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Budget Kickoff

Budget Kickoff. FY12/13 & FY13/14 Biennial Budget. Agenda. Welcome Jim Freeman Major Revenue Status Todd Bond General Assumptions Todd Bond Instructions Todd Bond Service Improvements Todd Bond Anthony Casas

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Budget Kickoff

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  1. Budget Kickoff FY12/13 & FY13/14 Biennial Budget

  2. Agenda • Welcome Jim Freeman • Major Revenue Status Todd Bond • General Assumptions Todd Bond • Instructions Todd Bond • Service Improvements Todd Bond Anthony Casas David Peach Chuck Cheatham Ed Wolfe • Result Areas Todd Bond • Important Dates Todd Bond

  3. Polk County Unemployment Rate

  4. Polk County Population

  5. Source: Polk County Building Division Unincorporated Polk County Building Permits

  6. SALES TAX Revenue

  7. General Fund Ad Valorem Revenue

  8. FY 12/13 General Fund Deficit • Ad Valorem projected 4% decline ($5.3 Million) • Used one-time $ to purchase recurring expense FY 11/12($8 Million) • Misc. increased revenue & decreased expense $3.2 Million TOTAL ($10 .1Million)

  9. General Assumptions All Funds • Biennial Budget for FY 12/13 and FY 13/14 • No step plan either year • No COLA either year • No health insurance increase budgeted either year • 1% interest revenue for FY 12/13 and FY 13/14

  10. General Assumptions • Reclasses • Onlyif reclass reduces overall head count and/or cost • Service Improvements – return on investment must be between 3-5 years • Program Budgets • Continued focus on Program Budgets • No Tiering of Programs

  11. General Fund Instructions • NO NEW POSITIONS • General Fund Division Fiscal Staff – mark-up line items and update Employer Cost Report spreadsheet • No General Fund changes unless approved to be included in budget submittal by Deputy/Assistant County Manager • General Fund changes to be made by Budget Office staff only • Return mark-ups to Budget Office no later thanFebruary 22, 2012

  12. Other Funds Instructions • New Positions: • New positions in other funds ONLY as supported by a strong business case or already included in FY 12/13 planned budget • 2 positions included in Utility Division • General revenue sources in other funds will continue to be reviewed & considered as General Fund balancing strategies • Indirect costs paid from other funds to General Fund will continue to be reviewed closely based on cost study and may be adjusted during budget process • Indirect cost handouts are included in the budget packet received today

  13. Source2 • Source2 positions are Board approved positions staffed by Source2, not temporary positions • Source2 position expenditures will be budgeted and recorded in account 5334993-Contracted BoCC Position Personnel Costs • For budgeting purposes, these positions will appear on the PSB002 Employer Cost Estimate Report • Account 5334993 will roll up under personal services in the PSB063a Line Expenditure by Fund/Division/Account/Project Report • Accounting reports such as the GL008 Expenditure Detail Report and the GL031 Expenditure Summary Report will show account 5334993 in numeric order amidst the operating accounts

  14. Service Improvements • Definitions: • New Service – Any service not presently provided that is being requested for next fiscal year • Enhanced Service – Increased budget requested for next fiscal year to enhance a service already provided • Work with Human Resources, Facilities, Fleet, and/or IT when Service Improvements include: • People, vehicles, possible facility renovations due to new personnel & equipment • New positions or reclasses • All new positions & reclasses will require a Service Improvement form submission

  15. Service Improvements • Business case must support Service Improvement in detail • Including savings forecast, performance measures, workload indicators, impact if not approved, and benefits of improvement • Focus on programs/results to customers • All General Fund increases must be approved by Deputy/Assistant County Manager before Budget Office will input into Oracle • ROI (return on investment) must be between 3-5 years

  16. New Position/Reclass Instructions • New Position/Reclassification form required for each new position or reclass request • Forms are not valid unless justification is attached • Forms and justification must be turned in to Human Resources Director with copy to Budget Office no later than February 17 • HR Director will forward to IT, Fleet, and Facilities as needed, then to appropriate Deputy/Assistant County Manager for approval • Final approved documents must be returned to Budget Office no later than March 16 • No new positions in General Fund • Positions in other funds only as supported by strong business case • 2 new positions in planned FY 12/13 Budget in Utility Division

  17. Human Resources

  18. Facilities Management • Assistance for occupant(s) move • Renovations/space modification request • Increase in level of contracted services

  19. Facilities Management

  20. Fleet Management

  21. Information Technology

  22. Budget Package Completed Package submitted to Budget Office should include: • Budget message • Organizational chart • General Fund summary • Fund flow sheets • Service improvements & checklists • Efficiencies/reductions • New position/reclass form (if needed) • Budget package submittal checklist • Program Budgets with tie-in to Result Area Sample packet included in handouts Binders included with tabs

  23. POLK PERFORMS/MFR • Previous budget books grouped by Department or Division • FY12/13 Budget put together by Result Areas • Each result area has its own performance indicators • Performance indicators better measure results which leads to better decision making

  24. seven RESULT AREAS

  25. Basic needs Funds included*: • 14490-Indigent Health Care Funds • 15330-Hurricane Housing Recovery Program Trust Funds • 15350-Affordable Housing Assistance Trust Funds • 43110-Rohr Home Fund *General Fund programs remain in the result area they were last ranked. Special Revenue Grants are broken out into seven result areas.

  26. GOOD GOVERNMENT Funds included*: • 21300-Cap Imp Rev Ref Bonds S2004(1994) • 22600-Capital Improve Bonds Series 2002(1992) • 30800-General Capital Improvement Funds • 50100-Fleet Maintenance Funds • 50300-Employee Health Insurance Fund • 51500-Fleet Replacement Fund • 52000-Information Technology Fund *General Fund programs remain in the result area they were last ranked. Special Revenue Grants are broken out into seven result areas.

  27. NATURAL RESOURCES & ENVIRONMENT Funds included*: • 14430-Lake Deeson MSTU • 14470-Drainage and Water Quality Funds • 15010-Land Management Nonexpendable Trust Funds • 25100-Comm Paper – Environmental Lands • 30200-Drainage and Water Quality Fund • 31200-Environmental Land Acquisition Funds • 41010-Solid Waste Funds • 41110-Landfill Closure Funds • 41210-Universal Solid Waste Collection Funds • 41310 Community Cleanup Funds *General Fund programs remain in the result area they were last ranked. Special Revenue Grants are broken out into seven result areas.

  28. SAFETY Funds included*: • 12190-Fire Rescue Funds • 14350-Emergency 911 Funds • 14370-Hazardous Waste Funds • 14390-Radio Communications Funds • 14540-Hurricane Charley Fund • 14890-FEMA Hazard Mitigation Grant Programs • 14990-Law Enforcement Trust Funds • 16000-Street Lighting Districts • 22500-Capital Improve Rev Bonds-S 2000 • 22900- Cap Imp Rev Ref Bonds S2004(2000) • 23000-Sheriff Capital Improve Rev Bonds 2005 • 31000-Public Safety Capital Improvement Funds *General Fund programs remain in the result area they were last ranked. Special Revenue Grants are broken out into seven result areas.

  29. ECONOMIC DEVELOPMENT Funds included*: • 12160-Tourism Tax Funds *General Fund programs remain in the result area they were last ranked. Special Revenue Grants are broken out into seven result areas.

  30. GROWTH/INFRASTRUCTURE Funds included*: • 10100-County Transportation Trust Fund • 12240-Impact Fees • 14410-Special Assessment Funds • 14970-Transportation (1 Mill) Fund • 15050-Road MSBU Funds • 15240-Polk Commerce CRA • 15250-Eloise CRA Trust-Agency Funds • 15270-North Ridge CRA Trust-Agency Funds • 15290-Harden Parkway CRA Funds • 15310-Building Funds • 21600-Const Tax Rev Improv & Refund Bds, 2006 • 22700-Debt Srvc ($65m)-Rd Proj Bond Issue • 22800-Trans Imp Rev Refund Bonds S2004(2000) *General Fund programs remain in the result area they were last ranked. Special Revenue Grants are broken out into seven result areas.

  31. GROWTH/INFRASTRUCTURE CONT’D Funds included*: • 23300-Capital 2010 • 23400-Transportation 2010 • 31700-Long Term Road Project Funds • 31800-Harden Pkwy CRA-Construction • 42010-Utilities Operating Funds • 42110-Utilities Capital Expansion Funds • 42430-Utilities Bond Issue • 42610-Utilities 2010 BABS Construction *General Fund programs remain in the result area they were last ranked. Special Revenue Grants are broken out into seven result areas.

  32. Recreation & cultural arts Funds included*: • 12180-Lake and River Enhancement Trust Funds • 14440-Historical Library/Museum/Preservation Funds • 14930-Leisure Services MSTU Funds • 14950-Libraries MSTU Funds • 23100-Comm Paper-Parks Land Acquisition *General Fund programs remain in the result area they were last ranked. Special Revenue Grants are broken out into seven result areas.

  33. Result areaS/oracle

  34. PROGRAM WRITE-UP

  35. Five-Year Projections* Following Funds: • Building • Fire • Indigent Healthcare • Leisure MSTU • Solid Waste • Tourism • Transportation Trust • Utilities *To be completed after Budget adoption

  36. Training Budget Module training: • Wednesday, February 8 - 2:00-4:00 • Friday, February 10 – 9:00-11:00 Location: I.T. Training Room

  37. Tentative Budget Dates

  38. Board Presentations & Public Hearings • Proposed Budget Presentation • July 9, 2012; 9:00 a.m. • Public Hearings • September 6, 2012; 6:00 p.m. • September 13, 2012; 6:00 p.m.

  39. Analyst Assignments • Carol Crews • CFDC, Information Technology, Polk Health Care Plan, Risk Management • Felicity Hendrix • Communications, Fleet Management, Utilities, Waste Resource Management • Christia Johnson • Cooperative Extension Services, Social Services, County Probation, Parks & Natural Resources • Adrian Marquez • Budget & Procurement, County Manager, County Attorney, Elected Officials, Equal Opportunity, Planning & Development • Holly Newton • Human Resources, Fire Rescue • Mark Schmitz • Facilities Management, Transportation

  40. Documents Distributed In addition to copies of presentation & calendar, Fiscal Managers/staff receive: • Indirect Cost spreadsheet • Budget by Result Area spreadsheet • General Fund Line Items • Employer Cost Estimate Reports • Binders for submission • Instruction manual

  41. Documents Available on Website Items accessible on County Website at http://employees.polk-county.net, Home Tab: Budget: • Presentation • New Position/Reclassification form • Budget Packet Submittal checklist • Service Improvement forms & checklist • Instruction manual & sample packet • Revenue, Expense, & Capital Justification forms • Efficiencies & Reductions form • Budget Calendar

  42. Questions/Comments

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