HomeMy WebLinkAboutFS 2012-05-22 Item 2C - Update - Reserve Policy RevisionCity of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Finance and Safety Committee
FROM: Peggy McCarthy, Finance Director
DATE: May 15, 2012
SUBJECT: Reserve Policy Revision
ISSUE
Approve revisions to Reserve Policy, 300 -15.
BACKGROUND
The Reserve Policy was adopted in December 2009 to achieve financial stability and sustainability.
It contains several types of reserves including contingency, risk management, and revenue
stabilization. The policy was revised on April 17, 2012 to add a section defining the Self- Insured
Healthcare plan contingency reserve levels.
DISCUSSION
The existing reserve policy is complex and quite prescriptive. A revision is proposed to meet the
goals of the policy while allowing more flexibility and less complexity. The policy revision is designed
to 1) simplify administration 2) address over funding of internal service and governmental funds, and
3) provide an interpretation of Tukwila Municipal Code 3.16.060 regarding allocation of the
additional, or second half of, sales tax proceeds. The only change proposed for the Enterprise Fund
reserves is to require a minimum fund balance equal to 25% of prior year annual revenues rather
than 25% of prior year annual expenditures. No change is proposed to the Self— Insured Healthcare
Plan contingency reserve.
A comparison of existing reserve policy requirements with proposed reserve policy requirements for
sections with significant changes follows:
Reserve Type
(EXISTING RESERVE POLICY
PROPOSED RESERVE POLICY
General Fund
N/A Not applicable
10% General Fund Revenue $5,013,825
8% (General Fund Revenue
I $4,011,060
Contingency
o Excess of General Fund expenditure
25 /o
$600,574
budget over actual expenditures
25% Sales tax receipts from new
$347,750
construction
10% General Fund Revenue $5,013,825
Risk
8 General Fund Revenue
$4,011,060
Management
1% (General Fund Revenue
I $501,382
Revenue
Stabilization
25% Sales and property tax revenue in
$286,450
excess of budget
TOTAL RESERVE REQUIREMENT based on 2011
financial results $9,758,276 $10,027,650
CONTINGENCY FUND BALANCE I $1,457,728 $1,457,728
GENERAL FUND BALANCE $5,912,116
RESERVE FUNDING DEFICIENCY 1 $8,300,54814 $2,657,806
Under the existing policy the General Fund resources are available for additional funding of the Contingency Fund
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INFORMATIONAL MEMO
Page 2
Under the proposed revision, a reserve of $10 million would be required at the end of 2011
comprised of a $5 million minimum General Fund balance and a $5 million Contingency Fund
minimum balance. Under the existing Policy, a Contingency Fund minimum balance of $9.75 million
would be required. Under both the existing policy and proposed revised policy, the reserve
requirements are targeted to be met by 2014.
Section 8 of the revised Policy allows and encourages the reallocation of excess or idle funds from
one governmental or internal service fund to another to ensure resources are used to meet City -wide
goals and objectives, if such reallocation is approved by Council and not in conflict with State or
other regulations.
Lastly, an interpretation of Tukwila Municipal Code 3.16.060, "Distribution of Tax Proceeds and
Limitation on the Use Thereof', provides that municipal capital improvement funds, into which 90%
of the additional, or second half of, sales tax proceeds received by the City shall be placed, shall be
defined as any governmental fund other than the General Fund and the Hotel /Motel Fund including
such funds as special revenue, debt service and capital project.
RECOMMENDATION
The Council is being asked to approve the Reserve Policy as revised.
ATTACHMENTS
Reserve Policy 300 -15.
Draft proposed Reserve Policy
TMC 3.16.060
30 C:ITemp\ Content .Outlook\CBK0060U11nfoMemo Reserve Policy 5- 17- 12.doc
Index: 300 -15
CITY OF TUKWILA
ADMINISTRATIVE MANUAL
Page 1 of 2
TITLE RESERVE POLICY
1. PURPOSE:
1.1. To ensure the City has sufficient funds to continue operations s`ould an unforeseen
event occur that disrupts or negatively impacts the financial stability of the City or the
Self- Insured Healthcare Funds.
1.2. To ensure idle or excess funds are reallocated W otherwise use+
and objectives of the City.
1.3. To provide an interpretation of Tukwila Municipal Code (TMC) 3.16
allocating additional sales tax revenue recetuxed by the City.
2. ORGANIZATION AFFECTED:
All City funds.
3. REFERENCES:
4. GENERAL FUND MINIMUM FUND BALANCE
4.1. At the close of each" fisc the Ge
of the previous fiscal year General Fund`
und a
4.2. Deviation from this policy shall be permitt
4.3. Should..,::,a,,,deviatioi W) policy-_.occur,
approved by Co
to meet the goals
purposes of
Fund balance shall equal or exceed 10%
ual revenues.
e;bily as approved by Council.
`a plan to reestablish the minimum fund
later than the end of the fiscal year following
year of devii tion
prescribed minimum fund tadlance shall be attained no later than the close of the
khvear 2014 s
5. CONTINGENCY FUND
5.1. At o the close�f each' fiscal year, the Contingency Fund balance shall equal or exceed
10% of the prOdus fiscal year General Fund annual revenues.
5.2. Use of Contingency Fund resources shall be permitted only upon Council approval.
5.3. Should a deviation from policy occur, a plan to reestablish the minimum fund
balance shall be approved by Council no later than the end of the fiscal year following
the year of deviation.
5.4. The prescribed minimum fund balance shall be attained no later than the end of the
2014 fiscal year.
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Index: 300 -15
TITLE RESERVE POLICY
Page 2 of 2
6. ENTERPRISE FUND RESERVE POLICY:
6.1. At the close of each fiscal year, each Enterprise Fund balance shall equal or exceed
25 %of the previous fiscal year annual revenues.
6.2. Deviation from this policy shall be permitted only as approved by Council.
6.3. Should a deviation from policy occur, a plan to reestablish the minimum fund
balance shall be approved by Council no later than the end of the fiscal year following
the year of deviation.
6.4. The prescribed minimum fund balance shall be attained a ]ater than the close of the
2014 fiscal year.
7. SELF INSURED HEALTHCARE PLAN CONTINGENCY SERVE POLICY:
7.1. The City shall maintain a contingency reserve fjelar ce in each of its self- insured
healthcare funds in an amount equal to.25 times, or 250 of the actuarially
determined IBNR (incurred but not reported) reserve
7.2. The contingency reserve balance will be con bmed with. the IBNR reservAalance and
recorded as one liability in each of the self- insur60 thcare plan funds.
8. REALLOCATION OF EXCESS OR:,.''IDLE GOVERNMENTAL OR INTERNAL SERVICE
FUNDS.
All governmental and internal service fund balances shall` be reviewed annually to
identify excess or idle funds. Should' I be determined that a fund contains resources in
excess of amounts needed to meet the and otlectives of the fund, the resources
may be used for,purpases outside of the fund to meet City -wide goals and objectives,
if such use is approved by the Council and is not in conflict with State or other
regulations
9. INTERPRETATION OF T�K °IVQW
WILA,C- IP CODE 3.16.060 -DISTRIBUTION OF TAX
PROCEEDS AND LIMITATIQN ON THE USE THEREOF
The code pres'8 &6s that' of the additional sales tax proceeds received by the City
I be placed ii municipal''` capital improvement funds. "Municipal capital
improvement funds''^ `shall be interpreted to include any governmental fund other than
the General Fund a d the Hotel /Motel Fund, such as special revenue funds, debt
servidO,O nd capital pf; ect funds.
10. REVIEW AND REPORTING
Annually, but n6l' r than July 1S a Reserve Policy compliance report will be provided
to Council.
Initiating Department:
Finance Department
Effective Date: Supercedes: Mayor's Office Approval Signature:
5/21/12
4/17/12
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Index: 300 -15
CITY OF TUKWILA
ADMINISTRATIVE MANUAL
Page 1 of 5
TITLE: RESERVE POLICY
1. PURPOSE:
To establish a Reserve Policy for the City which is capable of addressing the
various types (categories) of the City's operating and restricted use funds. The
objectives of this Policy are to (i) provide a clear understanding of the goals and
objectives of reserve establishment, (ii) offer guidance and limitations regarding the
establishment, use and replenishment of City reserves, and (iii) establish a process
for periodic reporting and review of City reserves.
2. ORGANIZATION AFFECTED:
All City funds.
3. REFERENCES:
4. GENERAL FUND RESERVE POLICY:
4.1. The General Fund is used to account for all general revenues of the City not
specifically levied or collected for other City funds, and for expenditures related to
providing general services by the City. For the purpose of this policy and as it
applies to the General Fund only, the City will establish a Contingency Reserve
Fund with a minimum balance of 8% of annual General Fund revenues. At no time,
however, shall the balance in the Contingency Reserve Fund fall below 4% unless
specifically waived by the City Council because of an unforeseen emergency.
4.2. The Contingency Reserve Fund shall initially be set at a minimum of 4% of annual
General Fund revenues. The City shall reach the targeted minimum of 8% no later
than fiscal year 2014 according to the following schedule:
2% by December 31, 2011
4% by December 31, 2012
6% by December 31, 2013
8% by December 31, 2014
4.3. If actual expenditures in the General Fund are less than budgeted expenditures,
and the General Fund does not end the year at a deficit, at least 25% of the
difference between budgeted and actual expenditures will revert to the
Contingency Reserve Fund and may then be re- appropriated in a subsequent year
at the discretion of the City Council.
4.4. The City will annually direct a minimum of 25% of sales tax receipts from new
construction (NAICS Industry Classification Code 23) to the Contingency Reserve
Fund.
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Index: 300 -15
TITLE: RESERVE POLICY
Page 2 of 5
4.5. Use of Contingency Reserve Fund To the extent that there is an imbalance in the
General Fund between revenues and budgeted expenditures, City Council and
administration will strive to address the imbalance first with revenue increases,
expenditure reductions, or a combination of the two.
Use of the Contingency Reserve Fund is a one -time, non recurring funding source.
If an imbalance in the General Fund occurs that can not be addressed with
additional revenues or expenditure reductions, a multi -year plan shall be
developed to address the imbalance concurrently with the planned reserve draw
down of the Contingency Fund. The implementation of the replenishment plan will
be done in accordance with the guidelines below (see "Replenishment of
Reserves A planned draw down of the fund's reserves should: a) not exceed
50% of the balance in the Contingency Reserve Fund, and b) not reduce the
reserve below 4% of annual General Fund revenues.
4.6. Replenishment of Reserves The following criteria will be used to restore the
Contingency Reserve Fund based upon the remaining fund balance compared to
the minimum reserve guideline:
1. If the reserves are drawn down by 25 -50% of reserve fund balance, then a
budgetary plan shall be implemented to return the reserve level to between
75% and 100% of the minimum balance over a 5 to 7 year period.
2. If the reserves are drawn down by 10 -25% of reserve fund balance, then the
budgetary plan to restore the reserve shall be structured over a 3 to 5 year
period.
3. If the reserves are drawn down by 0 -10% of reserve fund balance, then a
solution to replenish to at least the minimum shall be structured over a 1 to 3
year period.
4.7. Annual Status Reporting and Periodic Review Annually, after presentation of the
City's Comprehensive Annual Financial Report, the Finance Director will prepare
and present an updated Reserve Level Status report by July 1 St of the following
year.
At least every five years, the Mayor, based on advice from the Finance Director,
will ask the City Council to reaffirm or revise this policy, including the percentages
established herein.
5. RISK MANAGEMENT RESERVE POLICY:
5.1. The City shall maintain a Risk Management Reserve Fund dedicated to mitigation
of the risk of loss arising from potential claims against the City for general liability
purposes as well as claims resulting from natural disasters such as flooding and
earthquakes.
34
Index: 300 -15
TITLE: RESERVE POLICY
Page 3 of 5
5.2. The Risk Management Reserve Fund shall be set initially at a minimum of 4% of
annual General Fund revenues. The City shall reach the targeted minimum of 8%
no later than fiscal year 2014 according to the following schedule:
2% by December 31, 2011
4% by December 31, 2012
6% by December 31, 2013
8% by December 31, 2014
5.3. Legal claims expenses incurred below the City's insurance deductible amounts will
be paid for out of the Risk Management Reserve Fund. Uninsured legal claim
expenses will also be deducted from the Risk Management Reserve Fund.
5.4. Use of the Risk Management Reserve Fund A draw down of the fund's reserves
should: a) not exceed 50% of the balance in the Risk Management Reserve Fund,
and b) not reduce the reserve below 4% of annual General Fund revenues.
5.5. Replenishment of Reserves The following criteria will be used to restore the Risk
Management Reserve Fund based upon the remaining fund balance compared to
the minimum reserve guideline:
1. If the reserves are drawn down by 25 -50% of reserve fund balance, then a
budgetary plan shall be implemented to return the reserve level to between
75% and 100% of the minimum balance over a 5 to 7 year period.
2. If the reserves are drawn down by 10 -25% of reserve fund balance, then the
budgetary plan to restore the reserve shall be structured over a 3 to 5 year
period.
3. If the reserves are drawn down by 0 -10% of reserve fund balance, then a
solution to replenish to at least the minimum shall be structured over a 1 to 3
year period.
5.6. The City Council may, at their discretion and as necessary, transfer funds between
the Contingency Reserve Fund and the Risk Management Reserve Fund. Once
the two reserve funds are fully funded up to the minimum levels as established
within this policy, at no time will the combined balances of both funds decline
below 8% of annual General Fund revenues.
6. REVENUE STABILIZATION FUND POLICY:
6.1. The City shall maintain a Revenue Stabilization Fund dedicated to mitigating the
impact of unanticipated revenue declines.
6.2. The City shall appropriate, on an annual basis, a transfer of 1% of General Fund
revenue to the Revenue Stabilization Fund beginning with the 2011 -2012 biennial
budget. The Revenue Stabilization Fund will not be utilized by the City unless
actual General Fund revenue is 5% or more below budgeted revenue after six
months through any given calendar year. At no point will the balance in the
Revenue Stabilization Fund decline by more than 50 unless actual General
Fund revenue is more than 20% below budgeted revenue.
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Index: 300 -15
TITLE: RESERVE POLICY
Page 4 of 5
6.3. In addition to the annual 1% appropriation, the City will transfer a minimum of 25%
of the excess of any actual property tax or sales tax collections above the
respective budgeted amounts. Such transfer shall take place by March 31 of the
following fiscal year.
6.4. Replenishment of Reserves The following criteria will be used to restore the
Revenue Stabilization Fund based upon the remaining fund balance compared to
the minimum reserve guideline:
1. If the reserves are drawn down by 25 -50% of reserve fund balance, then a
budgetary plan shall be implemented to return the reserve level to between 75%
and 100% of the minimum balance over a 5 to 7 year period.
2. If the reserves are drawn down by 10 -25% of reserve fund balance, then the
budgetary plan to restore the reserve shall be structured over a 3 to 5 year
period.
3. If the reserves are drawn down by 0 -10% of reserve fund balance, then a
solution to replenish to at least the minimum shall be structured over a 1 to 3
year period.
6.5. If the accumulated balance in the Revenue Stabilization Fund exceeds 10% of
annual General Fund revenues, such excess shall be transferred to the
Contingency Reserve Fund.
7. ENTERPRISE FUND RESERVE POLICY:
7.1. The City shall maintain an adequate fund balance in each of the City's enterprise
funds to provide funding for capital expenses, unanticipated revenue declines, and
any other unbudgeted expense. The policy applies to the following funds:
Water Fund
Sewer Fund
Surface Water Fund
Foster Golf Course Fund
7.2. The City shall incorporate into its customer rate structure funding for the
establishment and maintenance of a Working Capital Reserve Fund. The reserve
balance shall be no less than 20% of the previous year operating and capital
expenses. The City shall reach the targeted minimum of 20% no later than fiscal
year 2014 according to the following schedule:
5% by December 31, 2011
10% by December 31, 2012
15% by December 31, 2013
20% by December 31, 2014
7.3. Use of the Working Capital Reserve Fund A draw down of the fund's reserves
should: a) not exceed 50% of the balance in the Working Capital Reserve Fund,
and b) not reduce the reserve below 10% of annual operating and capital
expenditures within each fund.
36
Index: 300 -15
TITLE: RESERVE POLICY
Page 5 of 5
7.4. Replenishment of Reserves The following criteria will be used to restore the
Working Capital Reserve Fund based upon the remaining fund balance compared
to the minimum reserve guideline:
1. If the reserves are drawn down by 25 -50% of reserve fund balance, then a
budgetary plan shall be implemented to return the reserve level to between 75%
and 100% of the minimum balance over a 5 to 7 year period.
2. If the reserves are drawn down by 10 -25% of reserve fund balance, then the
budgetary plan to restore the reserve shall be structured over a 3 to 5 year
period.
3. If the reserves are drawn down by 0 -10% of reserve fund balance, then a
solution to replenish to at least the minimum shall be structured over a 1 to 3
year period.
7.5. The Working Capital Reserve fund shall be maintained within each of the
Enterprise Funds, but shall be separate from the accumulated fund balance within
each fund.
8. SELF INSURED HEALTHCARE PLAN CONTINGENCY RESERVE POLICY:
8.1. The City shall maintain a contingency reserve balance in each of its self- insured
healthcare funds in an amount equal to 2.5 times, or 250 of the actuarially
determined IBNR (incurred but not reported) reserve.
8.2. The contingency reserve balance will be combined with the IBNR reserve balance
and recorded as one liability in each of the self- insured healthcare plan funds.
Initiating Department:
Finance Department
Effective Date: Supercedes: Mayor's Office Approval Signature:
4/17/12 12/11/09
37
gu;
3.16.050 Agreement with Department of Revenue
The Mayor is authorized to enter into an agreement with
the Department of Revenue for the administration of the tax
imposed under this chapter.
(Ord. 1551 §5,1989)
3.16.060 Distribution of Tax Proceeds and Limita-
tion on the Use Thereof
The proceeds of the tax imposed in this chapter shall be
placed in municipal capital improvement funds, 80 general
fund operations, 10 and general fund designated ending
fund balance, 10 The general fund designated ending fund
balance portion will be applicable to the 1990, 1991, and 1992
budget years and then revert to capital improvement funds.
(Ord. 1551 §6,1989)
3.16.070 Violation Penalties
Any seller who fails or refuses to collect the tax as re-
quired with the intent to violate the provisions of this chapter or
to gain some advantage or benefit, either direct or indirect, and
any buyer who refuses to pay any tax due under this chapter
shall be guilty of a misdemeanor, and upon conviction thereof,
shall be punished by a fine not to exceed $5,000 or by impri-
sonment in jail for a term not exceeding one year or by both
such fine and imprisonment.
(Ord, 1551 §7, 1989)
3.16.080 Severability
If any section, sentence, clause or phrase of this chapter
should be held to be invalid or unconstitutional by a court of
competent jurisdiction, such invalidity or unconstitutionality
shall not affect the validity or constitutionality of any other sec-
tion, sentence, clause or phrase of this chapter.
(Ord. 1551 §8,1989)
TITLE 3 REVENUE AND FINANCE
I) 1. r aL_ilt
ADMISSIONS AND
ENTERTAINMENT TAX
Sections:
3.20.010
Admission Charge Definitions
3.20.020
Admissions Tax Levied
3.20.030
Determination of Amount
3.20.040
Collection Remittance to Finance Director
3.20.050
Application and Reporting
3.20.060
Violations
3.20.010 Admission Charge Definitions
A. "Admission charge," in addition to its usual meaning,
shall include but not be limited to the following:
1. A cover charge or a charge made for use of
seats or tables, reserved or otherwise, and similar accom-
modations,
2. A charge made for rental or use of equipment or
facilities for purposes of entertainment or amusement and,
where the rental of the equipment or facilities is necessary to
the enjoyment of the privilege for which general admission is
charged, the combined charge shall be considered as the ad-
mission charge.
3. A charge made for entertainment activities or
admission to any theater, dance hall, cabaret, adult enter-
tainment cabaret, private club, auditorium, circus, side show,
outdoor amusement park or any similar place; and includes
equipment to which persons are admitted for purposes of en-
tertainment such as merry-go- rounds, Ferris wheels, dodge
'ems, roller coasters, go -carts and other rides, whether such
rides are restricted to tracks or not.
4. A sum or money referred to as "a donation"
which must be paid before entrance is allowed.
5. "Admission charge" does not include public
school activities and other non profit endeavors.
(Ord. 2080 §1, 2004; Ord. 1733 §1, 1995)
3.20.020 Admissions Tax Levied
A. There is hereby levied a 5% tax on admissions for en-
tertainment purposes in the City of Tukwila. Such tax is to
continue indefinitely or until amended or repealed by the City
Council.
B. Admission tax waived: The City of Tukwila will forego
collection of admissions tax from Foster Golf Course for a pe-
riod of three years, beginning January 1, 2005.
(Ord. 2080 §2, 2004; Ord. 1733 §2, 1995)
Produced by the City of Tukwila, City Clerk's Office Page 3 -7
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