HomeMy WebLinkAboutStaff Report 8191
City of Palo Alto (ID # 8191)
City Council Staff Report
Report Type: Informational Report Meeting Date: 6/27/2017
City of Palo Alto Page 1
Summary Title: 3rd Qtr Financial Report
Title: Third Quarter FY 2017 Financial Report
From: City Manager
Lead Department: Administrative Services
This is information report only and no Council action is required.
Background
The purpose of this report is to provide the Finance Committee with information on the
financial status of the City’s General Fund and Enterprise Funds as of the end of the 3rd Quarter
of Fiscal Year (FY) 2017 (July 1, 2016 through March 31 2017).
Attachment A contains a line by line report of major revenues and expenditures for 3rd Quarter
Year-to-Date (YTD), as well as a comparison to the FY 2017 Adopted Budget and Adjusted
Budget as of March 31, 2017. Through the nine months completion of the current fiscal year,
City’s general and enterprise funds are performing within the FY 2017 budgetary levels. As
reported in the FY 2017 Midyear Budget Report (CMR # 7656), General Fund is anticipated to
end the year with a one-time budget surplus of approximately $2 million to $5 million resulting
from excess revenues and expenditures savings. As part of the closing of FY 2017 Budget
(November/December), staff will bring forward recommendations for the use of projected FY
2017 budget surplus. This will include potentially funding part of the Infrastructure gap and/or
the unfunded pension liability.
Discussion
GENERAL FUND
Revenue Highlights for FY 2017 3rd Quarter Year to Date (YTD)
Following is a table which highlights the City’s major revenue sources for the 3rd Quarter YTD,
compared to the same period of the prior year. Revenue for each period is expressed as a
percentage of Adjusted/Final Budget.
City of Palo Alto Page 2
FY 2017 FY 2016 % change FY 2017 %FY 2016 %
Inc (Dec)
Property tax 24,779$ 22,453$ 10%38,953$ 64%35,967$ 62%
Sales tax 16,885 13,143 28%29,150 58%28,430 46%
Charges for services 13,413 13,930 -4%1 23,134 58%24,768 56%
Utility user tax 9,847 8,690 13%12,377 80%10,489 83%
Transient occupancy tax 14,901 13,794 8%23,134 64%21,991 63%
Documentary transfer tax 4,807 3,854 25%6,747 71%7,052 55%
Permits and licences 5,381 5,239 3%8,215 66%8,211 64%
Rental income 11,512 11,794 -2%15,055 76%15,299 77%
Charges to other funds 8,146 8,956 -9%10,766 76%11,929 75%
All other revenue sources 4,543 6,149 -26%5,948 76%5,464 99%
Total General Fund Revenues 114,214$ 108,002$ 6%173,479$ 66%169,600$ 64%
1 Adjust for 2nd and 3rd Quarter
Stanford fire revenue 3,620 3,765
GF Revenues - Normalized 117,834$ 111,767$ 5%
3rd Quarter YTD Actuals
City of Palo Alto
General Fund Revenues
FY 2017 3rd Quarter YTD
(000's)
Adjusted Budget Final Budget
After adjusting for the Stanford fire and police dispatch services revenue timing difference,
revenue is up $6.1 million, or 5 percent, from prior year as of the end of the 3rd Quarter YTD.
The increased revenues are primarily in the General Fund tax-related sources such as sales,
property, transient occupancy, utility user, and documentary transfer taxes. In total, receipts
are at 66 percent of Adjusted Budget, which is typical for the end of the 3rd Quarter due to
property tax receipts which spike in the last quarter of the fiscal year. Each of the major
revenue categories is discussed in more detail below.
Following is a chart which shows the three-year trend for major sources of General Fund tax
revenue, comparing FY 2015 and FY 2016 actuals with FY 2017 Adjusted Budget. As detailed in
the City’s most recent Long Range Financial Forecast, sales and property tax revenue streams
are expected to continue their upward growth trends based on strong regional economy, while
other tax streams will advance at a slower rate or remain flat. The chart is followed by a more
detailed discussion of each major revenue category.
City of Palo Alto Page 3
Property Tax Sales Tax Tr Occ Tax Doc Tsf Tax UUT
FY 2015 Actual $34,117 $29,675 $16,699 $10,384 $10,861
FY 2016 Actual 36,607 30,018 22,366 6,266 12,469
FY 2017 Adj Budget 38,953 29,150 23,134 6,747 12,377
$0
$10,000
$20,000
$30,000
$40,000
General Fund Tax Revenues
FY 2015 and 2016 Actuals Compared to FY 2017 Adjusted Budget
(000's)
Property tax revenue at the close of 3rd Quarter YTD was $24.8 million, an increase of 10
percent over the same period prior year. Property tax is received from the County of Santa
Clara during the 2nd, 3rd and 4th quarters of the year, and receipts are at 64 percent of the full-
year budget which is typical for this line item through March 31. The FY 2017 Adjusted Budget
is $39 million, 6.4 percent higher than the prior year’s actual revenue of $36.6 million. Staff
expects property tax revenue will exceed FY 2017 Adopted Budget by $0.2 million based on
year-to-date receipts. It should be noted that both FY 2015 and FY 2016 include a non-
recurring receipt of $0.9 million while the estimate for FY 2017 is $0.7 million for excess ERAF
distributions from the County of Santa Clara. ERAF is the fund used to collect and disburse
property taxes that are shifted to/from cities, the county and special districts prior to their
reallocation to K-14 school agencies.
Property tax increases are driven by high demand in the residential sector and modest activity
in the commercial property market, which are expected to continue into FY 2017. The
continued growth in assessed values will, in turn, translate into higher property tax revenue
Sales tax revenue as of the end of the 3rd Quarter is up by 28 percent over the prior year;
however, most of this is attributable to timing of cash flow receipt. The State’s “Triple Flip”
program where a quarter of the City’s sales tax receipts were received in January and May
ended in the 4th quarter of FY 2016 resulting in the City receiving, in FY 2017, the full sales tax
receipt on a monthly basis. Staff expects sales tax revenue will exceed FY 2017 Adopted Budget
by $0.5 million based on year-to-date receipts. While sales tax has fully recovered from its
Great Recession low of $17.9 million in FY 2010, there are continued concerns over future
growth due to the continued erosion of brick and mortar receipts that is resulting from steady
growth in on-line retail sales. The completion of Stanford Hospital construction projects will
also reduce future sales tax revenue.
City of Palo Alto Page 4
Transient occupancy tax (TOT) revenue reached $14.9 million through the end of the 3rd
Quarter, an increase of $1.1 million or 8 percent from prior year. Average daily room rates
increased 1.8 percent from prior year - $254 per day to $259 per day - while average occupancy
rates rose slightly from 75 percent to 77 percent. The increase in number of rooms available as
a result of newly opened hotels has kept occupancy rates lower than 85 percent, which is
considered full occupancy. Two new hotels on San Antonio Road have been proposed, in
addition to the expansion of an existing hotel.
Effective January 1, 2015, the TOT rate increased from 12 percent to 14 percent. The 2 percent
increase from all hotels, plus the 12 percent base from new hotels, was dedicated to the
Infrastructure Plan by City Council. Following is a comparative breakdown of the allocation of
transient occupancy tax receipts:
3rd Quarter YTD FY 2017 3rd Quarter YTD FY 2016
General Fund: $ 10,031,020 $ 9,227,158
Infrastructure Plan: (9 months of receipts) (9 months of receipts)
New hotels – 12% 2,740,127 2,559,402
All hotels – 2% 2,129,575 2,007,788
4,869,702 4,567,190
Total TOT Receipts 3rd Qtr. YTD $ 14,900,722 $ 13,794,348
Documentary transfer tax revenue for the nine months ended March 31 totals $4.8 million, up
$1 million or 25 percent from the prior year. Staff expects full year revenue in the range of
$7.1 million, which is $0.4 million more than was forecasted in the Adopted Budget. This
revenue source is difficult to forecast because the sale volume and mix of commercial and
residential transactions can vary significantly from year to year.
Utility user tax revenue for the nine months ended March 31 totals $9.8 million, an increase of
$1.2 million, or 13 percent, from the prior year. Higher water, electric, and gas customer
billings due to commodity consumption increase along with utility rate hikes have contributed
to a favorable growth for this revenue source. It was expected that this revenue stream would
decrease due to the telephone UUT rate reduction from 5 percent to 4.75 percent, but it was
partially offset by elimination of the large utility user discount. The City does not receive
detailed information from telephone service providers that would explain the current trend and
must rely on lump sum receipts.
Charges for services revenue through the first three quarters of FY 2017 is down $0.4 million
from the same period last year, after adjusting for the timing difference in billings to the
Stanford University for fire and emergency services. The decrease is mainly due to $0.8 million
lower receipts from golf course resulting from its temporary closure and $0.3 million decline in
City of Palo Alto Page 5
revenues related to Stanford fire service. They were partially offset by $0.3 million higher plan
check fees. The Adjusted Budget in this report reflects $1.9 million downward adjustment for
fire protection services contract extension through June 30, 2017 with Stanford University
approved by the Council in December 2016.
Permits and licenses revenue for 3rd Quarter YTD is up $0.14 million from the same period prior
year due mainly to higher planning fee offset by delay in receiving fire hazmat permit fees from
the County. Staff believes that the City will meet its budgetary target for this revenue source by
the fiscal year-end.
Charges to other funds are lower than prior fiscal year based on the budgeted cost plan
allocations approved as part of the Adopted Budget. All other revenues categories decreased
as prior year revenues included one-time proceeds from the sale transaction of former city
manager’s residence.
Expense Highlights for FY 2017 3rd Quarter YTD
Following is a table which highlights the City’s expenses by function for the 3rd Quarter YTD,
and compares expenses to the same period prior year. In addition, the expense for the period
is expressed as a percentage of budget for each of the years.
City of Palo Alto
General Fund Expenses
FY 2017 3rd Quarter YTD
(000's)
FY 2017 FY 2016 % change FY 2017 %FY 2016 %
Inc (Dec)
Police 29,171$ 26,790$ 9%39,238$ 74%36,924$ 73%
Fire 23,281 20,499 14%29,778 78%29,223 70%
Community services 17,675 17,591 0%26,608 66%26,517 66%
Public works 11,742 10,924 7%17,336 68%15,828 69%
Development services 7,905 7,530 5%12,373 64%12,281 61%
Planning and community env 6,478 6,480 0%11,255 58%11,146 58%
Library 6,533 5,794 13%9,523 69%8,971 65%
Administrative services 5,606 5,892 -5%8,342 67%7,957 74%
All other departments 14,165 15,006 -6%23,827 59%21,961 68%
Total General Fund Expenses 122,556$ 116,506$ 5%178,280$ 69%170,808$ 68%
3rd Quarter YTD Actuals Adjusted Budget Final Budget
City of Palo Alto Page 6
Actual expenses through the first three quarters of the fiscal year total $122.6 million, a 5
percent increase over prior year. The expenses are right in line with the Adjusted Budget at 69
percent of full-year budgeted amounts.
Public Safety comprises the largest portion of General Fund expenditures – 43 percent of
actuals as of March 31. Following is the detail for Public Safety overtime expenses through the
3rd Quarter of the current fiscal year:
Public Safety
Salaries and Overtime Expense
FY 2017 3rd Quarter YTD
(000's)
FY 2017 FY 2016 % change FY 2017 %FY 2016 %
Inc (Dec)
Police - Salaries 12,879$ 11,630$ 11%17,702$ 73%17,007$ 68%
Police - Overtime 1,524 1,536 -1%1,500 102%1,539 100%
Total Police 14,403 13,166 9%19,202 75%18,546 71%
Fire - Salaries 9,456 8,298 14%13,594 70%11,841 70%
Fire - Overtime 2,788 1,940 44%1,633 171%1,383 140%
Total Fire 12,244 10,238 20%15,227 80%13,224 77%
Total Public Safety
Salaries & Overtime 26,647$ 23,404$ 14%34,429$ 77%31,770$ 74%
3rd Quarter YTD Actuals Adjusted Budget
Police overtime has decreased $12 thousand, or 1 percent, over the same period last year. On
a combined basis, salaries and overtime are at 75 percent of budget through the first nine
months of the fiscal year. Overtime cost is primarily due to vacancies. The Department’s
overtime analysis is included in Attachment C.
Fire overtime has increased $0.8 million, or 44 percent, from the same period last year. On a
combined basis, salaries and overtime are at 80 percent of budget through the first nine
months of the fiscal year. Overtime cost is driven by vacancies. The Department’s overtime
analysis is included in Attachment C.
General Fund Budget Stabilization Reserve (BSR) Balance
The General Fund BSR balance is projected to be $42.3 million, or 20.3 percent of the FY 2017
Adjusted Budget expenditures. The figure reflects actual balance reported as of July 1, 2016 of
$51.6 million, less any budget amendments approved by Council subsequent to the FY 2017
City of Palo Alto Page 7
Budget Adoption and amendments approved by the Council as part of FY 2017 Midyear Budget
Report (CMR # 7656) in February 2017. This level is approximately $5 million above the Council
approved target level of 18.5 percent. As recommended in the FY 2018 Proposed Operating
Budget, $3.2 million is recommended to be drawn from the Budget Stabilization Reserve (BSR)
on a one time basis to balance the FY 2018 Budget; however, it will remain at 18.6% of the FY
2018 Proposed Budget. The projected surplus of $2 million to $5 million for FY 2017 discussed
earlier is not part of this calculation since it needs to materialize once the year has ended.
ENTERPRISE FUNDS
Following is a summary of operating revenues and expenses for each of the Enterprise Funds
for the nine months ended March 31, 2017, including a comparison of results from the same
period last year.
Enterprise Funds Operating Revenue
Adjusted
3rd Quarter YTD Actuals % Change Budget
FY 2017 FY 2016 Inc(Dec)FY 2017 %
Electric 93,637$ 92,015$ 2%139,739$ 67%
Water 31,219 27,029 16%39,460 79%
Gas 28,396 23,639 20%35,826 79%
Refuse 25,060 23,760 5%31,397 80%
Wastewater treatment 20,364 17,463 17%28,016 73%
Wastewater collection 13,162 12,362 6%18,535 71%
Storm Drainage 4,976 4,867 2%6,697 74%
Fiber Optic 2,859 3,523 -19%4,867 59%
Airport 716 675 6%828 86%
Operating Revenue YTD 220,389$ 205,333$ 7%305,365$ 72%
Electric customer revenues increased from the same period prior year due to 11% rate increase
implemented in the current fiscal year offset by slight decrease (3%) in kilowatt consumption.
The service connection charges were also $1.2 million lower compared to prior year as some
large development projects were completed in FY 2016. This is typical as connection charges
are dependent on level of housing and commercial development. The FY 2018 Proposed
Budget includes a 4 percent overall increase in electric rates.
Water revenues were also higher for the nine months ended March 31. Rates were increased 6
percent effective July 1, 2016 and water consumption also rose 7 percent year-to-date
compared to prior fiscal year. Service connection and other operating revenues were lower
during this fiscal year due to fluctuation in connection activity and completion of El Camino
Park Restoration Project. Per the FY 2018 Proposed Budget, water rates are scheduled to
increase by up to 4 percent.
City of Palo Alto Page 8
Gas revenues year-to-date increased from prior year mainly due to an average 8 percent rate
hike as well as 8 percent increase in gas consumption. Other operating revenues were slightly
higher in the current year primarily due to an increase in the carbon allowance revenues. FY
2018 gas rates are scheduled to increase 4 percent effective July 1, 2017.
Refuse rates increased 9 percent for only residential customers on July 1, 2016. Per the FY 2018
Proposed Budget, refuse rate increases are scheduled to be 9 percent for residential and 5
percent for commercial accounts, respectively.
Fiber Optic revenue decreased $0.7 million or 19% in current year due mainly to Dark Fiber
Back Bone Lease billed to Stanford University in FY 2016. Fiber Optics rates are scheduled to
increase by 3.5 percent in FY 2018.
Airport Fund 3rd Quarter YTD revenue increased slightly $42 thousand or 6 percent from prior
year due to increased rental, tie-down, and other miscellaneous revenues. City of Palo Alto
took over operation of the Airport from the County of Santa Clara during the 1st Quarter of FY
2015. With full staffing, the City is in process of signing new hangar and property leases, and
tie-down agreements which would have favorable impact on Airport revenues in the 4th
Quarter.
Wastewater Treatment Fund year-to-date revenue increase in FY 2017 was mainly due to
timing differences to plant partners. Storm Drain Fund operating revenues are higher due to 3.2
percent fee increase implemented on July 1, 2016. An average $0.65 storm drain rate increase
was approved by the City property owners through a ballot measure in April 2017.
Enterprise Funds Operating Expenses
Adjusted
3rd Quarter YTD Actuals % Change Budget
FY 2017 FY 2016 Inc(Dec)FY 2017 %
Electric 78,108$ 76,026$ 3%121,899$ 64%
Water 21,544 20,335 6%35,137 61%
Refuse 20,176 19,891 1%33,867 60%
Gas 16,190 14,765 10%28,166 57%
Wastewater treatment 14,390 15,089 -5%22,519 64%
Wastewater collection 10,819 9,450 14%16,408 66%
Storm Drainage 2,204 1,938 14%3,508 63%
Fiber Optic 1,323 1,359 -3%2,512 53%
Airport 878 767 14%1,272 69%
Operating Expenses YTD 165,632$ 159,620$ 4%265,288$ 62%
City of Palo Alto Page 9
Electric Fund expenses increased $2.1 million, or 3 percent, from same period prior year.
Power purchase costs were $0.9 million higher compared to prior year. Other major cost
increases are in resource management programs ($0.4 million) and retiree health premium
costs ($0.6 million).
Water Fund wholesale purchase expenses increased $1.2 million or 6 percent in current year
attributable to 7 percent higher consumption and 9 percent increase in cost per unit. Other
categories increases/decreases offset each other and remained flat.
Refuse Fund expenses increased $0.3 million, or 1 percent, over prior year due to salary and
benefits costs in operations.
Gas Fund expenses increased $1.4 million or 10 percent compared to same period in FY 2016.
Main factors were gas commodity and transportation costs ($1.1 million), salary and benefits
costs ($0.1 million) and allocated charges ($0.1 million).
Wastewater Treatment Fund expenses decreased $0.7 million or 5 percent over the same
period last year due to lower operations costs. Wastewater Collection costs went up $1.4
million or 14 percent resulting from higher capital cost allocation from the Treatment Plant and
an increase in allocated salary and benefit costs from other departments for work performed
on behalf of Wastewater Collection Fund.
Airport Fund expenses are 14 percent ($111 thousand) higher than the same period last year
primarily due to an increase in temporary staff salaries and contract services costs.
Storm Drain Fund also recorded higher expenses of $0.03 million or 14 percent mainly in
salary/benefit and contract services costs.
Pension and Retiree Medical Liabilities
Long-term unfunded liabilities for pension and retiree medical continue to dominate discussion
of the City’s long-range financial planning. The Council approved setting aside $2.1 million of
the FY 2015 and FY 2016 General Fund surplus to use as seed funding for a Section 115 trust
account. The City Council approved the establishment of the trust with PARS and staff
deposited a General Fund contribution of $2.1 million or about 10 percent of the annual
pension payment. The Finance Committee approved the recommendation in the FY 2018
Proposed Budget to have all other funds contribute 10 percent and send those funds to PARS.
The Council will take action on June 27, 2018 on this recommendation.
As of June 30, 2015 actuary reports, the City’s unfunded pension and retiree medical liabilities
totaled $494 million. Effective June 30, 2016 the pension liability was disclosed in the City’s
government-wide financial statements as required by the Governmental Accounting Standards
Board (GASB). In addition, new accounting standards for presentation of the retiree medical
liability were enacted by GASB and will be effective for FY 2018.
City of Palo Alto Page 10
In order to slow the growth of pension costs over the long term, the City implemented a second
tier pension formula in 2011 (2% @ 60) and the California Public Employees’ Pension Reform
Act of 2013 (PEPRA) mandated a third tier pension formula of 2% @ 62 effective January 1,
2013. Following is a table which shows the employee count in each of the Miscellaneous and
Safety plans as of March, 2017. As of that date, 39 percent of the City’s full-time employees
were enrolled in Tier 2 and Tier 3 plans, compared to 32 percent as of March, 2016.
City of Palo Alto Page 11
Mar 2017 Mar 2016 Mar 2017 Mar 2016
Tier 1 4 6 Tier 1 67 70
Tier 2 2 2 Tier 2 6 7
Tier 3 4 3 Tier 3 11 10
Sub-total 10 11 Sub-total 84 87
Tier 1 102 106 Tier 1 5 5
Tier 2 48 49 Tier 2 0 0
Tier 3 45 35 Tier 3 0 0
Sub-total 195 190 Sub-total 5 5
Tier 1 321 352 Tier 1 4 4
Tier 2 66 64 Tier 2 0 0
Tier 3 170 125 Tier 3 0 0
Sub-total 557 541 Sub-total 4 4
Tier 1 43 45 Tier 1 50 59
Tier 2 0 0 Tier 2 3 4
Tier 3 2 2 Tier 3 24 10
Sub-total 45 47 Sub-total 77 73
Tier 1 7 6
Tier 2 1 1
Tier 3 0 0
Sub-total 8 7
Tier 1 0 1
Tier 2 0 0
Tier 3 0 0
Sub-total 0 1
Total Tier 1 470 509 Total Tier 1 133 145
Tier 2 116 115 Tier 2 10 12
Tier 3 221 165 Tier 3 35 20
Grand Total Misc Plans 807 789 Grand Total Safety Plans 178 177
%Tier 1 58%65%%Tier 1 75%82%
Tier 2 14%15%Tier 2 6%7%
Tier 3 27%21%Tier 3 20%11%
Tier 1 2.7% @ 55 Tier 1 3% @ 50
Tier 2 2% @ 60 Tier 2 3% @ 55
Tier 3 2% @ 62 Tier 3 2.7% @ 57
*Excludes police trainees (4/2)
Miscellaneous Plans Safety Plans
Fire Chiefs
Association
Employee Group
IAFFCity Council and
Council Appointed
Officers
Employee Group
Management and
Professional
# of Employees # of Employees
Police Management
Association
Police Management
Fire Management
PAPOA
Service Employees
International Union
Utilities Management
Attachments:
City of Palo Alto Page 12
Attachment A: General Fund Third Quarter Financial Report
Attachment B: Overtime Analysis for Fiscal Years 2015 through 2017
6/13/20176:40 AM
ATTACHMENT A
CITY OF PALO ALTO
GENERAL FUND FIRST QUARTER FINANCIAL REPORT
FISCAL YEAR ENDING JUNE 30, 2017
(in thousands)
BUDGET ACTUALS (as of 03/31/2017)
Adopted Adjusted Pre % of Adj
Categories Budget Budget Encumbr Encumbr Actual Budget*
Revenues & Other Sources
Sales Tax 29,150 29,150 - - 16,885 58%
Property Tax 38,953 38,953 - - 24,779 64%
Transient Occupancy Tax 23,134 23,134 - - 14,901 64%
Documentary Transfer Tax 6,747 6,747 - - 4,807 71%
Utility Users Tax 12,379 12,377 - - 9,847 80%
Motor Vehicle Tax, Penalties & Fines 2,022 2,057 - - 1,687 82%
Charges for Services 25,282 24,042 - - 13,413 56%
Permits & Licenses 8,756 8,215 - - 5,381 66%
Return on Investment 975 975 - - 886 91%
Rental Income 15,021 15,055 - - 11,512 76%
From Other Agencies 441 1,477 - - 1,449 98%
Charges To Other Funds 10,766 10,766 - - 8,146 76%
Other Revenues 1,406 530 - - 523 99%
Total Revenues 175,032 173,479 - - 114,214 66%
Operating Transfers-In 20,046 20,046 - - 14,417 72%
Encumbrances and Reappropriation 7,505 - - - -
Contribution (to)/from Budget Stabilization Reserve (912) 5,484 - - - -
Total Sources of Funds 194,166 206,514 - - 128,631 62%
Expenditures & Other Uses
City Attorney 3,179 3,994 35 440 2,110 65%
City Auditor 1,221 1,373 50 15 940 73%
City Clerk 1,370 1,428 15 40 770 58%
City Council 501 523 - 43 328 71%
City Manager 2,882 3,478 200 257 1,748 63%
Administrative Services 7,798 8,342 22 97 5,606 69%
Community Services 25,390 26,608 183 2,043 17,675 75%
Development Services 12,169 12,373 54 1,187 7,905 74%
Fire 28,947 29,778 240 581 23,281 81%
Library 8,992 9,523 31 230 6,533 71%
Office of Emergency Services 971 1,092 25 183 679 81%
Office of Sustainability 499 546 - 47 352 73%
Human Resources 3,357 3,696 12 179 2,305 68%
Planning and Community Environment 8,768 11,255 325 1,072 6,478 70%
Police 38,137 39,238 118 870 29,171 77%
Public Works 16,224 17,336 76 1,622 11,742 78%
Non-Departmental 10,139 7,697 4,933 64%
Total Expenditures 170,544 178,280 1,386 8,906 122,556 75%
Operating Transfers-Out 5,136 5,221 - - 3,915 75%
Transfer to Infrastructure 18,486 23,013 - - 17,260 75%
Total Use of Funds 194,166 206,514 1,386 8,906 143,731 75%
Note: Adjusted Budget includes carryover encumbrances and reappropriations plus budget amendments approved by the Council
Attachment B
Q3
2015 2016 2017
POLICE DEPARTMENT
Overtime Expense
Adopted Budget $1,500,000 $1,500,000 $1,500,000
Modified Budget 1,500,000 1,539,053 1,500,000
Net Overtime Cost - see below 946,558 836,252 136,956
Variance to Budget $553,442 $702,801 1,363,044
Overtime Net Cost
Actual Expense $1,893,220 $2,019,330 $1,524,317
Less Reimbursements
Stanford Communications 62,000 59,821 52,847
Utilities Communications Reimbursement 36,614 32,504 27,235
Local Agencies (A)10,417 12,258 8,673
Police Service Fees 69,570 74,813 55,852
Total Reimbursements 178,601 179,397 144,607
Less Department Vacancies 768,061 1,003,682 1,242,753
Net Overtime Cost $946,558 $836,252 $136,956
Department Vacancies (number of days)3,223 4,735 4,048
Workers' Compensation Cases 16 11 9
Department Disabilities (number of days)502 710 143
FIRE DEPARTMENT
Overtime Expense
Original Budget $1,424,414 $1,382,714 $1,413,714
Modified Budget (B)1,608,710 1,559,598 1,632,714
Net Overtime Cost - see below 94,836 1,156,217 1,920,593
Variance to Budget $1,513,874 $403,381 ($287,879)
Overtime Net Cost
Actual Expense $2,171,795 $2,783,510 $2,788,361
Less Reimbursements
Stanford Fire Services (C)658,054 - -
Cal-Fire/FEMA (Strike Teams)184,296 557,453 -
Total Reimbursements 842,350 557,453 -
Less Department Vacancies 1,234,609 1,069,840 867,767
Net Overtime Cost $94,836 $1,156,217 $1,920,593
Department Vacancies (number of days)3,712 3,952 3,637
Workers' Compensation Cases 10 10 10
Department Disabilities (number of days)249 461 422
NOTES:
(A)Includes Animal Services contract with Los Altos and Los Altos Hills.
(B)FY 2017 Does not include Strike Team Reimbursement of $174,000 recommended in the FY 2017 Mid-Year Review.
(C )Stanford has historically reimbursed 30.3% of the Fire Department budget for fire services, including estimates for overtime.
However, in FY 16 and 17 a flat rate contractual agreement for extension, inclusive of all services, has been approved.
Therefore, the overtime figure has been removed from this report until a finalized agreement is negotiated
Public Safety Departments
Overtime Analysis for Fiscal Years 2015 through 2017
6/15/2017