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Home My WebLink About102-Financial Summaries.pdfCITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version 0 50 100 150 200 250 300 FINANCIAL SUMMARIES TOTAL REVENUES AND EXPENDITURES Summary schedules which provide a high level overview of the entire operating budget, in a fund-type summary, as well as by fund-specific and category-specific summary levels. Total Fund Activity Summary.......................................................................................................................B – 3 Total Revenues – by Fund.............................................................................................................................B – 4 Total Expenditures – by Fund.......................................................................................................................B – 6 Total Revenues – by Category...................................................................................................................... B – 8 Total Expenditures – by Category.................................................................................................................B – 9 GENERAL FUND REVENUES AND EXPENDITURES Summary schedules which identify the General Fund operating sources and uses at the department and category levels. The Fund Balance Activity summarizes the General Fund sources and uses which impact the ending fund balance. General Fund Revenues – by Department ....................................................................................................B – 10 General Fund Expenditures – by Department................................................................................................B – 11 General Fund Revenues – by Category.........................................................................................................B – 12 General Fund Expenditures – by Category....................................................................................................B – 13 General Fund Tax Revenues per Capita – Cities of Santa Clara County ......................................................B – 14 General Fund Tax Revenues – 10 Year History of Key Tax Revenues ........................................................B – 15 General Fund – Fund Balance Activity.........................................................................................................B – 16 OPERATING TRANSFERS A schedule summarizing activity by fund, of estimated fund transfers for the prior year and budgeted for the adopted fiscal year. Schedule of Interfund Transfers....................................................................................................................B – 17 FUND BALANCE Fund Balance schedules, one which summarizes activity and ending fund balances to provide a quick look at the ongoing status of the individual funds, and another which provides a 5 year trend. Total Fund Balance Activity Summary – by Fund .......................................................................................B – 18 Fund Balance Reserve – 5 Year Comparative History..................................................................................B – 20 CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 2 DEPARTMENTAL BUDGETS Department level schedules which provide an overview of funding source and expenditure use by each program within the department. Department Revenues – by Program.............................................................................................................B – 22 Department Expenditures – by Program........................................................................................................B – 24 STAFFING The staffing schedules provide a summary level view of operational staffing assignments, funding, and trend over the prior five years. Positions by Department ...............................................................................................................................B – 26 Staffing by Department ................................................................................................................................B – 28 Staffing by Fund ...........................................................................................................................................B – 29 CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 3 TOTAL FUND ACTIVITY SUMMARY FY 2009/10 EstimatedRevenuesExpendituresUse of Estimated Fund Balance&& Carryforward /Fund Balance Fund Category7/1/2009Transfers InTransfers OutFund Balance6/30/2010 Operating Funds General Fund Reserve for Petty Cash 1,300$ -$ -$ -$ 1,300 Designated for Operations 2,869,964 - - 57,400 2,927,364 Economic Uncertainty 1,500,000 - - - 1,500,000 Capital Projects Reserve 250,000 - - (250,000) - Economic Stabiltiy Funds 25,000 - - (25,000) - Uncollected Deposits Reserve 289,454 - - - 289,454 Development Reserve 707,380 - - (75,000) 632,380 Environmental Reserve 613,182 - - (50,000) 563,182 Undesignated Fund Balance 1,736,185$ 15,895,482$ 16,140,468$ 342,600$ 1,833,799$ Special Revenue Funds Landscape & Lighting Districts 285,965 436,359 533,260 - 189,064 CDBG Program Fund - 332,517 332,517 - - Housing & Rehabilitation Pgm 209,558 3,000 - - 212,558 Internal Service Funds Liability/Risk Management 213,548 305,000 342,861 - 175,687 Workers Compensation 49,368 260,000 265,881 - 43,487 Office Stores Fund 40,585 50,000 54,200 - 36,385 IT Services 158,521 400,000 458,185 - 100,336 Vehicle & Equip Maintenance 42,247 225,000 237,953 - 29,294 Building Maintenance 198,303 750,000 791,198 - 157,105 Equipment Replacement Funds 150,645 206,000 126,360 - 230,285 IT Equipment Replacement 1 312,703 58,008 116,200 - 254,512 Total Operating Funds 9,653,909$ 18,921,367$ 19,399,082$ -$ 9,176,193$ Debt Service 2001 Series GO Bonds 981,602 950,000 1,018,556 - 913,046 Total Debt Service 981,602$ 950,000$ 1,018,556$ -$ 913,046$ Trust & Agency Funds Library Capital Improvement 2 330,089 10,000 15,000 - 325,089 KSAR 37,661 65,200 100,000 - 2,861 Total Trust & Agency Funds 367,750$ 75,200$ 115,000$ -$ 327,950$ TOTAL OPERATING BUDGET11,003,261 19,946,567 20,532,638 - 10,417,189 Capital Funds 3 Street Projects 1,769,548 7,728,048 9,497,596 - - Park & Trail Projects 716,525 2,236,963 2,953,488 - - Facility Projects 791,018 177,571 968,589 - - Administrative Projects 99,859 175,000 274,859 - - Total Capital Funds 3,376,950$ 10,317,582$ 13,694,532$ -$ -$ TOTAL ALL FUNDS14,380,210$ 30,264,149$ 34,227,170$ -$ 10,417,189$ 1. The IT Equipment Replacement Fund reflects a use of FB with a transfer out to CIP for several scheduled IT projects. 2. The Library Capital Improvement Fund will show a decrease in FB each year with the use of funds for planned projects 3. Capital Project funding incorporates new revenues, grants not yet received, and transfers in. Prior year budgeted funds are shown as beginning fund balance carryforward amounts that are added to new revenue and funding to produce total available project budgets. Expenditure and Transfer out represent entire project budget amounts to allow for project encumbrances and completion. As most projects will not be fully expended in a fiscal year, remaining project balances will carry forward into the next fiscal year. CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 4 TOTAL REVENUES & TRANSFERS IN BY FUND FY 2006/07FY 2007/08FY 2008/09FY 2008/09FY 2009/10 Fund Name ActualsActualsAdjustedEstimatedProposed General Fund City's General Fund15,417,375$ 16,603,493$ 16,930,863$ 15,602,101$ 15,746,623$ Total General Fund 15,417,375 16,603,493 16,930,863 15,602,101 15,746,623 Special Revenue Funds CDBG Program Fund277,271 26,524 127,203 47,732 332,517 Housing & Rehabilitation Program14,301 17,906 3,200 2,900 3,000 Development Deposit Funds (24,365) - - - - Development Regulations *465,769 - - - - Environmental Funds * 338,621 - - - - Gas Tax Fund *990,717 - - - - Landscape & Lighting Districts415,063 435,505 447,150 437,888 436,359 Total Special Revenue Funds 2,477,377 479,935 577,553 488,520 771,876 Debt Service Funds 2001 Series GO Bond 899,662 1,118,965 1,015,000 1,141,952 950,000 Total Debt Service Funds 899,662 1,118,965 1,015,000 1,141,952 950,000 Internal Service Funds Liability / Risk Management- 319,814 359,259 309,349 305,000 Workers Compensation- 247,000 270,920 270,920 260,000 Office Stores Fund- 75,685 67,000 65,575 50,000 Information Technology Services- 369,808 403,946 403,946 400,000 Vehicle & Equip Maintenance- 218,232 264,000 250,000 225,000 Building Maintenance- 724,514 807,081 807,378 750,000 Vehicle & Equipment Replacement 29,878 200,000 200,000 211,000 206,000 IT Equipment Replacement 14,000 52,103 51,303 51,303 58,008 Total Internal Service Funds 43,878 2,207,156 2,423,509 2,369,471 2,254,008 Trust Funds Library Capital Improvement Fund19,424 14,116 19,500 10,300 10,000 KSAR Community Access Trust3,331 3,799 42,500 36,000 65,200 Total Trust Funds 22,755 17,915 62,000 46,300 75,200 Capital Project Funds * Street Projects 226,158 148,123 6,863,053 300,000 7,475,761 Park & Trail Projects 236,134 - 2,400,888 100,000 1,986,963 Facility Projects 1,000 148,123 3,400 50,000 40,000 Administrative Projects - - - - - Total Capital Improvement Projects 463,292 296,246 9,267,341 450,000 9,502,724 Total Revenues 19,324,339$ 20,723,710$ 30,276,266$ 20,098,344$ 29,300,432$ Operating Transfers In General Fund671,046 2,275,254 153,732 162,312 148,859 L&L Funds 43 - - 19,600 - Housing & Rehabilitation Fund - - - - - Vehicle & Equipment Replacement 50,000 - - - - IT Equipment Replacement25,000 - - - - Building Maintenance Fund50,000 15,000 - - - Capital Project Funds 2,821,205 2,280,514 2,185,780 2,005,000 814,858 Total Operating Transfers In 3,617,294 4,570,768 2,339,512 2,186,912 963,717 Total Revenues & Transfers In22,941,633$ 25,294,478$ 32,615,778$ 22,285,256$ 30,264,149$ Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 5 TOTAL REVENUES & TRANSFERS IN BY FUND TYPE Transfers In 7.2% General Fund 51.9% Special Revenue Funds 1.8%Debt Service Funds 3.1% Internal Service Funds 7.4% Trust Funds 0.3% Capital Project Funds 28.4% FY 2009/10 REVENUES BY FUND FY 2006/07FY 2007/08FY 2008/09FY 2008/09FY 2009/10 ActualsActualsAdjustedEstimatedProposed General Fund15,417,375$ 16,603,493$ 16,930,863$ 15,602,101$ 15,746,623$ Special Revenue Funds2,477,377 479,935 577,553 488,520 771,876 Debt Service Funds899,662 1,118,965 1,015,000 1,141,952 950,000 Internal Service Funds43,878 2,207,156 2,423,509 2,369,471 2,254,008 Trust Funds 22,755 17,915 62,000 46,300 75,200 Capital Project Funds463,292 296,246 9,267,341 450,000 9,502,724 Total Revenues by Fund19,324,339$ 20,723,710$ 30,276,266$ 20,098,344$ 29,300,432$ Operating Fund Transfers 796,089 2,290,254 153,732 162,312 148,859 CIP Fund Transfers 2,821,205 2,280,514 2,185,780 2,005,000 814,858 Total Revenues & Transfers In22,941,633$ 25,294,478$ 32,615,778$ 22,265,656$ 30,264,149$ Notes: Prior Year Comparisons - Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. Capital Budgets – Revenues and expenditures amounts show full receipt and expense of capital activities, reflecting full potential impact of capital projects CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 6 TOTAL EXPENDITURES & TRANSFERS OUT BY FUND FY 2006/07FY 2007/08FY 2008/09FY 2008/09FY 2009/10 Fund Name ActualsActualsAdjustedEstimatedProposed General Fund City's General Fund14,608,350$ 14,974,823$ 16,878,056$ 15,855,707$ 15,790,468$ Total General Fund 14,608,350 14,974,823 16,878,056 15,855,707 15,790,468 Special Revenue Funds CDBG Program Fund266,134 - - - - Housing & Rehabilitation Program- - - - - Gas Tax Fund1,156,890 - - - - Landscape & Lighting Districts302,649 359,247 442,895 334,030 533,260 Total Special Revenue Funds 1,725,673 359,247 442,895 334,030 533,260 Debt Service Funds 2001 Series GO Bond 1,018,484 1,015,941 1,017,956 1,013,969 1,018,556 Total Debt Service Funds 1,018,484 1,015,941 1,017,956 1,013,969 1,018,556 Internal Service Funds Liability / Risk Management- 191,125 336,268 224,490 342,861 Workers Compensation- 199,265 270,920 269,287 265,881 Office Stores Fund- 43,069 60,000 57,606 54,200 Information Technology Services- 247,266 403,946 367,967 458,185 Vehicle & Equipment Maintenance- 204,818 247,905 221,167 237,953 Building Maintenance89,088 642,264 807,081 710,435 791,198 Vehicle & Equip Replacement Funds 318,454 110,464 158,500 158,465 126,360 IT Equipment Replacement 90,241 17,340 55,400 54,908 66,200 Total Internal Service Funds 497,783 1,655,611 2,340,020 2,064,324 2,342,837 Trust Funds Library Capital Improvement Fund38,874 7,782 70,000 64,140 15,000 KSAR Community Access Trust- 30,000 42,500 37,000 100,000 Total Trust Funds 38,874 37,782 112,500 101,140 115,000 Capital Project Funds Street Projects 1,347,970 2,258,571 9,478,719 1,710,346 9,391,596 Park & Trail Projects 554,499 300,378 4,012,401 1,042,290 2,953,488 Facility Projects 279,833 664,799 1,499,322 690,199 968,589 Administrative Projects - 68,439 219,841 119,982 274,859 Total Capital Project Funds 2,182,302 3,292,187 15,210,282 3,562,817 13,588,532 Total Expenditures20,071,466$ 21,335,592$ 36,001,709$ 22,931,988$ 33,388,653$ Operating Transfers Out General Fund2,607,834 3,325,968 1,543,500 1,543,500 350,000 Internal Service Funds - - - - 50,000 Development Deposit Funds303,643 - - - - Environmental Funds94,000 - - - - Landscape & Lighting Districts46,706 168,000 - 28,180 - CDBG Fund203,713 138,090 258,838 47,732 332,517 Library Capital Trust Fund to CIP- - 310,000 310,000 - Gas Tax Fund- 438,337 257,500 257,500 106,000 Capital Project Funds 222,422 484,907 - - - Total Operating Transfers Out 3,478,318 4,555,302 2,369,838 2,186,912 838,517 Total Expenditures & Transfers Out23,549,784$ 25,890,893$ 38,371,547$ 25,118,900$ 34,227,170$ Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 7 TOTAL EXPENDITURES & TRANSFERS OUT BY FUND TYPE Transfers Out 2.8% CIP Funds 39.7% Trust Funds 0.4% Internal Service Funds 9.8% Debt Service Funds 3.0% Special Revenue Funds 1.6% General Fund 46.1% FY 2009/10 EXPENDITURES BY FUND FY 2006/07FY 2007/08FY 2008/09FY 2008/09FY 2009/10 ActualsActualsAdjustedEstimatedProposed General Fund14,608,350$ 14,974,823$ 16,878,056$ 15,855,707$ 15,790,468$ Special Revenue Funds1,725,673 359,247 442,895 334,030 533,260 Debt Service Funds1,018,484 1,015,941 1,017,956 1,013,969 1,018,556 Internal Service Funds497,783 1,655,611 2,340,020 2,064,324 2,342,837 Trust Funds 38,874 37,782 112,500 101,140 115,000 Capital Project Funds 2,182,302 3,292,187 15,210,282 3,562,817 13,588,532 Total Expenditures by Fund20,071,466$ 21,335,592$ 36,001,709$ 22,931,988$ 33,388,653$ Operating Fund Transfers 3,255,896 4,070,395 2,112,338 1,929,412 732,517 CIP Fund Transfers Out222,422 484,907 257,500 257,500 106,000 Total Expenditures & Transfers23,549,784$ 25,890,893$ 38,371,547$ 25,118,900$ 34,227,170$ Notes: Prior Year Comparisons - Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. Capital Budgets – Revenues and expenditures amounts show full receipt and expense of capital activities, reflecting full potential impact of capital projects CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 8 TOTAL REVENUES & TRANSFERS IN BY CATEGORY FY 2009/10 Revenues by Category 963,717 9,502,724 2,173,008 355,210 364,342 331,200 1,711,531 651,017 1,328,750 505,000 150,000 1,739,000 9,553,649 935,000 - 2 ,0 0 0 ,0 0 0 4 ,0 0 0 ,0 0 0 6 ,0 0 0 ,0 0 0 8 ,0 0 0 ,0 0 0 1 0 ,0 0 0 ,0 0 0 1 2 ,0 0 0 ,0 0 0 Fund Transfers In: Capital Program Revenues Internal Service Charges Other Sources Rental Income Interest Income City Services Intergovernmental Fees, Licenses & Permits Business/Other Taxes Transient Occupancy Tax Franchise Fee Tax Sales & Use Tax Property Tax FY 2006/07FY 2007/08FY 2008/09FY 2008/09FY 2009/10% of Revenue CategoryActualsActualsAdjustedEstimatedProposedTotal Property Tax8,863,730 9,470,835 9,579,150 9,649,853 9,553,649 31.6% Sales Tax994,680 1,057,977 986,000 1,041,956 935,000 3.1% Franchise Fee Tax1,187,806 1,625,414 1,651,500 1,716,748 1,739,000 5.7% Transient Occupancy Tax195,261 211,532 175,000 150,000 150,000 0.5% Business/Other Taxes510,063 482,184 490,000 455,000 505,000 1.7% Fees, Licenses & Permits1,548,213 1,750,274 2,049,075 1,126,904 1,328,750 4.4% Intergovernmental1,784,993 454,828 634,694 389,460 651,017 2.2% Charge for Services1,991,269 1,749,603 1,971,333 1,648,798 1,711,531 5.7% Interest Income754,157 638,000 446,500 431,661 331,200 1.1% Rental Income297,522 386,834 358,755 353,598 364,342 1.2% Other Sources 733,353 455,885 347,400 364,847 355,210 1.2% Operational Revenues18,861,047$ 18,283,366$ 18,689,407$ 17,328,826$ 17,624,699$ 58.2% Internal Service Charges - 2,144,098 2,319,518 2,319,518 2,173,008 7.2% Capital Program Revenues 463,292 296,246 9,267,341 450,000 9,502,724 31.4% Total Revenues 19,324,339$ 20,723,710$ 30,276,266$ 20,098,344$ 29,300,432$ 96.8% Fund Transfers In:3,617,294 4,570,768 2,339,512 2,186,912 963,717 3.2% Total Revenues & Transfers In22,941,633$ 25,294,478$ 32,615,778$ 22,285,256$ 30,264,149$ 100.0% Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 9 TOTAL EXPENDITURES & TRANSFERS OUT BY CATEGORY FY 2009/10 Expenditures by Category 838,517 2,173,007 1,018,556 141,360 104,160 213,706 6,565,768 1,797,678 482,550 7,303,336 13,588,532 - 2 ,0 0 0 ,0 0 0 4 ,0 0 0 ,0 0 0 6 ,0 0 0 ,0 0 0 8 ,0 0 0 ,0 0 0 1 0 ,0 0 0 ,0 0 0 1 2 ,0 0 0 ,0 0 0 1 4 ,0 0 0 ,0 0 0 Fund Transfers Out: Capital Improvements Internal Service Charges Debt Service Fixed Assets Meetings, Event & Training Community Grants Consult & Contract Services Fees & Charges Materials & Supplies Salaries & Benefits FY 2006/07FY 2007/08FY 2008/09FY 2008/09FY 2009/10% of Expenditure CategoryActualsActualsAdjustedEstimatedProposedTotal Salaries & Benefits6,173,494 6,788,872 7,621,153 7,139,916 7,303,336 21.3% Materials & Supplies 990,690 502,757 515,625 442,173 482,550 1.4% Fees & Charges 1,380,877 1,156,618 1,740,211 1,610,935 1,797,678 5.3% Consultant & Contract Serv 7,343,270 6,372,470 7,007,725 6,335,438 6,565,768 19.2% Meetings & Training70,431 74,729 137,275 85,198 104,160 0.3% Bldg/Infrastructure Projects128,326 14,000 - - - 0.0% Community Grants & Events182,793 189,934 203,464 164,764 213,706 0.6% Fixed Assets781,657 148,373 228,500 257,260 141,360 0.4% Debt Service1,018,484 1,015,941 1,017,956 1,013,969 1,018,556 3.0% Operational Expenditures18,070,022 16,263,694 18,471,909 17,049,653 17,627,114 51.5% Internal Service Charges 55,600 1,779,711 2,319,518 2,319,518 2,173,007 6.3% Capital Improvements 1,934,330 3,292,187 15,210,282 3,562,817 13,588,532 39.7% Total Expenditures 20,059,952$ 21,335,592$ 36,001,709$ 22,931,988$ 33,388,653$ 97.6% Fund Transfers Out3,489,832 4,555,302 2,369,838 2,186,912 838,517 2.4% Total Expenditures& Transfers 23,549,784$ 25,890,893$ 38,371,547$ 25,118,900$ 34,227,170$ 100.0% Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. Saratoga is a minimum services contract city that utilizes consultants and contract services extensively to provide services to the community. Examples include, Sheriff Services, animal control services, street sweeping, engineering consultants, and landscape maintenance services. CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 10 GENERAL FUND REVENUES BY DEPARTMENT Administrative Services 0.3%Community Development 12.4% Public Works 2.9% Recreation & Facilities 5.2% Public Safety 3.1% Non- Departmental 75.1% Transfers In 0.9% 2006/072007/082008/092008/092009/10% of DepartmentsActualsActualsAdjustedEstimatedProposedTotal Council & Commissions1,300$ 14,900$ 2,000$ 1,800$ 1,200$ 0.0% City Manager's Department16,828 3,858 18,000 11,980 2,000 0.0% Administrative Services35,307 34,869 33,000 54,662 42,650 0.3% Community Development1,967,748 2,248,809 2,580,975 1,764,222 1,965,330 12.4% Public Works215,533 549,319 584,438 493,176 466,000 2.9% Recreation & Facilities 900,731 900,093 1,032,000 747,737 829,943 5.2% Public Safety683,973 585,153 502,500 520,203 495,000 3.1% Non-Departmental11,595,955 12,266,492 12,177,950 12,008,322 11,944,500 75.1% Total General Fund Revenues15,417,375$ 16,603,493$ 16,930,863$ 15,602,101$ 15,746,623$ 99.1% Fund Transfers In:499,735 2,275,254 153,732 153,732 148,859 0.9% Total Operating Revenues 15,917,110$ 18,878,747$ 17,084,595$ 15,755,833$ 15,895,482$ 100.0% .. Funding from Use of Deposits/Carryforwards/Designated Funds Theater Surcharge Deposit - - 43,500 43,500 - - 80,000 58,000 58,386 - Development Fund Balance - 99,447 75,000 75,000 75,000 Environmental Fund Balance - 40,000 66,735 66,735 50,000 CIP Fund Balance - - 1,400,000 1,400,000 250,000 Economic Stability FB - - - - 25,000 Total Operating Sources 15,917,110 19,098,194 18,727,830 17,399,454 16,295,482 Carryforward Funding Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 11 GENERAL FUND EXPENDITURES BY DEPARTMENT Fund Transfers Out 2.2% Non-Departmental 6.6% Public Safety 26.9% Recreation & Facilities 7.9% Public Works 27.9% Community Development 13.5% Administrative Services 5.6% City Manager's Department 8.3% Council & Commissions 1.1% 2006/072007/082008/092008/092009/10% of DepartmentsActualsActualsAdjustedEstimatedProposedTotal Council & Commissions220,552$ 163,592$ 218,431$ 221,212$ 174,071$ 1.1% City Manager's Department911,446 1,151,615 1,393,889 1,305,199 1,332,299 8.3% Administrative Services968,477 784,139 992,920 853,947 899,661 5.6% Community Development1,870,026 2,238,738 2,711,580 2,454,654 2,185,602 13.5% Public Works 4,312,639 4,310,496 4,547,178 4,411,293 4,509,759 27.9% Recreation & Facilities 1,712,212 1,369,233 1,544,926 1,480,372 1,276,369 7.9% Public Safety 3,741,410 3,952,640 4,220,886 4,203,181 4,345,349 26.9% Non-Departmental871,588 1,004,371 1,248,247 925,849 1,067,357 6.6% 14,608,350$ 14,974,823$ 16,878,056$ 15,855,707$ 15,790,468$ 97.8% Fund Transfers Out2,607,834 3,325,968 1,543,500 1,543,500 350,000 2.2% Total Exp & Transfers Out17,216,184$ 18,300,791$ 18,421,556$ 17,399,207$ 16,140,468$ 100.0% Total General Fund Exp Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 12 GENERAL FUND REVENUES BY CATEGORY Business & Other Taxes 3.2% Fees, Licenses & Permits 8.3% Intergovt'l 1.9% Char ge for Services 10.7% Rental Income 2.3% Fund Transfers In 0.9% Other Sources 1.8% Transient Occupancy Tax 0.9% Sales Tax 5.9% Franchise Fee Tax 10.5% Interest Income 2.0% Property Tax 51.4% FY 2006/07FY 2007/08FY 2008/09FY 2008/09FY 2009/10% of Revenue CategoryActualsActualsAdjustedEstimatedProposedTotal Property Tax7,577,444$ 7,922,815$ 8,122,000$ 8,076,074$ 8,175,500$ 47.5% Sales Tax994,680 1,057,977 986,000 1,041,956 935,000 5.8% Franchise Fee Tax1,187,806 1,623,318 1,611,000 1,681,748 1,675,000 9.4% Transient Occupancy Tax195,261 211,532 175,000 150,000 150,000 1.0% Business & Other Taxes510,063 482,184 490,000 455,000 505,000 2.9% Fees, Licenses & Permits1,548,054 1,747,922 2,044,075 1,126,333 1,323,750 12.0% Intergovernmental511,395 428,304 480,700 314,937 308,500 2.8% Charge for Services 1,235,931 1,738,918 1,964,334 1,643,223 1,701,531 11.5% Interest Income714,976 615,731 420,000 420,361 320,000 2.5% Rental Income297,522 386,834 358,755 353,598 364,342 2.1% Other Sources644,243 387,958 279,000 338,870 288,000 1.6% Total Revenues 15,417,375$ 16,603,493$ 16,930,864$ 15,602,101$ 15,746,623$ 99.1% Fund Transfers In499,735 2,275,254 153,732 153,732 148,859 0.9% Total Revenues & Transfers15,917,110$ 18,878,747$ 17,084,596$ 15,755,833$ 15,895,482$ 100.0% Funding from Use of Deposits/Carryforwards/Designated Funds Theater Surcharge Deposit - - 43,500 43,500 - Funding Carryforward - 80,000 58,000 58,386 - Development Fund Balance - 99,447 75,000 75,000 75,000 Environmental Fund Balance - 40,000 66,735 66,735 50,000 CIP Fund Balance - 1,400,000 1,400,000 250,000 Economic Stability FB - - - - 25,000 Total Operating Sources 15,917,110 19,098,194 18,727,831 17,399,454 16,295,482 Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 13 GENERAL FUND EXPENDITURES BY CATEGORY Materials & Supplies 1.6% Fees & Charges 4.2% Community Grants 1.3% Consultant Services 36.6% Meetings & Training 0.6% Internal Services Charges 12.3% Fund Transfers Out: 2.2% Salary & Benefits 40.6% FY 2006/07FY 2007/08FY 2008/09FY 2008/09FY 2009/10% of Expenditure CategoryActualsActualsAdjustedEstimatedProposedTotal Salary & Benefits5,492,133$ 6,172,956$ 6,870,136$ 6,499,851$ 6,549,203$ 40.6% Materials & Supplies 368,011 316,073 272,475 215,092 256,900 1.6% Fees & Charges 1,073,453 621,787 728,699 716,711 698,610 4.3% Consultant & Contract Services 5,707,332 5,516,722 6,443,407 5,964,567 5,936,590 36.8% Meetings, Events & Training85,049 73,746 118,475 80,728 97,960 0.6% Community Grants & Events182,793 189,934 203,464 164,764 213,706 1.3% Infrastructure/Bldg Projects1,439,066 - - - - 0.0% Fixed Assets 204,913 30,127 - 24,655 - 0.0% Internal Services Charges 55,600 2,053,479 2,189,343 2,189,340 2,037,499 12.6% Total Expenditures 14,608,350$ 14,974,823$ 16,825,999$ 15,855,707$ 15,790,468$ 97.8% Fund Transfers Out:2,607,834 3,325,968 1,543,500 1,543,500 350,000 2.2% Total Expenditures & Transfers17,216,184$ 18,300,791$ 18,369,499$ 17,399,207$ 16,140,468$ 100.0% Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 14 $-$100$200$300$400$500$600$700$800 Sunnyvale SARATOGA Santa Clara San Jose Palo Alto Mountain View Morgan Hill Monte Sereno Milpitas Los Gatos Los Altos Hills Los Altos Gilroy Cupertino Campbell Property Tax Sales Tax Transient Occupancy Tax Business License Tax GENERAL FUND TAX REVENUES CITIES OF SANTA CLARA COUNTY – TAX REVENUES PER CAPITA FY 2007/08 TAX REVENUE AMOUNTS AND PER CAPITA CityPopulationAmountPer capitaAmountPer capitaAmountPer capitaAmountPer capita Campbell40,1618,322,28820710,334,8302571,619,11140233,1626 Cupertino55,5517,100,00012813,200,0002382,700,00049700,00013 Gilroy51,17310,222,18220014,337,920280972,74719589,42812 Los Altos28,29111,875,2864202,872,1461021,525,09054417,93415 Los Altos Hills8,8373,205,73436359,3227233,52926 Los Gatos30,2969,178,8683039,628,6173181,245,078411,138,05738 Milpitas69,41949,060,44870716,173,3662337,195,840104424,7356 Monte Sereno3,5791,058,89929615,919446,92113 Morgan Hill39,2185,903,1011516,552,0311671,110,66928161,4834 Mountain View73,93223,681,00032012,274,0001664,299,00058228,0003 Palo Alto63,36723,084,00036422,623,0003577,976,000126 San Jose989,496499,843,000505149,500,00015123,900,0002439,901,00040 Santa Clara115,50327,606,13823940,515,99135111,268,81798866,6578 SARATOGA 31,5927,922,8152571,057,97731211,5326290,9969 Sunnyvale 137,53838,948,75028330,914,6302257,350,255531,075,0048 Average115,864 48,480,78041821,999,1851905,487,508473,307,56529 Property Tax Sales TaxTransient OccupancyBusiness License NOTES: Property Tax – includes the additional VLF in Lieu revenues permanently received as Property Tax Sales Tax – includes the Sales Tax portion temporarily received as Property Tax effective with the Triple Flip CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 15 $- $1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000 $6,000,000 $7,000,000 $8,000,000 $9,000,000 $10,000,000 2000/01 Actuals 2001/02 Actuals 2002/03 Actuals 2003/04 Actuals 2004/05 Actuals 2005/06 Actuals 2006/07 Actuals 2007/08 Actuals 2008/09 Estimated 2009/10 Budgeted Property Tax Sales Tax Occupancy Tax Business License Tax GENERAL FUND REVENUES 10 YEAR HISTORY OF KEY TAX REVENUES Summary of KeyChange from GF Tax RevenuesPrior Year 2000/01Actuals2,065,051$ 1,349,381$ 324,912$ 398,643$ 4,137,986 (9.1%) 2001/02Actuals2,772,021$ 1,165,214$ 218,837$ 314,669$ 4,470,740 8.0% 2002/03Actuals2,929,208$ 1,118,394$ 160,639$ 304,081$ 4,512,322 0.9% 2003/04Actuals3,020,516$ 976,899$ 149,316$ 282,553$ 4,429,284 (1.8%) 2004/05Actuals5,334,406$ 1,011,721$ 146,607$ 298,823$ 6,791,557 53.3% 2005/06Actuals6,141,365$ 988,132$ 163,222$ 339,648$ 7,632,367 12.4% 2006/07Actuals7,577,444$ 994,680$ 195,261$ 303,787$ 9,071,172 18.9% 2007/08Actuals7,922,815$ 1,057,977$ 211,532$ 290,996$ 9,483,320 4.5% 2008/09Estimated8,076,074$ 1,041,956$ 150,000$ 310,000$ 9,578,030 1.0% 2009/10Budgeted8,175,500$ 935,000$ 150,000$ 325,000$ 9,585,500 0.1% Business License Tax Occupancy Tax Sales Tax Property TaxFiscal Year NOTES: FY 2004/05 Property Tax Revenues – reflects the ongoing permanent addition of approximately $2 million plus of VLF in Lieu Fees received as Property Tax resulting from the State’s Prop 1A Triple Flip Legislation FY 2006/07 Property Tax Revenues – reflects the ongoing permanent addition of approximately $760,000 plus of Property Tax revenues due to the increased City allocation share from TEA Legislation. CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 16 GENERAL FUND FUND BALANCE ACTIVITY EstimatedPlusLessSourcesEstimated 7/1/2009TransfersTransfers (Uses) of 6/30/2010 BalanceRevenuesInExpendituresOutFund BalanceBalance Reserved Fund Balance Reserve for Petty Cash1,300 - - - - - 1,300 Unreserved Fund Balance Designated Reserves Operations Reserve2,869,964 - - - - 57,400 2,927,364 Economic Uncertainty /Hillside1,500,000 - - - - - 1,500,000 Designated for Liab Claims- - - - - - - Development Services Reserve707,380 - - - - (75,000) 632,380 Environmental Services Reserve613,182 - - - - (50,000) 563,182 Prior Year Encumbrances- - - - - - - Uncollected Deposits289,454 - - - - - 289,454 Capital Projects Reserve250,000 - - - 250,000 - - Economic Stability Reserve25,000 - - - - (25,000) - Undesignated Reserves Undesignated Fund Balance 1,736,185 15,746,623 148,859 15,790,468 100,000 92,600 1,833,799 7,992,466$ 7,747,480$ GENERAL FUND Fund Balance Activity includes: Use of / Addition to GF Reserves: Total Fund Balance Reserves Fund Balance Reserves reflects the cumulative effect of revenues and other financing sources over expenditures and other financing uses. Reserved Fund Balance are legal obligations, whereas Unreserved Fund Balance includes 'Designated Reserves': and 'Undesignated Fund Balance reseves. Designated Reserves are funding held for a specific purpose of use. 'Undesignated Fund Balance' is estimated year-end fund balance not previously identified for a specific purpose, and is therefore available to buffer unplanned financial situations during the fiscal year. As year-end fund balance reflects an estimate, sound finanical practices suggest retaining a sufficient amount of undesignated fund balance to offset unexpected revenue shortfalls and operational expenditures. The General Fund Operating Reserve was established July 1, 1999 at $2,000,000 to provide operational cash flow funding for the General Fund. The reserve is adjusted at the end of each fiscal year by the amount of interest income earned on the balance in the reserve. FY 2009/10 revenue for this reserve includes earnings at an estimated 2.00% interest rate. The Economic Uncertainty /Hillside Reserve was established at $1,500,000 to be used in the case of fiscal uncertainty. This reserve provides relief in the case of unanticipated revenue shortfalls when fund balance would not be sufficient to cover the deficit. The use of this reserve requires approval from the City Council. This reserve is not adjusted for interest earnings. The Development and Environmental Services reserves reflect established funding sources for future years operating services. These reserve balances were established at FY 2006/07 year end with the closing of the individual special revenue funds. To provide a nexus between the funding source and use, these funds are appropriated as supplemental support for use in development and environmental programs. The Economic Stability Reserve was established in FY 2008/09 with prior year fund balance to mitigate the impacts stemming from the economic downturn expected to extend over the next several budget years. Due to the structural corrections made with the FY 2009/10 budget (staff reductions), only $25,000 was budgeted for use from the Economic Stability Reserve. As the State's budget crisis deepens, potential State takes may require additional use of this reserve in the current fiscal year. The Capital Project Reserve reflects funding designated for use to fund capital projects in the current fiscal year as of budget adoption. CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 17 SCHEDULE OF INTERFUND TRANSFERS EstimatedEstimatedProposedProposed 2008/092008/092009/102009/10 Transfers InTransfers OutTransfers InTransfers Out General Funds General Fund162,312$ 1,543,500$ 148,859 350,000 Special Revenue Funds CDBG Program Fund47,732332,517 Housing & Rehabilitation Program Gas Tax Special Revenue Fund Landscape & Lighting Districts19,60028,180 Internal Service Funds Equipment Replacement Funds IT Equipment Replacement Building Maintenance Equipment Maintenance Information Technology Services50,000 Office Stores Fund Risk Management/Liability Ins Workers Compensation Trust Funds Library Capital Projects 310,000 Capital Project Funds Street Projects803,500257,500252,287 106,000 Parks & Trail Projects125,000250,000 Facility Projects957,500137,371 Administrative Projects119,00050,000 Total Interfund Transfers 2,186,912$ 2,186,912$ 838,517$ 838,517$ Fund Description Transfer from the CIP Streets Fund are comprised of: 1. $106,000 annual transfer to the General Fund for program administration Transfers to the CIP Fund are comprised of: 1. Streets: $252,287 from CDBG for Current and PY ADA street projects 2. Parks: $250,000 from General Fund for Mid-Peninsula Open Space Reserve project 3. Facilities: $100,000 from the General Fund and $37,371 from CDBG for various facility projects 4. Administrative: $50,000 from the IT Equipment Fund for various IT projects FY 2009/10 Interfund Transfers Out Transfer from the General Fund are comprised of: 1. $100,000 annual transfer to the CIP Facilitiies Fund for projects 2. $250,000 to CIP Parks for Mid-Peninsula Open Space land purchase project Transfer from the CDBG Fund are comprised of: 1. $15,000 annual transfer to the General Fund for program administration 2. $27,859 to the Grants program for SASCC Grant 3. $158,023 to the Streets Program for ADA projects FY 2009/10 Interfund Transfers In Transfer to the General Fund are comprised of: 1. $27,859 from the CDBG Fund for Human Services Grants 2. $15,000 from the CDBG Fund for administration of the program 3. $106,000 from the CIP Gas Tax Fund to reimburse Engineering and Administrative Services CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 18 FUND BALANCE ACTIVITY FY 2009/10 7/1/2009Plus PlusLessLessAddition to/6/30/2010 EstimatedRevenues &Transfers Exp & Transfers(Use of)Estimated BalanceCarryfwdsInCarryfwdsOutFund BalBalance General Fund Reserved Fund Balance Reserved for Petty Cash1,300 - - - - - 1,300 Unreserved Fund Balance Designated Operations Reserve2,869,964 - - - - 57,399 2,927,363 Economic Uncertainty Reserve1,500,000 - - - - - 1,500,000 Development Services Reserve707,380 - - - - (75,000) 632,380 Environmental Services Reserve613,182 - - - - (50,000) 563,182 Uncollected Deposits Reserve289,454 - - - - - 289,454 Capital Improvement Reserve250,000 - - - 250,000 - - Prior Year Encumbrances- - - - - - - Economic Stability Reserve25,000 - - - - (25,000) - Undesignated Undesignated Fund Balance1,736,185 15,746,623 148,859 15,790,468 100,000 92,601 1,833,800 Total General Fund 7,992,466$ 15,746,623$ 148,859$ 15,790,468$ 350,000$ -$ 7,747,480$ Special Revenue Funds Landscape & Lighting Districts285,965 436,359 - 533,260 - - 189,064 CDBG Program Fund- 332,517 - - 332,517 - - Housing & Rehabilitation Pgm209,558 3,000 - - - - 212,558 Total Special Revenue Funds 495,523$ 771,876$ -$ 533,260$ 332,517$ -$ 401,622$ Debt Service Funds 2001 Series GO Bonds981,602 950,000 - 1,018,556 - - 913,046 Total Debt Service Funds 981,602$ 950,000$ -$ 1,018,556$ -$ -$ 913,046$ GeneralFundUndesignatedFundBalancereflectstheoperatingbudget'songoingrevenues,expenditures,carryforwards,transfersinandout,andthe use of fund balance reserves. DesignatedFundBalancereflectsbothlegalrequirementsandCouncildirectedreserves.TheOperationsReservegrowsbytheannualinvestmentrate earnedbytheCityeachyear,andensurescashavailabilityforoperations.TheEconomicUncertaintyReservewasestablishedat$1.5millionfor emergency funding use. TheEnvironmentalandGasTaxSpecialRevenueFundswereclosedeffectivewiththeFY2007/08budget.TheGasTaxFundactivitywasreallocated totheCapitalImprovementPlan,andtheEnvironmentalFundactivitieswerereallocatedtotheGeneralFundasthespecialfranchisefeewere eliminated in FY 2006/07. TheDevelopmentSpecialRevenueFundswereclosedinprioryears.TransactionsaretobereclassedtodevelopmentactivitiesintheGeneralFundin FY 2007/08, and fund balances are to be cleared out to the GF Development Reserve. DebtServiceFundsreflectsCitydebt.TheCityissuedGeneralObligationBondsin2001,forthelibraryexpansionproject.TheFundreflectsthe propertytaxassessmentreceiptsandthedebtprincipalandinterestpaymentsmadeduringthefiscalyear.FundBalancereflectstheCity'sreservefor this debt issuance. CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 19 FUND BALANCE ACTIVITY FY 2009/10 7/1/2009Plus PlusLessLessSource &6/30/2010 EstimatedRevenues &Transfers Expenditures &Transfers(Use) of Estimated BalanceCarryforwardsInCarryforwardsOutReservesBalance Internal Service Funds Liability / Risk Management213,548 305,000 - 342,861 - - 175,687 Workers Compensation 49,368 260,000 - 265,881 - - 43,487 Office Stores Fund 40,585 50,000 - 54,200 - - 36,385 IT Services 158,520 400,000 - 458,185 - - 100,335 Vehicle & Equip Maintenance42,245 225,000 - 237,953 - - 29,292 Building Maintenance198,304 750,000 - 791,198 - - 157,106 Vehicle & Equip Replacement150,646 206,000 - 126,360 - - 230,286 IT Equipment Replacement312,705 58,008 - 66,200 50,000 - 254,513 Total Internal Service Funds 1,165,920$ 2,254,008$ -$ 2,342,837$ 50,000$ -$ 1,027,091$ Trust Funds Library Capital Improvement330,089 10,000 - 15,000 - - 325,089 KSAR Trust Fund37,661 65,200 - 100,000 - - 2,861 Total Trust Funds 367,750$ 75,200$ -$ 115,000$ -$ -$ 327,950$ Capital Improvement Plan Funds Street Projects 1,769,548 7,475,761 252,287 9,391,596 106,000 - - Parks & Trails Projects 716,525 1,986,963 250,000 2,953,488 - - - Facility Projects 791,018 40,000 137,571 968,589 - - - Administrative Projects 99,859 - 175,000 274,859 - - - Total Capital Improvement Funds 3,376,950$ 9,502,724$ 814,858$ 13,588,532$ 106,000$ -$ -$ FUND BALANCE TOTALS14,380,210$ 29,300,432$ 963,717$ 33,388,653$ 838,517$ -$ 10,417,189$ TheCityholdstwotrustfundsinafiduciarycapacity:TheLibraryBond'sCapitalMaintenanceProjectReserve,andtheKSARCommunityAccess TelevisionFoundationInvestmentFunds.BothfundsearninterestontheirfundbalanceattheCity'sinvestmentrates.TheLeonardRoadFundwas closed with the FY 2006/07 Year End and any remaining fund balance will transfer to the General Fund. TheaboveCIPfundsareincludedatasummarylevel.Capitalrevenuesincludealloutstandingfundingsourcesidentifiedasasourceoffundsfor projectsasapprovedinthefiscalyear,howevernotallfundingwillbecomeavailableinthefiscalyear.Inaddition,estimatedexpendituresis temporarily shown as appropriated expenditures in FY 2007/08, and will be reduced to actuals at year-end.. TheCitymaintainsInternalServiceFundstoprovidefulloperationalcostingforservices.Threeofthefundsareequipmentreplacementsinkingfunds whichchargebacktothedepartmentsthecostoftheassets,toensuretheCityissettingasidefunding,andtochargeanapporpriateannualcostforthe asset. Fund balance reflects the accumulated funding for asset replacement to date. Theremainingfundsprovideforthecostoftheservicesand'orinsuranceinafair,allocatedmanner.Overtime,fundbalanceswillbuilduptoprovide a funding reserve as needed. CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 20 FUND BALANCE RESERVES 5 YEAR COMPARATIVE HISTORY 6/30/20066/30/20076/30/20086/30/20096/30/2010 ActualActualActual EstimatedBudgeted YE BalanceYE BalanceYE BalanceYE BalanceYE Balance General Fund Reserved Reserved for Petty Cash1,300 1,300 1,300 1,300 1,300 Reserve for Retiree Medical- 62,500 - - - Development Deposits- 604,909 - - - Designated Operations Reserve2,554,149 2,688,036 2,808,164 2,869,964 2,927,363 Economic Uncertainty 1,500,000 1,500,000 1,500,000 1,500,000 1,500,000 CIP Project Reserve614,997 450,000 1,200,000 250,000 - Designated for Liab Claims- 38,695 - - - Prior Year Encumbrances- 253,875 58,386 - - Designated for Economic Stability- - - 25,000 - Designated for Uncollected Deposits - - 289,454 289,454 289,454 Reserve for Carryforwards - Op- 80,000 - - - Reserve for Carryforwards - CIP- 47,000 - - - Development Services Fund1,339,563 776,192 782,380 707,380 632,380 Environmental Services Fund909,759 710,667 679,917 613,182 563,182 Designated for Recreation(31,783) (30,291) - - - Designated for Teen Services (38,728) (42,654) - - - Undesignated Undesignated Fund Balance2,807,537 1,740,529 2,216,238 1,736,185 1,833,800 Total General Fund Reserves 9,656,794 8,880,759 9,535,840 7,992,466 7,747,480 Special Revenue Funds Landscape & Lighting Districts250,317 316,116 190,687 285,965 189,064 CDBG Program Fund(11,137) - - - - Housing & Rehabilitation Pgm198,522 202,368 206,658 209,558 212,558 Pavement Mgmt Closeout604,509 438,337 - - - Engineering Development Funds- 4,182 - - - Development Deposit Funds - (30,199) - - - Total Special Revenue Funds 1,042,210 930,804 397,345 495,523 401,622 Debt Service 2001 Series Library GO Bonds865,379 746,557 853,619 981,602 913,046 Leonard Road Bond- 7,742 - - - Total Debt Service 865,379 754,299 853,619 981,602 913,046 Internal Service Liability / Risk Management- - 128,689 213,548 175,687 Workers Compensation - - 47,735 49,368 43,487 Office Stores Fund - - 32,616 40,585 36,385 IT Services - - 122,541 158,520 100,335 Vehicle & Equip Maintenance- - 13,412 42,245 29,292 Building Maintenance53,546 (15,618) 101,361 198,304 157,106 Vehicle & Equip Replacement247,149 8,573 98,110 150,646 230,286 IT Equipment Replacement403,520 352,279 316,309 312,705 254,513 Total Internal Service Reserves 704,215 345,235 860,774 1,165,920 1,027,091 Fund Balance Reserves CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 21 FUND BALANCE RESERVES 5 YEAR COMPARATIVE HISTORY 6/30/20066/30/20076/30/20086/30/20096/30/2010 ActualActualActual EstimatedBudgeted YE BalanceYE BalanceYE BalanceYE BalanceYE Balance Trust & Agency Library Capital Improvement704,004 684,553 693,929 330,089 325,089 KSAR Trust Fund61,531 64,862 38,661 37,661 2,861 Total Trust & Agency Reserves 765,535 749,415 732,590 367,750 327,950 Capital Project Funds Street Project Funds3,070,138 1,703,304 1,955,994 1,769,548 - Park & Trail Project Funds - 1,464,309 1,502,397 716,525 - Facility Improvement Funds - 441,991 515,315 791,018 - Administrative Project Funds - - 100,841 99,859 - Total Capital Projects Funds 3,070,138 3,609,604 4,074,547 3,376,950 - TOTAL RESERVES16,104,271$ 15,270,115$ 16,454,715$ 14,380,210$ 10,417,189$ Fund Balance Reserves GRAPHIC REPRESENTATION OF 5 YEAR GENERAL FUND AND TOTAL FUND – FUND BALANCE HISTORY WITH 5 YEAR TREND PROJECTION - 4,000,000 8,000,000 12,000,000 16,000,000 20,000,000 2 0 0 4 /0 5 2 0 0 5 /0 6 2 0 0 6 /0 7 2 0 0 7 /0 8 2 0 0 8 /0 9 2 0 0 9 /1 0 2 0 1 0 /1 1 2 0 1 1 /1 2 2 0 1 2 /1 3 2 0 1 3 /1 4 General Fund Balance Total Fund Balance Note - FY 2009/10 fund balance and five years forward reflect the full expenditure of the Capital Budget in the first year, thereby causing a steep drop and a continued zero balance from that point forward in the graph above. The full appropriation of the capital project budget is to allow for full encumbrance and completion of the projects during the fiscal year, however in most cases this will not occur and project balances will roll forward into the following fiscal year. CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 22 DEPARTMENT REVENUES BY PROGRAM FY 2006/07FY 2007/08FY 2008/09FY 2008/09FY 2009/10 ActualsActualsAdjustedEstimatedProposed Council & Commissions 1101City Council16,450 14,400 1,200 1,800 1,200 1102City Commissions- 500 800 - - Total Council & Commissions 16,450$ 14,900$ 2,000$ 1,800$ 1,200$ City Manager's Department 2101City Manager's Office- - 1,000 1,000 - 2102City Clerk1,678 3,858 17,000 10,980 2,000 2103Human Resources - - - - - Total City Manager's Department 1,678$ 3,858$ 18,000$ 11,980$ 2,000$ Finance & Administrative Services Department 3101Finance Services35,307 34,869 33,000 54,662 42,650 3102Office Stores Fund- 75,685 67,000 65,575 50,000 3201Information Technology Services- 369,808 403,946 403,946 400,000 3202IT Equipment Replacement 14,000 52,103 51,303 51,303 58,008 Total Finance & Administrative Services 49,307$ 532,465$ 555,249$ 575,486$ 550,658$ Community Development 4101Development Services 627,582 731,759 742,260 560,127 520,080 4102Advanced Planning47,303 71,993 200,000 120,000 160,000 4103Code Compliance1,330 25,509 13,715 15,842 14,150 4201Building & Inspection Services1,267,168 1,419,548 1,625,000 1,068,253 1,271,100 4301CDBG Program Fund277,271 26,524 127,203 47,732 332,517 4302Housing & Rehabilitation Pgm Fund14,301 17,906 3,200 2,900 3,000 Total Community Development 2,234,955$ 2,293,239$ 2,711,378$ 1,814,854$ 2,300,847$ Public Works Department 5101General Engineering102,672 122,480 85,000 75,000 75,000 5102Development Engineering- 130,195 236,500 100,162 151,000 5103Environmental Services - 26,517 25,000 12,849 8,500 5201Streets & Storm Drains- 3,061 - 69,123 - 5301Parks & Landscape Maintenance105,540 267,066 237,938 236,042 231,500 5202Vehicle & Equipment Maintenance- 218,232 264,000 250,000 225,000 5203Vehicle & Equipment Replacement 29,878 200,000 200,000 211,000 206,000 5302Landscape & Lighting Districts415,063 435,505 447,150 437,888 436,359 5xxxEquipment Operations *7,321 - - - - 5xxxDevelopment Regulations *465,769 - - - - 5xxxEnvironmental Funds338,621 - - - - 5xxxGas Tax Fund *990,717 - - - - Total Public Works Department 2,455,581$ 1,403,056$ 1,495,588$ 1,392,064$ 1,333,359$ * Represents programs which were realigned effective with the FY 2007/08 budget. Note - Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, revenues and expenditures that were previously accounted for in Special Revenue Funds (i.e. $600,000 of staffing in the Pavement Management Fund) are not included in General Fund history prior to FY 2007/08. CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 23 DEPARTMENT REVENUES BY PROGRAM FY 2006/07FY 2007/08FY 2008/09FY 2008/09FY 2009/10 ActualsActualsAdjustedEstimatedProposed Recreation & Facilities Department 6101Recreation Services 786,105 646,708 837,000 573,500 643,543 6102Teen Services 16,012 11,258 20,000 2,662 2,500 6201Facility Rentals98,614 242,127 175,000 171,575 183,900 6202Building Maintenance- 724,514 807,081 807,378 750,000 Total Recreation Department 900,731$ 1,624,607$ 1,839,081$ 1,555,115$ 1,579,943$ Public Safety 7101Public Safety Services 674,170 580,932 495,000 520,027 495,000 7102Emergency Preparedness9,803 4,221 7,500 176 - Total Public Safety 683,973$ 585,153$ 502,500$ 520,203$ 495,000$ Non-Departmental 8101General Administration11,565,185 12,194,599 12,127,950 12,003,881 11,944,500 8201Legal Services 30,770 71,893 50,000 4,441 - 8301Community Grants - - - - - 8302Community Events- - - - - 8401Risk Management/Liability Ins- 319,814 359,259 309,349 305,000 8501Workers Compensation- 247,000 270,920 270,920 260,000 86012001 Series Bond Debt Service Fund899,662 1,118,965 1,015,000 1,141,952 950,000 8701Library Capital Improvement Fund19,424 14,116 19,500 10,300 10,000 8702KSAR Community Access 3,331 3,799 42,500 36,000 65,200 Total Non-Departmental 12,518,372$ 13,970,186$ 13,885,129$ 13,776,843$ 13,534,700$ Capital Improvement Projects 9100Street Projects 226,158 148,123 6,863,053 300,000 7,475,761 9200Park & Trail Projects 236,134 - 2,400,888 100,000 1,986,963 9300Facility Projects 1,000 148,123 3,400 50,000 40,000 9400Administrative Projects - - - - - Total Capital Improvement Projects 463,292$ 296,246$ 9,267,341$ 450,000$ 9,502,724$ Operating Transfers In 8101General Fund - Non-Departmental499,735 2,275,254 153,732 162,312 148,859 8101General Fund - Recreation171,311 - - - - 3201IT Services Fund25,000 - - - - 5302L&L Funds 43 - - 19,600 - 5203Vehicle & Equip Replacement Fund50,000 - - - - 6202Building Maintenance Fund50,000 15,000 - - - 9999Capital Projects - Streets917,173 803,500 252,287 9999Capital Projects - Parks & Trails125,000 125,000 250,000 9999Capital Projects - Facilities 1,024,607 957,500 137,571 9999Capital Projects - Administrative2,821,205 2,280,514 119,000 119,000 175,000 Total Operating Transfers In 3,617,294$ 4,570,768$ 2,339,512$ 2,186,912$ 963,717$ Total Revenues and Transfers In 22,941,633$ 25,294,478$ 32,615,778$ 22,285,256$ 30,264,149$ * Represents programs which were realigned effective with the FY 2007/08 budget. Note - Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, revenues and expenditures that were previously accounted for in Special Revenue Funds (i.e. $600,000 of staffing in the Pavement Management Fund) are not included in General Fund history prior to FY 2007/08. CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 24 DEPARTMENT EXPENDITURES BY PROGRAM FY 2006/07FY 2007/08FY 2008/09FY 2008/09FY 2009/10 ActualsActualsAdjustedEstimatedProposed Council & Commissions 1101City Council106,939 145,317 187,316 197,032 147,106 1102City Commissions113,613 18,275 31,115 24,180 26,965 Total Council & Commissions 220,552$ 163,592$ 218,431$ 221,212$ 174,071$ City Manager's Department 2101City Manager's Office416,435 573,977 690,851 629,253 680,200 2102City Clerk247,466 269,701 352,392 334,873 290,381 2103Human Resources 247,545 307,937 350,646 341,073 361,718 Total City Manager's Department 911,446$ 1,151,615$ 1,393,889$ 1,305,199$ 1,332,299$ Finance & Administrative Services Department 3101Finance Services715,032 784,139 992,920 853,947 899,661 3xxxManagement Information Systems *253,445 - - - - 3102Office Stores Fund- 43,069 60,000 57,606 54,200 3201Information Technology Services- 247,266 403,946 367,967 458,185 3202IT Equipment Replacement 90,241 17,340 55,400 54,908 66,200 Total Finance & Administrative Services 1,058,718$ 1,091,814$ 1,512,266$ 1,334,428$ 1,478,246$ Community Development 4101Development Services 875,702 972,894 1,228,263 1,033,213 943,780 4102Advanced Planning103,553 61,575 199,328 198,940 159,284 4103Code Compliance143,900 213,305 236,968 224,896 193,332 4201Building & Inspection Services746,871 985,353 1,047,021 997,605 889,206 4301CDBG Program Fund266,134 - - - - 4302Housing & Rehabilitation Pgm Fund- - - - - Total Community Development 2,136,160$ 2,238,738$ 2,711,580$ 2,454,654$ 2,185,602$ Public Works Department 5101General Engineering341,760 577,673 539,442 591,621 525,471 5102Development Engineering- 176,996 299,638 179,489 190,111 5103Environmental Services - 440,683 514,779 470,271 533,975 5201Streets & Storm Drains1,893,466 1,319,186 1,294,846 1,299,392 1,295,351 5301Parks & Landscape Maintenance1,300,868 1,795,957 1,898,473 1,870,520 1,964,850 5xxxEquipment Operations *188,204 - - - - 5202Equipment Maintenance- 204,818 247,905 221,167 237,953 5203Vehicle & Equipment Replacement 318,454 110,464 158,500 158,465 126,360 5302Landscape & Lighting Districts302,649 359,247 442,895 334,030 533,260 5xxxDevelopment Regulations *144,630 - - - - 5xxxIntegrated Waste Management *61,711 - - - - 5xxxStorm Water Management *382,000 - - - - 5xxxGas Tax Fund *1,156,890 - - - - Total Public Works Department 6,090,632$ 4,985,025$ 5,396,478$ 5,124,955$ 5,407,332$ * Represents Programs which were closed or realigned effective in the FY 2007/08 budget Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, revenues and expenditures (i.e. staffing & internal service costs) that were previously accounted for in Special Revenue Funds (i.e. the Pavement Management Fund) are not included in General Fund history prior to FY 2007/08. CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 25 DEPARTMENT EXPENDITURES BY PROGRAM FY 2006/07FY 2007/08FY 2008/09FY 2008/09FY 2009/10 ActualsActualsAdjustedEstimatedProposed Recreation & Facilities Department 6101Recreation Services 862,295 941,212 1,093,189 1,027,013 903,824 6102Teen Services 113,566 123,487 132,881 124,925 65,601 6201Facility Rentals736,351 304,534 318,856 328,433 306,944 6203Building Maintenance89,088 642,264 807,081 710,435 791,198 Total Recreation Department 1,801,300$ 2,011,497$ 2,352,007$ 2,190,807$ 2,067,567$ Public Safety 7101Public Safety Services 3,588,502 3,937,033 4,177,577 4,175,253 4,313,597 7102Emergency Preparedness152,908 15,607 43,309 27,928 31,752 Total Public Safety 3,741,410$ 3,952,640$ 4,220,886$ 4,203,181$ 4,345,349$ Non-Departmental 8101General Administration411,895 532,476 605,262 495,903 548,810 8201Legal Services 276,900 281,961 439,521 265,183 304,841 8301Community Grants 168,948 167,538 174,564 152,328 193,156 8302Community Events13,845 22,396 28,900 12,436 20,550 8401Liability / Risk Management- 191,125 336,268 224,490 342,861 8501Workers Compensation- 199,265 270,920 269,287 265,881 86012001 Series Bond Debt Service Fund1,018,484 1,015,941 1,017,956 1,013,969 1,018,556 8701Library Capital Improvement Fund38,874 7,782 70,000 64,140 15,000 8702KSAR Community Access - 30,000 42,500 37,000 100,000 Total Non-Departmental 1,928,946$ 2,448,484$ 2,985,891$ 2,534,735$ 2,809,655$ Capital Improvement Projects 9100Street Projects 1,347,970 2,258,571 9,478,719 1,710,346 9,391,596 9200Park & Trail Projects 554,499 300,378 4,012,401 1,042,290 2,953,488 9300Facility Projects 279,833 664,799 1,499,322 690,199 968,589 9400Administrative Projects - 68,439 219,841 119,982 274,859 Total Capital Improvement Projects 2,182,302$ 3,292,187$ 15,210,282$ 3,562,817$ 13,588,532$ Operating Transfers Out 8101General Fund2,607,834 3,255,234 1,543,500 1,543,500 350,000 8101Development Deposits Fund303,643 - - - - 8101Environmental Funds to GF94,000 - - - - 3202IT Equipment Replacement to CIP- 70,734 - - 50,000 4301CDBG Fund to GF & CIP203,713 138,090 258,838 47,732 332,517 5302Landscape & Lighting Districts46,706 168,000 - 28,180 - 8701Library Capital Trust Fund to CIP- - 310,000 310,000 - 9111Pavement Mgmt - Fund Closeout - 438,337 - - - 9100Capital Projects - Streets222,422 484,907 257,500 257,500 106,000 9200Capital Projects - Parks & Trails- - - - - 9300Capital Projects - Facilities - - - - - 9400Capital Projects - Administrative- - - - - Total Operating Transfers Out 3,478,318$ 4,555,302$ 2,369,838$ 2,186,912$ 838,517$ Total Expenditures and Transfers Out 23,549,784$ 25,890,893$ 38,371,547$ 25,118,900$ 34,227,170$ * Represents Programs which were closed or realigned effective in the FY 2007/08 budget Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, revenues and expenditures (i.e. staffing & internal service costs) that were previously accounted for in Special Revenue Funds (i.e. the Pavement Management Fund) are not included in General Fund history prior to FY 2007/08. CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 26 TOTAL FUNDED STAFF BY DEPARTMENT 2005/062006/072007/082008/092009/10 Full Time Equivalents (FTE)FundedFundedFundedFundedFunded City Manager's Department City Manager1.00 1.00 1.00 1.00 1.00 Assistant City Manager0.80 0.80 1.00 1.00 1.00 Executive Assistant to CM1.00 1.00 1.00 1.00 0.75 City Clerk1.00 1.00 1.00 1.00 1.00 Human Resources Manager1.00 1.00 1.00 1.00 1.00 Administrative Analyst I, II- - 1.00 1.00 1.00 Total FTEs 4.80 4.80 6.00 6.00 5.75 Administrative Services Department Administrative Services Director1.00 1.00 1.00 1.00 1.00 Supervising Accountant1.00 1.00 1.00 1.00 - Accountant- 1.00 1.00 1.00 1.00 Accounting Technicians- 2.00 2.00 2.00 3.00 Office Specialists I, II, III2.75 - - - - IT Administrator1.00 1.00 1.00 1.00 1.00 IT Technician/MIS Assistant- - 1.00 - - Total FTEs5.75 6.00 7.00 6.00 6.00 Community Development Department Community Development Director1.00 1.00 1.00 1.00 1.00 Senior Planner1.00 1.00 1.00 1.00 1.00 Assistant/Associate Planner3.00 3.00 3.00 3.00 2.00 Plan Check Examiner/Engineer1.00 1.00 1.00 1.00 1.00 Arborist - 1.00 1.00 1.00 1.00 Building Official1.00 1.00 1.00 1.00 1.00 Building Inspector3.00 3.00 3.00 3.00 2.00 Office Specialist I, II, III2.00 2.00 2.00 2.00 2.00 Code Compliance Specialist1.00 1.00 1.00 1.00 1.00 Total FTEs 13.00 14.00 14.00 14.00 12.00 Public Works Department Public Works Director1.00 1.00 1.00 1.00 1.00 Senior Engineer- - - 1.00 1.00 Assistant/Associate Engineer2.00 3.00 3.00 1.00 1.00 Administrative Analyst I, II1.00 1.00 1.00 1.00 1.00 Office Specialist I, II, III1.75 1.75 1.75 1.75 1.75 Parks Maintenance Supervisor/Mgr1.00 1.00 1.00 1.00 1.00 Parks Maintenance Lead1.00 1.00 1.00 1.00 1.00 Parks Maintenance Specialist1.00 1.00 1.00 1.00 1.00 Parks Maintenance Worker I, II, III6.00 6.00 6.00 6.00 6.00 Street Maintenance Supervisor1.00 1.00 1.00 1.00 1.00 Street Maintenance Lead- 1.00 1.00 1.00 1.00 Street Maintenance Specialist- 1.00 1.00 1.00 1.00 Street Maintenance Worker I, II, III5.00 3.00 4.00 4.00 4.00 Total FTEs 20.75 21.75 22.75 21.75 21.75 CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 27 TOTAL FUNDED STAFF BY DEPARTMENT 2005/062006/072007/082008/092009/10 FundedFundedFundedFundedFunded Recreation & Facilities Department Recreation Department Director1.00 1.00 1.00 1.00 1.00 Senior Recreation Supervisor1.00 1.00 1.00 1.00 1.00 Recreation Supervisor1.00 2.00 2.00 1.00 1.00 Recreation Program Coordinator1.00 - - 1.00 - Facility Coordinator0.60 0.60 0.60 0.60 0.60 Office Specialist I, II, III1.75 2.00 2.00 1.00 1.00 Account Clerk- - - 1.00 0.75 Facility Maintenance Supervisor1.00 1.00 1.00 1.00 1.00 Facility Maintenance Lead- 1.00 1.00 1.00 1.00 Facility Maintenance Worker I, II, III3.00 2.00 2.00 2.00 2.00 Total FTEs 10.35 10.60 10.60 10.60 9.35 Public Safety Department City Manager- - - - - Assistant City Manager0.20 0.20 - - - Total FTEs 0.20 0.20 - - - TOTAL STAFF FTEs54.85 57.35 60.35 58.35 54.85 2005/062006/072007/082008/092009/10 FundedFundedFundedFundedFunded City Manager's Department HR Admin Assistants1,400 1,400 1,800 1,600 1,600 Student Interns- - 240 - 900 Executive Assistant900 900 - 800 - Administrative Services Department Sr. Accountant - - - 960 960 Accountant/Budget Analyst1,040 1,040 1,040 - - Accounting Technician- - 1,040 2,000 - IT Intern1,052 1,040 - 2,000 2,080 Community Development Department Forestry Intern - - 940 940 940 Planning Intern - - 450 450 - Account Clerk- - - 1,200 1,200 Public Works Department Engineering Inspectors- 1,840 1,840 1,840 92 Maintenance Workers2,080 4,080 2,080 2,080 2,080 Recreation & Facilities Department Facility Attendents1,700 1,700 1,700 1,700 1,200 Recreation Leaders5,390 4,300 4,300 4,300 2,034 Total Annual Hours13,562 16,300 15,430 19,870 13,086 Temporary Hours converted to FTEs6.52 7.84 7.42 9.55 6.29 Total FTEs61.37 65.19 67.77 67.90 61.14 FUNDED HOURLY STAFFING BY DEPARTMENT CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 28 STAFFING BY DEPARTMENT 0 10 20 30 40 50 60 70 2005/062006/072007/082008/092009/10 Five Year Staffing Trend Recreation Department Public Works Community Development Administrative Services City Manager's Department Full Time Equivalents (FTE) 2005/062006/072007/082008/092009/10 FundedFundedFundedFundedFunded City Manager's Department 4.80 4.80 6.00 6.00 5.75 Administrative Services 5.75 6.00 7.00 6.00 6.00 Community Development 13.00 14.00 14.00 14.00 12.00 Public Works 20.75 21.75 22.75 21.75 21.75 Recreation Department 10.35 10.60 10.60 10.60 9.35 Public Safety0.20 0.20 - - - Total Staff by Department 54.85 57.35 60.35 58.35 54.85 TOTAL STAFF BY DEPARTMENT CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 29 STAFFING SUMMARIES 0 10 20 30 40 50 60 70 2005/062006/072007/082008/092009/10 5 Year History of Department Staffing by Fund General Fund Internal Service Funds Special Revenue Funds Full Time Equivalents (FTE) 2005/062006/072007/082008/092009/10 FundedFundedFundedFundedFunded General Fund City Manager's Department4.80 4.80 5.70 5.70 5.70 Administrative Services4.55 4.75 4.80 4.85 4.85 Community Development 13.00 14.00 14.00 14.00 12.00 Public Works13.51 14.00 22.05 21.05 21.05 Recreation Department 10.35 10.60 6.85 6.65 5.20 Public Safety0.20 0.20 - - - Total General Fund FTEs 46.41 48.35 53.40 52.25 48.80 Internal Service Funds City Manager's Department - - 0.30 0.30 0.05 Administrative Services1.20 1.25 2.20 1.15 1.15 Public Works- - 0.70 0.70 0.70 Recreation Department - - 3.75 3.95 4.15 Total Internal Service Funds 1.20 1.25 6.95 6.10 6.05 Special Revenue Funds Public Works 7.24 7.75 - - - Total Special Revenue Funds 7.24 7.75 - - - Total FTEs 54.85 57.35 60.35 58.35 54.85 TOTAL DEPARTMENTAL STAFF BY FUND CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 30