Item T5
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: April 17, 2002
Division:
County Administrator
Bulk Item: Yes
No X
Department: County Administrator
AGENDA ITEM WORDING:
Report on fund balance recommendations.
ITEM BACKGROUND:
During the FY 02 budget process, the BOCC adopted staff recommendations on fund balance policies.
One of those recommendations was that after the Comprehensive Annual Financial Report was issued
for fiscal year 2001, OMB would report to the commission any funds where the variance between the
estimated fund balance and the actual fund balance is greater than 10% with recommendations for what
to do with these excess and/or shortfall in funds.
PREVIOUS REVELANT BOCC ACTION:
The commission adopted fund balance recommendations during the FY 02 budget process.
CONTRACT/AGREEMENT CHANG~S:
N/A
STAFF RECOMMENDATIONS:
Approval of fund balance recommendations.
TOTAL COST:
N/A
BUDGETED: Yes
No
COST TO COUNTY: N/A
REVENUE PRODUCING: Yes
No
AMOUNT PER MONTH
Year
APPROVED BY: County Atty _ OMB/Purchasing _ Risk Management_
I)
DIVISION DIRECTOR APPROV AL:~
, ~<:J~, d
James L. Roberts
DOCUMENTATION:
Included X
To Follow
Not Required_
AGENDA ITEM # rr
DISPOSITION:
Revised 2/27/01
Fund Balance Recommendations
The following report compares the actual 9/30/01 fund balance with the fund balance estimate that was
used during the preparation and adoption of the FY 02 budget. In accordance with the fund balance
policies that were adopted as part of the FY 02 budget process, only those funds with a variance of 10%
or greater are being addressed.
Fund 103- Law Library
· Difference between the actual fund balance and the estimated fund balance is immaterial.
Estimated
9/30/2001 $
42,606 $
Actual
51,957
Variance
18%
Staff recommendation #1: Make no changes to current budget. No action necessary,
Fund 125- Governmental Type Grants
.Funded by grants. Interest earned can be used (dependent upon grant) to fund grant match,
Estimated
Actual
Variance
9/30/2001 $ 2,215,352 $ 2,783,118 20%
Staff recommendation #2: Increase the amount of fund balance used to fund grant match requirements
from $200,000 in FY 02 to $400,000 in FY 03, This increase will allow us to save ad valorem
tax dollars or secure additional grants,
Fund 131- Impact Fees Fund- Parks
· Projects totaling approximately $200,000 longer need impact fee funding, These excess funds
became part of fund balance.
Estimated Actual Variance
9/30/2001 $ 600,600 $ 874,504 31%
Staff recommendation #3: Excess funds will be budgeted as part of the FY 03 budget process,
Office of Management & Budget
Page 1 of 5
Fund Balance Recommendations
Fund 142- Translator
· Fund balance consists of proceeds from the sale of the translator equipment.
· Some outstanding legal bills will be paid out of this fund.
Estimated Actual Variance
9/30/2001 $ - $ 64,549 100%
Staff recommendation #4: Once all bills have been paid, we should begin the process of closing out
this fund.
Fund 149- Municipal Policing
· This fund was created in fiscal year 2001.
· Fund balance was calculated with no historical data to compare against.
Estimated Actual
9/30/2001 $ 521,390 $ 1,030,348
Variance
49%
Staff recommendation #5: During the fiscal year 2003 budget process, excess fund balance should be
used to offset ad valorem taxes.
Fund 150- 911 Enhancement Fund
· State distributions from the Florida Wireless 911 Board have been received and are part of this fund.
These distributions are not currently budgeted,
Estimated
9/30/2001 $ 336,061 $
Actual
518,457
Variance
35%
Staff recommendation #6: During the fiscal year 2003 budget process, the fund balance related to
wireless revenues should be appropriated for 911 emergency services.
Office of Management & Budget
Page 2 of 5
Fund Balance Recommendations
Fund 152- Duck Key Security District
· Difference between the actual fund balance and the estimated fund balance is immaterial.
Estimated
Actual
Variance
9/30/2001 $ 101,195 $ 124,248 19%
Staff recommendation #7: Make no changes to current budget. No action necessary,
Fund 157- Boating Improvement Fund
· The County received more revenue than anticipated in FY 01 due to a change in the state's handling
of distributions.
Estimated
Actual
Variance
9/30/2001 $ 404,271 $ 504,464 20%
Staff recommendation #8: Excess fund balance should be appropriated in the FY 03 budget for boating
improvement fund projects.
Fund 158- Miscellaneous Special Revenue Fund
· This fund was established to track very specific revenue streams that come from multiple saurces.
· The largest revenue source is from fines from moving traffic violations which can only be spent on
communication issues involving agencies where we have a mutual aide agreement.
Estimated
Actual
Variance
9/30/2001 $ 1,106,714 $ 1,389,840 20%
Staff recommendation #9: Excess fund balance should be appropriated as part of the FY 03 budget
process.
Office of Management & Budget
Page 3 of 5
Fund Balance Recommendations
Fund 159- Florida Keys Marina- Marathon
· The marina has been transferred to the City of Marathon,
· This fund is currently not in use.
· This money was generated by transfers from the One Cent Infrastructure Sales Tax Fund and from user
fees.
Estimated
9/30/2001 $ 222,062 $
Actual
41,870
Variance
-430%
Staff recommendation #10: Approval to close this fund and transfer remaining funds back to fund 304,
One Cent Infrastructure Sales Tax Fund (approximately $45,000 including interest earnings),
Fund 205- 1991 Sales Tax Revenue Bonds
· Shortfall created by an interfund transfer delay, The transfer was anticipated to be processed in FY 01
but was actually processed in FY 02.
Estimated
Actual
Variance
-124%
9/30/2001 $ 229,069 $ 102,462
Staff recommendation #11: This issue is resolved, No action necessary.
Fund 304- Penny Infrastructure Sales Tax
· Approximately $700,000 of the excess fund balance is due to timing of projects. These funds will
be spent in FY 02,
· The remaining $3,1 million of excess fund balance is additional funds that will be available when we
prepare the capital plan for FY 03,
Estimated
Actual
Variance
9/30/2001 $ 27,676,432 $31,921,287 13%
Staff recommendation #12: Address the use of the additional $3.1 million in fund balance as part of the
FY 03 capital budget planning process,
Office of Management & Budget
Page 4 of 5
Fund Balance Recommendations
Fund 414- Solid Waste
· $1.4 million of the fund balance is a transfer from fund 125, Governmental Fund Type Grants,
Estimated Actual Variance
9/30/2001 $ 6,972,202 $ 8,741,942 20%
Staff recommendation #13: Excess fund balance should be appropriated during the FY 03 budget
process.
Fund 503- Risk Management
· $432,187 in excess funds was the result of funds left over from insurance proceeds related to
Hurricane Georges, These funds were added to the risk management catastrophic fund.
Estimated Actual Variance
9/30/2001 $ 2,197,124 $ 2,836,905 23%
Staff recommendation #14: Excess funds have already been moved to the catastrophic fund, No action
necessary ,
Fund 504- Fleet Management
· The amount of fund balance in this fund is budgeted taking retained earnings into account.
Estimated
Actual
Variance
9/30/2001 $ 883,897 $ 777,240 -14%
Staff recommendation #15: No action necessary,
* Housing Authority and Tourist Development Council prepare their own fund balance estimates and
budget accordingly, These figures have not been analyzed as part of this review,
Office of Management & Budget
Page 5 of 5