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HomeMy WebLinkAbout3. 2015 Mid-Year Review and 2016 Pre-Budget WorkshopVillage of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: DAVID STRAHL, ACTING VILLAGE MANAGER FROM: FINANCE DIRECTOR DATE: AUGUST 5, 2015 SUBJECT: 2015 MID -YEAR REVIEW AND UPDATE OF THE 2016 BUDGET FORECAST Each year, the Finance Department holds a joint workshop with the Village Board and Finance Commission in April to present a first-quarter review that includes a wrap-up of the prior year's activity and insight into early trends for the current fiscal year. The Finance Department also prepares for the Village Board and Finance Commission a mid -year review of the financial status of the current year's budget and a forecast for the upcoming year. This practice provides a solid foundation for preparation of the upcoming annual budget. This memorandum is intended to supplement the June 30th, 2015 financial reports that were submitted to the Village Board previously. The sole focus of this memorandum is on the General Fund, since it is the main operating fund of the Village. It should be pointed out that current estimates of revenues and expenditures for 2015 are fluid and may change during the remaining six months of the fiscal year. 2015 MID -YEAR REVIEW GENERALFUND The 2015 General Fund as approved by the Village Board in December 2014 was balanced and totaled $46,818,407. The General Fund budget was amended in March to account for carry- over items from the prior year's budget and unanticipated expenses. Adjustments to General Fund expenses were made in various areas totaling $37,816 bringing total General Fund expenditures to $46,856,223. A single adjustment to a grant account totaling $2,404 was needed for grant administrative purposes. Total amended General Fund revenues are now $46,820,811. The amended budget currently reflects a deficit of $35,412. As part of the annual budget process, we looked at all revenue and expenditure accounts to determine if any material variances for 2015 were likely at year-end. We now expect total General Fund revenues to come in at $48,300,800, an increase of $1,479,989 over the amended budget. Total expenditures are expected to come in at $46,955,972. Taking into consideration revenues and expenses projected at year-end, the General Fund is now showing a surplus of $1,344,828. Exhibit I presents a summary of our current projections of revenues and expenditures, with a comparison to the amended budget. Mid -Year Budget Review August 5, 2015 Page 2 General Fund Revenues: General Fund revenues at June 30th, 2015 were $18,974,943. This YTD total accounts for 40.5% of the amended budget and 39.3% of the current estimate. Being below 50% at mid -year is not a concern as receipt of several significant revenue sources by the Village lag one to three months. These revenue sources include sales tax, income tax, utility taxes and other intergovernmental revenues. The preceding chart illustrates the percent of revenues received by the Village in several categories as of June 30th. The current year-end estimate for revenues is approximately 3.2% above the amended budget. Property tax revenues (for both the general and pension allocation) of $7,832,671 are running at 50.8% of budget. This is typical in that the first allotment of taxes received is 55% of the prior year receipts while the second allotment, which comes in later in the year, captures the levy increase approved in the current tax year. Our year-end estimate is $15,351,500, $76,000 short of the amended budget. The average collection rate for property taxes since levy year 2004 is 98.1%. Revenues classified as "Other Taxes" include sources such as the one-quarter cent home rule sales tax, food and beverage tax, real estate transfer tax, hotel/motel tax, telecommunications tax and the electric and gas utility taxes. In total, revenue collections from "Other Taxes" came to $2,920,460 as of June 30th, which is 43.7% of annual budget. Again, this is a category where there is a lag in receipt of two of the more significant revenues (home -rule sales tax and telecommunications tax). The Village's home rule sales tax is tracking the prior year through the first six months of the year (three months of receipts). Receipts from the home rule sales tax are expected to come in at budget by years end. H:\ACCT\BUDGET\Budget 2015\Q1 and Mid -Year Review\Mid-Year\VB Mid -Year Review Memo - Aug 2015 COW.docx Mid -Year Budget Review August 5, 2015 Page 3 Receipts from the real estate transfer tax have grown as a result of an improving housing market. In addition, several large property transfers, including the sale of Randhurst Village, have taken place during the first six months of the year. While transfer tax receipts continue to be off from their high level point in 2005, projected receipts for this tax are expected to total $1.3 million. Telecommunication taxes seem to have leveled off at $2.2 million beginning with 2013 after receipts of $2.8 million and $3.0 million were received in 2011 and 2012 respectively. Through June 30th, revenues from this source are $536,850, even with prior year levels. Year-end projections are expected to come in again at $2.2 million, $550,000 above the amended budget. Collections from licenses and permit fees totaled $869,873, or 42.9% of the $2.0 million budget. Activity for this revenue is coming in higher than expected. A slight increase is reflected in the year-end estimate for this category of revenue. Intergovernmental revenues totaled $6,099,784 as of June 30th, which is 30.2% of the $20.2 million annual budget. Intergovernmental revenues in the General Fund include the local share of the state sales tax, state income tax, use tax, replacement tax and other miscellaneous state and federal grants. Sales tax collections, which make up approximately 66% of the "Intergovernmental" category, are at $3,304,119. This represents 24.6% of budget. The current projection for this revenue is $13,900,000. Year-to-date collections are running ahead original projections and have been adjusted upward $482,000. Receipts from the State's distribution of the state income tax totaled $1,973,692 at June 30th. This is up 6.4% from the same period last year. We currently expect income taxes to come in slightly above the amended budget by year end, Revenue from Fines totaled $224,842 for the first six months. This represents 51.2% of the $439,000 budgeted for the year. We expect this revenue to come in slightly below budget for 2015 ($441,000). Investment income totaled $5,099 for the first six months, representing 86% of the $5,918 budgeted for the year. Recapture of the IMET monies lost in 2014 are expected to generate an additional $40,000 in 2015. The year-end estimate has been increased to $44,100. Other Revenue, consisting of reimbursements and other revenues, totaled $271,205 as of June 30th. This is 57.0% of the $476,000 budgeted for the year. We expect these revenues to come in at $463,000, slightly below the $476,000 budgeted for 2015. General Fund Expenditures: The amended 2015 budget totals $46,856,223. As of June 30th, the Village had recorded expenditures of $21,253,508. This represents 45.4% of budget and is consistent with previous years. All of the departments are at or below the benchmark 50%. The following chart illustrates General Fund expenditures as a percentage of annual budget at June 30th. H:\ACCT\BUDGET\Budget 2015\Q1 and Mid -Year Review\Mid-Year\VB Mid -Year Review Memo - Aug 2015 COW.docx Mid -Year Budget Review August 5, 2015 Page 4 For the past several years, total General Fund expenditures have come in anywhere from one to three percent under budget. The chart below shows budget to actual expenditures since 2010. Savings can be used to offset shortfalls in revenue, reduce or eliminate a programmed budget deficit or cover unanticipated expenditures that may occur during the year. If neither of these conditions exists, the savings go toward maintaining the General Fund fund balance. Yea. General Fund Expenditures 2010 as a Percent of Annual Budget _.._ _.. ....... $40,043,8011198% Public Representation $41_975..978. a .830o .2011. 2012 �... $42,585,149 Manager's Office (' w 2013 $45,693,626 $44,516,038�__k?.58%)_ 1 .._. 2014 Television Services $46,320,8482 27% E Clerk's Office m I"s o Finance a` c Comm. Dev. t_ Human Services CL G Police � Fire Public Works Other �.�� �' . _._._.__._....�..__. 0% ........ 25% 500/6 75% 100% Pe rce nt For the past several years, total General Fund expenditures have come in anywhere from one to three percent under budget. The chart below shows budget to actual expenditures since 2010. Savings can be used to offset shortfalls in revenue, reduce or eliminate a programmed budget deficit or cover unanticipated expenditures that may occur during the year. If neither of these conditions exists, the savings go toward maintaining the General Fund fund balance. Yea. 2010 .. _.___�_.�...__ _ ...... $401961,030 _.._ _.. ....... $40,043,8011198% $41_975..978. $40,786,106ma .830o .2011. 2012 �... $42,585,149 �... $41,858,267 ...... 1.71m%mmmmmmmmmm w 2013 $45,693,626 $44,516,038�__k?.58%)_ .._. 2014 .. $47,396,714 $46,320,8482 27% 2016 FORECAST The 2015 Annual Budget included a forecast budget for the year 2016 for each operating and capital project fund. The purpose of this portion of this memorandum is to bring forward any material variances in revenues/expenditures now expected for the year. Due to the uncertainty caused by the State of Illinois fiscal woes, staff has completed its initial 2016 budget submittal a full month earlier than normal allowing a good comparison to the original forecast budget and a solid baseline for which to begin a budget dialogue. H:WCCT\BUDGET\Budget 2015\Q1 and Mid -Year Review\Mid-Year\VB Mid -Year Review Memo -Aug 2015 COW.docx Mid -Year Budget Review August 5, 2015 Page 5 GENERALFUND Exhibit II has been prepared to compare the original forecast numbers to our most recent estimates. The original forecast budget showed an operating surplus of $30,069 on revenues of $48,107,400 and expenditures totaling $48,077,331. The revised 2016 budget forecast for the General Fund shows a deficit of $517,319 on revenues of $49,375,220 and expenditures totaling $49,892,539. General Fund Revenues: Sales and telecommunication taxes are projected to come in above the forecast budget by $529,000 and $550,000 respectively. In addition, there is a sizeable increase from the original forecast budget for Intergovernmental revenues of $768,620. This large increase is due to the inclusion of the first year SAFER grant totaling $641,800. A decrease is projected for property taxes due to holding the General Corporate portion of the levy flat resulting in a reduction in this revenue category of $345,800. The reduction in Charges for Service was due to reducing the amounts charged back to the Water/Sewer Fund and two Parking Funds. Adjustments made to various revenue sources for license, other taxes, and other revenue categories also impacted the final revenue total. Revenues are now projected to come in at $49,375,220. This is $1.3 million above the original forecast budget. General Fund Expenditures: Based on the initial departmental budget submittals for 2016, expenditures are projected at $49,892,539, $1.8 million above the original forecast. This will be the starting point for departmental budget reviews. Any deviation above the forecast amount will need to include justifications for the increase. Significant variances from the original 2016 forecast budget were seen in the Police, Fire and Public Works budgets. Additions to staff for the Police and Fire Departments attributed to their variance while an increased level of capital items attributed to the variance for Public Works. All other departments saw minimal variances, both up and down, from their original budget forecast. As mentioned earlier in this memo, the mid -year review and budget forecast update are intended to provide a foundation for preparation of the annual budget. Moving forward staff will incorporate directives and suggestions from the Village Board and Finance Commission for their 2016 budget proposals. Departmental review of proposed budgets begins in early September. Review of the 2016 proposed budget before the Finance Commission and Village Board will occur in October and November. Final approval is set for December. BUDGET CALENDAR Exhibit III included with this memo is the 2016 budget calendar as presented in the current 2015 budget document. We will anticipate moving forward with the 2016 budget process according to this calendar. David O. Erb Finance Director H:WCCT\BUDGET\Budget 2015\Q1 and Mid -Year Review\Mid-Year\VB Mid -Year Review Memo - Aug 2015 COW.docx Village of Mount Prospect, Illinois General Fund - Revenues and Expenditures 2015 Mid -Year Review Expenditures Public Representation (a) (b) (c) (d) (d -b) Village Manager's Office 2,777,002 3,111,828 1,370,394 3,143,490 Budget Television Services Division 177,750 2015 YTD Actual 2015 Variance - Village Clerk's Office 2014 Amended 01/01/15- Current Favorable Finance Department Actual Budget 6/30/2015 Estimate (Unfavorable) Revenues: 2,241,264 2,347,767 989,166 2,370,892 (23,125) Property Taxes 14,602,584 15,427,500 7,832,671 15,351,500 (76,000) Sales Taxes - ROT Portion 13,285,441 13,418,000 3,304,119 13,900,000 482,000 Sales Taxes - HMR Portion 1,355,373 1,346,000 281,993 1,378,000 32,000 Food and Beverage Tax 738,642 755,000 267,210 720,000 (35,000) Real Estate Transfer Tax 954,644 800,000 961,731 1,300,000 500,000 Telecommunications Tax 2,208,291 1,650,000 536,850 2,200,000 550,000 Other Utility Taxes 1,885,305 1,860,000 789,906 1,677,000 (183,000) Other Taxes 278,863 275,566 82,770 290,000 14,434 Vehicle Licenses 340,344 0 0 0 0 Other Licenses, Permits, Fees 2,027,125 2,027,000 869,873 2,046,000 19,000 State Income Tax 5,186,155 5,200,000 1,973,692 5,250,000 50,000 Other Intergovernmental 1,657,322 1,567,827 821,973 1,604,700 36,873 Charges for Services 1,630,607 1,573,000 751,009 1,635,500 62,500 Fines and Forfeits 479,647 439,000 224,842 441,000 2,000 Investment Income (64,970) 5,918 5,099 44,100 38,182 Other Revenue 722,516 476,000 271,205 463,000 (13,000) Total Revenues 47,287,887 46,820,811 18,974,943 48,300,800 1,479,989 Expenditures Public Representation 564,093 635,574 260,420 656,313 (20,739) Village Manager's Office 2,777,002 3,111,828 1,370,394 3,143,490 (31,662) Television Services Division 177,750 187,337 89,169 186,013 1,324 Village Clerk's Office 211,394 218,547 97,282 218,547 0 Finance Department 2,007,010 1,958,096 907,262 1,994,465 (36,369) Community Development Dept. 2,241,264 2,347,767 989,166 2,370,892 (23,125) Human Services Dept. 1,049,674 1,067,027 475,034 1,064,148 2,879 Police Department 16,578,938 16,554,256 7,742,449 16,500,317 53,939 Fire Department 13,166,939 12,979,579 6,137,303 13,015,480 (35,901) Public Works Department 7,358,200 7,749,756 3,161,802 7,759,851 (10,095) Emergency Events 142,283 0 0 0 0 Miscellaneous 46,300 46,456 23,228 46,456 0 Total Expenditures 46,320,848 46,856,223 21,253,508 46,955,972 (99,749) Excess of Revenues over Expend. 967,040 (35,412) (2,278,565) 1,344,828 1,380,240 Other Financing Sources/Uses Transfers In 0 0 0 0 0 Transfers Out 0 0 0 0 0 Total Other Financing Uses 0 0 0 0 0 Excess of Revenues over Expend. and Other Financing Uses: 967,040 (35,412) (2,278,565) 1,344,828 1,380,240 Village of Mount Prospect, Illinois General Fund - Revenues and Expenditures 2016 Forecast Budget Expenditures Public Representation (a) (b) (c) (c -b) (c-b)/b Village Manager's Office 2015 3,183,010 2016 Forecast (58,991) (1.85) Television Services Division Current Original Current Increase % Change Village Clerk's Office Projections Forecast Forecast (Decrease) from Original Revenues: 1,994,465 2,017,574 1,999,169 (18,405) (0.91) Property Taxes 15,351,500 16,152,000 15,806,200 (345,800) (2.14) Sales Taxes - ROT Portion 13,900,000 13,771,000 14,300,000 529,000 3.84 Sales Taxes - HMR Portion 1,378,000 1,374,000 1,405,000 31,000 2.26 Food and Beverage Tax 720,000 770,000 720,000 (50,000) (6.49) Real Estate Transfer Tax 1,300,000 800,000 900,000 100,000 12.50 Telecommunications Tax 2,200,000 1,650,000 2,200,000 550,000 33.33 Other Utility Taxes 1,677,000 1,885,000 1,782,000 (103,000) (5.46) Other Taxes 290,000 286,000 308,000 22,000 7.69 Other Licenses, Permits, Fees 2,046,000 2,020,000 2,052,000 32,000 1.58 State Income Tax 5,250,000 5,280,000 5,350,000 70,000 1.33 Other Intergovernmental 1,604,700 1,521,800 2,290,420 768,620 50.51 Charges for Services 1,635,500 1,660,600 1,317,000 (343,600) (20.69) Fines and Forfeits 441,000 439,000 451,000 12,000 2.73 Investment Income 44,100 6,000 4,100 (1,900) (31.67) Other Revenue 463,000 492,000 489,500 (2,500) (0.51) Total Revenues 48,300,800 48,107,400 49,375,220 1,267,820 2.64 Expenditures Public Representation 656,313 661,036 695,122 34,086 5.16 Village Manager's Office 3,143,490 3,183,010 3,124,019 (58,991) (1.85) Television Services Division 186,013 190,403 194,772 4,369 2.29 Village Clerk's Office 218,547 223,053 235,525 12,472 5.59 Finance Department 1,994,465 2,017,574 1,999,169 (18,405) (0.91) Community Development Dept. 2,370,892 2,379,087 2,385,934 6,847 0.29 Human Services Dept. 1,064,148 1,073,748 1,100,824 27,076 2.52 Police Department 16,500,317 17,022,027 17,427,169 405,142 2.38 Fire Department 13,015,480 13,382,328 14,162,907 780,579 5.83 Public Works Department 7,759,851 7,898,449 8,520,482 622,033 7.88 Emergency Events 0 0 0 0 0.00 Miscellaneous 46,456 46,616 46,616 0 0.00 Total Expenditures 46,955,972 48,077,331 49,892,539 1,815,208 3.78 Excess of Revenues over Expend. 1,344,828 30,069 (517,319) X54-7,388) Other Financing Sources/Uses Transfers In 0 0 0 0 Transfers Out 0 0 0 0 Total Other Financing Uses 0 0 0 0 Excess of Revenues over Expend. and Other Financing Uses: 1,344,828 30,069 (517,319) (547,388) Exhibit III VILLAGE OF MOUNT PROSPECT, ILLINOIS BUDGET CALENDAR 2016 and 2017 2016 2017 DATE ACTION DATE 3/6/15 Capital Improvement Plan (CIP) Worksheets forwarded to Department Directors 3/4/16 3/20/15 Completed Computer CIP Worksheets returned to Finance Department 3/18/16 4/3/15 Remaining CIP Worksheets returned to Finance Department 4/1/16 4/28/15 Prior Year Budget Wrap-up and Preliminary Q1 Review 4/26/16 Joint Workshop 5/12/15 Department CIP reviews with Village Manger and Finance Director 5/10/16 to 5/14/15 to 5/12/16 5/29/15 Complete Proposed CIP Amounts 5/27/16 6/12/15 Deliver Proposed CIP to Village Board and Finance Commission 6/10/16 6/17/15 Budget Kickoff Meeting (during regular weekly Staff Meeting) 6/15/16 Open up staff access to Logos.NET Budget Software 7/14/15 Committee of the Whole - CIP Review Session 7/12/16 Joint Workshop 7/17/15 Completed Departmental Budgets Advanced to Level 3 - Finance 7/15/16 7/17/15 Revenue Estimates completed by Finance Department 7/15/16 7/21/15 Acceptance of Proposed CIP at Village Board Meeting 7/19/16 7/24/15 Personnel Budget Review (if necessary) 7/22/16 8/7/15 CIP available for distribution 8/5/16 8/11/15 Committee of the Whole - Mid -Year Budget Review and Pre -Budget Workshop 8/9/16 Joint Workshop 1 of 2 Exhibit III VILLAGE OF MOUNT PROSPECT, ILLINOIS BUDGET CALENDAR 2016 and 2017 2016 DATE ACTION 2017 DATE 8/28/15 Preliminary Budget Review - VMO and Finance 8/19/16 9/1/15 Department Budget reviews with Village Manager and Finance Director 8/30/16 to 9/3/15 Committee of the Whole - First Budget Hearing (7:00pm - 10:00pm) to 9/1/16 9/18/15 Complete Proposed Budget Amounts 9/16/16 10/9/15 Deliver Proposed Budget to Village Board and Finance Commission 10/7/16 10/9/15 Proposed Budget available for public inspection at the Village Clerk's Office and the 10/7/16 11/24/15 the Mount Prospect Public Library - Budget posted on Village website. 11/22/16 10/15/15 Review of Proposed Budget with the Finance Commission 10/13/16 10/22/15 10/20/16 10/29/15 10/27/16 10/27/15 Committee of the Whole - First Budget Hearing (7:00pm - 10:00pm) 10/25/16 Overview, Departmental Presentations 11/10/15 Committee of the Whole - Second Budget Hearing (7:00pm - 10:00pm) 11/8/16 Departmental Presentations 11/24/15 Committee of the Whole - Third Budget Hearing (7:00pm - 10:00pm) 11/22/16 If Necessary 12/1/15 Truth in Taxation Public Hearing at Village Board Meeting 12/6/16 12/1/15 First Reading of Proposed Budget Ordinance at Village Board Meeting 12/6/16 12/15/15 Budget Public Hearing and Second Reading of Proposed Budget Ordinance and 12/20/16 Board Meeting 1/15/16 Approved Budget available for distribution 1/20/17 2 of 2 Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: DAVID STRAHL, ACTING VILLAGE MANAGER FROM: FINANCE DIRECTOR DATE: AUGUST 6, 2015 SUBJECT: PRELIMINARY 2015 PROPERTY TAX LEVY — FINANCE COMMISSION RECOMMENDATION At the March 26, 2015 Finance Commission meeting, commission members reviewed a number of options for the 2015 property tax levy. Several levy options were presented providing for different levels of increase over the prior year's final levy: These same options were presented to the Village Board during the joint board financial planning workshop in April. After the discussion that followed, the Village Board requested the Finance Commission to do further research into other options for the proposed levy. Based on the village board direction, two additional options were considered for discussion at the May 28, 2015 Finance Commission meeting. The first levy option (Exhibit 1) provided a scenario in which the general portion of the levy is flat while the pension and debt service portions are adjusted based on the required pension contribution calculation or debt repayment schedule. The total extended levy for this option is $18,135,278 and returns a levy increase over the prior year of 2.28%. The second option (Exhibit II) provided a scenario in which the general portion of the levy is again held flat and the debt service levy is set according to the repayment schedule, but the pension levy is set at the statutory level which calls for funding to the 90% level. The total extended levy for this option is $17,732,653 and returns a levy increase over the prior year of 0.01 %. Both options returned an increase below the target range of 3.5% to 5.0%. While a further reduction in the levy could be realized with the second option, the ability to advance fund the police and fire pensions, which are both funded at approximately 60% each, is lost. In addition, the cost to bring the pension funds to a fully funded status will take longer and be more costly in the long run. It was these two points that moved the Finance Commission to recommend option one calling for a total levy of $18,135,278 for 2015, an increase of 2.28% over the prior year. The 2016 budget forecast was prepared using option one as recommended by the Finance Commission. In addition, the general portion of the levy was assumed to be held flat for 2016 in anticipation of the property tax freeze that is in play with the state legislature. The estimated loss of property tax revenue in year one by holding the general portion at 2014 levels is approximately $297,000. Current legislation being considered excludes debt service and public safety pensions from the property tax freeze. Adjustments to future levies of the general portion of the levy will be made based on property tax legislation approved down in Springfield. Please review and let me know if you have any questions. I plan to include this information in my mid- year/pre-budget presentation to the Village Board and Finance Commission at the August 11, 2015 Committee of the Whole meeting. David O. Erb Finance Director H:\ADMN\Administration\Budget By Year\Budget 2016\Property Tax - FC Recommendation - May 2015.docx Exhibit I 100% Funding Level for Pensions VILLAGE OF MOUNT PROSPECT AND THE MOUNT PROSPECT PUBLIC LIBRARY 2015 PROPERTY TAX LEVY Assumptions: General Corporate levy flat from 2014 Pension levies set at ARC, 100% funding, EAN Debt service levy per payment schedule VILLAGE OF MOUNT PROSPECT General Corporate Fund Police Pension Fund Firefighters' Pension Fund Debt Service Funds Series 2009 Series 2009B Series 2009C Series 2011 B Series 2012 Series 2013 Series 2014 Total Village MOUNT PROSPECT PUBLIC LIBRARY Library Operations Library Debt Service Total Library TOTAL - VILLAGE OF MOUNT PROSPECT AND PUBLIC LIBRARY SPECIAL SERVICE AREA NO, 5 417,262 0 2% 8,345 425,607 385,725 Net Provision Total @9e.5i 2015 2015 Loss and 2015 2016 Levy Abatement Levy Costs Extension Budge 9,867546 0 9,867,546 197,351 10,064,897 9,914,000 3,204,363 72,500 3,131,863 62,637 3,194,500 3,147,000 2,589,599 71,300 2,518,299 50,366 2,568,665 2,530,000 417,262 0 417,262 8,345 425,607 385,725 0 385,725 7,715 393,440 187,933 41,200 146,733 2,935 149,668 787,610 0 787,610 15,752 803,362 54,095 0 54,095 1,082 55,177 369,956 369,956 0 0 0 470,550 0 470,550 9,411 479,961 18 334,639, 554,956 17,779,683 355,595 18,135,278 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 18,334,639 554,956 17,779,683 355,595 18,135,278 1,515,464 0 1,515,464 30,309 1,545,773 2014, 2015 Total Levy Amount 17,730,922 18,135,278 Increase Over Prior Year 404,356 2.28% 419,000 388,000 147,000 791,000 54,000 0 473,000 MU 1,530,000 H:\ADMN\Administration\Property Taxes\2015 Levy\Preliminary 2015 Levy.xlsx Exhibit II 90% Funding Level for Pensions VILLAGE OF MOUNT PROSPECT AND THE MOUNT PROSPECT PUBLIC LIBRARY 2015 PROPERTY TAX LEVY Assumptions: General Corporate levy flat from 2014 Pension levies set at ARC, 90% funding, PUC Debt service levy per payment schedule 2% Net Provision Total @98.5% 2015 2015 Loss and 2015 2016 Levy Abatement. Levy ............. , Extension Budget VILLAGE OF MOUNT PROSPECT General Corporate Fund 9,867,546 0 9,867,546 197,351 10,064,897 9,914,000 Police Pension Fund 2,910,944 72,500 2,838,444 56,769 2,895,213 2,852,000 Firefighters' Pension Fund 2,488,287 71,300 2,416,987 48,340 2,465,327 2,428,000 Debt Service Funds Series 2009 417,262 0 417,262 8,345 425,607 419,000 Series 2009B 385,725 0 385,725 7,715 393,440 388,000 Series 2009C 187,933 41,200 146,733 2,935 149,668 147,000 Series 2011B 787,610 0 787,610 15,752 803,362 791,000 Series 2012 54,095 0 54,095 1,082 55,177 54,000 Series 2013 369,956 369,956 0 0 0 0 Series 2014 470,550 0 470,550 9,411 479,961 473,000 Total Village 17,939,908 554,956 17,384,952 347,701 17,732,653 17,466,000 MOUNT PROSPECT PUBLIC LIBRARY Library Operations 0 0 0 0 0 Library Debt Service 0 0 0 0 0 Total Library 0 0 0 0 0 TOTAL - VILLAGE OF MOUNT PROSPECT AND PUBLIC LIBRARY 17,939,908 554,956 17,384,952 347,701 17,732,653 SPECIAL SERVICE AREA NO. 5 1,515,464 0 1,515,464 30,309 1,545,773 1,530,000 2014 2015, Total Levy Amount 17,730,922 17,732,653 Increase Over Prior Year 1,731 0.01% H:\ADMN\Administration\Property Taxes\2015 Levy\Preliminary 2015 Levy.xlsx Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: MAYOR AND VILLAGE BOARD MEMBERS FINANCE COMMISSION MEMBERS FROM: ACTING VILLAGE MANAGER DATE: AUGUST 7, 2015 SUBJECT: SAFER GRANT FINANCING OPTIONS The award of the SAFER grant was based on an authorization by the Village Board to address staff needs in the Fire Department that were reduced in 2010 due to budget issues. There has been much additional discussion regarding the impact of the run configurations upon the Tower 13 vehicle due to Engine 13 not being available because of limited staffing. The current run configurations are such that the Tower 13 vehicle responses to calls that would normally be responded to by Engine 13. Also, if Engine 13 was available and staffed but on a call Tower 13 could respond instead of bringing an Engine in from another station if the call is in the Station 13 district. The operational discussion has already been addressed through the Fire Department annual budget presentations, the Village Board direction to apply for the grant and the grant award confirming the staffing needs are worthy of grant funding. The remaining discussion at this point as how is the best means to fund the additional personnel once the grant expires or deciding to reject the grant due to concerns about future revenue limits. The Tower 13 vehicle has been going on about 1400 additional responses each year due to the run configuration and the additional wear and tear on the vehicle is projected to shorten the life of the vehicle by approximately a year. The additional cost in terms of one year of shortened life cycle does not offset the personnel cost for the additional staffing that the grant is to cover. The net lease payment for the vehicle to be replaced one year earlier is $11,000. Furthermore, the reduction in fuel usage for the additional responses currently of the Tower 13 vehicle would save less than $7000. Therefore, the savings from using the Tower 13 vehicle less to offset the additional personnel cost for the SAFER grant personnel in year three will not be adequate. Potential Funding Options: The SAFER grant will fund the first two years of the expenses related to additional personnel in the amount of $1.359 million and the Village would fund an additional $158,396 for three firefighters to move into the lieutenant ranks to support the additional Re: SAFER GRANT FINANCING OPTIONS August 7, 2015 Page 2 personnel. At the end of the grant period the full cost of the additional personnel amounts to $922,188 in fiscal year 2018. This $922,188 will be part of the $1.1 million deficit projected for 2018 the balance of the deficit is primarily related to additional general personnel costs. Funding Options: Early Hires: The SAFER grant regulations allow for an additional year of funding for a total of three years for eligible veterans who may be hired through this program. There are three veterans on the existing list; however, one is currently in training with another agency and may not be interested in changing employers at this time. The other two on the list may not meet the final vetting prior to hiring just as any other potential employee. If the Village Board wants to authorize the hiring of the additional personnel under the grant prior to the 2016 fiscal year the grant will cover such accelerated hiring in order to try and capture these individuals on the list. Obviously there is risk that after making this decision to hire early the Village may not actually be able to hire these individuals because they do not pass the final vetting process or have already been hired by another agency. The potential result of this option is to delay the Village funding responsibility for no more than 3 hires for an additional year which could save $461,094 in 2018. The full amount effective for 2019 would be $991,576. If the Village were not able to obtain either the veterans or the additional year of grant funding the timeframe in which the Village would be responsible for the full funding of the new hires would be sooner than 2018 as currently projected. Pre-Funding: It appears as if a property tax free will soon be imposed by the State which would be effective for the levy year of 2017. Therefore, instead of capping the general fund portion of the property tax increase for any years prior to 2017 an increase in the rate could be undertaken in which the additional revenue is specifically earmarked to write down a portion of the cost of the additional firefighters when the Village becomes responsible for the wages. This additional amount would be accounted for and identified only for the additional personnel cost. As a basis for comparison for each 1% increase in levy the additional revenue amount is approximately $186,000. In addition, if there are significant reserves above the benchmark of 25% in the years prior to the full funding year of 2018 a portion of those reserves can be earmarked and added to the property tax revenue. Obviously the use of reserves is a short term option and cannot be relied on for long term funding. The theory behind using some reserves for a few years to soften the full expense of the additional personnel is the presumption that revenues will have grown by 2018 to cover more if not all of the cost moving forward. Re: SAFER GRANT FINANCING OPTIONS August 7, 2015 Page 3 Additional Fire Department Service Revenue: The Village already charges for ambulance services but does not balance bill residents. The Village does accept Medicare payment to fully satisfy the bill with the proper documents. The actual additional amount of revenue that could be generated is somewhat speculative on whether the insurance companies would pay the additional amount without defaulting back to just the Medicare rate as a usual and customary basis; however, to date this has not been a significant issue limiting the Village’s ability to collect the revenue. For each increase in ambulance transportation fee of $100 the Village could realize approximately $70,000 additional revenue annually. Some Fire Departments charge for responding to a fire, but as of now there are no departments in the immediate area that currently charge for such service, but is typical on the west coast. There is a third party mechanism available which is similar to ambulance billing that will invoice the recipient of the service which would be paid by the recipient’s insurance. Fire Department staff has estimated such a charge would generate approximately $116,000 based on the number of fires annually in the community. This could be seen as a negative revenue source by billing a resident who suffered a fire loss. Currently the Village charges a standard business license fee on an annual basis and as part of that fee nexus is an annual fire inspection. Some fire inspections are straight forward and simple while others that have several hundred square feet to be inspected would be more complicated. If the fire inspection program were to be changed to base the inspection fee on square footage which relates to the amount of staff time to complete an average inspection o with a minimum fee of $100 could generate approximately $200,000. The business license program has its nexus in the annual fire inspections so an increase to more accurately reflect the fire inspections could be seen as a negative since there is a certain amount of resistance now to collect the annual license fee. Staff Recommendations: None of the funding options will generate enough revenue to cover the entire cost starting in year three and beyond. Therefore, a combination of the options would be the best approach and would solely rely on one option above another. Staff would recommend the property tax pre-funding option in addition to the use of excess reserves for the two years leading up to the full funding year. In addition, an increase in the business license to more accurately reflect the time and effort of an annual fire Re: SAFER GRANT FINANCING OPTIONS August 7, 2015 Page 4 inspection based on square footage with the minimum license fee of $100 and an increase in the license fee based on overall square footage. The ambulance fee was just increased last year and even though the increase did not reach the average of the fee charged by surrounding communities it would be prudent to revisit the fee in 2017 with an eye to increase it to make it more closely track the average rate and generate some additional revenue needed for the staff increases in future years. The charge for a fire response may not yet be ripe for consideration until some other communities in the area consider it because levying the charge after a fire could appear to be a negative impact when the resident is already dealing with fire damage. Included with this memoranda is a copy of the updated spreadsheet showing the cost impact of the SAFER grant on the budget, spreadsheets showing 5 year budget projections with the grant costs included, a graphic illustration of how the Fire Department staffing will change with the additional personnel from the SAFER grant, a response sheet illustrating the typical equipment responses to various fire calls, and an estimate of revenue generated through a third party for fire responses with existing participating departments. Staff will be in attendance and look forward to an enlightening exchange at the Committee of the Whole meeting on August 11, 2015. DAVID STRAHL c: Finance Director Dave Erb Fire Chief John Malcolm H:\\VILM\\BUDGET\\2016\\SAFER Grant Funding Option Memo VB.docx Village of Mount Prospect, Illinois Fire Staffing Request and SAFER Grant August 2015 Assumes six new firefighters and promotions of three to Lietuenant Benefits Medicare 2016 2017 2018 2019 2020 Firefighter Costs 136,340 154,427 183,164 199,163 213,165 Salary 129,678 137,459 145,706 154,449 163,715 Base Pay - FF/Paramedic 352,077 398,783 472,992 514,307 548,183 Holiday 18,010 20,399 24,195 26,308 28,042 Employee Allowances - 2,700 2,700 2,700 2,700 Longevity 56,745 - - - 2,400 Total Salaries 370,087 421,882 499,887 543,315 581,325 Benefits Medicare 5,366 6,078 7,209 7,839 8,390 Pension 136,340 154,427 183,164 199,163 213,165 Medical Insurance 129,678 137,459 145,706 154,449 163,715 Life Insurance 324 324 324 324 324 Total Benefits 271,708 298,288 336,403 361,775 385,594 Total Firefighter Costs 641,795 720,170 836,290 905,090 966,919 Lieutenant Costs Salary Base Pay 53,841 54,917 56,016 57,136 58,279 Holiday 2,754 2,809 5,990 5,295 4,797 Employee Allowances 150 150 150 150 150 Longevity - - w - - Total Salaries 56,745 57,876 62,156 62,581 63,226 Benefits Medicare 821 837 899 905 915 Pension 20,850 21,267 22,843 23,000 23,237 Medical Insurance - Life Insurance - _ - Total Benefits 21,671 22,104 23,742 23,905 24,152 Total Lieutenant Costs 78,416 79,980 85,898 86,486 87,378 Total New Fire Personnel Costs 720,211 800,150 922,188 991,576 1,054,297 Less: SAFER Grant (641,795) (717,470) - Net New Fire Personnel Costs 78,416 82,680 922,188 991,576 1,054,297 General Fund Forecast Projected Revenues 49,375,220 50,548,370 50,985,710 52,189,658 53,445,338 Projected Expenses 49,814,123 50,809,632 51,237,041 52,758,864 54,354,545 Operating Surplus/(Deficit) (438,903) (261,262) (251,330) (569,205) (909,206) Net New Fire Personnel Costs (78,416) (82,680) (922,188) (991,576) (1,054,297) Revised Surplus/(Deficit) (517,319) (343,942) (1,173,518) (1,560,781) (1,963,503) H:\ACCT\BUDGET\Budget 2015\Q1 and Mid -Year Review\Mid-Year\SAFER Grant - Mid -Year Review Information.xlsx X < CD TI r -u -D-00 O - 1 1 1 1 o m m v m N-00v0-°ov0 w v 3 w —0� (n (no O<(D OCCCm= —I� m O N 3 m °: v m � 0 == m N 0° N C m= a -^ m m m m CD -' � CL X CD o rt m o 0-0- `< no m EF CJ) :3 (n o a cn X n N m m r- N N 3 �' m m m m M m O 3 X X WU a C fn rn rn N M m �' Z, (� rn �_ = CD m m c m oo CD cn CD m rn< m cn a', sp cn y �' < Cl) 0 2i 0 0 < N X m to N 7l = 7 m m m n 7 CD O X N m 0 fn fn m m CD 7- N = N CD m Cv CD= CD X y' 7 G w rn rn X K X j cn O A Q0 3 cn < m N CD fn N N I 0 cn w N N m V coo -4 N m W N A N A co UI m CJI V O in w O O Cn w — A — W V A UI A W Cn A N A CA O V M O N Cn Cn A Cr W N AvNOM A O W n O A W A— N V 0 0 0 fA O --• O Ul V O O O O 0 0 0 0 0 0 0 0 O 0 0 0 0 0 0 0 0 O N CJI A N A A W N O W GJ O 00 UI OD CJI O Cn CO A� UI X 0 0 0 N cn 0 0 0 0 0 0 O O O O Cl N O 0 0 O �O 0 0 0 0 0 Cl 0 O p -� --• -••• Cn A N A A A N O A V -+ OD cnOwfnfnO O W A -i V V 0 0 0 Cn O N V 0 0 0 O Cn O O O N O O O O 0 0 0 0 0 0 0 0 O r Cn Cn N A A A (n O an O Cn A 00 V O j A W A— W —— A V O A 0) O fn O Cn O O— N 0 0 0 O IO Cl O O A 0 0 0 O w -> Cn Cn N A A � Cn O Cn Cn -+ W Aoo - N WN CD COT O O OD N A CJI N O fn O O Co Cn N A W A O O O W V O (71 O N UI C7 N A A Cn W 0) O N (,J A S V COn A Cn W W Cn O O 000 N a) A 000 A O O O Cn N OD O V W Z Z W N N 71 W N Z O 0 O O O o 0 0 0 o - 0 0 0 0 0 0 0 0 o rc co c cc rc 0 0 S S S S S S N — N N co N O N Co V Cl) N W 00 -•i V W O Cn W Cn O CO UI A OD Cn 00 A W CJI fD V W w W N O O W O O N 00 W COn CO .AP. 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Cn CD V Cn -I 00 W CO — CT m 00 OO O m O 00 I Cn W M N M M W N O -1 N W _Oo A O W A W s (Y) O a) N W W Cn cn O A -•+ A O w W co W W O N N N" W N 00 I W CTI 0 O A -1 O M— -1 W O -4 O CT W— O A— 00 OO 1 N 1 W 0) O W -+ A W N A Cn O A a) M W CD N Crt O O A 00 90 CO CO I' 00 _V _W CJ1 '.,. 0 W— A Cn O (O O I W— W ',.O W O 00 0) 00 W W I CO O O W Cn W— Cn A 00 N s W co O W — Cn A N A A O Cn -I — W O OO I V1 CT O A ,I CO CO V CO _Cn _O Cfl O A O 00 CD 00 CD A W CD A O" M W w O W CD -+ A 0 0 -1 m A Ln N— m z D D D D D D D D o N N N N N N N N 0 3 3 3 3 3 3 3 N N N N N N CD y (CD/ w N W N N N N N Ih N 0 0 o e e o 0 0 C7 f7 o 0 0 0 l7 Cl N N W N N N N N N N N m N N N N N m m m m m m m N ^ O cr c V C9 v CL v OD a N T 4 Staffi,tw Levels Officer Engineer FF/Para . w w w w w w w w w e. w w www w w w w. w w w w w b w w w w www w w w w w a w. w. w w w w. w w ww w w w w. w w.., w w w w w w w w w W w #* w w w w.w w w w . w. www, w iw w www w w w wary w w w w w w w w w w: w wv w ' ar w w. w w w. w w w.. w.e w w w w w w w w: IN w w w w.w . w w . w. p w . . w w w n. w w w w. w. w w w. �pp4ti ya, w w !a. w k w w w w w w e w w w w w w N i w w. w w w. w w w w w W w w w Y w w w w w w w w w w w w. w.% w a aw w w w w w. w w w. w w w . w w.. w M w w w w* w w* w w w. w w wr w w w. . . w w w w w w w w w w w w w w w w w w w �e:nm . �• .A Mount Prospect Fire Department Call Types CALL CODE TYPE EXAMPLES OF INCIDENTS RESPONSE UNITS Code 1 • Emergency Medical Calls 1 -Ambulance --difficulty breathing 1 -Engine --hemorrhage --unconscious patient --drug overdose Code 2 • Dumpster fire l -Engine • Lockout • Wires down • Carbon monoxide activation without illness Code 2 _ • Car fire 1 -Engine Car Fire Code 2 • Truck fire �- -�� � �l-Engine Truck Fire CO Detector with Illness • Carbon monoxide detector activation with I -Ambulance people complaining of symptoms of elevated 1 -Engine carbon monoxide levels Open 911 .... 911 call ..withoutvoice '..o.cont...-act _...".___ . 1 -Ambulan-a-n-.._ce -. Accident w/injuries . Automobile accident with reported injuries 1 -Ambulance �.�_ .-.. ...- _....WW....._�. a _e.e m. _... . 1 -Engine Accident w/entrapment . Automobile accident with reported trapped 2 -Ambulances victim I -Engine 13 (extrication) I -Command Car I -En Fine or I -'[ower D13 Code 3 • A report of smoke or fire in a structure 3 -Engines (Reported Fire) 1 -Tower, 2 -Ambulances 1 -Command Car AFA + Commercial or residential building with an . ... ..... ....,m ............... 1 -Engines Activated Fire Alarm activated .fire alarm system. 1 -Tower ] -Ambulance 1 -Command Car Drowning • Report of a person drowning_ ... 2 -Ambulances Mount Prospect Divers I -Special Teams Squad, 1 -Command Car 1 -Engine Haz Mat Level 1 • Report of a chemical spill/leak 1 -Ambulance 1 -Engine Haz Mat Level II • A confirmed chemical spill/leak Haz Mat Level I Response and • Requires local response team 1 -Command Car 1 -Engine I -Special Teams Squad, I-Ambualnce Mt. Prospect Haz Mat Team _ _ Haz Mat Level I.II A confirmed chemical spill/leak Haz Mat Level II Response and • Requires Mutual Aid • CCERT Team • AHFD Haz Mat Team • EGVFD Haz Mat Team • DPFD Haz Mat Team rr [J � � ,.� Jr A Emergency Incident Recovery Forecast While we cannot make guarantees for cost recovery, the following is an estimated forecast. Village of Mt. Prospect TOTAL RETURNED TO THE FIRE DEPARTMENT (per year) $116,102 * Emergency Incident Billing typically takes up to two years for a full "At Plan" ramp up, therefore be advised Year 1 revenue may be as much as 50% lower than the ongoing revenues. * This forecast is highly dependent on the client providing adequate billing data to enable us to meet our normal collection rates. This will be reinforced during training. Incidents Percent Amt. Items per Year Collected Billed Totals MVA (with fluids on ground) 115 90% @ $550 = $56,925 MVA (no fluids on ground) 115 30% @ $550 = $18,975 Vehicle Fires 16 60% @ $605 = $5,808 False Alarms 546 30% @ $100 = $16,380 Air Ambulance 0 60% @ $2,100 = $0 Fires 45 60% @ $500 = $13,500 Hazardous Conditions 53 60% @ $700 = $22,260 Special Rescue 47 60% @ $400 = $11,280 SUBTOTAL COLLECTED $145,128 TOTAL RETURNED TO THE FIRE DEPARTMENT (per year) $116,102 * Emergency Incident Billing typically takes up to two years for a full "At Plan" ramp up, therefore be advised Year 1 revenue may be as much as 50% lower than the ongoing revenues. * This forecast is highly dependent on the client providing adequate billing data to enable us to meet our normal collection rates. This will be reinforced during training. l Fre °° III r [Recovery Illinois Client List Georgetown FD Fairview-Caseyville Township FPD French Village Fire Department Boone County Rural FPD No. 2 Fox River Grove FPD Nunda Rural FPD Algonquin - Lake in the Hills FPD Huntley Fire Protection District Waukegan Fire Dept. Harvey Fire Department Palatine Rural FPD Channahon FPD DeKalb Fire Department Kankakee Township FPD Lyons Fire Department Marengo FPD East Dubuque VFD Buckheart TWP FPD Beach Park Fire Department Dixmoor Fire Department London Mills FPD Little Rock -Fox FPD Sugar Grove Fire Protection District City of Elgin River Grove Fire Department Cary FPD Chicago Heights Fire Department Frankfort Fire Protection District Rockland Fire Protection District East Joliet Fire Protection District Burlington Community FP Chatham Community FPD Roberts Park FPD Flossmoor VFD Mokena Fire Protection District Sauk Village Fire Department Hometown Fire Protection District Plainfield Fire Protection District Village of Maywood Lockport Township FPD Braidwood Fire Protection District Troy Fire Protection District Oswego Fire Protection District Kinmundy-Alma FPD Somonauk Community Fire Protection District Village of Posen Fire Department Calumet Park Fire Department Monee Fire Protection District Riverdale Fire Department Minooka Fire Protection District Blue Island Fire Department Bensenville Fire Protection District Midlothian Fire Department Orland Fire Protection District Markham Fire Department Hampshire Fire Protection District Gardner Fire Protection District Fox River & Countryside Fire Barrington Countryside Fire Spring Grove FPD Village of Carpentersville Braceville Fire Protection District Crete TWP Fire Protection District Romeoville Fire Department East Dundee & Countryside FPD Humboldt Volunteer Fire Dept. South Elgin and Countryside FPD Lincolnshire -Riverwoods FPD Elk Grove Rural FPD Wilmington Fire Protection District Morris Fire Protection District Woodstock Fire/Rescue District