HomeMy WebLinkAboutFiscal Year 2013 General Fund Budget Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Anna Rosenberry, Finance Director
Chris Kukulski, City Manager
SUBJECT: Fiscal Year 2013 (FY13) Budget Work Session
General Fund
MEETING DATE: June 11, 2012
AGENDA ITEM TYPE: Work Session
RECOMMENDATION: Listen to staff presentations, ask questions, give direction, as you
see fit.
BACKGROUND: Attached are a Budget Information Sheet and other materials regarding the
General Fund. This information has been prepared to assist us in developing the City’s Final
Budget, and is based on what is contained in the City Manager’s Recommended Budget,
available at http://www.bozeman.net/Departments-(1)/Finance/Budgets-and-Financials.aspx.
Based on feedback during this work session, and the other work sessions held this spring, we
intend to prepare the Final Budget resolution. The hearing for adoption of the Final Budget is
scheduled for June 25, 2012.
The two primary concerns expressed about the General Fund budget this year have been:
1. Anticipated financial impacts of the Mandeville Farm Judgment, and
2. Property Taxes required to support the General Fund this year.
It has been difficult to develop a budget than can both grow the General Fund reserve so that
funds are available for whatever is deemed to be our share of the Mandeville Farm Judgment,
and cut spending/taxation so that tax levy increases are manageable for citizens.
In addition to addressing these items, tonight’s work session is also an opportunity for you to
hear directly from the outside organizations that have requested funding support this year:
Streamline, Road to Home, and the Spay-Neuter Task Force.
Mandeville Farm Judgment: The City’s appeal of the District Court decision was filed in mid-
May. Depending on when the issue is resolved, we will have FY13, FY14, and possibly FY15
to repay the MMIA for our share of the judgment. This judgment is an obligation that can be
paid from the City’s General Fund reserve. How quickly we can re-establish our reserve balance
will have a significant effect on the City’s bond rating (cost to borrow money) and on our annual
budget process (we will need to hold special hearings if budgets do not meet our minimum
reserve level.)
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Recommendation: Be prepared to pay $1,500,000 in FY13 & FY14 to MMIA for the Judgment,
from a combination of FY12 & FY13 unspent budget authority (estimated to be approximately
3% of general fund budget, at each year-end), FY13 Cuts to Capital Projects, and excess in the
SID Revolving Fund.
The Police Station full contract amount will be known in weeks. We would have $750,000
available between FY12 and FY13 budgets. If the contract were closer to our $1M estimate, we
will seek to time excess payments in FY14.
In the scenario where the City does not owe the full $3M to MMIA, this plan would allow us to
add back capital items at the time we know for certain the amount and timing of the judgment
payments.
In recently past years, amounts that went unspent in one fiscal year were allocated for tax cuts or
went to our reserve assigned to Capital Improvement Projects. For our FY12 Financial
Statements and FY13 Budget purposes, we recommend that any General Fund reserve amount
that is not obligated to future tax cuts (Police Vacancy Savings) or carry-over capital projects,
above our Minimum requirement be assigned to the Mandeville Farm settlement.
Property Taxes: The property tax levy proposed by the City Manager’s Recommended budget
was estimated to be an increase of 12.46 mills; costing the median residence an additional $47.00
per year.
With the finalization of the General Obligation Bond refunding, our tax levies for bond
refunding will decrease slightly more than estimated in the CM Recommended Budget levels
(from 8.4 mills to 8.32 mills.) This leaves the potential tax increase at 12.38 mills above FY12
levels.
During the CM Recommended Budget presentation and other various budget work sessions, we
were asked to prepare additional ideas for consideration when adopting the final budget. Items
that are proposed to help fund our FY13 payment of the Mandeville Farm judgment have been
removed from the list below.
Possible Budget Cuts: No. Dept. Item FY13
Amount
Note: Est Mill
Value
General Fund Reserve FY12 Estimate FY13 Budget FY14 Estimate
Fiscal Year Ending Balance 5,321,222.00 4,969,744.00 5,722,464.00 From the FY13 CM Recommended Budget
Mandeville Farm Judgment/Settlement (1,500,000.00) (1,500,000.00) Per our written agreement, we can pay over 24 months.
FY12 Unspent Budget Authority ~3%700,000 Known Sept 2012
FY13 Budget Cuts - Capital - PD Design Costs 250,000
FY13 Budget Cuts - Capital - Bogert Pool Shell, Gutter 382,000
FY13 Budget Cuts - Capital - Bogert Pool Heaters 100,000
FY13 Budget Cuts - Capital - Lindley Park Restroom Replacement 175,000
FY13 Budget Cuts - Capital - Shops Complex Sidewalks 32,720
SID Revolving Fund excess 613,000
Would still leave 2x the statutory minimum in the fund,
plus money for future road projects.
FY13 Unspent Budget Authority ~3%700,000 Known Sept 2013
Adjusted Balance 6,021,222.00 5,722,464.00 4,222,464.00
Adopted Minimum 16.67%3,823,417 4,035,142 4,035,142
Difference 2,197,805 1,687,322 187,322
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1 Parks Sale of Story Mansion –
Irrigation System. Our
share of the costs of the
sprinkler system were
much lower than
previously estimated
(owing to continued use
of the on-site irrigation
well,) and will come out
of the FY12 budget.
$30,000 We will continue to
have $5,000 in the
FY13 Parks’
contracted services
budget to fund our
share of the
lawn/snow removal
costs for
maintenance of the
park
0.36
2 Finance Check Endorsing
Equipment
$ 2,000 Able to purchase in
FY12.
0.02
3 Police Radio Repeater $18,000 Probable Grant
Funding
0.21
4 Police FY13 Vacant Officer
Positions - Estimated
minimum of 30 months
of Probationary Officer
position
$177,500 Would result in less
"vacancy savings"
to rebate to tax
payers next year.
2.12
5 Fire Battalion Chiefs - Hire in
January 2013
$74,000 One-time Tax Levy
savings, positions
will be an ongoing
cost.
0.88
6 Library Library Materials
reduction
$ 8,000 0.10
7 Rec-
reation
Lindley Center
Networking
$ 4,000 No longer planning
for office in the
Lindley Center
0.05
8 Attorney E-Discovery Software.
We need this, but it can
be delayed. Keep in the
Capital Improvement
Program (CIP).
$ 5,000 Delay, Keep on the
CIP
0.78
9 Rec-
reation
Lindley Center Window
Replacements
$ 9,400 0.11
10 CM
Office
Communications/Admin
Assistant - Delay Hire to
January 2013
$29,000 One-time savings.
Position will be an
additional ongoing
cost.
0.35
11 Planning 0.25 FTE Planning Tech
increase
$11,200 0.13
TOTAL $428,100 Total Mills 5.11
With the effects of the GO Bond Refunding, and the cuts listed above, we would see an
estimated tax levy increase of 7.27 mills over last year’s levy (down from the 12.46 in the
Recommended budget.) Again, this amount won’t be known for certain until we receive
certified taxable values in August. If taxable values are higher than our estimate, the tax levy
could be decreased even further, or money added to the reserve. If taxable values are lower than
estimated, we will need to make additional cuts and would see a small increase in the number of
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mills needed for the debt service and health insurance levies. These items will be addressed at
the Tax Levy Hearing in August.
Utilizing all of the cuts listed would have the following effect on the estimated typical
resident/median residence, and the property tax.
Typical Resident: Assessment/Charge
CM Rec
Budget
Including
All Cuts
*Street Assessments $9.11 $9.11
Forestry Assessments - -
Property Taxes $47.00 $26.97
Water Services $20.64 $20.64
Sewer Services $29.88 $29.88
*Storm Water Services - 11 Months $18.37 $18.37
Annual Increase $125.00 $104.97
Monthly Increase $10.42 $8.75
*revised for Storm Water Utility Changes presented 5/21/2012
Outside Requests for General Fund Support: Letters are attached from Streamline and the
Spay Neuter Task Force. They have requested that the City support their efforts in FY13.
Organization FY13 Request CM Recommended
Amount
Streamline “one-mill” $83,769
Spay-Neuter Task Force $3,000 $3,000
Each of these organizations has been informed of the meeting tonight, and may be present to
answer questions about their request.
In addition, Road to Home will be present to answer questions about their request for $40,000
Workforce Housing mill-levy money to support the administration of Road to Home in the
coming year. Although this is not funded by the General Fund, it comes from the dedicated 0.5
mill levy, from our total authorized mills, that the Commission has set aside for Workforce
Housing purposes. This request was included in the May 14, 2012 Budget Work Session packet
information, and is attached to these materials as well.
Information related to the Calculation of Taxes: Attached is a dated copy of information
provided by the Department of Revenue in 2007 to describe to property owners the property
appraisal and assessment process in Montana. It describes appraisal methods, the phase-in of
values, and property tax rates, as well as how a mill levy is applied to a property. We could
pursue an update to this information (have not been able to locate one from the Department of
Revenue, yet) and include it within the body or appendix to the budget document for FY13.
FISCAL EFFECTS: Although the Final Budget adoption has far-reaching fiscal effects,
there are no immediate fiscal effects as a result of this work session. The effects on the typical
city residential property are outlined above, as well as the effects on General Fund reserve and
specific budget line items.
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Attachments: General Fund Budget Worksheet
General Fund - Personnel
General Fund – Training & Travel
General Fund – Fuel
General Fund – Overtime
General Fund - Capital
Streamline Request
Spay Neuter Task Force Request
Road to Home Request & Report
Community Housing Fund page from 5/14/2012 Work session
Understanding Property Taxes – Department of Revenue
Report compiled on: May 29, 2012
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Budget Work Sheet – May 29, 2012
General Fund – FY13 Budget Worksheet
In January and February of 2012, the City Manager, Assistant City Manager, and Finance
Director heard department budget requests for the coming year. In addition to talking about
how the City’s taxable value was not expected to increase significantly for FY13, we also spent a
fair amount of time discussing how the earlier adoption of the General Fund budget would
impact certain departments operations. We received more requests for additional staff than we
have in the past three budget years.
The CM Recommended Budget contains the following items:
1. Commission Budget - $141,000
a. Commission’s operating budget includes $4,500 in Election Costs to ask voters to
approve a Parks and Trail Bond issue in the fall 2012 election. This amount was
provided by the County Election Administrator.
b. Memorial Day Parade for 2013, $2,500.
c. Special Bodies division includes operating budgets of $4,000 for the Ethics Board
required training sessions and distribution of materials.
2. City Manager’s Office - $903,000 (Administration, City Clerk, Human Resources.)
a. Economic Development & Neighborhood Coordinator costs have been fully
moved to other areas of the budget for FY13 (Community Development and
Planning, respectively.)
b. Municipal Codification Services budgeted for online updates, lower than last year
because initial codification project is completed. $3,300
c. Organization wide Leadership Training, lowered from prior year amount. $10,000
d. Includes the addition of a full-time Communication/Administrative Assistant, 1.0
FTE for the year, $56,000 total.
3. Municipal Courts - $650,000
a. County Law & Justice Center Court 1 & Clerk Space, lease amount. $48,000
b. County Law & Justice Center Court 2 Space, lease amount. $26,000
c. Postage. $7,400
d. Purchase of a larger safe, for security of cash and electronic court records. $2,000
4. City Attorney’s Office - $901,000 Recommended Budget ($122,000 from Victim
Witness Fund.)
a. Intern Prosecutor budgeted for the current summer. $6,000
b. Outside litigation for Mandeville Farm suit and other issues. $25,000 ($15,000
for water rights defense has been moved to the Water Fund budget; need to
update description information on page 104.)
c. Case Management Software annual maintenance. $8,000
d. Capital – E-Discovery Software to assist with preservation of records and court
discovery responses. $65,000
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Budget Work Sheet – May 29, 2012
5. Finance Department (Admin, Accounting, Treasury, Grants/Sustainability) - $833,000
a. Annual Audit – General Fund Share. $24,000
b. Enterprise Financial System Software maintenance. $66,750
c. Electronic check-endorsing equipment. $2,000
6. Facilities Management - $1,642,000
a. Listing of Facilities included on page 121 of CM Rec. Budget. Most, but not all,
facilities are budgeted here.
b. Pool of Facility Equipment Repair funds. $36,000
c. Pool of Facility Building Repair funds. $51,900
d. Pool of General (exterior, etc.) Repair funds. $26,400
e. Seal & Finish Roof in Green Building at the Shops Complex. $9,000
f. Professional Building Ductwork Repairs. $3,000
g. Senior Center Freezer Compressor Assembly Repairs. $4,500
h. Capital – GF135 Shops Complex Sidewalk installation. $32,720
i. Capital – GF158 Professional Building Mechanical System Controls. $30,000
j. Capital – GF67 Professional Building Parking Lot Lights. $28,000
k. Capital – GF159 Fire Station #2 Window and Door Replacements. $20,000
7. Information Technology - $966,000
a. Full costs for hire of IT Director position.
b. Replacement of Routers and Switches. $25,000
c. Virtual Machine (VM) Server Replacements. $30,000
d. Personal Computer Replacements, for general fund divisions, on a 4-year
replacement cycle. $100,000
e. City-wide IT service/software contracts. $125,600
f. Software to connect the city’s Enterprise Software (Sungard) with GIS. $6,150
8. Police Department - $6.7 Million from General Fund (not including state share of
retirement costs)
a. Fully Funding for all Levy positions.
b. Replacement of 3 patrol vehicles, including equipment. $156,000
c. Capital – GF050 FY13 share of Police & Court Facility Design Costs. $500,000
d. Capital – GF179 Narrowband Repeater $18,500
e. Animal Shelter Fees for strays and impounds. $124,900
f. Spay Neuter Task Force. $3,000
g. Reduction of FY13 levy for FY12 vacancy savings estimated at $505,000.
9. Fire Department - $4.3 Million General Fund (not including state share of retirement
costs)
a. Battalion Chief Positions – hire with Oct 1, 2012 start date. $222,000
b. Clothing & Uniforms. $46,800
c. Fire Equipment and Vehicle Maintenance. $58,370
d. FY13 Water Usage – Paid to Water Fund. $111,300.
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Budget Work Sheet – May 29, 2012
e. Mobile Data Terminal Upgrades for Fire Vehicles. $20,000
f. Thermal Imaging Camera for Ladder Truck. $9,100
10. Cemetery - $437,000
a. Capital – GF010 Mower replacement program. $13,000
b. Capital – GF133 4-Wheeler with Plow. $11,000
11. Parks - $1,642,000
a. Irrigation System at Story Park. $30,000
b. General Irrigation Repairs at city parks. $22,000
c. Replacement of a ½ Ton Truck (1986 Ford, 176,000 miles). $26,000
d. Park Contracts with Rocky Mountain Security. $20,000
e. Capital – GF034 Large Deck Mower. $50,000
f. Capital – GF084 Lindley Park Restroom Replacement. $175,000
g. Capital – GF092 Jarrett Park Playground Equipment Replacement. $50,000
h. Capital – GF031 Park Improvement Grants. $75,000
12. Library - $1,541,000
a. Books & Reference Materials. $158,700
b. Library processing supplies, (RFID security tags, etc.) $35,000
c. 3M Contract for RFID system. $20,000
d. Montana Shared Catalog Cost. $20,000
e. Library2Go & Ebooks downloadable media services. $11,000
f. Magazines, Newspapers, Online Subscriptions. $28,000
g. Capital - Library Public Address System (from the Library Depreciation Fund,
after the roof repairs are completed.) $31,000
13. Recreation - $1,676,000
a. Includes the budget for Swim Center, Bogert Pool, and Lindley & Beall Centers
in the General Fund.
b. Capital – GF123 Bogert Pool Gutter & Shell Replacement. $382,000
c. Capital – GF117 Bogert Pool Heaters (boiler) replacement. $100,000
d. General Building Repairs at the Swim Center. $16,400
e. General Equipment & Other Repairs at the Swim Center. $24,585
f. General Building Repairs at Bogert Pool. $8,100
g. General Equipment & Other Repairs at Bogert Pool. $9,200
h. Recreation Programs supplies, etc. $40,280
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Date: 6/1/2012FY13 Budget Preparation
GENERAL FUND - PERSONNEL BUDGETS
Department Budget Level Amount
CEMETERY$313,287.00
CITY ATTORNEY$622,053.00
CITY COMMISSION$87,093.00
CITY MANAGER$778,472.00
COMMUNITY DEVELOPMENT$174,791.00
BUILDING MAINTENANCE$263,506.00
FINANCE$639,124.00
FIRE$3,821,923.00
INFORMATION TECHNOLOGY$517,905.00
LIBRARY$1,128,937.00
MUNICIPAL COURT$498,421.00
PARKS$701,854.00
POLICE$5,146,404.00
PUBLIC SERVICE$14,297.00
RECREATION$737,127.00
$15,445,194.00 GENERAL FUND - PERSONNEL
0
1,000,000
2,000,000
3,000,000
4,000,000
5,000,000
6,000,000
CE
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FIN
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TION
313,287
622,053
87,093
778,472
174,791 263,506
639,124
3,821,923
517,905
1,128,937
498,421 701,854
5,146,404
14,297
737,127
PERSONNEL Budgets
General Fund - FY13
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Date: 6/1/2012FY13 Budget Preparation
GENERAL FUND - TRAINING/TRAVEL BUDGETS
Department Budget Level Amount
CEMETERY$500.00
CITY ATTORNEY$8,000.00
CITY COMMISSION$6,500.00
CITY MANAGER$19,815.00
COMMUNITY DEVELOPMENT$11,700.00
BUILDING MAINTENANCE$5,300.00
FINANCE$11,600.00
FIRE$28,630.00
INFORMATION TECHNOLOGY$8,000.00
LIBRARY$4,129.00
MUNICIPAL COURT$4,050.00
PARKS$4,500.00
POLICE$58,162.00
PUBLIC SERVICE$3,050.00
RECREATION$14,300.00
$188,236.00 GENERAL FUND - TRAINING/TRAVEL
0
10,000
20,000
30,000
40,000
50,000
60,000
CE
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500
8,000 6,500
19,815
11,700
5,300
11,600
28,630
8,000
4,129 4,050 4,500
58,162
3,050
14,300
TRAINING & TRAVEL Budgets
General Fund - FY13
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Date: 6/1/2012FY13 Budget Preparation
GENERAL FUND - FUEL BUDGETS
Department Budget Level Amount
CEMETERY$8,500.00
CITY MANAGER$500.00
BUILDING MAINTENANCE$7,200.00
FINANCE$150.00
FIRE$29,500.00
INFORMATION TECHNOLOGY$2,500.00
PARKS$30,000.00
POLICE$109,000.00
PUBLIC SERVICE$3,150.00
RECREATION$1,800.00
$192,300.00 GENERAL FUND - FUEL
0
20,000
40,000
60,000
80,000
100,000
120,000
CE
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8,500
500
7,200
150
29,500
2,500
30,000
109,000
3,150 1,800
FUEL Budgets
General Fund - FY13
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Date: 6/1/2012FY13 Budget Preparation
GENERAL FUND - OVERTIME
Department Budget Level Amount
CEMETERY$4,461.00
CITY ATTORNEY$1,000.00
BUILDING MAINTENANCE$944.00
FIRE$52,580.00
PARKS$3,000.00
POLICE$120,500.00
PUBLIC SERVICE$1,000.00
$183,485.00 GENERAL FUND - OVERTIME
0
20,000
40,000
60,000
80,000
100,000
120,000
140,000
CE
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4,461 1,000944
52,580
3,000
120,500
1,000
Overtime Budgets
General Fund - FY13
22
Date: 6/1/2012FY13 Budget Preparation
GENERAL FUND - CAPITAL
Department Budget Level Amount
CEMETERY$24,000.00
CITY ATTORNEY$64,500.00
CITY MANAGER$20,000.00
BUILDING MAINTENANCE$260,720.00
FINANCE$1,000.00
FIRE$44,100.00
INFORMATION TECHNOLOGY$55,000.00
PARKS$275,000.00
POLICE$710,000.00
RECREATION$482,000.00
$1,936,320.00 GENERAL FUND - CAPITAL
0
100,000
200,000
300,000
400,000
500,000
600,000
700,000
800,000
CE
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24,000
64,500
20,000
260,720
1,000
44,100 55,000
275,000
710,000
482,000
CAPITAL Budgets
General Fund - FY13
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Montana Spay/Neuter Task Force
2025 South Black, Bozeman MT 59715, phone: 586-1152
www.mtspayneutertaskforce.org • mtspayneutertaskforce@yahoo.com
April 11, 2012
To: Anna Rosenberry
City of Bozeman
Montana Spay/Neuter Task Force requests $3,000.00 in support for Fiscal Year 2013, beginning
July 1, 2012.
In fiscal year 2012, we will have had a total of three one day events. The cost per surgery
remains approximately $24.00 to $25.00 per animal. We estimate a total of 360 animals being
spayed and neutered in 2013 for people who cannot otherwise afford to get their animals spayed
and neutered. The local group also maintains a small fund to give $20.00 assistance to people
who can afford to go to a vet but need a little help.
The event aims, in a MASH unit atmosphere, to reach pet owners who cannot afford the
cost because of income or large numbers of pets breeding out of control. Our goal is to create
future business for the local veterinary community by creating a relationship between veterinarian
and pet owner for the life of the pet. A Community Pet Care event is Humane Education in
action. The community comes together to own the solution to a problem and in doing so changes
attitudes and behavior.
Catching and killing homeless healthy dogs and cats is a costly solution that teaches violence,
rather than providing reasonable spaying and neutering, which is cheaper.
The city of Bozeman is a role model to the state of Montana and to other states as well that local
government should find that funding spay/neuter is cheaper than paying for catching,
sheltering and killing.
Thank you, we are proud to work with the City of Bozeman.
Ellen King-Rodgers, President
2025 South Black
Bozeman, MT 59715
Sincerely,
Ellen King-Rodgers, Phone: 586-1152
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CommunityHousingFund–FY13BudgetWorksheet
Community Housing Fund (Fund 120) is included in the Community Development
Expenditure Information on page 211
Community Housing Fund – FY13 Expenditure Total $40,000
The Community Housing Fund holds revenues from some previous housing loans that are
slowly coming back to the city, and also has been where we have deposited and recorded the
activity of the City’s tax dollars dedicated to Workforce Housing.
The CM Recommended Budget includes tax revenue of 1/2 mill (estimated at $41,885) for
Workforce Housing efforts. We have received one request for funding from Road to Home,
in the amount of $40,000 (letter attached.)
For a number of years, the City has set aside general fund dollars/tax dollars for Workforce
Housing efforts. Revenues set aside often outstripped expenditures. At the end of Fiscal
Year 2012, we estimate the available balance to be $229,265. The FY13 Recommended
Budget would result in an ending balance of $326,150, assuming no additional projects are
funded.
Workforce Housing Funding
Within the Community Housing Fund Adopted Proposed
1.0 Mill2.0 Mills2.0 Mills1.46 Mills1.0 Mills0.5 Mills0.5 Mills0.5 Mills
FY06FY07FY08FY09FY10FY11*FY12FY13
Beginning Balance - 28,000 94,248 182,514 255,449 298,739 253,234 229,265
Revenues:
General Fund Transfer58,000 126,500 137,962
Dedication of Tax Revenue105,600 78,290 40,000 41,031 41,885
Interest Earnings- 6,285 8,166 7,335 5,000 4,495 5,000 5,000
Total Estimated Revenues:58,000 132,785 146,128 112,935 83,290 44,495 46,031 46,885
Expenditures:
Road to Home - Administration30,000 30,000 40,000 40,000 40,000 40,000 40,000
HRDC - Owner Occupied Home Rehab 50,000
Habitat for Humanity - 4 Lots60,000
Workforce Housing Ordinance Development6,537 7,837
Workforce Housing Administrator20,025
Housing Needs Assessment 30,000
Total Proposed Expenditures:30,000 66,537 57,862 40,000 40,000 90,000 70,000 40,000
Ending Balance 28,000 94,248 182,514 255,449 298,739 253,234 229,265 236,150
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