HomeMy WebLinkAboutDocumentation_Regular_Tab 18_11/14/2019 Agenda Item #18.
Y'�TOi
Regular Council
ee
SSTAFF MEMO 7.0Le =
Meeting: Regular Council - Nov 14 2019
Staff Contact: Jeremy Allen, Village Manager Department: Manager
TITLE
Manager's Report
SUMMARY:
Below are list of the Finance Department reports presented and statistical data for the month of
September 2019.
Financial Reports — Unadjusted, Unaudited
-Balance Sheets, Summary (attached)
•Revenue & Expenditure Report, Detailed (attached)
-Revenue & Expenditure Report (prior year comparison), Summary, Detailed (attached)
•Revenue & Expenditure Report (target budget), Summary (attached)
•Cash and Investment Report (attached)
•tatistical data — department benchmarks
-Finance
Additional Information
1)The Financial Reports presented above are unadjusted and unaudited. The Village considers
revenues available if collected within 45 days of the current fiscal period. This means that there are
additional revenues and expenditures that have not been recorded to date and that will be recorded
once year-end adjustments are completed. Additionally, during the year, revenues and expenses are
recorded on a modified accrual basis (similar to a cash basis). This will result in significant
differences between our beginning balances in the enterprise funds (water, refuse and recycling and
stormwater) and the adjusted ending balances as these funds report on a full accrual basis.
2)Property Taxes collected are $6.8 million, which represents 100% of the budgeted amount.
Historically, 91% of ad valorem tax distribution receipted by the end of February.
3)Sales Taxes collected $431 thousand, which represent 93% of the budgeted amount and on target
for eleven-month collection due to the distribution to be month behind the collection/reported period.
Village will record September 2019 distribution once received for FYE 9/30/2019 and will be slightly
above target for the year collections.
4)Sales/use taxes (85%) and intergovernmental revenues (94%) fall below 100% budget target due to
the distribution to be month behind the collection/reported period. Local Discretionary infrastructure
Waxfalls two moth behind. Village will also record state of FL Fire and Police Insurance Premium
Tax totaling $806 thousand in FYE 9/30/2019 once received. However, this amount will also be
recorded as an expenditure (employer pension distribution, as it is owed to the Pension Trust Fund).
Page 369 of 427
Agenda Item #18.
5)Revenues (Budgetary comparison) recorded in the General fund are $12.6 million, which
•epresents 93% of budgeted. Once all the year-end adjustment are completed, it will align with the
year budgeted amount.
6)Overall Expenditures (Budgetary comparison) in the General Fund are $12.7 million, which
represents 95% of budgeted, which is below targeted amount, by $746 thousand. There are
additional expenditures that have not been recorded to date and that will be recorded once year-end
adjustments are completed.
7)Revenues (Prior year comparison) all funds recorded this year are $126 thousand (0.65%) more
than prior year due to the increase in ad valorem taxes, higher investment earnings that is offset by
less fees collected due to not as many big construction projects this year. Village is in the process of
the year-end adjustment and recording revenues for FYE 9/30/2019.
8)Expenditures (Prior year comparison) all funds has decreased by $546 thousand (2.85%) due to
not all the expenditures recorded FYE9/30/2019 (depreciation, pension and OPEB liability, etc.in
business-type funds)
Statistical data - Finance
Payroll Direct Deposits: 242
Payroll Remittance Checks: 9
Payroll Remittance ETFs: 12
Purchase Requisitions/Orders Issued: 2
4IP checks issued ACH: 36
AP checks issued Paper: 191
Void checks: 2
Manual Journal Entries: 65
ATTACHMENTS:
Combined
II/
Page 370 of 427
/,� lifiI ffFF�1 v te F[$. BALANCE SHEET FOR VILLAGE OF TEQUESTA Page: 1/7
. `` atiPeriod Ending 09/30/2019
DB: Tequesta
Fund 001 GENERAL FUND
umber Description Balance
*** Assets ***
Cash and Cash Equivalents 21,067.40
Investments 3,790,678.35
Accounts Receivable 244,931.07
Due from Other Funds 0.00
Inventories 37,007.98
Prepaids 48,425.07
Other Assets - Current 0.00
Other Fixed Assets 0.00
Total Assets 4,142,109.87
*** Liabilities ***
Accounts Payable 88,067.39
Accrued liabilities 143,604.81
Retainage Payable 0.00
Due to Other Funds 0.00
Due to Other Governments 5,029.16
Deferred Revenue 0.00
Other Current Liabilities 0.00
Customer Deposits 0.00
Noncurrent liabilities 0.00
Def Inflows of Resources 224,887.30
Total Liabilities 461,588.66
*** Fund Balance ***
F/B - Reserved for Inventories 0.00
• F/B - Res for Encumbrance 0.00
F/B - All Other Reserves 0.00
F/B - Unreserved - Designated 0.00
F/B - Unreserved/Undesignated 0.00
Fund Balance - Nonspendable 224,994.55
Fund Balance - Restricted 1,506,888.00
Fund Balance - Committed 500,000.00
Fund Balance - Assigned 0.00
Fund Balance - Unassigned 1,650,228.03
Total Fund Balance 3,882,110.58
Beginning Fund Balance 3,882,110.58
Net of Revenues VS Expenditures (201,589.37)
Ending Fund Balance 3,680,521.21
Total Liabilities And Fund Balance 4,142,109.87
•
Page 371 of 427
/�l� la9'i� BALANCE SHEET FOR VILLAGE OF TEQUESTA Page: 2/7
L fh 1 uracanati Period Ending 09/30/2019
DB: Tequesta
Fund 301 Capital Improvement Fund
*umber Description Balance
*** Assets ***
Cash and Cash Equivalents 101,870.39
Investments 350,000.00
Accounts Receivable 0.00
Due from Other Funds 0.00
Prepaids 0.00
Total Assets 451,870.39
*** Liabilities ***
Accounts Payable 0.00
Accrued liabilities 0.00
Retainage Payable 0.00
Due to Other Funds 0.00
Total Liabilities 0.00
*** Fund Balance ***
F/B - Res for Encumbrance 0.00
F/B - All Other Reserves 0.00
F/B - Unreserved - Designated 0.00
F/B - Unreserved/Undesignated 0.00
Fund Balance - Nonspendable 0.00
Fund Balance - Assigned 0.00
Fund Balance - Unassigned 30,524.77
Total Fund Balance 30,524.77
Beginning Fund Balance 30,524.77
• Net of Revenues VS Expenditures 421,345.62
Ending Fund Balance 451,870.39
Total Liabilities And Fund Balance 451,870.39
Page 372 of 427
l/y1� 7.,9'1e�_3.f3#113. BALANCE SHEET FOR VILLAGE OF TEQUESTA Page: 3/7
5 : c� LL IIi'II fF 1 Period Ending 09/30/2019
DB: Tequesta
Fund 303 Capital Projects Fund
*umber Description Balance
*** Assets ***
Cash and Cash Equivalents 154,312.79
Investments 0.00
Accounts Receivable 0.00
Due from Other Funds 0.00
Prepaids 0.00
Improvements Other Than Bldgs. 0.00
Total Assets 154,312.79
*** Liabilities ***
Accounts Payable 0.00
Accrued liabilities 0.00
Retainage Payable 0.00
Due to Other Funds 0.00
Total Liabilities 0.00
*** Fund Balance ***
F/B - Res for Encumbrance 0.00
F/B - Unreserved/Undesignated 0.00
Fund Balance - Nonspendable 0.00
Fund Balance - Assigned 0.00
Fund Balance - Unassigned 204,312.79
Total Fund Balance 204,312.79
Beginning Fund Balance 204,312.79
. Net of Revenues VS Expenditures (50,000.00)
Ending Fund Balance 154,312.79
Total Liabilities And Fund Balance 154,312.79
•
Page 373 of 427
�Q iIte 3#18. BALANCE SHEET FOR VILLAGE OF TEQUESTA Page: 4/7
S atiifh1 Period Ending 09/30/2019
DB: Tequesta
Fund 401 Water Fund
Illikumber Description Balance
*** Assets ***
Current Assets 0.00
Cash and Cash Equivalents 1,006,891.22
Investments 5,296,190.51
Accounts Receivable 613,744.40
Special Assess -Current 0.00
Special Assess - noncurrent 0.00
Due from Other Funds 0.00
Inventories 212,294.80
Prepaids 19,420.25
Other Assets - Current 0.00
Land 83,335.00
Other Assets - Non Current 83,335.00
INFRASTRUCTURE 14,612,902.33
Buildings 272,115.17
Improvements Other Than Bldgs. 31,708.80
Machinery & Equipment 230,717.18
Construction in Progress 2,517.38
Intangible Assets 80,635.19
Other Fixed Assets 0.00
Deferred Outflows 553,023.53
FIXED ASSETS 0.00
Total Assets 23,015,495.76
*** Liabilities ***
Accounts Payable 154,550.50
Accrued liabilities 45,317.34
Retainage Payable 0.00
• Due to Other Funds 0.00
Due to Other Governments 335.52
Deferred Revenue 0.00
Current Portion of Debt 387,702.79
Other Current Liabilities 0.00
Customer Deposits 36,047.92
Noncurrent liabilities 3,507,580.03
Other Long Term Liabilities 400,755.63
Def Inflows of Resources 231,539.00
Total Liabilities 4,763,828.73
*** Fund Balance ***
F/B - Res for Encumbrance 0.00
F/B - All Other Reserves 0.00
F/B - Unreserved - Designated 0.00
F/B - Unreserved/Undesignated 0.00
N.A., Inv in Cap, net of debt 11,584,763.87
Net Assets, Restricted 0.00
Fund Balance - Committed 500,000.00
Fund Balance - Unassigned 5,464,397.11
Total Fund Balance 17,549,160.98
Beginning Fund Balance 17,549,160.98
Net of Revenues VS Expenditures 702,506.05
Fund Balance Adjustments 0.00
Ending Fund Balance 18,251,667.03
Total Liabilities And Fund Balance 23,015,495.76
•
Page 374 of 427
Itli #1 8. BALANCE SHEET FOR VILLAGE OF TEQUESTA Page: 5/7
Lracanati C'1, fF'v Period Ending 09/30/2019
DB: Tequesta
Fund 402 Refuse & Recycling
*umber Description Balance
*** Assets ***
Cash and Cash Equivalents 53,302.91
Investments 70,094.20
Accounts Receivable 490.74
Other Assets - Current 0.00
Total Assets 123,887.85
*** Liabilities ***
Accounts Payable 0.00
Due to Other Funds 0.00
Total Liabilities 0.00
*** Fund Balance ***
F/B - Unreserved/Undesignated 0.00
Fund Balance - Unassigned 118,098.59
Total Fund Balance 118,098.59
Beginning Fund Balance 118,098.59
Net of Revenues VS Expenditures 5,789.26
Ending Fund Balance 123,887.85
Total Liabilities And Fund Balance 123,887.85
•
Page 375 of 427
NO/�1� 7a9I1� � 113. BALANCE SHEET FOR VILLAGE OF TEQUESTA Page: 6/7
l ftfr��v Period Ending 09/30/2019
DB: Tequesta
Fund 403 Stormwater Utility
Illkumber Description Balance
*** Assets ***
Cash and Cash Equivalents 133,112.47
Investments 911,109.17
Accounts Receivable 1,111.93
Due from Other Funds 0.00
Inventories 692.49
Prepaids 0.00
Other Assets - Current 0.00
Other Assets - Non Current 0.00
INFRASTRUCTURE 1,115,691.07
Buildings 0.00
Improvements Other Than Bldgs. 0.00
Machinery & Equipment 15,508.84
Construction in Progress 0.00
Deferred Outflows 21,769.00
Total Assets 2,198,994.97
*** Liabilities ***
Accounts Payable 1,968.87
Accrued liabilities 2,688.00
Retainage Payable 0.00
Due to Other Funds 0.00
Due to Other Governments 0.00
Current Portion of Debt 0.00
Other Long Term Liabilities 12,034.41
Def Inflows of Resources 11,223.00
Total Liabilities 27,914.28
• *** Fund Balance ***
F/B - Res for Encumbrance 0.00
F/B - Unreserved - Designated 0.00
F/B - Unreserved/Undesignated 0.00
N.A., Inv in Cap, net of debt 1,236,387.06
Fund Balance - Unassigned 843,213.86
Total Fund Balance 2,079,600.92
Beginning Fund Balance 2,079,600.92
Net of Revenues VS Expenditures 91,479.77
Fund Balance Adjustments 0.00
Ending Fund Balance 2,171,080.69
Total Liabilities And Fund Balance 2,198,994.97
•
Page 376 of 427
(�1�f 1d9 Iteth#18. BALANCE SHEET FOR VILLAGE OF TEQUESTA Page: 7/7
{�' ` 1I' fF, Period Ending 09/30/2019
DB: Tequesta
Fund 605 Special Law Enforcement
*umber Description Balance
*** Assets ***
Cash and Cash Equivalents 79,965.20
Investments 0.00
Accounts Receivable 0.00
Inventories 0.00
Total Assets 79,965.20
*** Liabilities ***
Accounts Payable (252.00)
Due to Other Funds 0.00
Total Liabilities (252.00)
*** Fund Balance ***
Fund Balance - Nonspendable 0.00
Fund Balance - Assigned 0.00
Fund Balance - Unassigned 108,391.34
Total Fund Balance 108,391.34
Beginning Fund Balance 108,391.34
Net of Revenues VS Expenditures (28,174.14)
Ending Fund Balance 80,217.20
Total Liabilities And Fund Balance 79,965.20
•
•
Page 377 of 427
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Agenda Item #18.
VILLAGE OF TEQUESTA
ALL FUNDS
9/30/2019
Current Cash&Investments Unadjusted
SBA Prime
Cash Investments Total
General Fund#001 21,067 3,790,678 $ 3,811,746
Capital Improvement Fund#301 101,870 350,000 451,870
Capital Projects Fund#303 154,313 0 154,313
Water Utility#401 1,006,891 5,296,191 6,303,082
Refuse&Recycling#402 53,303 70,094 123,397
Stormwater#403 133,112 911,109 1,044,222
Special Law Enforcement#605 79,965 0 79,965
Total Cash and Investments $ 1,550,522 S 10,418,072 $ 11,968,595
•
•
Page 383 of 427
Agenda Item #18.
Department Reports(September 2019)
Vill, ark's Office 19-Sep YTD 2018
Agen as Compiled and Distributed 7 41 39 Summer Camp Registration 45 45
Council/Comm Meeting Hours 10 56 62.75
Orders Processed 2 22 48 Ages 5-7 13 13
Resolutions Processed 7 36 35 Ages 7-12 32 32
Ordinances Processed 2 13 11 Ages New Families 6 6
Agreements Processed 11 42 65 Revenue $46,687.50
Legal Advertisements Recreation Programs
Legal Notices 3 34 38 Tai Chi Classes 14 14
Bids/RFPs 0 1 3 Yoga Classes 20 20
Public Records Processed 16 168 226 Tennis Classes 13 13
Lien Request Processed 26 364 539 Fencing Classes 8 8
Imaged/scanned pages 1220 9354 10917 Gymnastics Classes 0 56
Open Gym Classes 0 3
Public Information Officer Ninja Scouts Classes 0 4
Facebook Posts 45 309 426 Homeschool Classes 0 3
Facebook Message Resposes 8 151 unk Mah Jongg Program 0 0
Facebook Followers 52 3422 unk Revenue
Page Views 2085 Unk unk Facility Rentals
Post Engagement 5724 24734 unk Constitution Park 3 0
Page Reach 26184 unk unk Recreation Center 1 2
Press Releases 2 7 3 Tequesta Park
CodeRed Messages Launched 13 34 N/A Groups 3 3
Smoke Signals 0 3 4 Reservations 1
Clerk/PIO Events&Meetings: Tequesta Business Assoc/Hobe Sound Chbr kick off
event, Hurricane Dorian Duirng and After Action,created resident survey,and
Shred-It event Revenue
W Clerk's Offce serves as the webmaster and updates/amends most
pa ndles user administration/alerts,etc. Special Events
Tequesta Fest:Saturday,Nov.30th,12:00pm-5:00pm
Food Trucks:Begins Oct.4th,5:00pm-9:00pm
Line Maintenance 0 6 Station Maintenance 502 522 18562.75
Equipment Maintenance 10 0 Daily Training 520.5 505 9003
Work Orders(Non Meter) 125 6 Company Training 67.78 92.2 2032.48
Employee Call Back 15 7 Officer Development Training 107.8 82.3 1900.15
Valves Exercised 0 2 Driver&Operator Training 35 108.75 686.5
Service Repairs 0 21 Hazmat Training 30.5 18 278.5
Meter Set/Changed Out 10 30 Other Training 10 15 25
Meter Reader Related Work Orders 131 189 FF Admin Duties 535 642 7871.5
Locates Performed 220 243 Unit Repose Data
Staff Vacancies(Days) 25.5 28.6 Fire 14 12 150
EMS 56 73 959
Customer Service 19-Aug 19-Sep YTD SPOP's 5 1 12
New Accounts 32 31 Other 5 2 44
Closed Accounts 29 31 Mutal Aid Given-PBCFR/MCFI 9 7 82
Mutual Aid Received-
Work Orders Completed 261 295 PBCFR/MCFR 6 11 113
Total Accounts Billed 5083 Inspection Data
Aging Report New Construction 7 16 132
.ys $21,147.63 $19,288.93 Aunnual Fire 48 31 473
New Buisness/New
60 Days $12,961.59 $10,155.57 Occupation/Home Buisness 15 10 35
Page 384 of 427
Agenda Item #18.
9 s $13,715.95 $16,902.37 Re-Inspections 13 18 62
ys $23,780.88 $24,658.59 Food Truck/Tents 0 0 0
Past e Shutoff List(Slow Pay) 79 81 Public Relations Events Data
Amount $17,828.82 $19,413.69 Community Functions Hrs 68 49 117
Bill Adjustment Report 18 Accounts 11 Accounts Station Tours 8 18 26
Leak: 4 Accounts Walk-Ins 1 4 5
Misread: 7 Accounts
NON-SUFFICIENT FUNDS(NSF)FEE: 0 Accounts
Amount Billed $546,958.87 $507,816.03
Water Usage 72,804 67,816
IT 19-Sep Prior Month YTD
Helpdesk Tickets 126 144 1292
Projects
Council Chambers
Telestaff
Exchange 2016
Water Distribution 19-Aug 19-Sep YTD
Water Production Total 71.66 81.326 772.919 Communication Division
Maximum Day 2.595 3.309 3.412 Officer Initiated Calls 745 725 6291
Minimum Day 2.037 1.54 1.54 Calls for Service 335 334 3614
Average Daily 2.312 2.711 2.83 Fire Rescue 42 29 517
Backwash Water 1.808 1.536 16.335 Patrol Division
Monthly Total Gallons Flushed 2.742 2.169 21.11 Reports Filed 32 20 249
Monthly Rainfall 0.43 2.86 47.55 Arrest 8 3 58
PrCrashes Investivated 10 8 302
Hu Dorian Traffic Stops 279 142 2322
Completed Items notated from Sanitary Survey Citations 63 18 443
Replaced Well pump#20 Warnings 79 27 576
it uman Resources 19- ', Administration
Open Positions 3 2 32 Open Positions 1 0 3
Applications Rec'd 12 37 978 Resignations 0 0 2
Onboardings(hires) 1 3 30 Public Records Request 44 44 430
Offboardings(Terms) 8 4 29
Payroll Authorizations 46 143 - Community Development 19-Aug 19-Sep YTD
EE Benefit Chgs& Verifications 139 1 - Land Development Applications 7 7
EE Recognition-Individual 15 17 191 Board Meetings 1 0
EE Recognition-Group 1 1 5 Ongoing Projects 3 4
Training(Headcount) 107 35 231 10 Year Water Supply Plan 1 1
FMLA Requests 2 4 14 Non Ad Valorem(NAV) N/A N/A
Work Comp Claims 3 1 9 Annexation Research N/A 1
Grievances,Investigations&Lawsuits 0 0 5 ADA Compliance Documents 4 N/A
Policy/Handbook updates 0 1 3 Major Meetings/Conference Calls 6 4
Records Requests 1 5 24 Lighthouse Art Center 2 4
HRIS Adjustments 2499 2534 16,693 (2GHO)-Reserve 3 1
Newsletter 1 1 7 Seaglass 1 0
Safety Mtgs&Assessments 2 1 6 SFWMD 1 0
Auto,Property,Liability Claims 0 2 8 DRC Meeting 1 0
Permits(New Single Family and Cor 4 5
properties& •reas Mowed •x per
month 33 33 Phone Calls/Emails/Walk-Ins 72 106
Properties Trimmed Hedges 5 20
Prs Trimmed Palms,Trees 15 10
Flo Planted 0 329
Page 385 of 427
Agenda Item #18.
Pro Fertilized 0 1
Lan equipment maintenance
frequency per month 2 3
Sidewalk Repairs/Grinding 0 0
Street Signs Replaced 0 0
Road Repairs 1 4
Pet Pots Maintained 2x per week 8 8
Vegatation Debris in yards 60 60
Banners Hung 19 20
Outdoor lights Repaired 10 7
Street Light Outages 2 6
Work Orders 110 138
Standby Generator Maintenance 3 4
Fleet Maintenance/Vehicles Serviced 23 6
Surplus-Junked or Sold lems 140 0
Utility Locates 811 Dig 2 0
Engineering Services 2 2
Customer Calls 16 18
Event Set-up 7 6
Projects 9 7
Gilding Dept. Mr 191IIIIIIIIIIIIIINIMMIIII
In-Office Meetings With Residents 16 18
Permits Issued 143 115
New Residential Permits 0 0
Resi tial Remodel Permits 56 47
Co ial Remodel Permits 15 9
Tra rmits 72 59
Residential Plan Reviews 56 63
Commercial Plan Reviews 15 9
Total Inspections 263 266
Certificates of Compliance 98 75
Over the Counter 29 24
Electronic 114 91
Land Develoment fees $18,793.00
Building permit fees 53,788.71 21,741.85
Building Permits average turnaround 48 hrs 48 hrs
Complaints 2 3
Record Requests 11 18
Permit/Code Information Requests 24 23
Regular Council Meetings 1 1
Council Workshop Meetings 1 1
FFMA-ASFPM Meetings/Training 1 2
BCAIB-BOAF-BOATC/DBPR Meetings 2 2
Code Enforcement Inspections 23 16
Notices of Violation Issued 12 7
High grass and weeds 2 0
Rubbish and accumulation 0 1
Illegal RV/camper/trailer parking 5 5
Dangerous structure 1 0
Illegal water drainage 1 1
Obstructed view 1 0
Other 6 9
Co es Opened 16 8
Co es Closed 13 5
Code ases Cleared Within 30 Days 14 5
Code Cases Scheduled for Hearing 2 1
Page 386 of 427
Agenda Item #18.
Ma to Meeting 1 2
M ith Residents Re Violations 17 10
Page 387 of 427