000 in savings projected from other miscellaneous operations, repairs, and maintenance expenditures. Parking - This fund is projected to be 7.1%, or $4.2 million, below the amended budget, mainly due to a decrease in the amount available to be set-aside for renewal and replacement of the Parking Department's existing capital assets in the amount of approximately $2.1 million. This reduction is directly related to diminishing demand and usage of on and off-street parking, which has been adversely impacted by private on- demand ride booking and sharing services. In addition, savings totaling $1.1 million are also projected from a reduction in the department's transfer to the Transportation Fund resulting from a projected increase in contributions from the 1% Quality of Life Resort Tax Fund to the Transportation Fund, which also funds transportation operations. Lastly, approximately $1.0 million in combined savings are projected from personnel services expenditures due to vacancies and decreased demand for overtime of $428,000 and meter collection equipment maintenance, garage cleaning, and wash-down services of $655,000, which are budgeted based on a combination of both recurring services, plus additional unforeseen needs that may occur throughout the fiscal year. INTERNAL SERVICE FUNDS 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 LTC—FY 2017/18 Third Quarter Analysis Page 9of15 Management, Information Technology, Property Management, Medical and Dental, and Risk Management comprise this category of Proprietary Funds. An analysis of actual nine-month operating revenues and expenses for the period of October 1, 2017 through June 30, 2018, reveals that Central Services, Information Technology, Property Management, and Risk Management all have expenses less than three quarters of their amended budgets as of June 30, 2018, which are mainly due to expenditures that are typically incurred later in the fiscal year. In contrast, the Medical and Dental and Fleet Management Funds have expenses that are more than three quarters of their amended budgets due to large medical claims that have been incurred during the first nine months of the current fiscal year and additional fuel and repairs and maintenance related to the City's current fleet of vehicles, machinery, and equipment. INTERNAL SERVICE FUNDS Fleet Information Property Risk Medlcal8 Central Services Dental Management Technology Management Management Msurance FY 2017/18 Adopted Budget 1,074,000 8,803.000 16,250,000 8,664,000 19,270.000 31,962,000 FY 2017/18 Amended Budget 1,074,000 8,817,000 16,772,000 9,050,000 19,270.000 31,962,000 3/4 Adopted Budget 805,500 6,602,250 12,187,500 6,498,000 14,452,500 23,971,500 3/4 Amended Budget 805.500 6,612,750 12,579,000 6,787,500 14,452,500 23,971,500 Revenues as of 06/30/18 820.765 6,995,787 11.840,149 6,595,430 14,523,232 25,400,067 Expenditures as of 06/30/18 773,516 9,280,406 458,769 6,054,264 8,668,011 25,642,547 Expenditures Above/(Below)3/4 Amended Budget (31,984) 2,667,656 (12,120,231) (733,236) (5,784,489) 1,671,047 %Variance -3.0% 30.3% -72.3% -8.1% -30.0% 5.2% Operating revenue and expenditure projections through September 30, 2018 provide a more realistic indication of any anticipated year-end surpluses or shortfalls. While the actual revenues and expenses presented above are as of June 30, 2018, the year-end projections have also incorporated more recent information available. As reflected below, all Internal Service Funds' revenues are projected to be equivalent to or in excess of expenditures as of fiscal year-end. Since Internal Service Fund departments function on a cost reimbursement basis, should any Internal Service Fund department exceed its amended FY 2017/18 budget at year-end, any overage will be charged back to the applicable departments as such. INTERNAL SERVICE FUNDS Fleet Information Property Risk Medical& . Central Services Dental Management Technology Management Management Insurance FY 2017/18 Adopted Budget 1.074.000 8,803,000 16250.000 8,664,000 19,270,000 31,962,000 FY 2017/18 Amended Budget 1,074,000 8,817,000 16,772,000 9,050,000 19,270,000 31,962,000 FY 2017/18 PROJECTIONS Charges for Services 1,081,000 8,371,000 15,534,000 8,575,000 17,848,000 0 Other 18.000 901,000 942,000 381,000 1.676.000 34,850,000 FY 2017/18 Revenue Projections 1,099,000 9,272,000 16,476.000 8,956,000' 19,524,000 34,850.000 $Overl(Under)Amended Budget 25,000 455,000 (296,000) (94,000) 254,000 2,888,000 %Over/(Under)Amended Budget 2.3% 5.2% -1.8% -1.0% 1.3% 9.0% FY 2017/18 Expenditure Projections 1.045,000 9,272,000 16.476,000 8,956,000 19,270,000 34,850,000 $Overl(Under)Amended Budget (29,000) 455,000 (296,000) (94,000)' 0 2,888,000 °%Over/(Under)Amended Budget -2.7% 5.2% -1.8% -1.0°% 0.0% 9.0% Excess of Revenues Overl(Under)Expenditures 54,000 0 0 0 254,000 0 Fleet Management - This fund is projected to be 5.2%, or $455,000, above the amended budget mostly due to increasing gasoline and diesel fuel prices. Since the department is responsible for providing gasoline and diesel fuel to the City's fleet of vehicles, machinery, LTC—FY 2017/18 Third Quarter Analysis Page 10 of 15 and equipment, these price fluctuations are anticipated to result in the department exceeding its amended budget as of year-end. In addition, the department is experiencing increasing costs for repairs and maintenance of older vehicles that are due for replacement, but still in use due to limited availability of funding. As previously indicated, should Fleet Management exceed its amended budget at year-end, the overage will be charged back to applicable departments. Medical and Dental - These funds are projected to be 9.0%, or $2,888,000, above the amended budget due to medical claims continuing to trend higher than budget based on current year-to-date claims experience, which includes numerous large claims and adjusted actuarial forecasts resulting from this claims experience. Since claims can fluctuate significantly throughout the year, this is a conservative projection and the trend will continue to be monitored. If claims experience continues to trend at current levels for the remainder of the fiscal year, available fund balance may be realized to cover the projected year-end shortfall. SPECIAL REVENUE 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. These include Resort Tax, as well as the following: 7th Street Garage Operations, 5th & Alton Garage Operations, the Tourism and Hospitality Scholarship Program, Tree Preservation and Commemorative Tree Trust Fund, Waste Hauler and Sustainability Contributions, Education Compact Fund, Red Light Camera Program, Emergency 911 Fund, Information and Communications Technology Fund, People's Transportation Plan (PTP) Fund, 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, and Adopt-a-Bench Program. An analysis of nine-month operating revenues and expenses for the period of October 1, 2017 through June 30, 2018, reveals that all Special Revenue Funds, except the Police Training and School Resources Fund and 5th & Alton Garage Fund, have expenses less than three quarters of their amended budget, which are mostly due to expenditures that are generally incurred later in the fiscal year. The Police Training and School Resources Fund and 5th & Alton Garage Fund have expenses that are more than three quarters of the amended budget, as of June 30, 2018, due to one-time annual expenses, such as equipment purchases and insurance, which were incurred in the first nine months of the fiscal year. While all Special Revenue Funds are projected to be at or below their amended budgets as of year-end, departments with significant variances to budget in excess of 10%, or $300,000, are further explained below: Transportation - This fund is projected to be 4.5%, or $620,000, below the amended budget due to realized savings of approximately $180,000 from one-time transportation feasibility studies that are not anticipated to be completed in the current fiscal year, as well as other studies that are expected to be completed at a cost lower than originally budgeted. In addition, $289,000 is due to middle beach trolley operations that were reimbursed by the Florida Department of Transportation's (FDOT) Service Development Grant award and savings from other operating and maintenance-related expenses. Lastly, $151,000 is attributed to projected savings in personnel services expenditures resulting from vacancies throughout the fiscal year. LTC-FY 2017/18 Third Quarter Analysis Page 11 of 15 Red Light Camera Program - This fund is projected to be 46.4%, or $619,000, below the amended budget primarily due to delays in the installation of five additional red-light cameras that were originally expected to be installed and fully operational effective January 2018. Tree Preservation - This fund is projected to be 20.1%. or $37,000, below the budget due to the after-effects of Hurricane Irma, since many of the City's canopy trees were lost resulting in a drastic decrease in requests for tree removal permits. Commemorative Tree Trust - This fund is projected to be 40%, or $4,000, below the amended budget primarily due to a decrease in the amount of contributions and donations originally anticipated to be received in the current fiscal year. As a result, the number of commemorative trees anticipated to be professionally installed have been decreased proportionately since these funds must be utilized solely to enhance and maintain the City's tree canopy by providing additional reforestation trees and supplemental mature tree maintenance in accordance with Resolution 2016-29625. Crash Report Sales - This fund is projected to be 20%, or $5,000, below the amended budget primarily due to a decrease in the projected sales of electronic crash reports. As a result, expenditures have been decreased proportionately since these funds must be utilized solely for supplies and equipment related to the issuance of traffic citations and crash reporting such as batteries, printers, and printing paper. FY 2017/18 FY 2017/18 %Actual of FY 2017118 Over!(Under) SPECIAL REVENUE FUNDS Adopted Amended Actuals as of Amended Year End Amended Over/(Under) Budget Budget June 30,2018 Amended Budget Projections Budget Budget REVENUE/APPROPRIATIONS Transportation 11,825.000 13,703,000 7.516,462 55% 13.083.000 (620.000) -4.5% People's Transportation Plan Fund 3,701,000 3.701,000 2,501,801 68% 3,701,000 - 0.0% 7th Street Garage 2.589.000 2,590,000 888,366 34% 2,590.000 - 0.0% 5th&Alton Garage 635.000 635,000 662,795 104% 632.000 (3.000) -0.5% Tourism and Hospitality Scholarship Program 184.000 184.000 0 0% 184,000 - 0.0% Information and Communication Tech Fund 282.000 787.000 81,143 10% 787,000 - 0.0% Education Compact 295,000 385.000 47,623 12% 385,000 - 0.0% Sustainability Fund 346,000 346.000 114,953 33% 313.000 (33.000) -9.5% Residential Housing 688.000 694,000 286.990 41% 635,000 (59,000) -8.5% Red Light Camera Fund 1,333.000 1,333,000 491,059 37% 714,000 (619,000) -46.4% E-911 Fund 185,000 185,000 113,387 61% 185.000 - 0.0% Cultural Arts Council 1,359,000 1,857,000 757,784 41% 1,756,000 (101,000) -5.4% Normandy Shores 277.000 289,000 175.747 61% 288,000 (1,000) -0.3% Tree Preservation 184.000 184,000 57,002 31% 147.000 (37.000) -20.1% Commemorative Tree Trust Fund 10,000 10,000 4,501 45% 6.000 (4.000) -40.0% Police Confiscation-Federal 100,000 155.000 109,681 71% 155.000 - 0.0% Police Confiscation-State 217,000 217.000 97,639 45% 197,000 (20,000) -9.2% Police Special Revenue-Unclaimed Property 75,000 75.000 41,706 56% 68,000 (7,000) -9.3% Police Special Revenue-Crash Report Sales 25.000 25.000 0 0% 20.000 (5.000) -20.0% Police Training 22,000 22.000 18,187 83% 22.000 - 0.0% Waste Haulers Add Sery&Public Benefit 70,000 130.000 33,305 26% 130.000 - 0.0% Adopt-A-Bench Program 0 60.000 0 0% 60,000 (0) 0.0% Total Special Revenue Funds $ 24,402,000 $ 27,567,000 $ 14,000,130 ' 51% $ 26,058,000 $ (1,509,000) -5.5% RESORT TAX FUND The City's Resort Tax Fund is primarily supported by taxes collected pursuant to Chapter 67- 930 (Section 6) of the Laws of Florida. as amended, and Section 5.03 of the City of Miami Beach Charter, as amended. This legislation authorizes the use of Resort Taxes for the promotion of the tourist industry. which includes, but is not limited to the following: publicity, advertising, news bureau, promotional events, convention bureau activities, capital improvements and the maintenance of all physical assets in connection therewith; and for the payment of the reasonable and necessary expenses of collecting, handling, and processing of said tax. LTC- FY 2017/18 Third Quarter Analysis Page 12 of 15 The City has considered the following services as "Services Related to the Promotion of Tourism": • Police Officers serving entertainment areas • A portion of Fire Rescue services from Fire Stations 1 & 2 • Ocean Rescue services • Sidewalk pressure cleaning in South. Middle and North Beach visitor areas • Sanitation services in South Beach • Enhanced Code Compliance/Enforcement provided to respond to evening entertainment area violations and staffing of special events • Other Code Compliance/Enforcement activities in tourism and visitor related facilities/areas • Tourism. Culture, and Economic Development Department and Cultural Arts Council activities • Museums and Theatres (Garden Center, Bass Museum, Colony and Byron Carlyle Theatres) • Golf courses (net of revenues) • Memorial Day and other "High Impact Period" event expenditures • Homeless services • July 4'h, Visitor Center funding, Holiday Lighting, Festival of the Arts. Jewish Museum, MDPL, Monuments, etc. These allowable uses have led to increased tourism-related activities, such as special "High Impact Period" events including Art Basel. the Air and Sea Show, and various concerts. Two percent Resort Tax collections are projected to be 2.3%, or $1.3 million. above the amended budget. which was originally adopted assuming a conservative 1.0% increase over FY 2016/17 actuals due to economic stresses that had adversely impacted tourism throughout the City. In addition to Resort Tax collections exceeding the amended budget, miscellaneous revenues include interest income derived from the City's current investments and is projected to be $422,000 above the amended budget due to realized gains resulting from the execution of the City's new financial services agreement and special assessment collections are projected to exceed the amended budget by $132.000. Total two percent Resort Tax expenditures are projected to be above the amended budget by approximately 0.4%, or $211,000, resulting mostly from an increase in projected contributions to the Miami Beach Visitor and Convention Authority (VCA). which are based on a percentage of two percent Resort Tax collections. The proceeds of the one percent bed tax through the end of FY 2017/18 are to be used as follows: 45% allocated for Transportation initiatives in tourist-related areas; 15% allocated equally among North Beach. Middle Beach and South Beach for capital projects that enhance Miami Beach's tourist related areas: and 10% allocated to various arts and cultural programs. One percent Resort Tax operating revenues are projected to be 6.2%, or $823,000, above the amended budget as of year-end. For this reason. total one percent Resort Tax operating revenues are projected at $14.1 million, which is approximately 6.2%, or $823,000, above the amended budget as of year-end. Since transfers for transportation initiatives, quality of life LTC— FY 2017/18 Third Quarter Analysis Page 13 of 15 projects, and arts and cultural programs are directly based on the proceeds of the one percent tax, one percent expenditures are equally projected to be 6.2%, or $823,000, above the amended budget as of year-end. The proceeds of the additional one percent bed tax levied solely for the purposes of expanding. enlarging, renovating. and/or improving the Miami Beach Convention Center, including debt service related thereto, as well as providing for Capital Renewal and Replacement funding for the Miami Beach Convention Center, is projected to be 6.2%, or $823,000, above the amended budget as of year-end applying the same assumptions as the one percent bed tax. Since the proceeds of the additional one percent bed tax must first provide for the payment of debt service and any excess. based on proceeds. be set-aside for future Capital Renewal and Replacement funding for the Miami Beach Convention Center. the additional one percent bed tax is also projected to be 6.2%, or $823,000, above the amended budget as of year-end. Overall, projected Resort Tax revenues are projected to be 4.0%, or $3.3 million, above the amended budget as of year-end, while expenditures are projected to be 2.2%, or $1.9 million, above the amended budget as of year-end resulting in a projected surplus of approximately $1.5 million as of year-end, which is recommended to be utilized to fund $651,000 of "one-time" expenditures adopted in the FY 2018/19 Resort Tax budget in accordance with Resolution 2006-26341 and any excess set-aside to achieve the City's goal of three months' reserve in the Resort Tax Fund. RESORT TAX FUND FY 2017/18 Amended FY 2017/18 Over/(Under) Adopted FY 2017/18 Actuals as of Year-End Amended Over/(Under) Budget Budget June 30,2018 Amended Projection Budget Budget _ Revenues 2%Resort Tax 56,485.000 57,085,000 43,608,139 58,383,000 1,298.000 2.3% Miscellaneous Revenues 206.000 206.000 612,879 761,000 555,000 269.4% Transfer In from Fund Balance 0 173,000 0 0 (173,000) -100.0% 1%Resort Tax(Q0L) 13,271,000 13,271,000 10,678.684 14,094.000 823,000 6.2% Additional 1%for Convention Center 13,271.000 13,271,000 10.678.684 14,094,000 823,000 6.2% Total Revenues 83,233,000 84,006,000 65,578,386 87,332,000 3,326,000 4.0% Expenditures General Fund Contribution 34,950,000 34,950,000 26,212,500 34,950,000 0 0.0% Contributions to VCA and GMCVB 9,254.000 9,254.000 0 9,453,000 199.000 2.2% Contribution to Mt.Sinai 1,000.000 1,000,000 0 1,000,000 0 0.0% Other Operating/Other Uses 11,037,000 11,210.000 14,774.734 11.222,000 12,000 0.1% Marketing 200.000 200,000 59.032 200,000 0 0.0% Contingency 250.000 850.000 0 850.000 0 0.0% Transfer to NB.MB,SB Capital,Transp,and Arts(QOL) 13.271.000 13,271,000 10.678,684 14,094,000 823,000 6.2% Addt1 1%Conv.Center Debt Service&Cap.Ren&Repl. 13,271,000 13,271,000 10,678,684 14,094,000 823.000 6.2% Total Expenditures 83,233,000 84,006,000 62,403,634 85,863,000 1,857,000 2.2% Excess of Revenues Over/(Under)Expenditures 0 0 3,174,752 1,469,000 CONCLUSION This analysis of budget to actual operating revenues and expenses as of June 30, 2018, with projections through September 30, 2018. provides the status of the amended budget for the first nine months of the current fiscal year. While the first nine months of the fiscal year do not provide a guaranteed indication of experience for the remainder of the fiscal year, it does provide clarity in proactively identifying any potential issues. Based on preliminary projections as of June 30, 2018, the General Fund is anticipated to have a surplus totaling approximately $4.1 million as of year-end. which is an $874,000 increase over the $3.2 million surplus projected as of the second quarter of the fiscal year and is recommended to be utilized as follows: (1) $1.1 million to fund "one-time" expenditures adopted in the FY 2018/19 General Fund budget in accordance with Resolution 2006-26341; (2) fund the LTC—FY 2017/18 Third Quarter Analysis Page 14 of 15 rollover of encumbered and unencumbered funds to FY 2018/19 based on department carryforward requests at year-end; and; and (3) any excess set-aside to achieve the City's goal of the additional 6% reserve target in the General Fund. This preliminary projection will be updated after year-end numbers are available in November. JLM/JW/TOS LTC-FY 2017/18 Third Quarter Analysis Page 15 of 15 SCHEDULE A ICITY OF MIAMI BEACH I FY 2017/18 GENERAL FUND 3RD QUARTER - FY 2017/18 %Actual of FY 2017,13 - IFY 2017/18 Actuate as of Adopted Budget Amended June 90,2018 Amended Year Eno -- Budget Dud, t Projections -. REVENUES Ad Valorem Taxes 174642.000 174642.000 173,329,575 99.2% 174.642.000 0 0.0% Ad Valorem Taxes-Capital Renewal&Replacement 721.000 721.000 721,000 100.0% 721,0000 0.0% Ad Valorem Taxes-Normandy Shores 181,000 181.000 181,000 100.0% 181.000 0 0.0% Other Taxes 22.856.000 22,856,000 15.112.950 66.1% 24,770,000 1,914,000 8.4% Licenses and Permits 30.940.000 31.417,000 23.414,782 74.5% 29.239,000 (2,178,000) -6.9% Intergovernmental 11.255.000 11,255.000 8,057.929 71.6% 11.790.000 535,000 4.8% Charges for Services 12,246.000 12,246.000 9.794.700 80.0% 12,104.000 (142,000) -1.2% Fines and Forfeitures 1.351.000 1,351.000 1,482,463 109.7% 2,060,000 709,000 52.5% Interest 692.000 692.000 2,040,367 294.9% 2.276,000 1,584,000 228.9% Rents and Leases 5,947 000 5,947,000 4,768,936 1.0% 6.143,000 196,000 3.3% Miscellaneous 14.245,000 14,245,000 7.971.477 56.0% 14653,000 608,000 4.3% Other-Resort Tax Contribution 34,950.000 34,950.000 26,212,500 75.0% 34,950,000 0 0.0% Other-Non-Operating Revenues 17.824.000 18.903,000 16.948,000 89.7% 22,390,000 3.487.000 18.4% Fund Balance/Retained Earnings 3.000.000 3.000,000 0 0.0% 0 (3,000,000) -100.0% Prior Year-End Surplus Carryover 0 3,542,000 0 0.0% 0 (3,542,000) -100.0% TOTAL REVENUES 330.850.000 335,948,000 290,035,679 86.3% 338,119,000 171,000 0.1% EXPENDITURES Building 15,369.000 15.761.000 10,304,984 65.4% 13.947,000 (1,814.000) -11.5% Capital Improvement Projects 5,090,000 5.090,000 3,328.651 65.4% 4,769,000 (321.000) -6.3% City Attorney 5,815.000 5.859.000 3.736,052 63.8% 5,779.000 (80.000) •1.4% City Clerk 1,730,000 1.760.000 1,191.003 67.7% 1.704.000 (56.000) -32% ,City Manager 3,969.000 3.969.000 2.817.156 71.0% 3.888,000 (81.000) -2.0% Code Compliance 5,990,000 6,015,000 4,206.766 69.9% 5,751,000 (264.000) -4.4% Communications 2,136,000 2,136,000 1.419,306 664% 2,099.000 (37.000) -1.7% Emergency Management 3.270,000 3.181.000 2.318.553 72.9% 3.742,000 561.000 17.6% Environment&Sustainability 1269000 1.265,000 782.773 61.9% 1,229.000 (36.000) -2.8% Finance 6.059.000 6,073,000 4.439.383 73.1% 6,060.000 (13.000) -0.2% Fee 82.468.000 83,414,000 60411.017 72.4% 83.272.000 (142.000) -0.2% Housing&Comm Services 3,237.000 4.424.000 2,094.981 47.4% 4.325.000 (99,000) -2.2% Human Resources/Labor Relations 2,807.000 2,807.000 1,895,597 67.5% 2,712,000 (95.000) -3.4% Mayor and Commission 2.310.000 2.310.000 1.635,833 70.8% 2,269,000 (41.000) -1.8% Internal Audit 848,000 1,037,000 486.204 46.9% 943,000 (94,000) •9.1% Office of Budget 8 Performance Improv 1308,000 1.765,000 1,254.550 71.1% 1.733.000 (32,000) -1.8% Organizational Development&Peri Initiatives 887,000 888,000 506.141 57.0% 829000 (63,000) -7.1% Parks and Recreation 35,735.000 36,496,000 24.955.728 68.4% 35,973,000 (523,000) -1.4% Planning 4,518,000 4,693,000 3,194,967 68.1% 4.689,000 (4,000) -0.1% Police 108.654.000 109,082,000 78,781,233 72.2% 108,993,000 (89,000) -0.1% Procurement 2.433.000 2,486.000 1,643.634 68.1% 2,370,000 (116,000) -4.7% Public Works 15.268,000 15,773,000 9,537,929 60.5% 15,373,000 (400,000) -2.5% Tourism.Culture,&Economic Development 4.519.000 4,532,000 2.368.288 52.3% 4,238.000 (294,000) -6.5% Citywide Accounts&Operating Contingency 11.367.000 11 734.000 5,524.222 47.1% 11.942,000 208,000 1.8% Citywide-Normandy Shores 277.000 277,000 0 0.0% 277.000 0 0.0% Citywide-Transfers-Pay-As-You Go Capital Fund 2.400.000 2,400,000 0 0.0% 2,400,000 0 0.0% Citywide-Transfers-Capital Renewal8 Replacement 721.000 721,000 0 0.0% 721,000 0 0.0% TOTAL EXPENDITURES 330,850,000 335,948,000 228,834,950 88.1% 332,023,000 (3,925,000), -1.2% 'EXCESS OF REVENUES OVER/(UNDER)EXPENDITURES 0 0 61,200,729 4,096,000