File #: 24-504    Version: 1 Name: Fiscal Year 2023-24 Year-End Financial Update
Type: Staff Report Status: Agenda Ready
In control: Finance Committee
Meeting Date: 11/20/2024 Final action:
Enactment date: Enactment #:
Title: Fiscal Year 2023-24 Preliminary Year-End Financial and Performance Measures Report as of June 30, 2024
Sponsors: T. Michael Yuen
Attachments: 1. Attachment A - Preliminary Year-End Financial Report as of June 30, 2024_General Fund, 2. Attachment B - Preliminary Year-End Financial Report as of June 30, 2024_Other Funds, 3. Attachment C - FY 2023-24 Preliminary Year-End Financial Presentation
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Title

Fiscal Year 2023-24 Preliminary Year-End Financial and Performance Measures Report as of June 30, 2024

 

Staffreport

SUMMARY AND RECOMMENDATIONS

 

Staff recommends that the City Council Finance Committee review the Fiscal Year 2023-2024 Year-End Financial and Performance Measures Report as of June 30, 2024.  This report is for information only.

 

BACKGROUND

 

The City Council adopted the 2023-2024 and 2024-2025 General Fund, Enterprise and Internal Service Funds, and Parking Fund budgets on May 15, 2023. The approved budgets are the annual expenditure and resource allocation plans guiding and ensuring implementation of City Council policies and priorities. The budget implements the vision and direction for the broad range of services meeting the needs of the community in accordance with City Council policy.

 

This financial review as of June 30, 2024, provides the preliminary year-end budget update to the City Council for the prior fiscal year and an update on performance measures.  Analysis of the revenues collected and all expenditures through June 30, 2024, measures operational adherence to the budgetary allocation plan. These preliminary numbers are subject to the annual audit process, which will result in an Annual Comprehensive Financial Report (ACFR). Upon completion, the ACFR, will be presented to the Finance Committee and City Council for acceptance at a later date.

 

DISCUSSION

 

The revised City budget for 2023-2024 was adopted on May 20, 2024. The amended budget incorporates estimated revenues and planned expenditures for all funds. The attached Preliminary Year-End Financial Report as of June 30, 2024, provides the revenue and expenditure summary for the General, Enterprise, and Internal Service Funds, as well as the Parking Fund. The detailed discussion offers comparisons to the prior year and focuses on variances from the revenue and expenditure plans and allocations contemplated in the budget. As noted, all results presented are preliminary and subject to change pending completion of the ACFR.

 

General Fund

 

The General Fund finances the operations of the City having no special or dedicated revenue sources and pays for basic municipal services. The amended 2023-2024 General Fund budget projects revenues totaling $140,033,000 and expenditures totaling $159,479,000, including purchase order encumbrances from 2022-2023, approved carryover amounts, and City Council approved appropriation amendments.

 

Revenue in 2023-2024 totals $144,723,000, 103% of the amended budget of $140,033,000 and $4,473,000 greater than revenue in 2022-2023. Expenditures of $147,146,000 through the fourth quarter amount to 92% of the anticipated total of $159,479,000 and 1% or $871,000 greater when compared to 2022-2023. Both revenues and expenditure totals were closely in line with the prior year.  

 

A detailed review of revenue and expenditure variances is presented below.

 

General Fund Revenue

 

                     Property Tax-(105% of the amended revenue budget was collected compared to 105% in 2022-2023).  Property Tax is the City’s second largest revenue source and represents 22% of the total General Fund’s revenue. Actual Property Tax revenue came in at $31,935,000, which is $2,274,000 higher than revenue collected in 2022-2023.

 

                     Sales/Transaction and Use Taxes-(97% of the amended revenue budget was collected compared to 95% in 2022-2023). Sales and Use Transaction Taxes are the City’s largest revenue source and represent approximately 40% of total General Fund revenue. Sales/Transaction tax appropriations were adjusted upward to reflect an anticipated increase in business activity in the Food Products and Business to Business sectors that was expected to offset slower activity in the General Retail, Transportation, and Construction sectors. Year-over-year, Food Products showed modest positive growth. Overall, actual revenue at year-end is $1,909,000 below budget, but greater than prior year actuals by $1,286,000.

 

                     Utility Users Tax-(112% of the amended revenue budget was collected compared to 118% in 2022-2023). Actual revenue was approximately $505,000 greater than actual revenue in 2022-2023 primarily due to better than expected UUT revenue associated with electricity and gas. As a percentage-based tax, increases in utility costs due to market factors and inflation resulted in higher UUT revenue.

 

                     Property Transfer Taxes-(81% of the amended revenue budget was collected compared to 101% in 2022-2023).  This tax is highly volatile, relying on changes in property ownership. The Property Transfer tax revenue budget was reduced by $2,900,000 to $8,100,000 during midycle due to the impact of high interest rates and limited housing supply impacting change in ownership turnover. 

 

                     Charges for Services-(115% of the amended revenue budget was collected compared to 100% in 2022-2023). Charges for Services beat the revenue estimate of $2,639,000 by $397,000 mostly due to Public Works Engineering services and Community Development Planning services. Overall, Charges for Services revenue was in line with actual revenue in 2022-2023.

 

                     Interest & Property Income-(189% of the amended revenue budget was collected compared to 147% in 2022-2023). The Interest and Property Income revenue budgeted was increased by $505,000 to reflect higher investment returns due to a larger investment balance and higher investment rates yielding greater returns. Actual interest income was $603,000 better than planned. Rental income was in line with budget.

 

                     Franchise Fees-(115% of the amended revenue budget was collected compared to 116% in 2022-2023). The Franchise Fee revenue budget was revised by $535,000 to $6,267,000 and actual revenue came in at $7,183,000 led by electric, refuse, and Ora Loma fees. 

 

                     Licenses & Permits-(109% of the amended revenue budget was collected compared to 117% in 2022-2023). The largest component in this revenue category is Building Permit revenue. Actual Building Permit revenue received was approximately $3,340,000 in 2023-2024 compared with revenue of $3,600,000 in the same period last fiscal year.

 

As reported in the attached Preliminary Year-End Financial Report, all other taxes and revenue receipts are in line with budgeted revenues.

 

General Fund, Total Expenditures-(92% of the amended budget compared to 91% in 2022-2023). The year-end expenditure total was $147,146,000, 92% of the amended budget of $159,479,000. General Fund expenditures were $871,000 greater when compared to the prior year. Most departments were under budget due to salary savings as well as ongoing initiatives. Overall, department operating expenditures totaled $126,740 compared to expenditures of $113,069 the previous year, a 12% increase.

 

                     Fire-(100% of the amended budget compared to 100% in 2022-2023). The amended budget in 2023-2024 was $32,403,000 and actual expenditures were line with the amended budget. Expenditures were $4,415,000 greater when compared to the previous year primarily due to increases in the cost of salaries and benefits. 

 

                     Human Services-(25% of the amended budget compared to 18% in 2022-2023). The budget appropriation of $6,031,000 includes funding for ongoing initiatives such as $1,600,000 for Llewelling Interim Housing operating funds and $625,000 for the Alternative Response Unit.  Budgets for these ongoing projects are brought to Council to roll forward annually.

 

                     Transfers-(100% of amended budget compared to 100% in 2022-2023).  Transfers were budgeted at $12,119,000 and were transferred as planned. The elevated prior year transfer budget of $24,284,000 included supplemental appropriations for capital projects and information technology projects.

 

To note, an additional $11,831,225 in approved transfers to the Pension and OPEB trusts in FY 2022-23 occurred in FY 2023-24. Final results of these transfers will be reflected in the ACFR.

 

Enterprise, Internal Service Funds, and Parking Fund

 

Four Enterprise Funds make up the City's business-type operations. The Water Pollution Control Plant Fund, the Environmental Services Fund, the Shoreline Enterprise Fund, and the Storm Water Fund are City municipal operations designed to fully recover costs through user fees.  Internal Service Funds also operate as business activities, exclusively supporting the City's internal operations. Facilities Maintenance, Information Technology, Insurance Services, and Equipment Maintenance make up these Internal Service Funds. The Parking Fund provides for parking meter and parking lot operations and maintenance at the Downtown Parking Structure.

 

                     Shoreline Enterprise, Revenues, and Expenditures-(105% of the revenue budget has been collected compared to 110% in 2022-2023 and 82% of the amended expenditure budget compared to 83% in 2022-2023). Shoreline revenue was $420,000 better than planned due to more Transient Occupancy Tax (TOT) revenue than anticipated as there was expected to be some slowing of revenue due to planned development of the marina. Revenues from the Monarch Bay golf course operations were in line with budget.

 

                     Insurance, Expenditures-(130% of the expenditure budget compared to 70% in 2022-2023).  Insurance expenditures increased due to an increase in Settlement/Judgements expenditures associated with General Liability Insurance.

 

Parking, Revenues and Expenditures-(83% of the revenue budget has been collected compared to 36% in 2022-2023 and 79% of the amended expenditure budget compared to 65% in 2022-2023). Less the $400,000 transfer from the General Fund, parking revenue was estimated at $944,765 and actual revenue was $721,550, which includes vehicle code fines that are now being recorded in the Parking Fund. In general, parking demand remains sluggish. Diminished revenue was offset by expenditure savings primarily related to consulting and the operating transfer from the General Fund.

 

Performance Measures

 

New for fiscal year 2023-24 were specified Performance Measures.  During the budget process, each Department proposed specific performance measures to track quarterly throughout the fiscal year.  The below tables show detail each Department’s progress by quarter.

 

Legislative

Performance Objective: Percent of time Council meeting minutes are docketed for City Council approval within three weeks of meeting date

FY24 Target: 85%

Quarter 1

100%

 

Quarter 2

100%

 

Quarter 3

100%

 

Quarter 4

100%

 

 

Performance Objective: Percent of time docket information is uploaded on Wednesday by 12:00pm the week prior to the Council meeting on Monday

FY24 Target: 100%

Quarter 1

100%

 

Quarter 2

100%

 

Quarter 3

100%

 

Quarter 4

100%

 

 

Performance Objective: Percent of time updates to status changes to boards and commissions are made and posted within 48 hours of notification

FY24 Target: 100%

Quarter 1

100%

 

Quarter 2

100%

 

Quarter 3

100%

 

Quarter 4

100%

 

 

Performance Objective: Number of City Council and Policy Committee meetings attended by the City Attorney

FY24 Target: 40

Quarter 1

11

 

Quarter 2

13

 

Quarter 3

14

 

Quarter 4

12

 

 

City Manager

Performance Objective: Percent of Council priority workplan commitments completed on time

FY24 Target: 80%

Quarter 1

15%

This percentage represents the holistic progress of all the items identified in the City Council Priority Workplans.

Quarter 2

0%

 

Quarter 3

0%

 

Quarter 4

60%

This percentage represents the holistic progress of all the items identified in the City Council Priority Workplans.

 

Performance Objective: Positive percentage (%) increase in community satisfaction survey (FM3)

FY24 Target: 5%

Quarter 1

N/A

No updates as we have not relaunched the survey to gather new data.  Last survey conducted January 25 - February 2, 2023.  Planning to re-launch January 2025

Quarter 2

N/A

 

Quarter 3

N/A

 

Quarter 4

N/A

No updates as we have not relaunched the survey to gather new data.  Last survey conducted January 25 - February 2, 2023.  Planning to re-launch January 2025 (See comment)

 

Performance Objective: Overall City employee engagement increase

FY24 Target: 5%

Quarter 1

N/A

No update as we have not relaunched the survey to gather new data.  The survey is conducted during the Spring months. 

Quarter 2

N/A

No update as we have not relaunched the survey to gather new data.

Quarter 3

N/A

No update as we have not relaunched the survey to gather new data.

Quarter 4

N/A

No update as we have not relaunched the survey to gather new data.

 

Performance Objective: Number of trees planted

FY24 Target: 600

Quarter 1

634

*The Target has been surpassed for the  24-25 Budget in the first quarter.

Quarter 2

992

358 additional trees were planted

Quarter 3

0

 

Quarter 4

0

No updates. Complete.

 

Finance

Performance Objective: Meet statutory State submission deadline with no findings by external auditors

FY24 Target: Meet deadline with no audit findings

Quarter 1

N/A

 

Quarter 2

N/A

 

Quarter 3

N/A

 

Quarter 4

N/A

FY23 Audit was issued with some findings, FY24 Audit is under way and on schedule.

 

Performance Objective: Investments meet safety, liquidity, and reasonable return requirements

FY24 Target: $198M total cash and investments, 95% pooled investment and 1.5% market yield rate of return

Quarter 1

5.31%

 

Quarter 2

4.63%

 

Quarter 3

4.73%

 

Quarter 4

4.81%

 

 

Performance Objective: Percent of business licenses issued within 14 days

FY24 Target: 98%

Quarter 1

98%

422

Quarter 2

98.77%

3980

Quarter 3

98.5%

3365

Quarter 4

96.58%

794

 

Community Development

Performance Objective: Complete Building Division Plan Checks within 10 days

FY24 Target:

Quarter 1

79%

Building staff reviewed 112 of the 142 total permits within 10-days during the 1st Quarter.

Quarter 2

60%

Building staff reviewed 127 of the 213 total permits within 10-days during the 2nd Quarter. A higher proportion of large projects resulted in a lower percentage of plan checks within 10 days

Quarter 3

75%

Revised metrix to include over the counters and full submittals: Building staff reviewed 413 of the 549 total permits withing 10-days during the 3rd Quarter.

Quarter 4

76%

Revised metrix to include over the counter and full submittals: Building staff reviewed 466 of the 615 total permits within 10-days during the 4th Quarter.

 

Performance Objective: Community Preservation cases closed without issuance of citations

FY24 Target:

Quarter 1

92%

92 of the 97 total cases closed during the 1st Quarter were resolved with no issuance of citations.

Quarter 2

89%

93 of the 104 total cases closed during the 2nd Quarter were resolved with no issuance of citations

Quarter 3

92%

 

Quarter 4

97%

176 cases closed during the 3rd Quarter were resolved with no issuance of citations.

 

Performance Objective: Process planning applications within 3 or fewer recycles

FY24 Target:

Quarter 1

92%

Planning staff took final action on 12 planning applications during the 1st Quarter.  Of the 12 applications, 11 were completed using three or fewer review cycles.

Quarter 2

100%

Planning staff took final action on 9 planning applications during the 2nd Quarter.  Of the 9 applications, 9 were completed using three or fewer review cycles.

Quarter 3

88%

Planning staff took final action on 8 planning applications during the 3rd Quarter.  Of the 8 applications, 7 were completed using three or fewer review cycles.

Quarter 4

89%

Planning staff took final action on 9 planning applications during the 4th Quarter.  Of the 9 applications, 8 were completed using three or fewer review cycles.

 

Human Resources

Performance Objective: Number of job specifications reviewed and updated (Perform a comprehensive classification study of over 125 classifications)

FY24 Target: 50

Quarter 1

25%

 

Quarter 2

50%

 

Quarter 3

70%

 

Quarter 4

100%

 

 

Performance Objective: Increase participation in the annual employee survey measuring engagement and satisfaction

FY24 Target: 85%

FY2023-24

43%

Survey is conducted once a year

 

Performance Objective: Decrease the City employment vacancy rate

FY24 Target: Below 11%

Quarter 1

22%

 

Quarter 2

20%

 

Quarter 3

17%

 

Quarter 4

17%

 

 

Public Works

Performance Objective: Respond to reported graffiti incidents within five calendar days

FY24 Target: 80%

Quarter 1

77%

 

Quarter 2

72%

 

Quarter 3

99%

 

Quarter 4

100%

 

 

Performance Objective: Respond to reported illegal dumping incidents within seven calendar days

FY24 Target: 75%

Quarter 1

99%

 

Quarter 2

99%

 

Quarter 3

99%

 

Quarter 4

99%

 

 

Performance Objective: Inspect/Clean storm inlets annually

FY24 Target: 80%

Quarter 1

0

The department inspects and cleans storm inlets in Q2 and Q3

Quarter 2

100%

 

Quarter 3

100%

 

Quarter 4

100%

 

 

Performance Objective: Inspect 311 sidewalk repair requests within 8 weeks of submission

FY24 Target: 90%

Quarter 1

79%

 

Quarter 2

87%

54 inspections were performed

Quarter 3

97%

69 inspections were performed

Quarter 4

92%

65 inspections were performed

 

Performance Objective: Review and comment on Encroachment permits within 6 weeks of application

FY24 Target: 70%

Quarter 1

93.0%

239 encroachment permits processed

Quarter 2

92.0%

248 encroachment permits processed

Quarter 3

96.6%

208 encroachment permits processed

Quarter 4

94.2%

257 encroachment permits processed

 

Performance Objective: Review and comment on Grading Permit applications within four weeks of each submittal

FY24 Target: 70%

Quarter 1

91%

22 plans reviewed

Quarter 2

100%

38 plans reviewed

Quarter 3

88%

17 plans reviewed

Quarter 4

93%

29 plans reviewed

 

 

Police

Performance Objective: Decrease the overall number of San Leandro Police Department Sworn vacancies by 25% by June 30, 2025

FY24 Target: 18

Quarter 1

22

 

Quarter 2

21

 

Quarter 3

23

 

Quarter 4

17

 

 

Performance Objective: Reduce property crimes by 5% in the calendar year 2024*

FY24 Target: 4,185

Quarter 1

1261

 

Quarter 2

1229

2,490 total

Quarter 3

1159

3,649 total

Quarter 4

853

4,502 total

*NOTE: Data is presented by fiscal year.  Only Quarters 3 and 4 are in calendar year 2024.

 

Performance Objective: Implement CordicoShield Law Enforcement Wellness Application by January 1, 2024

FY24 Target: January 1, 2024

Quarter 1

100%

Implemented in Quarter 1 (July 1, 2023-September 30, 2023)

Quarter 2

100%

 

Quarter 3

100%

 

Quarter 4

100%

 

 

Fire

Performance Objective: Provide good response time

FY24 Target: 90%

Quarter 1

90.51%

2,087 total responses

Quarter 2

90.70%

2,194 total responses

Quarter 3

93.14%

2,144 total responses

Quarter 4

91.57%

2,100 total responses

 

Performance Objective: PEP Training

FY24 Target: 4

Quarter 1

1

1 - PEP Workshops; 0 - Fire Extinguisher Workshops

Quarter 2

0

0 - PEP Workshops; 2 - Fire Extinguisher Workshops

Quarter 3

0

0 - PEP Workshops; 1 - Fire Extinguisher Workshops

Quarter 4

1

1 - PEP Workshops; 0 - Fire Extinguisher Workshops

 

Performance Objective: CERT Training

FY24 Target: 4

Quarter 1

1

CERT Academy hosted in Dublin

Quarter 2

1

CERT Academy hosted in San Leandro

Quarter 3

1

CERT Academy hosted in Emeryville

Quarter 4

1

CERT Academy hosted in Union City

 

Performance Objective: Fire Plan Code Check

FY24 Target: 1,000

Quarter 1

173

 

Quarter 2

153

326 total checks

Quarter 3

213

539 total checks

Quarter 4

165

704 total checks

 

Recreation & Parks

Performance Objective: Increase the number of Program Participant Registrations from 45,000 to 50,000

FY24 Target: 50,000

Quarter 1

9,290

 

Quarter 2

2,957

 

Quarter 3

4,206

 

Quarter 4

30,514

46,967 Registrations

 

Performance Objective: Increase the number of Facility Rentals Hours from 50,000 to 55,000

FY24 Target: 55,000 hours

Quarter 1

7,891

 

Quarter 2

2,973

10,864 total hours

Quarter 3

5,795

16,659 total hours

Quarter 4

9,034

25,693 total hours

 

Performance Objective: Increase the number of Programs Offered from 1,565 to 1,700

FY24 Target: 1,700

Quarter 1

415

 

Quarter 2

167

582 total programs

Quarter 3

210

792 total programs

Quarter 4

273

1,065 total programs

 

Human Services

Performance Objective: Support the operations of cooling/warming centers to support the needs of people when the temperature reaches a level that becomes a health and safety hazard for the unhoused

FY24 Target: 25 people per day

Quarter 1

0

The Cooling Center did not open during the 1st quarter because the heat index of 90 degrees and higher and/or the AQI is over 201 was not reached.

Quarter 2

21

21 total warming center users

Quarter 3

38

38 new warming center users

Quarter 4

0

No contract at this time, tentative launch date November 2024.

 

Performance Objective: Provide emergency services to assist at risk of or who are already experiencing homelessness to support their reintegration in the community

FY24 Target: 95 per year

Quarter 1

141

 

Quarter 2

198

92 new clients. YTD: 198 new clients

Quarter 3

144

144 new clients. 68 new households

Quarter 4

234

112 unduplicated clients.

 

Performance Objective: Provide mobile outreach and case management for individuals and families at risk of or who are already experiencing homelessness

FY24 Target: 30 per week

Quarter 1

213

213 new clients were served

Quarter 2

30

30 new clients were served

Quarter 3

55

55 new clients were served

Quarter 4

49

49 new clients served

 

Library

Performance Objective: Increase library card holders from 29% to 31% of San Leandro’s population

FY24 Target: 31%

Quarter 1

2%

*Point in time data capture,  subject to change based on population data  from the State Library available Q1 of following year FY

Quarter 2

4%

 

Quarter 3

-1%

 

Quarter 4

3%

FY24 shows 30.9% of population has a card

 

Performance Objective: Increase Library visits to 244,000

FY24 Target: 244,000

Quarter 1

75,194

 

Quarter 2

63,391

 

Quarter 3

70,312

 

Quarter 4

79,543

FY23 total 237,458 & FY24 total 288,440 = 21.5% increase

 

Performance Objective: Increase total circulation of physical and electronic items by 10%

FY24 Target: 365,743

Quarter 1

109,726

 

Quarter 2

105,719

 

Quarter 3

107,892

 

Quarter 4

110,442

FY23 was 380,352 & FY24 ends with 433,779 a total 14% increase

 

Performance Objective: Increase program attendance by 10%

FY24 Target:  9,370

Quarter 1

60.1%

 

Quarter 2

46.6%

 

Quarter 3

50.6%

 

Quarter 4

85.4%

FY23 total was 48.3%, FY24 total 62.5% = increase of 14.2%

 

Information Technology

Performance Objective: Overall customer satisfaction on incident response

FY24 Target: 95%

Quarter 1

92%

 

Quarter 2

94%

 

Quarter 3

94%

 

Quarter 4

94%

 

 

Performance Objective: Overall customer satisfaction on service request fulfillment

FY24 Target: 80%

Quarter 1

92%

 

Quarter 2

94%

 

Quarter 3

94%

 

Quarter 4

94%

 

 

Performance Objective: Percentage of software applications supported Citywide

FY24 Target: 90%

Quarter 1

75%

 

Quarter 2

75%

 

Quarter 3

75%

 

Quarter 4

75%

 

 

 

 

ATTACHMENTS

 

Attachment A - Preliminary Year-End Financial Report as of June 30, 2024

Attachment B - Preliminary Year-End Financial Report Presentation

 

PREPARED BY

 

Felicia Silva, Assistant Finance Director

Heather Rowden, Interim Finance Director