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HomeMy WebLinkAboutItem 4.07 FinalFinRptFY96-97&AuditRpt (2) . CITY CLERK File # Db3J[fJ[Q]-(1]fDl AGENDA STATEMENT CITY COUNCIL MEETING DATE: (December 16,1997) SUBJECT: Final Financial Report For Fiscal Year 1996/1997 and ",II Annual Audit Report ~8'-Report Prepared by: Paul S. Rankin, Assistant City Manager EXIDBITS ATTACHED: 1. 2. . RECOMMENDATION/ 1. \1v~ 2. 3. FINANCIAL STATEMENT: Audit Report Summary 1996-97 Comprehensive Annual Financial Report, dated June 30, 1997. [Separate Bound Report] 3. Financial Report (Final), June 30, 1997 4. 5. 6. 7. Comparison of General Fund Revenues and Expenditures by Source Budget Change Form Auditors Report On Compliance and Internal Controls Independent Auditor's Report On Compliance With The Adoption of the Proposition 111 1996-97 Appropriations Limit. Receive the Annual Report, including the report of the Independent Auditor's (Vavrinek, Trine, & Day & Co.) ConfIrm the designation of Fund Balance in the Measure D Special Revenue Fund of $24,550 for Non-Residential Recycling Programs. Approve the attached budget change to the Engineering Budget in the General Fund for Fiscal Year 1996-97 in the amount of$I,405. See Report. DESCRIPTION: The City of Dublin has compiled and published its Comprehensive Annual Financial Report (CAFR), for the fIscal year ending June 30, 1997. This report includes financial statements prepared by Vavrinek, Trine, Day, & Co., (VTD) the independent auditors selected by the City Council. This is the second year in which the firm conducted the audit. The financial section of the report includes an unqualifIed opinion issued by VTD. The Audit was also reviewed on December 3, 1997 by a City Council subcommittee consisting of Mayor Houston and Councilmember Lockhart. The ad-hoc committee met with the auditors to review the information and discuss the report. The Auditors have prepared a very brief Audit Report Summary (Exhibit 1), which is presented in a check list format. This document summarizes the following areas: 1) Purpose of the Audit, 2) Methods Used To Review the Records, and 3) Audit Results. Overall, the Auditors found no material weaknesses in the City fmancial systems and reports. In fact, the Auditors found no internal control deficiencies requiring a Management Letter. . ------------------------------------------------------------------- G:\AUDI1I96-97AUD\FNLNARR\AGNDAFNL.DOC COPIES TO: Kevin Pulliam, VTD Gail Smith, VTD /1 ..., ITEMNO.~ The Transmittal Lette-r, contained on pages viii - xvi of the Comprehensive Annual Financial Report (Exhibit 2), provides a good overview of the financial activities. This letter focuses on significant trends as well as major changes associat~d with the General Fund. The General Fund represents the largest portion of the City's revenues and expenditures and therefore is of primary importance in evaluating the City's fIscal condition. The statistical section in the CAFR (Exhibit 2 pages 78-93) includes graphs of . relevant historical data. The visual presentation can be helpful in identifying trends and/or the timing of key changes which have impacted the City's financial condition. In the past, the City has submitted its Annual Financial Report to State and National organizations, which review it for conformance with desired reporting standards. For the past seven years the City has received awards from both organizations, and the format of this report was intended to continue to qualify the City for this recognition. The organizations typically do not announce the results until later in the year. The monthly in-house Financial Report for June 30, 1997 is submitted in its "[mal" form. (Exhibit 3) This report reflects various adjustments required in closing the books and preparing the CAFR. All budgetary modifications, except a final adjustment to the Engineering Department budget in the General Fund, have been previously adopted by the City Council. The remainder of this report will highlight areas of significance in the current report. Detailed Presentation of General Fund Budget To Actual Variances Exhibit 4 contains a line by line comparison of the adopted estimate of General Fund Revenues contained in the 1996-97 Budget and the final year end result. Comparative information is also provided for General Fund expenditures by activity, which is an excerpt directly from the Comprehensive Annual Financial Report. This detail supports the general highlights discussed below regarding the year end results in the General Fund. The total change in the General Fund Balance was an increase of $2,009,950. A combination of increased revenues, expenditure savings and delays in capital projects affected the change . in Fund Balance. Significant General Fund Revenue Variances In Fiscal Year 1996/97 the actual revenues in the General Fund exceeded the budget estimate by approximately $1,265,821. This difference represents approximately 7% of the total General Fund Revenues. The total amount of the increase was also impacted by some line items which were less than the budgeted amount. The following revenues contributed significantly to the final outcome: Sales Taxes (Amount received was $628.598 over ori~inal bud~et projection.) As reported throughout the fiscal year the local economy had a positive surge in retail sales. The City also benefited from the fact that businesses that had plans to relocate did not leave the City during the sales tax reporting period. a significant portion of the increase was weighted to the auto sales outlets. The City also benefited from a change in the law which allocates sales tax on auto leases to the City where the lease/purchase transaction takes place (typically the auto dealer). Real Property Transfer Tax (Amount received was $64.462 over ori~inal bud~et projection.) The beginning of a recovery in the real estate market has increased sales activity as well as the value of the transactions. In addition the City had a large number of new residential units completed compared to recent years. The City also had changes in ownership on commercial parcels both within the "Downtown" area as well as on the property previously owned by the Surplus Property Authority. . -~- . Transient OccUpancy Tax (Amount received was $91.007 over ori~inaI bud~et proiection) There was a change in ownership and management of the local hotel and occupancy rates were noticeably higher. This trend has been encountered throughout the region with signifIcant weekday business travelers. Bui1din~ Permit Revenue (Amount received was $216.639 over ori~inal bud~et projection) The activity related to both residential and commercial construction occurred at a faster pace than was originally anticipated. Due to the nature of this revenue the expenses for inspections may actualIy be recognized in a future year. For example, a Building Permit may be obtained in May or June and the majority of inspection cost is incurred in the following year. Other Revenues - Unanticipated PERS Surplus Refund of$105.998 The year end results also include a refund of Public Employee Retirement System (PERS) contributions. This resulted in a one-time revenue of approximately $105,998. As previously indicated there were also some revenue categories which produced less than what was originally expected in the Budget. The Property Tax category was particularly affected by several one- time deductions which reduced total revenues. . The original budget had incorporated the anticipated 1996/97 tax shift to education. This was a State change enacted in Fiscal Year 1992/93, which revised the laws governing the distribution of Property Taxes. Local property tax revenues were taken by the State from local agencies and distributed to fund education. In Fiscal Year 1996/97 the amount of secured Property Tax shifted to education was $403,592. In addition the Auditor Controller shifted an additional $54,263 on a one-time basis to correct an error in the formula used in a previous year. This smaller amount should be a one-time event. The Property Tax category was also impacted by a significant refund due to an appeal of Possessory Interest Taxes initiated by Viacom and covering the years 1987/88 through 1995/96. The refund totaled over $28,000 and affected the Prior Unsecured Property Tax account. Staffbelieves that it is important to consider all of these elements in reviewing the year end results. Significant General Fund Operating Expenditure Variances The City also had favorable experience with the [mal General Fund "operating expenses" being approximately $1,222,145 less than the amount budgeted. The Fiscal Year 1996/97 General Fund performance was impacted significantly by one-time events, as discussed in more detail below. The following breakdown examines major areas of savings by Program: General Government: This Program includes the Civic Center Debt Service Payment, which is budgeted at the gross amount. The actual amount paid was approximately $105,169 less than the budget. This amount was paid from interest earnings on reserve fund investments. In addition, there was $67,923 budgeted as part of the contingent reserve which was not expended. . Public Safety: Expenditures for both Police Services and Fire Services were less than budgeted. In terms of expenditures, signifIcant one-time savings were achieved in the Public Safety programs primarily due to: 1) A savings in contract Police Service costs due to a delay in the opening of BART and the addition of contract personnel; 2) A decision by the DRF A Board to forego contributions to the Fire Capital Replacement Fund in the final year of operation; and 3) a savings in the debt service payment for the Animal Shelter due to the application of credits earned in prior years. -j- Culture and Leisure: This program had a total savings of approximately $24,350. resulting primarily from a delay in the fIlling of the Senior Center Director position. Community Development: Expenditures were less than the budget primarily due to Staffing. changes as well as the delay in the use of professional services for development projects in Eastern Dublin. General Fund Capital Project Expenditure Variances The City also expended less in Capital Expenditures than originally budgeted. This primarily represents a timing difference between when the project is undertaken. The following projects were either delayed or carried over for completion into Fiscal Year 1997/98: Project Name General Fund Capital Projects Budget Savings for Fiscal Year 1996/97 Development Services Processing Internet Access Dougherty Hills Slope Investigation Shannon Interior Paint and Wallpaper Street Light Acquisition Traffic Signal Coordination Subtotal $ 40,100 13 ,447 15,526 16,075 9,748 8.405 $ 103,301 Original Adopted Budget Included A Projected General Fund Surplus . A final factor affecting the year-end results was the inclusion in the adopted budget of an appropriation to reserves. The adopted 1996/97 budget contained a $167,318 appropriation to reserves. This amount would have also been affected by budget changes approved by the City Council, which were not offset by a corresponding increase in revenue. Future Financing Considerations As noted in the 1997/98 Budget Message the future Budget expectations are mixed, which warrants sound judgment in planning for stability within the City operations. The 1997/98 Budget was balanced based upon the use of approximately $400,000 in one-time revenues. It is important to recognize that the City will have future projects that will require General Fund revenues including: Valley High School Gymnasium; funding of a plan to replace major building components; funding of a plan to replace fire apparatus; unknown final expenses on the PG&E street light condemnation; a plan to pay-off outstanding Civic Center CertifIcates next fiscal year, which will reduce the amount of reserves available to generate discretionary interest income; etc. As shown in the Financial Report, the City's General Fund remains in a financially strong position to plan for these events. MINOR GENERAL FUND BUDGET CHANGE OF $1,405 FOR ENGINEERING In previous Audit reports, Staff typically presents all budget changes requiring City Council approval, prior to the Auditors preparing their final review of the Financial Records. Due to a late accrual the General Fund Engineering Budget would have been over Budget by $1,405. The report prepared by the Auditors reflects the inclusion of a budget change to cover this minor deficiency. Staff is requesting. approval for this minor adjustment as part of the acceptance of this report (Exhibit 6). - y- . . . DESIGNATION OF-FUND BALANCE - MEASURE D RECYCLING FUND (#224) ($24,550 - for Non-Residential Recycling Programs - See Pages 4 and 47 of Audit Report) This fund is used primarily for tracking Measure D Recycling revenues and expenditures. Measure D was an Alameda County voter initiative, which placed a $6 per ton fee on the landfIll to finance various recycling activities. The Staff overseeing the Measure D program on the County level is the same as the County Waste Management Authority (WMA). The WMA collects mitigation fees for garbage imported by jurisdictions to landfills in Alameda County (primarily San Francisco and Contra Costs import). The concept of the Mitigation Fees is that they offset the use of capacity which would otherwise be available to Alameda County generators. Staff has used this fund to track monies distributed by the WMA under both Measure D and the Mitigation Program. In Fiscal Year 1996/97 the City received $33,329 in Mitigation Funds from WMA, which were to be utilized solely for Non-Residential Recycling. As of June 30,1997 the City had only used $8,779 on the Pilot Small Generator Commercial Recycling Program. Therefore, the City will have $24,550 to carryover to Fiscal Year 1997/98. These funds have been shown as a separate restricted fund balance, in order to segregate them from the remainder of the Measure D Funds. The City Council requested to confirm this designation, as part of accepting this report. MANAGEMENT LETTER The Auditors explained to Staff and the Subcommittee that during their review, they did not find any indication that the current operations caused any material weakness in the financial system, and thus no management letter was issued by the auditors for Fiscal Year 1996-97. The Auditor's statement to this affect is attached as Exhibit 6. 1996/97 COMPLIANCE REPORT (Appropriations Limit Calculation) As part of the Audit engagement the Auditors are also required to review compliance with laws related to the calculation of the annual Appropriations Limit. As required by State Law, the City Council annually adopts an Appropriations Limit in conjunction with the annual Budget. Exhibit 7 contains the Auditors Report related to this item. Although this does not represent a formal audit, the report states that there was nothing found to indicate that the calculation was not in conformance with the required laws. CONCLUSION Staff recommends that the City Council receive and file the reports. In the event that there are specific questions the members of the City Council Subcommittee (Mayor Houston and Councilmember Lockhart) or Staff will be available. -5- . CITY OF DUBLIN'S FINANCLALSTATEMENTS :. FOR THE MONTH OF mNE 1997 (FINAL - AFTER AUDIT) . Prepared by The Finance Department Novemb~ 24, 1997 . EXHIBIT 3 / ot /q .. GL102 CITY OF DUBLIN PAGE 1 11/24/97 BALANCE SHEET 17.00.14 FOR THE PERlOO 7/96 THROUGH 6/97 - GENERAL SPECIAL SPECIAL CAP IT AL TRUST/ TOT A L ~ REVENUE REVENUE ASSESSMENT IMPROVEMENT AGENCY --- MEMORANDUM ONLY FUNDS FUNDS FUNDS FUNDS FUND CURRENT JUNE 30, 1996 ASSETS CASH 4769918.46- 1803866.88 341555.76 1776618.83 173892.54 673984.45- 701815.53- CASH UITH FISCAL AGENT 136387.06 136387.06 129917.22 UNAMORTIZED BOND DISCOUNT INVESTMENTS AT COST 29185321.17 29185321 .17 24618006.89 RECEIVABLES:TAXES 44073.96 44073.96 74334.65 ACCOUNTS (NET) 780449.65 76550.46 857000.11 920404.99 INTEREST 313129.67 313129.67 398353.32 ASSESSMENTS 7466.54 1197.09 8663.63 30957.72 RENTS ":.. NOTES DUE FROM OTHERS 423094.77 94672.35 517767.12 977731.19 INVENTORY AT COST PREPAID ITEMS 4059.08 4059.08 5609.57 FIXED ASSETS AMOUNTS TO BE PROVIDED 2018500.00 2018500.00 2090500.00 TOTAL ASSETS 25980209.84 1982556.23 342752.85 1776618.83 2328779.60 32410917.35 28544000.02 LIAB, FND BAL, RETND EARNINGS DEPOSITS FOR PRIVATE DEVELPMNT 347758.77- 347758.77- 829. DEPOSITS FOR AB1600 FEES 1782629.73- 1782629.73- 21023. - DEPOSITS OTHERS 477523 .89- 3547.89- 289271.92- 770343.70- 553231.72- PAYABLES:ACCOUNTS 1829888.43- 333560.67- 67888.97- 9424.07- 2240762.14- 2079628.82- INTEREST PAYROLL 89241.52- 89241.52- 61671.05- DUE TO OTHERS 79259.00- 79259.00- 434764.01- DEBT INSTRUMENTS PAYABLE 2136000.00- 2136000.00- 2208000.00- TOTAL LIABILTIES 2744412.61- 416367.56- 67888.97- 2081325.72- 2136000.00- 7445994.86- 5630523.01- FUND BALANCES 23235797.23- 1566188.67- 274863.88- 304706.89 192779.60- 24964922.49- 22913477.01- TOTAL FUND EQUITY 23235797.23- 1566188.67- 274863.88- 304706.89 192779.60- 24964922.49- 22913477.01- TOTAL LIAB,FND BAL, RETD EARNS 25980209.84- 1982556.23- 342752.85- 1776618.83- 2328779.60- 32410917.35- 28544000.02- . J, 03 J~ GL102 11/24/97 CITY OF DUBLIN BALANCE SHEET FOR THE PERIOO 7/96 THROUGH 6/97... . INTERNAL SERVICE FUND ASSETS CASH CASH ~ITH FISCAL AGENT UNAMORTIZED BOND DISCOUNT 406189.88 INVESTMENTS AT COST RECEIVABLES:TAXES ACCOUNTS (NET) INTEREST ASSESSMENTS RENTS NOTES DUE FROM OTHERS INVENTORY AT COST PREPAID ITEMS FIXED ASSETS AMOUNTS TO BE PROVIDED 350034.76 TOTAL ASSETS 756224.64 .' FND BAL, RETND EARNINGS SITS FOR PRIVATE DEVELPMNT DEPOSITS OTHERS PAYABLES:ACCOUNTS INTEREST PAYROLL DUE TO OTHERS DEBT INSTRUMENTS PAYABLE TOTAL LIABILITIES FUND BALAN CE CONTRIBUTIONS INVESTMENTS IN FIXED ASSETS RETAINED EARNINGS TOTAL FUND EQUITY 1763.19- 1763.19- 365291.76- 389169.69- 754461.45- 756224.64- 21386372.71- 4066689.17- 18372224.42- TOTAL LIAB,FND BAL, RETD EARNS . ENTERPRISE FUNDS 1723268.44 46896.00 19616208.27 21386372.71 15880579.00- 15880579.00- 395903.71- 5109890.00- 5505793.71- FIXED ASSETS GENERAL LONG GROUP OF TERM DEBT ACCOUNTS ACCOUNT GROUP 4066689.17 4066689.17 4066689.17- 4066689.17- 18372224.42 18372224.42 18372224.42- 18372224.42- PAGE 1 17.00.52 TOT A L S --- MEMORANDUM ONLY --- CURRENT JUNE 30, 1996 406189.88 1723268.44 46896.00 -:. 24032932.20 18372224.42 44581510.94 1763.19- 34252803.42- 34254566.61- 761195.47- 5499059.69- 4066689.17- I 10326944.33- 276432.19 1719601.80 47559.57 21045462.27 5327970.26 28417026.09 1331.60- 21951019.76- 21952351.36- 494508.15- 5459961.45- 510205.13- 44581510.94- 28417026.09- 6464674.73- :3 c6 I~ 'I c0 If - GL 1 04C THE CITY OF DUBLIN STATEMENT SH~ING PAGE 2 11/24/97 REVENUES VERSUS EXPENDITURE . ,'. 16.24.28 FOR THE PERIOD 7196 THROUGH 6/97 . GENERAL REVENUE FUND CURRENT PERIOD PREVIOUS YEAR ENDING JUNE 30, 1996 BUDGET ACTUAL PERCENT VARIANCE ACTUAL ACTUAL PERCENT VARIANCE Fl SCAL YR Y-T-D PARK MAINTENANCE 8020 594120.00 594119.19 100.0 .81 554536.91 554536.91 100.0 .00 COMMUNITY CABLE TV 8030 34257. DO 34256.72 100.0 .28 23736.00 23736.00 100.0 .00 RECREATION ADMIN. 8040 242784.00 234707.54 96.7 8076.46 190175.44 190175.44 100.0 .00 PLAYGROUNDS 8045 109528.00 108257.69 98.8 1270.31 99908.83 99908.83 100.0 .00 SHANNON CENTER 8050 134604.00 136660.43 101.5 2056.43- 128665.35 128665.35 ,100.0 .00 PRESCHOOL 8055 52070.00 51629.57 99.2 440.43 48241.56 48241.56 100.0 r .00 TEENS PROGRAM 8060 35294.00 25445.93 72.1 9848.07 29512.30 29512.30 100.0 .00 ADULT SPORTS 8065 62718.00 61034.72 97.3 1683.28 59974.79 59974.79 100.0 .00 YOUTH SPORTS 8066 37176.00 39910.77 107.4 2734.77- 33593.09 33593.09. 100.0 .00 SPECIAL EVENTS 8070 40143.00 40133.97 100.0 9.03 33694.49 33694.49 100.0 .00 SEN I OR CENTER 8080 112711.50 80392.97 71.3 32318.53 101733.54 101733.54 100.0 .00 RECREATION INSTRUCTION 8090 80763.00 89684.89 111.0 8921.89- 76940.68 76940.68 100.0 .00 AQUATICS 8100 198917.00 215910.85 108.5 16993.85- 196m.22 196m.22 100.0 .00 ACTIVITY TOTAL 2024910.50 2000559.57 98.8 24350.93 1847109.86 1847109.86 100.0 .00 COMMUNITY DEVELOPMENT: PLANNING 9010 732994.00 659318.79 89.9 73675.21 838445.66 838445.66 100.0 .00 BUI LD ING SAFETY 9020 385919.00 386171.15 100. 1 252.15- 263771.36 263771.36 100.0 .00 ENGINEERING 9030 684913.00 684913.30 100.0 .30- 569323.23 569323.23 100.0 .00 ECONOMIC DEVELOPMENT 9040 115996.00 108155.26 93.2 7840.74 106703.40 106703.40 100.0 .00 ACTIVITY TOTAL 1919822.00 1838558.50 95.8 81263.50 1778243.65 1778243.65 100.0 .00 CAPITAL IMPROVEMENT PROJECTS: ~ERAL CIP PROJECTS 93NN 135666.00 80137.74 59.1 55528.26 73453.55 73453.55 100.0 .00 MUNITY IMPROVEMENTS 94NN 61300.00 51771.12 84.5 9528.88 84890.76 84890.76 100.0 .00 PARKS 95NN 534210.00 497423.22 93.1 36786.78 59292.04 59292.04 100.0 .00 STREET CONSTRC/IMPROVMT 96NN 434711.00 403724.50 92.9 30986.50 104607.01 104607.01 100.0 .00 ACTIVITY TOTAL 1165887.00 1033056.58 88.6 132830.42 322243.36 322243.36 100.0 .00 TOT A L EXPENDITURES 16651535.50 15429391.19 92.7 1222144.31 14350241.13 14350241. 13 100.0 .00 EXCESS <REVENUE>EXPENDITURES 478882.25 2009083.67- 419.5- 2487965.92 1503533.67- 1503533.67- 100.0 .00 TRANSFERS IN FROM OTHER FUNDS .00 5077.54- 5077 .54 38508.75- 38508.75- 100.0 .00 TRANSFERS OUT TO OTHER FUNDS .00 4211. 16 4211.16- 18673.28 18673.28 100.0 .00 - EXCESS <REVENUE> EXPENDITURE 478882.25 2009950.05- 419.7- 2488832.30 1523369.14- 1523369.14- 100.0 .00 . 5'~/t & 4 Iff GL104C THE CITY OF DUBLIN STATEMENT SHOWING PAGE 1 11/24/97 REVENUES VERSUS EXPENDITURE 16.34.31 FOR THE PERIOO 7/96 THRCXJGH 6/97 . SPECIAL ASSESSMENT FUNDS CURRENT PERlOO PREVIOUS YEAR ENDING JUNE 30, 1996 BUDGET ACTUAL PERCENT VARIANCE ACTUAL ACTUAL PERCENT VARIANCE FISCAL YR Y-T-D ********REVENUES******* SPECIAL BENEFITS ASSESSMENTS 234660.00- 243986.94- 104.0 9326.94 318115.75- 318115.75- 100.0 .00 USES OF MONEY AND PROPERTY 20280.00- 18795.26- 92.7 1484.74- 17813.47- 17813.47- 100.0 .00 OTHER SOURCES OF REVENUE 4000.00- .00 4000.00- .00 .00 .00 TOTAL REVENUE 258940.00- 262782.20- 101.5 3842.20 335929.22- 335929.22- 100.0 .00 *******EXPENDITURES******* GENERAL GOVERNMENT ACTIVITIES: ACTIVITY TOTAL .00 .00 .00 .00 .QO .00 PUBLI C SAFETY: TRFC SIGS/STREET LIGHTING 130569.00 103293.98 79.1 27275 . 02 180611.18 180611.18 100.0 .00 ACTIVITY TOTAL 130569.00 103293.98 79.1 27275.02 180611.18 180611.18 100.0 .00 TRANSPORTATION: PUBLI C IJORKS 7688.00 4247.66 55.3 3440.34 3947.86 3947.86 100.0 .00 STREET TREE MAINTENANCE 8470.00 5697.32 67.3 2m.68 8867.39 8867.39 100.0 .00 STREET-LANDSCAPE MAINTENANCE 138869.00 138868.81 100.0 .19 105578.03 105578.03 100.0 .00 ACTIVITY TOTAL 155027.00 148813.79 96.0 6213.21 118393.28 118393.28 100.0 .00 HEALTH & UELFARE: CULTURE & LEISURE SERVICES: ~NITY DEVELOPMENT: INEERING 3560.00 3185.96 89.5 374.04 3085.26 3085.26 100.0 .00 ACTIVITY TOTAL 3560.00 3185.96 89.5 374.04 3085.26 3085.26 100.0 .00 CAPITAL IMPROVEMENT PROJECTS: COMMUNITY IMPROVEMENTS 17222.00 16488.87 95.7 733.13 27505.63 27505.63 100.0 .00 STREET CONSTRUCTION/IMPROVMT 103000.00 103000.00 100.0 .00 7649.54 7649.54 100.0 .00 ACTIVITY TOTAL 120222.00 119488.87 99.4 733.13 35155.17 35155.17 100.0 .00 TOT A L EXPENDITURES 409378.00 374782.60 91.5 34595.40 337244.89 337244.89 100.0 .00 EXCESS<REVENUE>EXPENDITURE 150438.00 112000.40 74.4 38437.60 1315.67 1315.67 100.0 .00 EXCESS <REVENUE> EXPENDITURE 150438.00 112000.40 74;4 38437.60 1315.67 1315.67 100.0 .00 . 1 cD J% . cz 03 /~ GL104C THE CITY OF DUBLIN STATEMENT SH~ING PAGE 1 11/24/97 REVENUES VERSUS EXPENDITURE ' .. 16.56.17 FOR THE PERlOO 7/96 THROUGH 6/97 . TRUST/AGENCY FUND CURRENT PERlOO PREVIOUS YEAR ENDING JUNE 30, 1996 BUDGET ACTUAL PERCENT VARIANCE ACTUAL ACTUAL PERCENT VARIANCE , FISCAL YR Y-T-D ********REVENUES******* SPECIAL BENEFITS ASSESSMENTS .00 236036.28- 236036.28 234629.50- 234629.50- 100.0 .00 USES OF MONEY AND PROPERTY .00 11962.96- '1962.96 11997.60- 11997.60- 100.0 .00 TOTAL REVENUE .00 247999.24- 247999.24 246627.10- 246627.10- 100.0 .00 *******EXPENDI TURES******* GENERAL GOVERNMENT ACTIVITIES NON-DEPARTMENTAL .00 232469.50 232469.50- 232584.50 232584.50 100.0 .00 ACTIVITY TOTAL .00 232469.50 232469.50- 232584.50 232584.50 100.0 .00 PUBU C SAFETY: :. TRANSPORT A TI ON: HEALTH & UELFARE: CULTURE & LEISURE SERVICES: COMMUNITY DEVELOPMENT: CAPITAL IMPROVEMENT PROJECTS: TOTAL EXPENDITURES .00 232469.50 232469.50- 232584.50 232584.50 100.0 .00 EXCESS(REYENUE)EXPENDITURE .00 '5529.74- 15529.74 14042.60- 14042.60- 100.0 .00 EXCESS (REVENUE) EXPENDITURE .00 15529.74- 15529.74 14042.60- 14042.60- 100.0 .00 . . 1 c3 /~ GL1D4C THE CITY OF DUBLIN STATEMENT SHOVING PAGE 11124/97 REVENUES VERSUS EXPENDITURE 16.39.:: FOR THE PERIOO 7/96 THROUGH 6/97 INTERNAL SERVICE FUND . CURRENT PERlOO PREVIOUS YEAR ENDING JUNE 30, 1996 BUDGET ACTUAL PERCENT VARIANCE ACTUAL ACTUAL PERCENT VARIANCE FISCAL YR Y-T-D ********REVENUES******* USES OF MONEY AND PROPERTY 16300.00- 18137.65- 111.3 1837.65 15884.33- 15884.33- 100.0 .oc CHARGES FOR SERVICES 216315.00- 211049.81- 97.6 5265.19- 184255.91- 184255.91- 100.0 .0: OTHER SOURCES OF REVENUE 12100.00- 21901. 75- 181.0 9801. 75 29894.08- 29894.08- 100.0 .0, TOTAL REVENUE 244715.00- 251089.21- 102.6 6374.21 230034.32- 230034.32- 100.0 . Or: *******EXPENDITURES******* GENERAL GOVERNMENT ACTIVITIES: NON-DEPARTMENTAL 288082.00 262014.45 91.0 26067.55 184660.68 184660.68 100.0 .00 ACTIVITY TOTAL 288082.00 262014.45 91.0 26067.55 184660.68 184660;68 100.0 .00 PUBLIC SAFETY: TRANSPORTATION: HEALTH & WELFARE: CULTURE & LEISURE SERVICES: COMMUNITY DEVELOPMENT: CAPITAL H4PROVEMENT PROJECTS: TOT A L EXPENDITURES 288082.00 262014.45 91.0 26067.55 184660.68 184660.68 100.0 .0, EXCESS<REVENUE>EXPENDITURE 43367.00 10925.24 25.2 32441.76 45373.64- 45373.64- 100.0 .OC EXCESS <REVENUE> EXPENDITURE 43367.00 10925.24 25.2 32441 .76 45373.64- 45373.64- 100.0 .00 . . /6 ~ J? GL 1 04C THE CITY OF DUBLIN STATEMENT SH~ING PAGE 1 11/24/97 REVENUES VERSUS EXPENDITURE 16.44.47 FOR THE PERIOO 7/96 THRCXJGH 6/97 . ENTERPRISE FUNDS CURRENT PERIOO PREVIOUS YEAR ENDING JUNE 30, 1996 BUDGET ACTUAL PERCENT VARIANCE ACTUAL ACTUAL PERCENT VARIANCE FISCAL YR Y-T-D ********REVENUES******* USES OF MONEY AND PROPERTY 1709285.00- 1592321.83- 93.2 116963.17- 1594060.99- 1594060.99- 100.0 .00 TOTAL REVENUE 1709285.00- 1592321.83- 93.2 116963.17- 1594060.99- 1594060.99- 100.0 .00 *******EXPENDITURES******* GENERAL GOVERNMENT ACTIVITIES: NON-DEPARTMENTAL 1602005.00 1314726.23 82.1 287278.77 1388507.17 1388507.17 100.0 .00 ADMIN SERVICES 4365.00 4194.20 96.1 170.80 6948.40 6948.40. 100.0 .00 ACTIVITY TOTAL 1606370.00 1318920.43 82.1 287449.57 1395455.57 1395455.57 100.0 .00 PUBLIC SAFETY: :. DISASTER PREAPREDNESS .00 .00 .00 1226.33 1226.33 100.0 .00 ACTIVITY TOTAL .00 .00 .00 1226.33 1226.33 100.0 .00 TRANSPORTATION: HEALTH & ~ELFARE: CULTURE & LEISURE SERVICES: RECREATION ADMINISTRATION .00 .00 .00 10125.56 10125.56 100.0 .00 SENIOR CENTER .00 .00 .00 200.00 200.00 100.0 .00 ACTIVITY TOTAL .00 .00 .00 10325.56 10325.56 . 100.0 .00 COMMUNITY DEVELOPMENT: CAPITAL IMPROVEMENT PROJECTS: ~ A L EXPENDITURES 1606370.00 1318920.43 82.1 287449.57 1407007.46 1407007.46 100.0 .00 S<REVENUE>EXPENDITURES 102915.00- 273401.40- 265.7 170486.40 187053.53- 187053.53- 100.0 .00 TRANSFERS IN FROM OTHER FUNDS .00 4211.16- 4211.16 18673.28- 18673.28- 100.0 .00 EXCESS <REVENUE> EXPENDITURE 102915.00- 277612.56- 269.7 174697.56 205726.81- 205726.81- 100.0 .00 . JI cI J~ COMPARISON OF GENERAL FUND REVENUES BYSOURCE FISCAL YEAR ENDING JUNE 30,1997 BUDGET ACTUAL . 1996-97 1996-97 DIFFERENCE PROPERTY TAXES Current Year Secured $ 3,345,000 $ 3,341,321 $ (3,679) Current Year Unsecured 319,000 325,521 $ 6,521 Prior Year Secured 127,100 103,790 $ (23,310) Prior Year Unsecured 18,300 1,046 $ (17,254) Supplemental Property Tax 84,000 61,887 $ (22,113) Pilot Tax 40,000 40,508 $ 508 Property Tax Penalties 35,000 46,824 $ 11,824 Sub-Total $ 3,968,400 $ 3,920,897 $ (47,503) TAXES OTHER THAN PROPERTY Sales & Use Tax $ 6,480,000 $ 7,108,598 $ 628,598 Real Property Transfer Tax 73,600 138,062 $ 64,462 Hotel Transient Occupancy Tax 176,000 267,007 $ 91,007 Franchise Taxes 709,800 723,385 $ 13,585 Sub-Total $ 7,439,400 $ 8,237,052 $ 797,652 LICENSES & PERMITS Building Permits $ 778,000 $ 994,639 $ 216,639 Animal Licenses 4,000 4,445 $ 445 . Encroachment Permits 11 ,400 13,179 $ 1,779 Business License 80,000 79,920 $ (80) Sub-Total $ 873,400 $ 1,092,183 $ 218,783 FINES & FORFEITURES Parking Fines $ 26,000 $ 18,462 $ (7,538) Other Court Fines 8,500 9,416 $ 916 Other Fines & Penalties 1,500 10,614 $ 9,114 Sub-Total $ 36,000 $ 38,492 $ 2,492 INTEREST $ 1,195,000 $ 1,310,461 $ 115,461 USE OF PROPERTY Interest on Cemetary Endowment $ 0 $ 3,392 $ 3,392 Rents & Concession Field 18,300 24,607 $ 6,307 Building 44,500 45,734 $ 1,234 Pool 300 3,555 $ 3,255 Heritage Center 1,500 1,200 $ (300) Sub-Total $ 64,600 $ 78,488 $ 13,888 INTER-GOVERNMENTAL REVENUES - STATE Motor Vehicle In-Lieu Tax $ 1,005,000 $ 1,069,171 $ 64,171 Off Highway Vehicle In-Lieu Fee 450 418 $ (32) . Homeowner's Property Tax Relief 80,200 81,686 $ 1,486 Sub-Total $ 1,085,650 $ 1,151,275 $ 65,625 EXHIBlf 4 ;). ~ / . COMPARISON OF GENERAL FUND REVENUES BY SOURCE FISCAL YEAR ENDING JUNE 30, 1997 . BUDGET ACTUAL 1996-97 1996-97 DIFFERENCE CHARGES FOR SERVICE Zoning & Subdivision Fees $ 225,650 $ 215,475 $ (10,175) Plan Check & Inspection Fees 495,000 466,163 $ (28,837) Sale of Maps & Documents 8,000 10,318 $ 2,318 Special Police Services 11,500 14,487 $ 2,987 Fire Service Charges 80,000 71,125 $ (8,875) Park & Recreation Fees $ Recreation Instruction 53,025 109,425 $ 56,400 Preschool 47,165 46,087 $ (1,078) Special Events 11,000 10,961 $ (39) Playgrounds 88,750 78,968 $ :. (9,782) Teens 11,670 4,698 $ (6,972) Adult Sports 51,830 52,495 $ 665 Aquatics 95,520 93,778 $ (1,742) Seniors 30,520 22,939 $ (7,581) Youth Sports 31,550 29,522 $ (2,028) Heritage Center 2,600 2,616 $ 16 Building Use Insurance 2,960 2,688 $ (272) Zone 7 Drainage Fees 3,500 1,537 $ (1,963) . DUI Program 5,000 809 $ (4,191) Booking Fees Recovery 3,000 4,065 $ 1,065 Solid Waste Fee 55,300 63,920 $ 8,620 Interment Fees 4,270 6,484 $ 2,214 Annexation Services 75,700 77,859 $ 2,159 Sub-Total $ 1,393,510 $ 1,386,419 $ (7,091 ) OTHER REVENUES Sale of Real & Personal Property $ 300 $ 5,318 $ 5,018 Contributions 15,043 8,872 $ (6,171) Miscellaneous (Incl. Write off old deposit accts) 57,000 78,708 $ 21,708 . PERS Surplus 0 105,998 $ 105,998 Reimbursement 24,000 6,505 $ (17,495) Reimbursement-Public Damage 20,350 17,808 $ (2,542) Sub-Total $ 116,693 $ 223,209 $ 106,516 TOTAL GENERAL FUND BEFORE TRANSFERS $ 16,172,653 $ 17,438,476 $ 1,265,823 Transfer In 5,078 5,078 TOTAL GENERAL FUND $ 16,172,653 $ 17,443,554 $ 1,270,901 . EXHIBITI'!"4 /:3 ~ /25 CITY OF DUBLIN GENERAL FUND SCHEDULE OF llUDGET VERSUS ACTUAL D EP fUtTlYIENTAL EXl' END ITURES FOR TIlE FISCAL YEAR ENDED .JUNE 30,1997 General Govemment '. City Council City Manager City Attollley Administrative services Building management Insurance cost center Elections cost center Nondepartmental Civic Center Debt Service Tolal General GovclIlIncnlal Public Safety Police Crossing guards Animal conlrol Disaster preparedness File Services JI'A TOI:d Public Safely IIighways and slreets Public works adminiSlratiun Slreet maintenance Street tree mailllenance Street landscape maintenance Total Highways and SLIeets Health and welfare Waste management Child care Total HealUI and Welfare Community development Planning/Building safety Engineering Economic development Tola! Corrununity Development Culture: and leisure Library services Cultural activities Heritage Center Cemctcry operations Park maintcnarlce Community cable television Parks and community services Total Culture arId Leisure Capital Outlay Conununity improvements General improvemcnts Parks Street consuuetion and improvements Total Capital Outlay Total Expenditures Budget S128,264 297,973 201,719 607,862 331,518 133,550 21,215 95,270 1,601,985 3,419,356 4,016,642 43,000 180.286 32,785 3,195,294 7,468,007 320,887 38,200 48,580 230,290 637.957 3,596 12.000 15,596 1,118,913 684,9lJ 115.996 1.919.822 205,874 12,500 54,291 17,160 594,120 34,257 1,106.709 2.024.911 61,.300 135,666 534,210 434.711 1.165.887 S 16.651.536 EXHIBI~4 /1/4 /p CITY OF DUBLIN BUDGET CHANGE FORM CHANGE FORM # . New Appropriations (City Council Approval Required): Budget Transfers: _X_ From Unappropriated Reserves From Budgeted Contingent Reserve (1080-799.000) Within Same Department Activity From New Revenues Between Departments (City Council Approval Required) Other ~:.::.::.:~.:~.::.:~.lfiECREASErRtltiGE.lrACCOtlNjf:r::::::::rrrrrt&MOUNitrr:~~::::r:::::::r::::rINCREKS.EiBDDGE1MACCo.uN1r:::f:::tt::mfff:At0i;ff.p.....:.NJt.m~.!:!::@:I! .... ........................ ............ ......... ........... ................;...:.:.:.:.;.:.:.:.:.:.:.:.:.:.:.:.:.............. .... .... ......:.:.......:.:.:..:.:.:...:.:...:... .:...;....-..................:.................:.......:..........-..:.:....................... .....:.....:............................................................................'... ..... Name: Name: Office Supplies 1,405 Account #: Account #: 001-9030-710-000 Name: Name: Account #: Account #: .- Name: Name: Account #: Account #: Name: Name: Account #: Account #: Name: Name: . Account #: Account #: REASON FOR BUDGET CHANGE ENTRY: To Post Final Year End Budget Adjustments in conjunction with the acceptance of the City's audit report for the year ended June 30, 1997. City Manager: Date: Signature Mayor: Date: Signature . Posted By: Date: Signature formslbudgcJlllg EXHIBIT 5 15 ~ /1 vavrinek, Trine, Day & Co., LLP Cerlified PublIC ACcollntClnlS Members: . American Institute of Certified Public Accountants . SEC Practice Section . California Society of Certified Public Accountants . Western Association of :\ccounting Firms . REPORT ON COMPLIANCE AND ON INTERNAL CONTROL OVER FINANCIAL REPORTING BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS To the City Council Dublin, California We have audited the financial statements of the City of Dublin as of and for the year ended June 30, 1997, and have issued our report thereon dated September 24, 1997. We conducted our audit in accordance with generally accepted auditing standards and the standards applicable to fmancial audits contained on Government Auditing Standards, issued by the Comptroller General of the United States. Compliance As part of obtaining reasonable assurance about whether the City of Dublin's fmancial statements are free of material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts and grants, noncompliance with which could have a direct and material effect on the determination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit and, accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance that are required to be reported under Government Auditing Standards. . Internal Control Over Financial Reporting In planning and performing our audit, we considered the City of Dublin's internal control over fmancial reporting in order to determine our auditing procedures for the purpose of expressing our opinion on the financial statements and not to provide assurance on the internal control over financial reporting. Our consideration of the internal control over financial reporting would not necessarily disclose all matters in the internal control over fmancial reporting that might be material weaknesses. A material weakness is a condition in which the design or operation of one or more of the internal control components does not reduce to a relatively low level the risk that misstatements in amounts that would be material in relation to the fmancial statements being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions. We noted no matters involving the internal control over financial reporting and its operation that we consider to be material weaknesses. This report is intended for the information of the audit committee, management and federal awarding agencies and pass-through entities. However, this report is a matter of public record and its distribution is not limited. v~ ,l~ I 'DO- c ~ oJ LL? Pleasanton, CA September 24, 1997 . 5OCX:> Hopyard Rd.. Suite 335 P!easanton, CA 94588-3351 (510) 734-6600 . FAX (510) 734-661 1 With Offices Located: RanchoCucamonga Fresno Laguna Hills EXHIBIT 6 I~ oi Iff . . . Vavrinek, Trine, Day & Co., LLP Cenified Public AccountonlS Members: . American Institute of Certified Public Accountants . SEC Practice Section . California Society of Certified Public Accountants . \Vestern Association of Accounting Firms INDEPENDENT ACCOUNTANTS' REPORT ON AGREED-UPON PROCEDURES APPLIED TO APPROPRIATIONS LIMIT WORKSHEETS To the Mayor and Members of the City Council City of Dublin, California We have applied the procedures enumerated below to the accompanying Appropriations Limit Worksheet for the City of Dublin for the year ended June 30, 1998. These procedures, were agreed to by the City of Dublin, California and the League of California Cities (as presented in the League publication entitled Article XIIIB Appropriations Limitation Uniform Guidelines) were performed solely to assist the City of Dublin, California in meeting the requirements of Section 1.5 of Article XIIIB of the California Constitution. This engagement to apply agreed-upon procedures was performed in accordance with standards established by the American Institute of Certified Public Accountants. The sufficiency of the procedures is solely the responsibility of the specified users of the report. Consequently, we make no representation regarding the . sufficiency of the procedures described below either for the purpose for which this report has been requested for or any other purpose. The procedures performed and our fmdings were as follows: 1. We obtained the worksheets and compared the limit and annual adjustment factors included in those worksheets to the limit and annual adjustment factors that were adopted by resolution of the City Council. We also compared the population and inflation options included in the aforementioned worksheets to those that were selected by a recorded vote of the City Council. Finding: No exceptions were noted as a result of our procedures. 2. For the Worksheet, we computed the 1997-98 Appropriations Limit by multiplying the Adopted 1996-97 Appropriations Limit by the Total Growth Factor. Finding: No exceptions were noted as a result of our procedures. 3. For the Worksheet, we agreed the Per Capita Income, County and City Population Factors to California State Department of Finance Worksheets. We agreed the Nonresidential Assessed Valuation Factor to a City of Dublin Finance Department worksheet. Finding: No exceptions were noted as a result of our procedures. 4. We agreed the 1997-98 Appropriations Limit to a resolution of the City Council. Finding: No exceptions were noted as a result of our procedures. 5000 Hopyard Rd.. Suite 335 Pleasamon, CA 94588-3351 '(510) 734-6600 . F:\X (510) 734-66] 1 With Offices Located: Rancho Cucamonga Fresno Laguna Hills ~""r"l:""-'~_ (; If Wjj r ~li ~ 'f -:z. ~e.i\~ ~~[J~m f1 T 114 IS' To the Mayor and Members of the City Council City of Dublin, California Page 2 We were not engaged to, and did not, perform an audit, the objective of which would be the expression of an opinion on the Appropriations Limits. Accordingly, we do not express such an opinion. Had we performed additional procedures, other matters might have come to our attention that would have been reported to you. No procedures have been performed with respect to the determination of the appropriation limit for the base year, as defmed by the League publication entitled Article XIIlE Appropriations Limitation Uniform Guidelines. This report is intended for the information of the use of the City of Dublin, California and should not be used by those who have not agreed to the procedures and taken responsibility for the sufficiency of the procedures for their purposes. However, this report is a matter of public record and its distribution is not limited. V~II~'V?-~ September 24, 1997 Pleasanton, California CD. . LL? .I jrzo/Jf! . . .