Iowa’s City
Budgeting System
FN 401 MPI
Patrick Callahan
Callahan Municipal Consultants, LLC
July 21, 2014 8:00AM
Timing is everything


When is it all over?
When does it start?


Does your City have a policy and
procedure on budget preparation and
monitoring?
Calendar of events


Example
Let’s do it backwards first


Schedule of Council Meetings
Availability of other people such as
departments, boards, committees
The Time Table



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
Count back from March 15
Copies available – 20 days prior
to hearing
Public hearing
Start early –less stress
Consult department heads

Iowa League of Cities
Annual Publications
 Budget Training Sessions
 Mentors


Department of Management
Ted Nellesen
(ted.nellesen@iowa.gov)
 Web Site Department of
Management
 DOM Information - website

County Auditor Information

Taxable valuations – calculate
levies
Assessed valuations – G.O.
Debt limit
TIF valuations and projections

(go to www.dom.state.ia.us)


Line 3a
Line 2a
Line 4a
Line 2B
Line 3b
What is your process?
City Administrator/Manager?
 Budget Committee

Citizens
 Council
 Other taxing agencies

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
County
Community School
Community College
Extension Offices
Area schools
State
Council – FINAL DECISION
Who will put it all together




That be you!
Isn’t that in the small print?
Need a Quarterback
City Council’s Goal Setting
Session
Capital Planning (more later)



Does it tie to the Council’s goals
How far out? 5 years-10 years?
Funding sources
City Council Role





Early Contacts – Set
Parameters
Goal Setting Session
Committee of the Whole
Ranking Process
Final Approval
Citizen Input – Not Easy




Ask before budget is proposed
Invite public to meeting
Presentations to groups
Use the media
Where does the other money
come from?

State Legislature
Authority for Property Taxes
 Revenue Sharing - RUT
 Grants
 Elections – Sales Tax &
Hotel/Motel
 Special Assessments

Where does the money come
from? (Cont)

Federal government
Revenue Sharing
 Grants


Local governments
County
 911 Commissions
 Fire districts
 Others

Where does the money come
from? (Cont)

Our Citizens
Licenses
 Permits
 User Fees

Swim Pool
 Golf course
 Recreation Fees

Franchise Fees
 Fines

User Fees - Utilities






Water
Sewer
Storm Sewer
Electric & Gas
Garbage
Cable TV/Internet
Other Sources




Gaming revenues
Refunds
Interest on investments
Rent or sale of property
Go to the source

Budget Excel document
GREAT improvement over the
years
 GREAT resource
 Let’s see--
Line Item Budget-Workpapers


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
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Program – department or
service
List of expenditures
Previous fiscal years
Current budget year
Year-to-date numbers
Proposed budget
Adopted budget
Where Does the Money go?


The Nine Programs
State Budget Forms – Iowa
DOM

(Partial List – Most common
services)
Public Safety Services





Police/jail
Fire
Animal control
Emergency management
Flood control
Public Works Services






Streets and bridges
Parking
Street lights
Traffic control
Snow removal
Street cleaning
Health & Social Services


Health regulation inspection
Water, air and mosquito control
Cultural & Recreation






Library
Museum, band and theatre
Parks
Recreation
Cemetery
Community center
Community & Economic
Development



Community beautification
Economic development
Planning & Zoning
General Government






Mayor, Council, and City
manager
Clerk, Treasurer and Finance
Election
Legal services
City hall
Tort liability
Debt Service



Principal payments
Interest payments
Bond registrar fees
Form 703
Department of Management
LONG TERM DEBT SCHEDULE
GENERAL OBLIGATION BONDS, TIF BONDS, REVENUE BONDS, LOANS, LEASE-PURCHASE PAYMENTS
Fiscal Year
City Name:
Palo
2015
Project Name
Amount of
Issue
Date Certified
to County
Auditor
Principal
Due FY
2015
Interest
Due FY
2015
Bond Reg/Other
Fees Due FY
2015
Total Obligation
Due FY
2015
Paid from Funds
OTHER THAN Current
Year Property Taxes
Amount Paid by
Current Year
Debt Service Levy
(A)
(B)
(C)
(D)
+(E)
+(F)
=(G)
-(H)
=(I)
(1)SRF SEWER REVENUE BOND SERIES 2007
GO CORP PURPOSE & REFUNDING BOND
(2)2012
3,000,00012/2007
81,000
88,500
7,400
176,900
176,900
0
1,815,0005/2012
120,000
41,380
500
161,880
108,335
53,545
(3)
0
0
(4)
0
0
(5)
0
0
(6)
0
0
(7)
0
0
(8)
0
0
(9)
0
0
(10)
0
0
(11)
0
0
(12)
0
0
(13)
0
0
(14)
0
0
(15)
0
0
(16)
0
0
(17)
0
0
(18)
0
0
(19)
0
0
(20)
0
0
(21)
0
0
(22)
0
0
(23)
0
0
(24)
0
0
(25)
0
0
(26)
0
0
(27)
0
0
(28)
0
0
(29)
0
0
(30)
0
TOTALS
201,000
129,880
7,900
338,780
0
285,235
53,545
Capital Projects



Construction/building projects
TIF capital projects (or as
Special Revenue fund type)
Capital Equipment (now allowed
in this area as per GASB 54)
Business
Activities/Enterprises





Water
Sewer/wastewater
Landfill/garbage
Cable TV/Internet
Storm sewer
The Types of Funds






General
Special revenue- LOST, RUT,
TIF, employee benefit levies
Debt service
Capital projects
Permanent
Enterprise

Non-budgeted funds (internal service)
Budget Form Tips




Do in correct order
Print & copy – 11”x17” sheet
Complete & balance on paper
Click on “save” often
Budget Form 631 E P1
CITY OF
Form 631 E P1
Palo
Department of Management
RE-ESTIMATED EXPENDITURES SCHEDULE PAGE 1
RE-ESTIMATED Fiscal Year Ending
2014
Fiscal Years
TIF
GOVERNMENT ACTIVITIES
(A)
(B)
SPECIAL
SPECIAL
DEBT
CAPITAL
RE-ESTIMATED
ACTUAL
GENERAL
REVENUE
REVENUES
SERVICE
PROJECTS
PERMANENT
PROPRIETARY
2014
2013
(C)
(D)
(E)
(F)
(G)
(H)
(I)
(J)
(K)
PUBLIC SAFETY
Police Department/Crime Prevention
1
Jail
2
Emergency Management
3
Flood Control
4
Fire Department
5
Ambulance
6
Building Inspections
7
Miscellaneous Protective Services
8
Animal Control
9
Other Public Safety
32,300
32,300
6,200
6,200
21,057
0
145,272
24,600
24,600
27,113
1,800
1,800
0
11
1,089
0
1,500
10
TOTAL (lines 1 - 10)
31,846
0
66,400
0
0
0
1,500
260
0
9,335
66,400
235,972
136,500
93,348
PUBLIC WORKS
Roads, Bridges, & Sidewalks
12
Parking - Meter and Off-Street
13
Street Lighting
14
Traffic Control and Safety
15
Snow Removal
16
Highway Engineering
17
0
Street Cleaning
18
0
Airport
(if not Enterprise)
19
Garbage
(if not Enterprise)
20
Other Public Works
TOTAL (lines 12 - 21)
136,500
0
10,000
10,000
20,000
8,400
8,400
16,297
0
45,000
45,000
21
22
9,335
0
46,151
0
55,000
154,900
0
0
209,900
165,131
HEALTH & SOCIAL SERVICES
Welfare Assistance
23
0
City Hospital
24
0
Payments to Private Hospitals
25
0
Health Regulation and Inspection
26
0
Water, Air, and Mosquito Control
27
0
Community Mental Health
28
0
Other Health and Social Services
29
TOTAL (lines 23 - 29)
0
30
0
0
0
0
0
0
Library Services
31
22,000
Museum, Band and Theater
32
22,000
350
Parks
33
57,000
9,215
66,215
Recreation
34
7,500
1,000
8,500
Cemetery
35
Community Center, Zoo, & Marina
36
Other Culture and Recreation
37
CULTURE & RECREATION
TOTAL (lines 31 - 37)
38
0
117,782
5,971
0
64,000
6,702
150,500
16,917
70,702
82,773
0
0
0
167,417
206,876
Budget Form 631 E P2
CITY OF
Form 631 E P2
Palo
Department of Management
RE-ESTIMATED EXPENDITURES
SCHEDULE PAGE 2
RE-ESTIMATED
Fiscal Year Ending
2014
Fiscal Years
TIF
GOVERNMENT ACTIVITIES CONT.
(A)
(B)
SPECIAL
SPECIAL
DEBT
CAPITAL
GENERAL
REVENUES
REVENUES
SERVICE
PROJECTS
PERMANENT
(C)
(D)
(E)
(F)
(G)
(H)
RE-ESTIMATED
ACTUAL
PROPRIETARY
2014
2013
(I)
(J)
(K)
COMMUNITY & ECONOMIC DEVELOPMENT
Community Beautification
39
Economic Development
40
Housing and Urban Renewal
41
Planning & Zoning
42
Other Com & Econ Development
43
38,830
500
38,830
78
578
356
0
1,500
1,500
320
0
44
45
2,000
38,908
40,908
676
Mayor, Council, & City Manager
TOTAL (lines 39 - 44)
46
6,000
650
0
0
6,650
3,342
Clerk, Treasurer, & Finance Adm.
47
155,100
23,850
178,950
160,633
Elections
48
3,500
3,500
Legal Services & City Attorney
49
25,000
25,000
16,085
City Hall & General Buildings
50
13,000
13,000
8,122
Tort Liability
51
Other General Government
52
12,000
53
214,600
54
499,400
GENERAL GOVERNMENT
TOTAL (lines 46 - 52)
DEBT SERVICE
Gov Capital Projects
TIF Capital Projects
TOTAL CAPITAL PROJECTS
0
24,500
0
0
82,198
12,000
4,911
239,100
193,093
581,598
55
943,983
0
56
1,930,700
57
0
0
0
58
987,900
235,225
0
1,930,700
2,703,709
1,930,700
0
1,930,700
2,703,709
1,930,700
0
3,236,023
4,449,440
TOTAL Governmental Activities Expenditures
(lines 11+22+30+38+44+52+53+54)
82,198
BUSINESS TYPE ACTIVITIES
Proprietary: Enterprise & Budgeted ISF
Water Utility
59
99,895
99,895
60,345
Sewer Utility
60
262,725
262,725
231,498
Electric Utility
61
0
Gas Utility
62
0
Airport
63
0
Landfill/Garbage
64
0
Transit
65
0
Cable TV, Internet & Telephone
66
0
Housing Authority
67
0
Storm Water Utility
68
0
Other Business Type (city hosp., ISF, parking, etc.)
69
0
Enterprise DEBT SERVICE
70
0
Enterprise CAPITAL PROJECTS
71
0
Enterprise TIF CAPITAL PROJECTS
TOTAL BUSINESS TYPE EXPENDITURES (lines 56 - 68)
TOTAL ALL EXPENDITURES (lines 58+74)
72
0
73
74
987,900
235,225
Transfers Out
75
30,000
115,000
Internal TIF Loan Transfers Out
76
Regular
Total ALL Transfers Out
0
82,198
1,930,700
0
0
0
362,620
362,620
291,843
362,620
3,598,643
4,741,283
0
145,000
690,196
113,568
113,568
65,543
77
30,000
115,000
113,568
0
0
0
0
258,568
755,739
Total Expenditures and Other Fin Uses (lines 73+74)
78
1,017,900
350,225
113,568
82,198
1,930,700
0
362,620
3,857,211
5,497,022
Ending Fund Balance June 30
79
26,920
107,919
191,050
54,176
11,244
0
353,165
744,474
671,489
THE USE OF THE CONTINUING APPROPRIATION IS VOLUNTARY. SUCH EXPENDITURES DO NOT REQUIRE AN AMENDMENT. HOWEVER THE ORIGINAL AMOUNT OF THE CAPITAL PROJECT
MUST HAVE APPEARED ON A PREVIOUS YEAR'S BUDGET TO OBTAIN THE SPENDING AUTHORITY. THE CONTINUING APPROPRIATION CAN NOT BE FOR A YEAR PRIOR TO THE ACTUAL YEAR.
CONTINUING APPROPRIATIONS END WITH THE ACTUAL YEAR. SEE INSTRUCTIONS.
Budget Form 631 A P1
CITY OF
Form 631 A P1
Palo
Department of Management
EXPENDITURES SCHEDULE PAGE 1
Fiscal Year Ending
2015
Fiscal Years
TIF
GOVERNMENT ACTIVITIES
(A)
(B)
SPECIAL
SPECIAL
DEBT
CAPITAL
BUDGET
RE-ESTIMATED
ACTUAL
GENERAL
REVENUES
REVENUES
SERVICE
PROJECTS
PERMANENT
PROPRIETARY
2015
2014
2013
(C)
(D)
(E)
(F)
(G)
(H)
(I)
(J)
(K)
(L)
PUBLIC SAFETY
Police Department/Crime Prevention
1
Jail
2
Emergency Management
3
Flood Control
4
Fire Department
5
Ambulance
6
Building Inspections
7
Miscellaneous Protective Services
8
Animal Control
9
Other Public Safety
33,400
3,950
1,050
33,400
32,300
0
0
31,846
0
5,000
6,200
21,057
0
0
145,272
26,000
26,000
24,600
27,113
0
0
0
1,200
1,200
1,800
1,089
0
0
0
700
1,500
260
700
0
0
9,335
66,300
66,400
235,972
131,500
136,500
93,348
0
0
0
20,000
20,000
20,000
9,335
0
0
0
11,000
16,000
8,400
16,297
0
0
0
18
0
0
0
(if not Enterprise)
19
0
0
0
(if not Enterprise)
20
47,000
45,000
46,151
TOTAL (lines 1 - 10)
10
11
65,250
1,050
Roads, Bridges, & Sidewalks
12
23,380
108,120
Parking - Meter and Off-Street
13
Street Lighting
14
Traffic Control and Safety
15
Snow Removal
16
Highway Engineering
17
Street Cleaning
Airport
Garbage
0
0
PUBLIC WORKS
Other Public Works
TOTAL (lines 12 - 21)
5,000
47,000
21
65,000
22
140,380
139,120
0
0
65,000
0
0
279,500
209,900
165,131
HEALTH & SOCIAL SERVICES
Welfare Assistance
23
0
0
0
City Hospital
24
0
0
0
Payments to Private Hospitals
25
0
0
0
Health Regulation and Inspection
26
0
0
0
Water, Air, and Mosquito Control
27
0
0
0
Community Mental Health
28
0
0
0
Other Health and Social Services
29
0
0
0
0
0
0
2,000
22,000
TOTAL (lines 23 - 29)
30
0
0
0
0
CULTURE & RECREATION
Library Services
31
Museum, Band and Theater
32
Parks
33
Recreation
34
Cemetery
35
Community Center, Zoo, & Marina
36
Other Culture and Recreation
37
TOTAL (lines 31 - 37)
38
2,000
350
0
0
0
39,450
65,550
66,215
117,782
6,000
6,000
8,500
5,971
0
0
0
27,800
44,200
72,000
70,702
82,773
55,900
89,650
26,100
0
0
0
0
0
145,550
167,417
206,876
Budget Form 631 A P2
CITY OF
Form 631 A P2
Palo
Department of Management
EXPENDITURES SCHEDULE PAGE 2
Fiscal Year Ending
2015
Fiscal Years
TIF
GOVERNMENT ACTIVITIES CONT.
(A)
(B)
SPECIAL
SPECIAL
DEBT
CAPITAL
BUDGET
RE-ESTIMATED
ACTUAL
GENERAL
REVENUES
REVENUES
SERVICE
PROJECTS
PERMANENT
PROPRIETARY
2015
2014
2013
(C)
(D)
(E)
(F)
(G)
(H)
(I)
(J)
(K)
(L)
COMMUNITY & ECONOMIC DEVELOPMENT
Community Beautification
39
Economic Development
40
Housing and Urban Renewal
41
Planning & Zoning
42
Other Com & Econ Development
43
510
2,000
2,000
38,830
0
90
600
578
356
0
0
0
1,400
1,500
320
1,400
0
0
0
4,000
40,908
676
44
TOTAL (lines 39 - 44)
45
1,910
2,090
0
0
GENERAL GOVERNMENT
Mayor, Council, & City Manager
46
4,290
710
5,000
6,650
3,342
Clerk, Treasurer, & Finance Adm.
47
166,850
25,150
192,000
178,950
160,633
Elections
48
0
3,500
0
Legal Services & City Attorney
49
18,000
18,000
25,000
16,085
City Hall & General Buildings
50
13,000
13,000
13,000
8,122
Tort Liability
51
Other General Government
52
TOTAL (lines 46 - 52)
53
DEBT SERVICE
12,000
202,140
37,860
0
0
161,880
0
0
12,000
4,911
240,000
239,100
193,093
161,880
581,598
Gov Capital Projects
55
550,000
550,000
0
0
TIF Capital Projects
56
82,570
82,570
1,930,700
2,703,709
TOTAL CAPITAL PROJECTS
54
0
12,000
57
0
0
0
58
465,580
269,770
0
943,983
632,570
0
632,570
1,930,700
2,703,709
632,570
0
1,529,800
3,236,023
4,449,440
TOTAL Government Activities Expenditures
(lines 11+22+30+38+45+53+54+57)
161,880
BUSINESS TYPE ACTIVITIES
Proprietary: Enterprise & Budgeted ISF
Water Utility
59
110,000
110,000
99,895
60,345
Sewer Utility
60
336,000
336,000
262,725
231,498
Electric Utility
61
0
0
0
Gas Utility
62
0
0
0
Airport
63
0
0
0
Landfill/Garbage
64
0
0
0
Transit
65
0
0
0
Cable TV, Internet & Telephone
66
0
0
0
Housing Authority
67
0
0
0
Storm Water Utility
68
0
0
0
Other Business Type (city hosp., ISF, parking, etc.)
69
0
0
0
Enterprise DEBT SERVICE
70
0
0
0
Enterprise CAPITAL PROJECTS
71
0
0
0
Enterprise TIF CAPITAL PROJECTS
72
0
0
0
TOTAL Business Type Expenditures (lines 59 - 73)
73
446,000
446,000
362,620
291,843
TOTAL ALL EXPENDITURES (lines 58+74)
74
446,000
1,975,800
Regular Transfers Out
Internal TIF Loan / Repayment
Total ALL Transfers Out
Total Expenditures & Fund Transfers Out
Ending Fund Balance June 30
465,580
269,770
0
161,880
632,570
0
75
Transfers Out
(lines 75+78)
76
189,900
3,598,643
4,741,283
0
145,000
690,196
189,900
113,568
65,543
77
0
0
189,900
0
0
0
0
189,900
258,568
755,739
78
465,580
269,770
189,900
161,880
632,570
0
446,000
2,165,700
3,857,211
5,497,022
79
22,385
116,732
191,050
54,554
9,039
0
353,165
746,925
744,474
671,489
* A continuing appropriation is the unexpended budgeted amount from a prior year's capital project. The entry is made on the Con Approps page that must accompany the budget forms if used. SEE INSTRUCTIONS FOR USE.
Municipal Expenditures





Personal services – salary &
benefits & related expenses
Services & commodities
Capital outlay
Debt payment & interest
Transfers
The Budget Numbering
System (City Clerk’s
Handbook)


Revenues –fund, function, type
& source
Expenditures – fund, function &
object
Sources of Information

Estimating Expenditures
City department heads
 City staff & finance officer
 Previous fiscal year data
 City audit reports
 Iowa League of Cities –budget
report
 Utility Providers

More Sources of Information

Estimating Expenditures (con’t)
Insurance agents
 Vendors and suppliers
 Consumer price index

More Sources of Information

Estimating Expenditures (con’t)

Existing contracts (union
contracts, maintenance
agreements, leases, township and
other 28E agreements)
Sources of Information

Estimating Revenues
County auditor –taxes & TIF
 Iowa League of Cities – budget
report
 City department heads
 City finance officer/treasurer
 Previous fiscal year

Budget Form 631 D
CITY OF
Form 631.D
Palo
Department of Management
RE-ESTIMATED REVENUES DETAIL
RE-ESTIMATED Fiscal Year Ending
2014
Fiscal Years
TIF
(A)
(B)
SPECIAL
SPECIAL
DEBT
CAPITAL
RE-ESTIMATED
ACTUAL
GENERAL
REVENUES
REVENUES
SERVICE
PROJECTS
PERMANENT
PROPRIETARY
2014
2013
(C)
(D)
(E)
(F)
(G)
(H)
(I)
(J)
(K)
REVENUES & OTHER FINANCING SOURCES
Taxes Levied on Property
1
Less: Uncollected Property Taxes - Levy Year
2
Net Current Property Taxes (line 1 minus line 2)
3
Delinquent Property Taxes
4
TIF Revenues
5
266,692
23,050
81,041
266,692
23,050
81,041
370,783
338,560
0
0
370,783
338,560
0
113,568
113,568
169,401
5,691
1,913
Other City Taxes:
Utility Tax Replacement Excise Taxes
6
Utility francise tax
7
0
8
0
9
0
(Iowa Code Chapter 364.2)
Parimutuel wager tax
Gaming wager tax
Mobile Home Taxes
10
Hotel/Motel Taxes
11
Other Local Option Taxes
12
Subtotal - Other City Taxes (lines 6 thru 12)
13
4,172
362
1,157
0
0
115,000
4,172
115,362
1,157
0
115,000
116,260
120,691
118,173
1,349
Licenses & Permits
14
1,525
1,525
Use of Money & Property
15
16,050
16,050
8,977
1,750,000
1,925,761
2,659,031
99,000
98,256
300,000
450,000
Intergovernmental:
Federal Grants & Reimbursements
16
Road Use Taxes
17
Other State Grants & Reimbursements
18
Local Grants & Reimbursements
19
Subtotal - Intergovernmental (lines 16 thru 19)
20
150,000
25,761
99,000
150,000
300,000
124,761
0
0
2,050,000
44,037
0
105,042
0
2,474,761
2,906,366
Charges for Fees & Service:
Water Utility
21
106,000
106,000
74,839
Sewer Utility
22
332,600
332,600
344,979
Electric Utility
23
0
Gas Utility
24
0
Parking
25
Airport
26
Landfill/Garbage
27
Hospital
28
0
Transit
29
0
Cable TV, Internet & Telephone
30
0
Housing Authority
31
Storm Water Utility
32
Other Fees & Charges for Service
33
600
34
53,100
Subtotal - Charges for Service (lines 21 thru 33)
Special Assessments
35
Miscellaneous
36
0
0
52,500
52,500
52,210
0
0
0
0
0
0
600
1,805
438,600
491,700
473,833
0
82,550
25,654
145,000
690,196
0
82,550
Other Financing Sources:
37
82,000
Internal TIF Loan Transfers In
38
113,568
Subtotal ALL Operating Transfers In
Regular Operating Transfers In
39
195,568
Proceeds of Debt
40
(Excluding TIF Internal Borrowing)
Proceeds of Capital Asset Sales
Subtotal-Other Financing Sources
63,000
63,000
0
0
0
0
0
65,543
258,568
755,739
0
41
(lines 36 thru 38)
113,568
0
42
195,568
63,000
0
0
0
0
0
258,568
755,739
43
919,657
326,173
113,568
82,198
2,050,000
0
438,600
3,930,196
4,798,052
44
125,163
131,971
191,050
54,176
-108,056
0
277,185
671,489
1,370,459
45
1,044,820
458,144
304,618
136,374
1,941,944
0
715,785
4,601,685
6,168,511
Total Revenues except for beginning fund balance
(lines 3, 4, 5, 12, 13, 14, 19, 33, 34, 35, & 39)
Beginning Fund Balance July 1
TOTAL REVENUES & BEGIN BALANCE
(lines 41+42)
Budget Form 631 B
CITY OF
Form 631 B
Palo
Department of Management
The last two columns will fill in once the Re-Est forms are
completed
REVENUES DETAIL
Fiscal Year Ending
2015
Fiscal Years
TIF
(A)
(B)
SPECIAL
SPECIAL
DEBT
CAPITAL
GENERAL
REVENUES
REVENUES
SERVICE
PROJECTS
PERMANENT
(C)
(D)
(E)
(F)
(G)
(H)
BUDGET
RE-ESTIMATED
ACTUAL
PROPRIETARY
2015
2014
2013
(I)
(J)
(K)
(L)
REVENUES & OTHER FINANCING SOURCES
Taxes Levied on Property
1
Less: Uncollected Property Taxes - Levy Year
2
Net Current Property Taxes (line 1 minus line 2)
3
Delinquent Property Taxes
4
TIF Revenues
5
299,704
60,331
52,826
0
412,861
0
0
0
299,704
60,331
52,826
0
412,861
370,783
338,560
189,900
370,783
338,560
0
0
0
189,900
113,568
169,401
Other City Taxes:
Utility Tax Replacement Excise Taxes
6
Utility franchise tax
6,382
5,691
1,913
7
0
0
0
Parimutuel wager tax
8
0
0
0
Gaming wager tax
9
0
0
0
Mobile Home Taxes
10
0
0
0
Hotel/Motel Taxes
11
0
0
0
Other Local Option Taxes
12
117,000
115,000
116,260
123,382
120,691
118,173
1,349
(Iowa Code Chapter 364.2)
Subtotal - Other City Taxes (lines 6 thru 12)
13
4,711
952
719
0
117,000
4,711
117,952
719
0
Licenses & Permits
14
1,400
1,400
1,525
Use of Money & Property
15
16,000
16,000
16,050
8,977
0
1,925,761
2,659,031
Intergovernmental:
Federal Grants & Reimbursements
16
Road Use Taxes
17
Other State Grants & Reimbursements
18
Local Grants & Reimbursements
19
Subtotal - Intergovernmental (lines 16 thru 19)
20
100,000
1,772
1,772
300
100,300
0
0
378
378
0
100,000
99,000
2,450
450,000
44,037
0
0
105,042
0
102,450
2,474,761
2,906,366
0
0
98,256
Charges for Fees & Service:
Water Utility
21
110,000
110,000
106,000
74,839
Sewer Utility
22
336,000
336,000
332,600
344,979
Electric Utility
23
0
0
0
Gas Utility
24
0
0
0
Parking
25
0
0
Airport
26
Landfill/Garbage
27
Hospital
0
0
0
0
55,000
52,500
52,210
28
0
0
0
Transit
29
0
0
0
Cable TV, Internet & Telephone
30
0
0
0
Housing Authority
31
0
0
0
Storm Water Utility
32
0
0
0
Other Fees & Charges for Service
33
600
600
600
1,805
34
55,600
501,600
491,700
473,833
Subtotal - Charges for Service (lines 21 thru 33)
Special Assessments
35
Miscellaneous
36
55,000
0
0
0
0
446,000
0
0
0
298,800
315,658
82,550
25,654
0
145,000
690,196
108,335
81,565
189,900
113,568
65,543
81,565
189,900
258,568
755,739
16,858
Other Financing Sources:
Regular Operating Transfers In
37
Internal TIF Loan Transfers In
38
Subtotal ALL Operating Transfers In
39
0
Proceeds of Debt (Excluding TIF Internal Borrowing)
40
65,000
Proceeds of Capital Asset Sales
41
Subtotal-Other Financing Sources
(lines 38 thru 40)
0
0
108,335
0
0
250,000
315,000
0
0
0
0
0
42
65,000
0
0
108,335
331,565
0
0
504,900
258,568
755,739
43
461,045
278,583
189,900
162,258
630,365
0
446,000
2,168,151
3,930,196
4,798,052
44
26,920
107,919
191,050
54,176
11,244
0
353,165
744,474
671,489
1,370,459
45
487,965
386,502
380,950
216,434
641,609
0
799,165
2,912,625
4,601,685
6,168,511
Total Revenues except for beginning fund balance
(lines 3, 4, 5, 13, 14, 15, 20, 34, 35, 36, & 41)
Beginning Fund Balance July 1
TOTAL REVENUES & BEGIN BALANCE
(lines 42+43)
Property Tax Systems



County Assessor – Valuations
State Rollback
Taxable Valuations
Property Tax Systems




County Auditor – Role
Tax Levies – City, School, and
County
Value x Levy = Tax Dollars
Levy – Per $1,000 of Value
Property Tax Levies

Regular – general fund levy:
$8.10 limit

Non-voted permissible levies
Liability, property & self insurance
 Local Emergency Management

Property Tax Levies

Voted permissible levies
Public library support
 Bands, vocal
 CIP Levy

Property Tax Levies (con’t)


Ag Levy – $3.00375 Limit
Special revenue levies
Emergency – (if at $8.10)
 Police & fire retirement (411)
 FICA & IPERS
 Employee benefits (as defined by
Administrative Rules)

Property Tax Levies (con’t)



SSMID
Debt service levy
Capital project levy (voter
approved)
Budget Form 635.1
Save your budget file before clicking on
Submit
>
Aug-13
If you are connected to the INTERNET, verify your Property Valuations by lefting click the
appropriate link at right. You may also subit
SUBMIT THE CITY BUDGET
CHECK CITY VALUATIONS
Taxable Valuations by levy authority
Form 635.1
Department of Management
1
Adoption of Budget and Certification of City Taxes
57-549
False False
FISCAL YEAR BEGINNING JULY 1, 2014 - ENDING JUNE 30, 2015
The City of:
Palo
County Name:
Date Budget Adopted:
LINN
3/17/2014
(Date) xx/xx/xx
At a meeting of the City Council, held after the public hearing as required by law, as specified above, the proposed budget w as adopted as summarized and attached hereto, and tax levies, as itemized
below, were approved for all taxable property of this City. There is attached a Long Term Debt Schedule Form 703 for the debt service needs, if any.
319-851-2731
Telephone Number
Signature
January 1, 2013 Property Valuations
County Auditor Date Stamp
Last Official Census
With Gas & Electric
Without Gas & Electric
Regular
2a
31,530,6812b
31,040,642
DEBT SERVICE
3a
36,500,6013b
36,010,562
Ag Land
4a
1,026
438,380
TAXES LEVIED
Code
Dollar
Sec.
Limit
384.1
8.10000
Purpose
Regular General levy
5
12(6)
Contract for use of Bridge
Opr & Maint publicly owned Transit
Rent, Ins. Maint of Civic Center
Amt Nec
Opr & Maint of City owned Civic Center
0.13500
Planning a Sanitary Disposal Project
0.06750
Aviation Authority (under sec.330A.15)
0.27000
Levee Impr. fund in special charter city
0.06750
Liability, property & self insurance costs
Amt Nec
Support of a Local Emerg.Mgmt.Comm.
Amt Nec
Voted Other Permissible Levies
Instrumental/Vocal Music Groups
0.13500
Memorial Building
0.81000
Symphony Orchestra
0.13500
Cultural & Scientific Facilities
0.27000
County Bridge
As Voted
Missi or Missouri River Bridge Const.
1.35000
12(9)
0.03375
12(17)
0.20500
12(19)
1.00000
12(21)
0.27000
28E.22
1.50000
384.1
3.00375
12(8)
0.67500
6
12(10)
0.95000
7
12(12)
12(13)
12(14)
12(16)
12(18)
12(22)
(384)
12(1)
12(2)
12(3)
12(4)
12(5)
(B)
Property Taxes
Utility Replacement
Levied
255,399
(C)
Rate
251,429
8.10000
43
Non-Voted Other Permissible Levies
(384)
12(11)
(A)
Request with
Aid to a Transit Company
Maintain Institution received by gift/devise
City Emergency Medical District
Support Public Library
Unified Law Enforcement
9
11
13
14
47,700
462
0
0
0
0
0
0
15
16
17
18
19
20
0
0
0
21
22
463
0
0
23
24
Total General Fund Regular Levies (5 thru 24)
Ag Land
Total General Fund Tax Levies
8
10
(25 + 26)
0
0
0
0
0
0
0
46,959
0
26
303,099
1,316
298,388
1,316
27
304,415
299,704
25
0
0
0
0
0
0
0
1.51281
0
44
45
46
47
48
49
51
52
465
0
0
0
0
0
0
53
54
55
56
57
58
0
0
0
59
60
466
0
0
61
62
3.00196
63
Do Not Add
Budget Form 635.1 (bottom)
Special Revenue Levies
384.8
0.27000
Emergency (if general fund at levy limit)
28
384.6
Amt Nec
Police & Fire Retirement
29
Amt Nec
FICA & IPERS (if general fund at levy limit)
30
Other Employee Benefits
Rules
Amt Nec
Total Employee Benefit Levies
Sub Total Special Revenue Levies
8,513
8,381
64
0.27000
0
0
27,870
27,437
0.88391
31
24,900
24,513
(29,30,31)
32
52,770
51,950
(28+32)
33
61,283
60,331
0.78971
65
1.67361
Valuation
386
With Gas & Elec
As Req
Without Gas & Elec
SSMID 1
(A)
(B)
34
0
66
0
SSMID 2
(A)
(B)
35
0
67
0
36
0
68
0
SSMID 3
(A)
(B)
SSMID 4
(A)
(B)
37
0
69
0
SSMID 5
(A)
(B)
555
0
565
0
0
566
0
SSMID 6
(A)
(B)
556
SSMID 7
(A)
(B)
1177
0
0
39
61,283
60,331
76.10(6)
40
53,545
(Capital Improv. Reserve)
41
Total Special Revenue Levies
384.4
Amt Nec
Debt Service Levy
384.7
0.67500
Capital Projects
Total Property Taxes
0
38
Total SSMID
(27+39+40+41)
42
419,243
0
Do Not Add
40
52,826
70
1.46696
41
0
71
0
42
412,861
72
13.02338
COUNTY AUDITOR - I certify the budget is in compliance with ALL the following:
Budgets that DO NOT meet ALL the criteria below are not statutorily compliant & must be returned to the city for correction.
1)
The prescribed Notice of Public Hearing Budget Estimate (Form 631.1) was lawfully published, or posted if applicable, and notarized, filed proof was evidenced.
2)
Budget hearing notices were published or posted not less than 10 days, nor more than 20 days, prior to the budget hearing.
3)
Adopted property taxes do not exceed published or posted amounts.
4)
Adopted expenditures do not exceed published or posted amounts in each of the nine program areas, or in total.
5)
The budget file uploaded to the SUBMIT Area matched the paper copy certified by the city to this office.
( County Auditor )
Commercial Property Taxes




New State Rollback
State Backfill Plan
New Budget Form
Long Term Impact
CHECK CITY VALUATIONS
Taxable
Valuations By Class By Levy Authority
Commercial & Industrial Replacement Claim Estimation
This sheet has been designed to allow each city to estimate the amount of property tax reimbursement that will be received from the State for each fund.
The City of
Palo
(A)
(B)
(C)
(D)
Commercial - Non-TIF
Commerical - TIF
Industrial - Non-TIF
Industrial - TIF
1
Taxable
3,406,409
1,484,096
0
0
2
Assessed
3,585,694
1,562,206
0
0
REPLACEMENT $
FILLS TO:
3
General Fund
$1,772REVENUES, LINE 18, COL (C)
4
Special Fund
$300REVENUES, LINE 18, COL (D)
5
Debt Fund
$378REVENUES, LINE 18, COL (F)
* Please input the amount of revenue being received from State of Iowa sources in the form of grants or reimbursements below.
Separate the revenues by fund receiving the money. The information below will flow to REVENUES line 18.
Other State Grants & Reimbursements
18
(A)
(B)
(C)
(D)
(E)
(F)
General
Special Revenue
TIF Sp. Revenue
Debt Service
Capital Projects
Proprietary
Fund Balance Reminders



Council Resolution
Check audit reports
Annual financial report
Budget Form FBW
Form FBW
Department of Management
Palo
Fund Balance Worksheet for City of
Total
TIF
General
(1)
(A)
*Annual Report FY
Special Rev
(B)
Grand
Special Rev
Debt Serv
Capt Proj
Permanent
Government
Proprietary
Total
(C)
(D)
(E)
(G)
(H)
(I)
(J)
2013
(pg 5, line 134) *
1
738,521
302,198
87,142
30,650
62,738
1,221,249
149,210
1,370,459
Actual Revenues Except Beg Bal (pg 5, line 132) *
2
933,513
595,624
234,994
81,188
2,532,915
4,378,234
419,818
4,798,052
Actual Expenditures Except End Bal (pg 12, line 259) *
3
1,546,871
765,851
131,086
57,662
2,703,709
5,205,179
291,843
5,497,022
4
125,163
131,971
191,050
54,176
-108,056
394,304
277,185
671,489
Beginning Fund Balance July 1
Ending Fund Balance June 30
(pg 12, line 261) *
General
(2)
** Re-Estimated FY
Spec Rev
TIF
Special Rev
Debt Serv
Capt Proj
0
Permanent
Tot Govt
Proprietary
Grand Total
2014
Beginning Fund Balance
5
125,163
131,971
191,050
54,176
-108,056
0
394,304
277,185
671,489
Re-Est Revenues
6
919,657
326,173
113,568
82,198
2,050,000
0
3,491,596
438,600
3,930,196
Re-Est Expenditures
7
1,017,900
350,225
113,568
82,198
1,930,700
0
3,494,591
362,620
3,857,211
Ending Fund Balance
8
26,920
107,919
191,050
54,176
11,244
0
391,309
353,165
744,474
General
(3)
**
Budget FY
Spec Rev
TIF
Special Rev
Debt Serv
Capt Proj
Permanent
Tot Govt
Proprietary
Grand Total
2015
Beginning Fund Balance
9
26,920
107,919
191,050
54,176
11,244
0
391,309
353,165
744,474
Revenues
10
461,045
278,583
189,900
162,258
630,365
0
1,722,151
446,000
2,168,151
Expenditures
11
465,580
269,770
189,900
161,880
632,570
0
1,719,700
446,000
2,165,700
Ending Fund Balance
12
22,385
116,732
191,050
54,554
9,039
0
393,760
353,165
746,925
*
The figures in section (1) are taken from FORM F-66(IA-2)
**
The remaining two sections are filled in by the software once ALL worksheets are completed.
STATE OF IOWA FINANCIAL REPORT FOR FISCAL YEAR ENDED JUNE 30,
2013
IF THE CITY HAS AN ACTIVE TIF, enter the Beginning Fund Balance for the TIF Special Revenue Fund for the ACTUAL YEAR.
AN ACTIVE TIF IS ONE FOR WHICH YOU ARE CERTIFYING DEBT TO THE COUNTY AUDITOR AND RECEIVING ANNUAL TIF REVENUES IF GENERATED.
The “Fine Art” of Balancing
the Budget




Reduce expenditures
Increase revenues
Spend down cash resources
City staff recommendations
The “Fine Art” of Balancing
the Budget



City Council – ranking
City Council – final decision
The appeal process - $8.10

Watch calendar requirements for appeal
The Public Hearing Process




Budget forms completed
Prepare notice of public hearing
& budget estimate
Publication 10/20 day rule
Copies available – 20 days prior
to the hearing
Budget Form 631.1
Form 631.1
Department of Management
NOTICE OF PUBLIC HEARING
BUDGET ESTIMATE
FISCAL YEAR BEGINNING JULY 1, 2014 - ENDING JUNE 30, 2015
Palo
City of
, Iowa
The City Council will conduct a public hearing on the proposed Budget at
on
Palo City Hall
3/17/2014
at
6:30 p.m.
(Date) xx/xx/xx
.
(hour)
The Budget Estimate Summary of proposed receipts and expenditures is shown below.
Copies of the the detailed proposed Budget may be obtained or viewed at the offices of the Mayor,
City Clerk, and at the Library.
The estimated Total tax levy rate per $1000 valuation on regular property . . . . . . . . . . $
The estimated tax levy rate per $1000 valuation on Agricultural land is
13.02338
.. .........$
3.00196
At the public hearing, any resident or taxpayer may present objections to, or arguments in favor of, any part
of the proposed budget.
319-851-2731
Jenny Jellison
phone number
City Clerk/Finance Officer's NAME
Budget FY
Re-estimated FY
Actual FY
2015
2014
2013
(a)
(b)
(c)
Revenues & Other Financing Sources
Taxes Levied on Property
1
412,861
370,783
Less: Uncollected Property Taxes-Levy Year
2
0
0
0
3
4
5
6
7
8
9
10
11
12
13
412,861
0
189,900
123,382
1,400
16,000
102,450
501,600
0
315,658
504,900
370,783
0
113,568
120,691
1,525
16,050
2,474,761
491,700
0
82,550
258,568
338,560
0
169,401
118,173
1,349
8,977
2,906,366
473,833
0
25,654
755,739
2,168,151
3,930,196
4,798,052
15
16
17
18
66,300
279,500
0
145,550
66,400
209,900
0
167,417
235,972
165,131
0
206,876
19
20
21
22
4,000
240,000
161,880
632,570
40,908
239,100
581,598
1,930,700
676
193,093
943,983
2,703,709
Net Current Property Taxes
Delinquent Property Taxes
TIF Revenues
Other City Taxes
Licenses & Permits
Use of Money and Property
Intergovernmental
Charges for Fees & Service
Special Assessments
Miscellaneous
Other Financing Sources
14
Total Revenues and Other Sources
338,560
Expenditures & Other Financing Uses
Public Safety
Public Works
Health and Social Services
Culture and Recreation
Community and Economic Development
General Government
Debt Service
Capital Projects
Total Government Activities Expenditures
Business Type / Enterprises
23
24
Total ALL Expenditures
Transfers Out
1,529,800
446,000
3,236,023
362,620
4,449,440
291,843
25
1,975,800
189,900
3,598,643
258,568
4,741,283
755,739
27
2,165,700
3,857,211
5,497,022
26
Total ALL Expenditures/Transfers Out
Excess Revenues & Other Sources Over
28
(Under) Expenditures/Transfers Out
Beginning Fund Balance July 1
Ending Fund Balance June 30
29
30
2,451
72,985
-698,970
744,474
671,489
1,370,459
746,925
744,474
671,489
Go to the handouts

Two different handouts
1) A completed budget
 2) Line item budget workpapers

Are we done yet? - No


Budget Message
Now we need to make it
understandable.
Are we done yet? - No

Graphs
Summary of various items
 Newsletters
 Public meetings

What kinds of graphs?

Category Graphs
Personnel
 Supplies
 Capital
 Debt


Historical

What does this year look like
compared to prior year(s)
Newsletters



Introductory letter with major
items
What projects will be included in
the next year(s)
Any major changes in
personnel, programs or
facilities?
Budget Form 635 2A
Form 635.2A
CITY OF
Palo
ADOPTED BUDGET SUMMARY
YEAR
ENDED JUNE 30,
Department of Management
2015
Fiscal Years
TIF
(A)
(B)
SPECIAL
SPECIAL
DEBT
CAPITAL
BUDGET
RE-ESTIMATED
ACTUAL
GENERAL
REVENUES
REVENUES
SERVICE
PROJECTS
PERMANENT
PROPRIETARY
2015
2014
2013
(C)
(D)
(E)
(F)
(G)
(H)
(I)
(J)
(K)
(L)
Revenues & Other Financing Sources
Taxes Levied on Property
1
299,704
60,331
52,826
0
412,861
370,783
Less: Uncollected Property Taxes-Levy Year
2
0
0
0
0
0
0
0
3
299,704
60,331
52,826
0
412,861
370,783
338,560
Delinquent Property Taxes
4
0
0
0
0
TIF Revenues
5
Other City Taxes
6
4,711
117,952
Licenses & Permits
7
1,400
0
Use of Money and Property
8
16,000
0
0
0
0
Intergovernmental
9
1,772
100,300
0
378
0
Charges for Fees & Service
10
55,600
0
0
0
Special Assessments
11
0
0
0
0
Miscellaneous
12
16,858
0
0
298,800
13
396,045
278,583
189,900
53,923
Net Current Property Taxes
Sub-Total Revenues
189,900
719
0
338,560
0
0
0
189,900
113,568
169,401
123,382
120,691
118,173
0
1,400
1,525
1,349
0
16,000
16,050
8,977
0
102,450
2,474,761
2,906,366
446,000
501,600
491,700
473,833
0
0
0
0
0
0
315,658
82,550
25,654
298,800
0
446,000
1,663,251
3,671,628
4,042,313
0
0
189,900
258,568
755,739
0
315,000
0
0
0
0
Other Financing Sources:
Total Transfers In
14
0
0
0
108,335
81,565
Proceeds of Debt
15
65,000
0
0
0
250,000
Proceeds of Capital Asset Sales
16
0
0
0
0
0
0
0
0
0
0
Total Revenues and Other Sources
17
461,045
278,583
189,900
162,258
630,365
0
446,000
2,168,151
3,930,196
4,798,052
Expenditures & Other Financing Uses
Public Safety
18
65,250
1,050
0
0
66,300
66,400
235,972
Public Works
19
140,380
139,120
0
0
279,500
209,900
165,131
Health and Social Services
20
0
0
0
0
0
0
0
Culture and Recreation
21
55,900
89,650
0
0
145,550
167,417
206,876
Community and Economic Development
22
1,910
2,090
0
0
4,000
40,908
676
General Government
23
202,140
37,860
0
0
240,000
239,100
193,093
Debt Service
24
0
0
0
Capital Projects
25
0
0
0
Total Government Activities Expenditures
26
465,580
269,770
0
Business Type Proprietray: Enterprise & ISF
27
Total Gov & Bus Type Expenditures
28
Total Transfers Out
29
Total ALL Expenditures/Fund Transfers Out
30
Excess Revenues & Other Sources Over
31
(Under) Expenditures/Transfers Out
32
Beginning Fund Balance July 1
Ending Fund Balance June 30
465,580
269,770
0
0
0
189,900
465,580
269,770
189,900
-4,535
8,813
0
33
26,920
107,919
34
22,385
116,732
161,880
161,880
161,880
0
161,880
581,598
943,983
632,570
0
632,570
1,930,700
2,703,709
632,570
0
4,449,440
1,529,800
3,236,023
446,000
446,000
362,620
291,843
446,000
1,975,800
3,598,643
4,741,283
632,570
0
0
0
0
0
189,900
258,568
755,739
161,880
632,570
0
446,000
2,165,700
3,857,211
5,497,022
378
-2,205
0
0
2,451
72,985
-698,970
191,050
54,176
11,244
0
353,165
744,474
671,489
1,370,459
191,050
54,554
9,039
0
353,165
746,925
744,474
671,489
Finishing up




Certification Resolution
E-filing to DOM
Submission to GFOA?
Take a vacation you deserve it
Finishing up

Then monitor it all year long

Monthly reports to the Council
Actual to budgeted
 Cycles for expenditures and
revenues


The Budget Protest
Budget is the backbone of City
Finance




It is the plan
It is the guide
It is the control
And then there are amendments
Budget Amendments
PRIOR TO EXPENDITURE

Changes
Weather
 Priorities
 Personalities



But it is the law!
Due May 31
Need For Amendments




Expenditures due to grants
Expenses – natural disasters
Sudden increase – fuel,
supplies, utilities
Unforeseen expenses - lawsuit
Budget Amendment Process –
Same Steps




Do the calculations &
projections
Public Notice
Public Hearing
Council Resolution
Resources & Training



Iowa League of Cities- budget
report
Iowa League of Cities – budget
workshop
Iowa Handbook for City Clerks &
Finance Officers –Chapters 7,
11 & 14
Resources & Training (con’t)



Iowa Policy Leaders HandbookChapter 6
Iowa Department of
Management Web site
City clerk’s – nearby
communities and regional
clerk’s meetings
Questions?