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3.a0 2022 Draft Utility Budget Transmittal Letter MEMORANDOM DATE: December 1, 2021 TO: Sewer Committee Members FROM: Ken Cammilleri, City Administrator RE: 2022 Draft Utility Budget Transmittal Letter This year’s utility budget process aims to achieve sustainable long-term operation of the City’s two utility enterprises within a positive financial condition. The following draft document is intended to both meet state compliance requirements, best accounting practices, and to provide the necessary guidance to staff and its elected City leadership as to how to manage each utility’s activities in relation to long-term strategic goals. Because this is an annual process, budgets can be influenced by many factors including changing economic conditions, introduction of regulatory mandates, and unanticipated failures, that require a budget to consider both current operational needs but also future ones. This process may even potentially identify the need to set future goals to address challenges. To that end, this year’s budget has been developed with the utilization of a rate study in combination with a line-item budgeting approach to help set utility rates, outlay capital expenses, and meet operational demands in a manner that takes into account the financial impacts on its utility users. The City is implementing its utilities budget on a modified accrual basis consistent within Generally Accepted Accounting Principles as set forth by the Government Accounting Standards Board due to its operation is for profit. The only exception to adhering GAAP applies to the methodology used for capital assess purchases and depreciation. In which case, the budget accounts for capital transactions as a budgeted expense rather rather than depreciating individual existing assets summarized on the fund’s balance sheet. A modified accrual basis means that revenue is recognized at the time it becomes measurable and available, and expenses are recognized when they are measurable, fund liability is incurred, and the liability will be liquidated with resources included in the budget including principal and interest expenses on long-term debt. Revenues are included in the budget in the year they are expected to become measurable and available. Expenses are included in the budget when they are measurable, a fund liability is incurred, and the liability will be liquidated with resources included in the budget. Budgetary practices included in the methodology of this year’s budget include utilizing set cash flow targets and improved forecasting of debt service expenses. The cash flow methodology accounts for debt service expenses and 50% of operational expenses (less depreciation) for the year following each budget year. Estimates for debt now attempt to account for balanced or balloon payment amortization. The utilities budget is divided into two sections; the Big Marine Sewer Utility and the Uptown Sewer Utility each section has 4 key documents. Here is an explanation of each document and how it may be used for budget decision making: • Utility Report Letter - this includes critical background information for decision making and a brief summary of budgetary highlights and capital expenses anticipated within the next two years. Most importantly, it includes a utility rate plan summary. Page 2 of 2 City of Scandia 14727 209th St. N. PO Box 128, Scandia, Minnesota 55073 Phone (651) 433 -2274 | Fax (651) 433-5112 | http://www.cityofscandia.com • The Cash-Flow Analysis Summary. This document is a statement of previous, budgeted and predicted activity that can be used to visualize fund performance. The key is to confirm that revenues not only meet expenditures but also keep pace with the level of targeted cash balance. The document helps with identifying adjustment needs with regard to rates, the timing and size of capital expense, and adjustment to individual line- item capital expenses. • The Fund Capital Improvement Plan – This document delays anticipated capital expenditures and schedules the timing of completion while attempting to account for cost variables such as inflation. These totals from this document are fed into the cash- flow analysis. • The Line-Item Budget – This document lays out the budget revenue and expense categories and can include notes that detail transactions that are associated with it. It can also be used as a tool to evaluate operational budget, in general. Please let me know if you have any questions.