HomeMy WebLinkAboutFIN 2023-06-12 Item 1A - Budget - Monthly General Fund Update: April 2023
City of Tukwila
Allan Ekberg, Mayor
INFORMATIONAL MEMORANDUM
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TO: Finance & Governance Committee
FROM: Tony Cullerton, Deputy Finance Director
CC: Mayor Ekberg
DATE: June 12, 2023
SUBJECT: April 2023 General Fund Departmental Budget-to-Actuals Report
Summary
The purpose of the April 2023 General Fund Financial Report is to summarize for the City Council
the general state of departmental expenditures and to highlight significant items. The following
provides a high-level summary of the departmental financial performance. The April 2023 report
is based on financial data available as of June 1, 2023, for the period ending April 31, 2023.
Expenditures
General Fund departmental expenditures totaled $24.3 million through April, which is $1.1
million over the allocated budget of $23,288,541 million. Department 20, which transfers to
other funds, reported $1.5 million in expenditures. This number reflects transactions for debt
payments and interfund activity. In total the General Fund activity YTD as of the end of April was
$25.8 million which exceeded the allocated budget by $959,538. The overall overage is a timing
issue pertaining to Fire. Contracted services for Fire were paid in April but scheduled to be paid
in June.
Allocated Budget
As of the end of April, all departments, with the exception of City Council and Fire, reported
activity that is within their allocated budget. The overage in City Council is $8,575. The overage
is attributed to consulting services for the council retreat and hotel lodging for the National
League of Cities conference. Fire is over their allocated budget by $3,635,767. The overage in
Fire totals $3,635,676. The overage is a result of paying the Q2 contracted services in April.
Budget to Actual (% Expended)
When comparing YTD spending to the percent of year completed (33%), two departments
finished the month higher than 33%. Fire has been explained above. PW Dept./Street
Maintenance ended the month at 41.4%. PW Dept/Street Maint reported % Expended of 41.4%.
Facilities Maintenance/Structures incurred costs related to the Kennedy Cottage Demolition
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Project. Additionally, there were increased expenditures in Insurance-Property and Utilities,
attributed to the new Facilities Maintenance building that opened in June of 2022.
While Public Works reported YTD expenditures of 41.4% at 33% of the year, these expenditures
were previously identified and budgeted, as is supported by Public Works currently reporting
total expenditures under Allocated Budget.
2023 Compared to 2022
Most of the General Fund departments reported increases over the same period compared to
the prior year. This is expected as a result of increases in salaries due to contractual obligations
and the general rise in the cost of ongoing expenditures. However, a few departments reported
increases greater than 5% and $50,000 over the same period last year. This section of the report
provides additional information on the increase over the prior year.
Mayor’s Office increased $64,142 (10.3%) over the prior year. While we did not tie out 100% of
the increases over the prior year, we did identify the largest increases, accounting for 93% of the
variance.
These expenditures were previously identified and budgeted, as is supported by Mayor’s Office
currently reporting total expenditures under Allocated Budget.
Administrative Services increased $125,264 (8.9%) over the prior year. The increase is primarily
attributed to Online Services-Subscriptions, with the remainder being reported in Salaries.
These expenditures were previously identified and budgeted, as is supported by Administrative
Services currently reporting total expenditures under Allocated Budget.
2022 2023 Variance
Mayor's Office 620,560 684,732 64,172
Attorney Svs Mayor 126,653 149,974 23,322
Administration Ecoonomic Dev 3,000 16,000 13,000
Mayor's Office Administration Hotel Lodging 0 4,610 4,610
Mayor's Office Administration Tuition 0 6,000 6,000
Mayor's Office Salaries 142,192 155,080 12,888
Total 271,845 331,664 59,820
Account 2022 2023 Variance
Online Services-Subscriptions 58,930 145,563 86,632
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Police are operating below allocated budget as reported year-to-date. Similar to other
departments expenditures reported in 2023 have exceeded costs incurred for the same period
in 2022. Salaries and Overtime are the primary drivers of the increased expenditures. Similar to
other departments, Insurance-Liability is the major increase to Professional Svs. Software
Maintenance Contracts represents the increase to Technology Svs.
Fire increased $2,670,021 (55%). The increase has been consistently explained as due to
Contracted Svs. with the Puget Sound Regional Fire Authority agreement. In prior years, these
costs were reported in the Salaries line-item.
This concludes the recap of notable variances within departments between 2022 and 2023. While
overall General Fund departmental costs increased by 18% over the same period last year, the
increase in expenditure was identified ahead of time and were budgeted for.
Police Police 2022 2023 Variance % Increase
5,847,652 6,629,824 782,172 13.4%
511 Salaries 2,874,296.22 3,369,840.10 495,544 17.2%
513 Overtime 346,470.75 480,496.47 134,026 38.7%
541 Professional Svs 878,250.07 953,451.00 75,201 8.6%
546 Technoligy Svs 87,886.52 136,495.68 48,609 55.3%
Total 753,380
% Identified 96.3%
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Departmental Variances
Year to Date Department Expenditures Through April 2023:
The graph below shows the Actual Expenditures, and Allocated Budget amounts for the General
Fund departments.
Allocated Budget %
2023 2023 2021 2022 2023 vs Actual Expended $ Change % Change
DEPARTMENT Annual Allocated OVER/(UNDER)
City Council 384,889 117,713 103,786 114,889 126,288 8,575 32.8% 11,399 9.9%
Mayor's Office 2,502,666 858,394 605,187 620,560 684,732 (173,662) 27.4% 64,172 10.3%
Administrative Services 5,676,491 1,942,246 1,333,229 1,412,082 1,537,347 (404,900) 27.1% 125,264 8.9%
Finance Department 3,868,642 1,563,114 1,041,509 1,211,258 1,249,851 (313,263) 32.3% 38,593 3.2%
Rec Dept / Parks Maint 5,109,490 1,703,846 1,328,478 1,468,426 1,532,029 (171,817) 30.0% 63,603 4.3%
Community Dev 4,672,314 1,551,737 1,286,664 1,419,896 1,421,266 (130,471) 30.4% 1,370 0.1%
Municipal Court 1,741,340 580,447 378,460 505,983 527,075 (53,372) 30.3% 21,091 4.2%
Police Department 22,746,448 7,578,971 5,734,389 5,847,652 6,629,824 (949,147) 29.1% 782,172 13.4%
Fire Department 14,790,120 3,890,545 4,562,650 4,856,291 7,526,312 3,635,767 50.9% 2,670,021 55.0%
PW Dept / Street Maint 7,574,988 3,501,527 2,671,285 3,066,233 3,138,218 (363,310) 41.4% 71,985 2.3%
Subtotal 69,067,388 23,288,541 19,045,635 20,523,270 24,372,942 1,084,400 35.3% 3,849,671 18.8%
Non Departmental 6,688,881 1,633,158 1,365,690 1,342,690 1,508,296 (124,862) 22.5% 165,606 12.3%
Total Expenditures 75,756,269 24,921,699 20,411,325 21,865,960 25,881,237 959,538 34.2% 4,015,277 18.4%
% of Year 33.3%
2020/20212022/2023
BUDGET ACTUAL
0 1,000 2,000 3,000 4,000 5,000 6,000 7,000
City Council
Mayor's Office
Administrative Services
Finance Department
Rec Department / Park Maint
Community Dev (DCD)
Municipal Court
Police Department
Fire Department
Public Works Dept / Street Maint
ThousandsActual Expenditures Allocated Budget
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General Fund by Category
Per ordinance, the City adopts a biennial budget by fund. This is the required level of reporting
for external authoritative sources of oversight such as of the Washington State Auditor’s office.
This level of reporting is also utilized for the purposes of debt issuance and by other stakeholders.
For managerial reporting and internal use, the city reports activity at the department level. This
provides more details and additional information used by decision makers within the city and
those charged with governess. In an effort to provide an enhanced level of reporting, additional
information is being provided for activity at the transaction level that reflect an increase of more
than 5% over the prior year AND $50,000, that are part of a Category that is reporting total
activity above the % of Year calculation.
The end of April represents the completion of 33% of the year. Total Services is the only Category
that reported total activity higher than 33%. Within Total Services, Professional Services stands
alone as the sole account that exceeded the Allocated Budget. The event that tipped Professional
Services was the Fire contract payment. As previously stated, in the prior year, these costs were
reported in the Salaries line.
2023 vs 2022
When comparing the same period of the current year to the prior year, three accounts rise to the
level of an increase greater than 5% and $50,000. All three accounts are reported within the Total
Services Category. Professional Services has been previously explained as the Puget Sound
Regional Fire Authority agreement. The Technology Services increase is attributed to Online
Subscriptions as reported previously. Rentals is a new line item that has not been discussed
previously. Rentals is primarily made up of leased equipment and fleet. The increase over the
prior year reflects the 22 vehicles the City is currently leasing.
Department Fleet Count
Police 5
Public Works 4
Community Development 4
Sewer Water 3
Water 1
Techonlogy Information Services 1
Building Maintance 1
Parks 1
Recreation 2
Total 22
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General Fund
City of Tukwila
General Fund Expenditures
Allocated Budget %
2023 2023 2021 2022 2023 vs Allocated Expended
Annual Allocated OVER/(UNDER) $
2022/2023
%
2022/2023
Salaries 25,787,016 8,595,672 9,276,425 9,837,759 7,645,362 (950,310) 29.6% (2,192,398) (22.3%)
Extra Labor 769,106 187,330 7,734 89,415 111,099 (76,232) 14.4% 21,684 24.3%
Overtime 755,184 217,929 638,397 825,963 525,212 307,283 69.5% (300,750) (36.4%)
Holiday Pay 250,000 8,759 7,417 7,738 3,202 (5,557) 1.3% (4,536) (58.6%)
FICA 2,110,086 703,362 577,239 627,276 625,350 (78,012) 29.6% (1,925) (0.3%)
Pension-LEOFF 635,410 187,137 285,510 299,898 171,702 (15,435) 27.0% (128,196) (42.7%)
Pension-PERS/PSERS 1,744,919 581,640 549,458 482,058 506,994 (74,646) 29.1% 24,936 5.2%
Industrial Insurance 586,183 195,395 322,374 233,483 130,719 (64,675) 22.3% (102,764) (44.0%)
Medical & Dental 5,748,432 1,916,144 2,078,513 2,462,700 1,787,221 (128,923) 31.1% (675,479) (27.4%)
Unemployment 0 0 0 15,108 0 0 - (15,108) (100.0%)
Uniform/Clothing 33,290 15,763 1,120 598 564 (15,200) 1.7% (34) (5.7%)
Total Salaries & Benefits 38,419,627 12,609,130 13,744,188 14,881,995 11,507,425 (1,101,705) 30.0% (3,374,570) (22.7%)
Supplies 678,334 219,274 143,661 74,477 85,313 (133,961) 12.6%$10,836 14.5%
Repairs & Maint Supplies 450,010 148,892 59,542 96,241 104,074 (44,818) 23.1% $7,834 8.1%
Resale Supplies 2,500 800 0 0 0 (800) - $0 -
Small Tools 213,203 71,068 8,516 11,916 9,951 (61,116) 4.7% ($1,965) (16.5%)
Technology Supplies 110,798 36,933 12,129 13,554 24,058 (12,874) 21.7% $10,504 77.5%
Fleet Supplies 7,000 2,333 544 1,286 1,460 (873) 20.9% $175 13.6%
Total Supplies 1,461,845 479,300 224,393 197,474 224,857 (254,443) 15.4% $27,383 13.9%
Professional Services 21,798,537 6,901,615 2,459,824 2,455,456 9,990,786 3,089,171 45.8% $7,535,329 306.9%
Communications 440,528 142,665 137,169 133,993 105,932 (36,733) 24.0% ($28,061) (20.9%)
Professional Dev 570,359 198,977 201,074 141,207 190,486 (8,491) 33.4% $49,280 34.9%
Advertising 66,300 25,167 2,099 2,055 6,692 (18,475) 10.1% $4,637 225.7%
Rentals 1,298,059 347,286 128,723 52,530 272,031 (75,255) 21.0% $219,501 417.9%
Technology Services 1,031,264 531,095 137,426 301,739 354,745 (176,350) 34.4% $53,006 17.6%
Utilities 2,244,354 1,507,777 1,363,476 1,416,209 1,460,311 (47,466) 65.1% $44,103 3.1%
Repairs & Maint Svs. 1,286,418 427,384 647,044 729,095 372,939 (54,445) 29.0% ($356,156) (48.8%)
Miscellaneous 1,012,899 326,346 219 162,019 93,015 (233,331) 9.2% ($69,004) (42.6%)
Total Services 29,748,719 10,408,312 5,077,054 5,394,303 12,846,937 2,438,625 43.2% 7,452,634 138.2%
Capital Outlay-Land 0 0 0 0 0 0 - 0 -
Other Improvements 0 0 0 0 0 0 - 0 -
Machinery & Equipment 420,000 37,500 0 49,499 0 (37,500) - (49,499) (100.0%)
Construction Projects 0 0 0 0 39,423
Total Capital Outlay 420,000 37,500 0 49,499 39,423 (37,500) 9.4%(10,075)(20.4%)
Transfers Out 5,706,078 1,387,457 1,365,690 1,342,690 1,262,595 (4,443,483) 22.1%(80,095)(6.0%)
Total Non Operating Expense 5,706,078 1,387,457 1,365,690 1,342,690 1,262,595 (4,443,483) 22.1%(80,095)(6.0%)
Total Expenditures 75,756,269 24,921,699 20,411,325 21,865,960 25,881,237 (3,398,506) 34.2% 4,015,277 18.4%
% of Year 33.3%
Change
Year-to Date as of June 1, 2023
BUDGET ACTUAL COMPARISON OF RESULTS
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