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Non Ad Valorem Funds - Fund Balance Discussion
Fund 125
Government Fund Type Grant
. Funded by Grants. Interest earned can be used (dependant upon grant) to
fund match.
. Revenue and expenditures brought into system through unanticipated
revenue resolution. All money (except possible match) supplied by granting
agency.
Actual Fund Budget-Fund Adopted Budget Actual
Balance Balance Expenditures.
October 1, 2000 $2,215,352 $624,822 $624,822
October 1, 1999 $2,500,123 $624,822 $624,822 $9,599,331
October 1, 1998 $3,089,346 $900,000 $900,000 $17,025,570
October 1, 1997 $1,845,248 $600,000 $600,000 $6,592,288
Octo ber 1, 1996 $1,378,607 $400,000 $400,000 $4,183,440
Staff Recommendation #5: Begin using $200,000 per year to Fund Grant Match. Allowing us to either
save ad valorem tax dollars or secure additional grants.
Funds 130-135
Impact Fees
. Funded by permit revenue
. Limits of uses set by county ordinance
. Expenditures fluctuate due to timing to complete projects and eligibility of
projects submitted.
. $121,332 will be used for Marathon due to BOCC action at the May
meeting
. Fund Balance can be adjusted by spending more or charging lower fees.
. All ordinances contain provision for refunding money if not spent within
seven years. In history of funds we have not been required to issue refunds.
Actual Fund Budget-Fund Adopted Budget Actual
Balance Balance Expenditures.
October 1, 2000 $9,799,634 $7,837,876 $8,465,066
October 1, 1999 $8,865,503 $8,451,784 $9,138,729 $159,028
October 1, 1998 $9,139,688 $6,754,890 $7,420,746 $1,323,814
October 1, 1997 $8,176,135 $7,807,796 $8,588,506 $1,090,115
October 1, 1996 $8,790,579 $8,419,984 $9,297,554 $1,665,655
Staff Recommendation #6: Appropriate 80-95% of Estimated Fund Balance as needed for approved
projects.
*Includes operating transfers to other funds
Fund 144
Upper Keys Trauma Care District
. No longer taxing
. Fund Balance is residual from taxes previously collected
. Uses of funds are limited by county ordinance
. Interest on money funds operations
. $440,000 due to Islamorada may reduce this fund balance
o
October 1, 2000
October 1, 1999
October 1, 1998
October 1, 1997
October 1, 1996
Actual Fund
Balance
$3,559,662
$3,779,926
$3,791,011
$3,785,535
$3,715,766
Budget-Fund
Balance
$2,399,236
$2,600,000
$2,700,000
$3,150,000
$3,300,000
Adopted Budget
Actual
Expenditures.
$2,494,236
$2,695,000
$2,795,000
$3,300,000
$3,400,000
$450,318
$205,809
$223,996
$143,067
Staff Recommendation #8: Appropriate 70% of estimated Fund Balance. Holdfor workshop.
Fund 158
Misc. Special Revenue Fund
. Fund 158 was established to track very specific revenue streams. It comes
from multiple sources. The largest revenue source is from fines from
moving traffic violations. This money can only be spent on communication
issues involving agencies where we have a mutual aide agreement. The
building permit piece is for educational uses, 2/3 of the handicap fines are
designated for specific uses. The fund was established so these highly
restricted revenue sources wouldn't be co-mingled in other funds.
Actual Fund Budget-Fund Adopted Budget Actual
Balance Balance Expenditures.
October 1, 2000 $1,106,714 $463,535 $463,535
October 1, 1999 $848,612 $473,088 $473,088 $95,653
October 1, 1998 $10,181 $0.00 $0.00 $44,440
October 1, 1997 $0.00 $0.00 $0.00 $0.00
October 1, 1996 $0.00 $0.00 $0.00 $0.00
Staff Recommendation #13: Money must stay in fund. Budgeted fund balance should be adequate to
support all planned appropriations.
* Includes operating transfers to other funds
Fund 203
1993 Refund Improvement Bonds (88)
. Funded from State Shared Revenue & Interest
. Uses of these funds are limited by Florida Statutes and by bond
requirements.
. Funding of Long-term debt for refunding 1988 A & B Improvement Bonds.
Actual Fund Budget-Fund Adopted Budget Actual
Balance Balance Expenditures *
October 1,2000 $575,836 $386,940 $1,037,690
Octo ber 1, 1999 $539,039 $390,000 $1,040,750 $665,679
October 1, 1998 $513,298 $390,000 $1,040,750 $662,322
October 1, 1997 $478,737 $450,000 $1,100,250 $664,587
October 1, 1996 $461,214 $450,000 $1,100,750 $667,819
Staff Recommendation #15: Use General Fund to pay off this debt in fiscal year 02 (See Fund 001).
Fund 504
Fleet Management
. Revenue is raised from a user charge.
. This fund has had cash flow problems in the past.
. Retained earnings is negative due to transfers of vehicles back to
departments.
Actual Fund Budget-Fund Adopted Budget Actual
Balance Balance Expenditures *
October 1, 2000 $761,063 $138,376 $2,357,048
October 1, 1999 $688,269 $150,000 $2,341,603 $2,291,904
October 1, 1998 $667,310 $0.00 $2,204,576 $2,252,897
October 1, 1997 $456,082 $25,000 $2,418,085 $2,314,796
October 1, 1996 $243,098 $0.00 $2,061,035 $2,226,829
Staff Recommendation #28: Appropriate 70% of estimated Fund Balance (taking into account retained
earnings).
Fund 600
Law Enforcement Trust Fund
. Revenue is from fines
October 1,2000
October 1, 1999
October 1, 1998
October 1, 1997
October 1, 1996
Actual Fund
Balance
$319,441
$229,846
$478,795
$614,788
$94,652
Budget-Fund
Balance
$0
$0
$0
$0
$0
Adopted Budget
Actual
Expenditures* --
$1,900
$1,900
$1,900
$1,900
$1,900
$615,213
$1,048,622
$713,882
$338,160
Staff Recommendation #29: Appropriate no fund balance. True up fund balance by resolution during
the year.
*lnc1udes operating transfers to other funds
Ad Valorem Funds - Fund Balance Discussion
Ad Valorem fund balances should not be used to increase recurring expenses or to drastically reduce
taxes. Using fund balances for these reasons will cause taxes to be increased in future years.
Fund 001 & 002
General Fund and Library Fund
. Funds can legally be commingled with Fund 101
. Expenses for the Constitutional Officers are accounted for here, but also
show up under budgeted transfers in other funds.
. This Fund Balance is one of the most difficult to predict due to the large
number of programs that are run through the General Fund.
Actual Fund Budget-Fund Adopted Budget Actual
Balance Balance Expenditures *
October 1, 2000 $23,188,709 $14,319,792 $41,943,922
Octo ber 1, 1999 $23,524,232 $14,246,568 $42,091,825 $63,400,128
October 1, 1998 $21,463,502 $12,777,941 $41,384,466 $61,916,978
October 1, 1997 $18,260,476 $10,405,070 $40,273,104 $61,784,302
October 1, 1996 $14,216,772 $5,811,578 $33,876,077 $57,283,291
Staff Recommendation #32: Pay off Refunding Bonds Series - 1993(88) in fiscal year 2002 using
approximately $3.5 million in general fund balance. Start appropriating 75% of the fund balance in
the general fund instead of the historical 70% to make up for the loss of fund balance this creates (This
allows us to payoff debt without increasing taxes). This would result in approximately $670,000 of
additional revenue in the general fund beginning in fiscal year 2003.
Fund 101
Law Enforcement, Jail, Judicial
. Funds can legally be commingled with Funds 001 or 002
. Funds countywide policing
. Fund balance is not excessive and appears stable. This fund has been stable
in the past.
Actual Fund Budget-Fund Adopted Budget Actual
Balance Balance Expenditures *
October 1, 2000 $14,696,921 $8,925,000 $39,762,457
October 1, 1999 $14,654,244 $8,708,550 $43,840,729 $36,440,820
October 1, 1998 $13,952,696 $8,400,000 $42,747,716 $35,686,630
October 1, 1997 $13,266,606 $8,000,000 $41,097,674 $34,798,343
October 1, 1996 $10,820,671 $4,652,500 $36,680,890 $32,655,606
Staff Recommendation #33: Appropriate 75% of estimated Fund Balance
* Includes operating transfers to other funds
Fund 141
Fire & Ambulance District 1
. ,Fund balance instability has created problems for this fund in the past.
. Uses of these funds are limited by Florida Statutes & County Ordinance
October 1,2000
October 1, 1999
October 1, 1998
October 1, 1997
October 1, 1996
Actual Fund
Balance
$1,635,736
$1,698,882
$2,319,788
$1,893,943
$1,252,097
Budget-Fund
Balance
$1,249,952
$1,200,001
$2,200,217
$1,610,122
$950,000
Adopted Budget
Actual
Expenditures *
$6,022,371
$6,464,842
$6,748,924
$6,491,487
$5,315,586
$5,377,961
$5,377,721
$4,536,360
$4,414,753
Staff Recommendation #34: Appropriate 70% of estimated Fund Balance
Fund 146
Key Largo Fire & Ambulance
. Although this fund has a very healthy fund balance, large swings in fund
balance have created problems for us in the past. This fund has a small tax
base; therefore, it has far less resources than other funds.
. Uses ofthese funds are limited by Florida Statutes & County Ordinance
Actual Fund Budget-Fund Adopted Budget Actual
Balance Balance Expenditures*
October 1, 2000 $626,131 $380,000 $1,098,128
October 1, 1999 $579,981 $299,999 $990,432 $744,721
October 1, 1998 $512,830 $281,309 $804,862 $496,583
October 1, 1997 $391,902 $219,455 $729,335 $419,210
Octo ber 1, 1996 $341,880 $175,000 $574,347 $372,317
Staff Recommendation #35: Appropriate 70% of estimated Fund Balance
*lncludes operating transfers to other funds
Fund 147
Unincorporated Parks & Beaches
. Funds can legally be commingled with Fund 148 or Fund 149
. More conservative estimates of fund balance have been used in the last
couple of years was due to the instability of future revenue streams caused
by the incorporation movements
. $80,000 will be used in Islamorada as stated in the interlocal agreement
approved by the BOCC in May.
Actual Fund Budget-Fund Adopted Budget Actual
Balance Balance Expenditures.
October 1, 2000 $1,240,234 $470,000 $1,647,937
October 1, 1999 $829,436 $460,749 $1,941,038 $1,257,753
October 1, 1998 $751,636 $400,000 $1,454,941 $1,077,168
October 1, 1997 $489,836 $130,000 $1,374,109 $1,067,060
October 1, 1996 $405,392 $219,600 $1,266,177 $1,081,184
Staff Recommendation #36: Appropriate 70% of estimated Fund Balance. This change should occur
over a period of two years. Excess funds to be used in a combination of tax reduction and offset for
new programs, a more detailed recommendation will be provided to the BOCC for the July
workshops.
Fund 148
General Purpose Municipal Service Taxing Unit
. Funds can legally be commingled with Fund 147 or Fund 149
. More conservative estimates of fund balance have been used in the last
couple of years was due to the instability of future revenue streams caused
by the incorporation movements
. $972,903 will be used in Marathon and Islamorada as stated in the interlocal
agreements approved by the BOCC in May.
Actual Fund Budget-Fund Adopted Budget Actual
Balance Balance Expenditures.
October 1,2000 $8,684,130 $3,300,000 $8,287,929
October 1, 1999 $5,925,658 $3,451,276 $9,786,277 $6,416,695
October 1, 1998 $4,872,730 $2,950,000 $8,311 ,658 $5,558,812
October 1, 1997 $3,879,172 $2,050,000 $8,244,834 $6,352,588
October 1, 1996 $2,946,468 $1,500,000 $6,206,821 $5,014,353
Staff Recommendation #37: Appropriate 70% of estimated Fund Balance. This change should occur
over a period of three years.. Excess funds to be used in a combination of tax reduction and offset for
new programs, a more detailed recommendation will be provided to the BOCC for the July
workshops.
*Includes operating transfers to other funds
Fund 149
Municipal Policing
. New fund in fiscal year 2001
. Funds can be commingled with Fund 147 or Fund 148
Staff Recommendation #38: Appropriate 70% of estimated Fund Balance
Actual Fund Budget-Fund Adopted Budget Actual
Balance Balance Expenditures *
October 1, 2000 $0.00 $0.00 $5,551,725 $0.00
October 1, 1999 $0.00 $0.00 $0.00 $0.00
October 1, 1998 $0.00 $0.00 $0.00 $0.00
October 1, 1997 $0.00 $0.00 $0.00 $0.00
October 1, 1996 $0.00 $0.00 $0.00 $0.00
*Includes operating transfers to other funds