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HomeMy WebLinkAboutAgenda - 11-13-2008 - 2ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: November 13, 2008 Action Agenda Item No. _Z? SUBJECT: Review of Capital Project Funds -- DEPARTMENT: Finance PUBLIC HEARING: (Y /N) No ATTACHMENT(S): INFORMATION CONTACT: Gary Humphreys, 245 -2453 PURPOSE: To discuss issues related to the School and County Capital Project Funds. BACKGROUND: In preparation for year end reconciliation, a review of the School and County capital project funds revealed a difference in budgeted and actual revenues. The analysis was limited to the information available in the MUNIS financial system which was implemented during FY 2003. In general, the differences in budgeted and actual revenues exist because: 1. Differences existing prior to the transition from the financial legacy system to MUNIS business system in 2003 were never corrected; 2. Proceeds from past debt financings were set aside in an unallocated account or line item instead of being allocated to specific projects; 3. Grant monies were budgeted and not awarded /received; 4. Total expenditures exceeded the project budget by varying amounts; 5. Specific projects were budgeted but monies were never transferred from the General Fund; or 6. Bond monies to be issued are already budgeted but the revenue is not yet received. The following are examples of recent projects with revenue shortfalls for which fund balance transfers from the General Fund will need to be made to close out the projects. Gravelly Hill Middle School is budgeted at $23,162,566. One of the budgeted revenue sources, sales tax reimbursement is less than the budgeted amount. This is because implementation of the process enabling sales tax to be reimbursed occurred later in the project than estimated reducing the amount which could be claimed. An additional $149,180 would need to be allocated to make up the revenue shortfall. There is a remaining unspent budget $13,417 which could offset this amount if the project can be closed with no further expenditures. 2 Carrboro High School is budgeted at $37,739,344. Funding of $4,342,000 was budgeted in the project in June 2005 as transfers from the General Fund. These transfers were to be made over three years in equal installments of $1,447,344. The transfer which should have been made in the subsequent fiscal year 2005 -06 did not occur. In fiscal year 2007 -08 when the $1,447,344 transfer was budgeted in the General Fund the project budget was also increased by that same amount in error. Though the project budget reflects a $2,894,678 shortfall the amount actually needed to fully fund the project is only $1,447,344. This project should be almost complete so there is a possibility some unspent budget will remain to reduce amount needed. Durham Technical Community College The Board budgeted and committed $4,588,000 toward this project from alternative financing. There also was additional funding of $111,261 from a CMAQ grant committed towards the funding of the park and ride lot. This grant has not been awarded to the county. The amount of $20,020 was paid by the county for design costs over and above the project budget. In order to replace the grant funds not received and fully fund the project an additional $111,261 would need added to the project budget from another source of funds. Based on staff's internal analysis, unallocated revenues within the capital project funds can be transferred to projects where there are shortfalls. This will leave a revenue shortfall of $5.9 million. The chart below summarizes the funds available and net shortfall by capital fund. Source of Funds School Capital County Capital Project Fund Project Fund Additional Funds Needed $8,430,000 $9,291,944 Unallocated Alternative Financing $1,347,000 Unallocated Bonds 907,000 School Capital Reserve Funds 580,000 From Closed Projects 455,000 Interest Earnings $ 875,000 Revenue Available within Projects 2,136,255 (Total Funds Available $3,289,000 $3,011,255 $6,280,689 Park Bonds to be issued to complete project funding 5,500,000 Net Shortfall 1 $5,141,000 1 $780,689 Total Both Funds 1 $5,921,689 Staff Proposal for Covering Remaining Shortfall As stated earlier, $5.9 million in additional capital funding is needed to cover the shortfall. Based on current year cash flow needs, at least $3.5 million of the shortfall is needed in the current fiscal year. The remaining $2.4 million will be needed in FY 2009 -10. Staffs analysis shows the majority of the remaining shortfalls resulted from differences between the pay -as- you -go funds budgeted for projects in the two capital project funds and the amount of money transferred to the two capital projects funds from the General Fund. Most of these differences existed when the conversion to MUNIS was made. This means they occurred prior to the end of fiscal year 2003 over one or more fiscal years. If those additional amounts of pay- as- you -go revenue had been transferred from the General Fund, the fund balance would be less than it currently stands. Staff recommends the Board approve a two -year funding plan to replenish the shortfall by appropriating General Fund available fund balance. Based on preliminary estimates, the County's General Fund available fund balance at the end of FY 2007 -08 is projected to be approximately 14.4% of expenditures or $24.7 million. If this plan is implemented, based on conservative projections, the projected available fund balance at the end of FY 2008 -09 could be approximately 12% of expenditures or $21.85 million. The appropriation of $2.4 million in FY 2009 -10 would decrease the fund balance to 11.1 % or $21.64 million. While this percentage amount is higher than the Local Government Commission recommendation of a minimum 8 percent of expenditures, it is well below the County's informal target of 15 percent of expenditures. Staff will bring budget amendments to the Board to implement the recommended action if approved by the Board. Additionally, budget amendments will be brought to the Board in those cases where project expenditures have exceed the project budgets and where appropriation of other identified sources, such as the transfer of the remaining School Capital Reserve Funds, is necessary. As best practice, local governments should only appropriate fund balance for non - recurring purposes such as capital. While it is preferable to be able to achieve the fund balance goal in order to meet needs in time of fiscal stress the use of the fund balance to meet non - recurring priorities is understandable. It would be prudent to not let the fund balance fall below 11 % in order to provide for cash flow as well as maintaining the County's excellent bond rating. Once funding the shortfall is completed it will be necessary to take steps to rebuild the fund balance of the General Fund. As a point of reference, North Carolina counties with populations of 100,000 and above had an average available fund balance of more than 19 percent at the end of FY 2006 -07. Another benchmark to consider is that the average fund balance for all North Carolina counties at the end of FY 2006 -07 was in excess of 21 percent. FINANCIAL IMPACT: The financial impact of the recommended action is the projected reduction of the fund balance of the General Fund to as low as 11.1 % of projected FY 2009 -10 expenditures. RECOMMENDATION(S): The County Manager recommends that the Board approve the two year funding plan which includes 1) Appropriating $3.5 million from the fund balance of the General Fund for transfer to the School Capital Project Fund 2) Include the remaining appropriation of $2.4 from the fund balance of the General Fund needed to complete the correction of the shortfall in the Fiscal Year 2009 -10 budget and 3) Direct staff to take those actions necessary to reallocate available funding to correct the project shortfalls.