HomeMy Public PortalAbout3. Clerk June 2023Monthly Department Report – Clerk
Memo
To: City Council
From: BessieJo Wagner, City Clerk
Date: 7/13/2023
Re: Monthly Department Report – June 2023
1. Local Option Tax (LOT):
The FY23 LOT revenue reports are attached. Receipts for FY23 are now starting to trend under
budget and flat to last year’s numbers. It continues to look like the Lodging LOT may have hit
its peak. The Streets LOT is starting to flatten out as well. With our payment processing
software, businesses may now file and pay their taxes online. This service saves time and
resources for the City and the businesses. 32% of businesses filed their taxes online in June.
2. Licenses and Permits:
Licenses for June 2023
Clerk staff have been working on license compliance within the City by visiting the plazas and
business centers around town. This compliance effort goes hand in hand with this year’s goal of
improving communication between the City and local businesses.
Business License Applications
New Applications 1
Pending Applications 8
Denied 0
Bed & Breakfast 0
Short-Term Rental Permit
New 15
Occupancy of more than 10 0
Alcohol License
Renewed 0
New 0
Pending 1
Closed 0
Monthly Department Report – Clerk
Licenses and Permits for Fiscal Year 2023
Business License Applications Permits
New Applications 40 Alcohol Catering 51
Pending Applications 8 Vendor 63
Denied 0 Farmers Market 1
Bed & Breakfast 0 Firework Display 4
Firework Stand 3
Short Term Rental Permits Public Event 2
New 235 Peddler Permit 0
Occupancy of More than 10 5 Animal Drawn Vehicle 0
Alcohol License
Commercial Snow Removal
Renewed 0 Issued 38
New 1 Pending 0
Pending 1
Closed 0
Short-Term Rentals Tracking as of 5/31/2023:
Including Declarations of Compliance for the Area of Impact as well as new, renewed or closed
STR permits.
City Limits (STR Permits) 371
Impact Area (Declarations of Compliance) 49
Reported Closed 63
As a reminder, anytime alcohol is served to the public in any way including self-serve or
wine/beer sampling, it must be served by a State licensed entity, or it is considered a
violation of the City open container law and a misdemeanor charge can
be issued. An alcohol catering permit is required any time a business wants to serve alcohol to
their clients or for an event. Under Idaho Statue 23, only restaurants and bars are allowed to
serve with some exceptions. McCall City Code Title 5 Subchapter A 5.5.030f prohibits open
container alcoholic beverages in motor vehicles, public streets or alleys, or other public
property, and in or on private property open to the public, and in possession without permission
of the owner, and not in or on premises for which a liquor license for the sale of that beverage
by the drink has been issued, such as in a parking lot.
3. Records Retention:
Staff are continuing their work to make public records more accessible through the Laserfiche
software as well as processing physical records for permanent retention or destruction.
4. Public Record Requests:
Idaho Statue 71-103(2) states that a public agency or custodian shall either grant or deny a
person’s request to examine or copy public records within three (3) working days of the date of
the receipt of the request for examination or copying. If it is determined by employees of the
public agency that a longer period is needed to locate or retrieve the public records, the public
agency shall so notify in writing the person requesting to examine or copy the records and shall
Monthly Department Report – Clerk
provide the public records to the person no later than ten (10) working days following the
person’s request. Clerk Staff have processed 141 public records requests since January 1, 2023.
Of those requests, twelve (12) required an extension letter to be sent due to the time involved in
processing the request. Quarters are as follows: Jan-Feb-March, Apr-May-June, July-Aug-Sept,
Oct-Nov-Dec.
Public Record Request Calendar Totals
2019 2020 2021 2022 2023
Qtr 1 27 Qtr 1 40 Qtr 1 64 Qtr 1 60 Qtr 1 60
Qtr 2 28 Qtr 2 35 Qtr 2 82 Qtr 2 68 Qtr 2 81
Qtr 3 45 Qtr 3 23 Qtr 3 87 Qtr 3 87 Qtr 3
Qtr 4 30 Qtr 4 27 Qtr 4 83 Qtr 4 61 Qtr 4
Total 130 Total 125 Total 316 Total 276 Total 141
5. Training
The City Clerk and Deputy City Clerk attended the AIC (Association of Idaho Cities) Annual
Conference in Boise. This is a great conference that offers multiple learning sessions each day
and covers a wide range of topics. Staff received a combined total of 18 hours of training during
the conference, participated in a focused roundtable discussion regarding topics that affect City
Clerks and Treasurers, and attended the annual awards banquet dinner where the City received
the Garret Nancolas City Achievement Award for the Housing Action Plan. We greatly
appreciate the opportunity to attend the AIC Conference.
6. Vendors
For the 2023 Lakeside Liberty Fest, the Clerk staff worked to line up vendors for the event. We
worked with Parks staff to understand the layout of E Lake St above Legacy Park to utilize the
space efficiently. In past years vendors were only on-site for the 4th of July This year, after
working with the Parks Dept and the PD, the Clerk staff decided to make it a four-day event for
vendors. Multiple vendors submitted requests to be a part of the event and staff worked through
each application to ensure a variety for the public to enjoy.
The food truck court, The Spot McCall, was approved through the planning department in June.
The Clerk’s staff worked with the vendors to ensure that they had all the pertinent information
they needed as a vendor so they would be ready to set up and start vending as soon as the
approval was final. There are currently 4 long-term food truck vendors, and 1 short-term vendor
approved at the Spot McCall.
LODGING LOT ACTUAL PERCENTAGES AND FORECASTED DOLLARS
Month FY18 FY19 FY20 FY21 FY22
Five year
average
FY23 Budget
dollars
FY23 Budget
+ Contingent
dollars
FY23 actual
and forecast
based on
trend
Percentage
+/- based on
budget Actual total Budget total total +/- YTD
October 4.84%4.71%4.41%4.40%5.14%4.70%58,664 75,585 53,920 -8.09%53,920 58,664 -8.09%
November 2.98%2.77%2.93%2.66%2.86%2.84%35,450 45,675 30,705 -13.38%84,625 94,114 -10.08%
December 5.89%7.55%9.37%8.98%11.07%8.57%107,004 137,868 119,687 11.85%204,312 201,117 1.59%
1st Quarter Total 201,117 259,128 204,312 1.59%
January 7.23%7.14%7.14%5.93%5.66%6.62%82,611 106,440 61,406 -25.67%265,718 283,729 -6.35%
February 6.86%6.57%6.98%5.93%6.66%6.60%82,355 106,110 69,067 -16.14%334,785 366,084 -8.55%
March 5.56%9.16%6.02%11.73%12.02%8.90%111,084 143,125 113,152 1.86%447,937 477,168 -6.13%
2nd Quarter Total 276,050 355,675 243,625 -11.75%
April 2.77%2.46%0.51%2.65%2.54%2.19%27,271 35,137 23,801 -12.72%471,738 504,439 -6.48%
May 4.49%4.29%2.72%4.23%3.79%3.90%48,707 62,756 39,064 -19.80%510,802 553,145 -7.66%
June 10.39%13.37%13.50%14.43%14.22%13.18%164,504 211,954 153,653 -6.60%664,455 717,650 -7.41%
3rd Quarter Total 240,482 309,847 216,518 -9.96%
July 18.19%15.80%15.37%13.80%14.80%15.59%194,585 250,712 181,750 -6.60%846,206 912,235 -7.24%
August 15.82%13.77%14.51%12.14%12.99%13.85%172,804 222,648 161,406 -6.60%1,007,612 1,085,039 -7.14%
September 14.97%12.40%16.55%13.13%14.02%14.22%177,422 228,598 165,719 -6.60%1,173,331 1,262,461 -7.06%
4th Quarter Total 544,812 701,959 508,876 -6.60%
Total 0.00%100.00%100.00%100.00%100.00%100.00%1,262,461 1,626,609 1,173,331 92.34%
1,262,461 1,626,609 1165756.76
Year to date the actual revenues received for FY23 are 0.64% over the year to date revenues for FY22 and 43.36% over the 5 year average year to date.
30-Jun-23
October Novemb
er
Decembe
r January February March April May June July August Septemb
er
Average 37,066 22,223 70,201 51,033 51,687 75,796 17,595 30,701 106,102 120,396 106,852 112,483
Budget 58,664 35,450 107,004 82,611 82,355 111,084 27,271 48,707 164,504 194,585 172,804 177,422
FY23 Actual 53,920 30,705 119,687 61,406 69,067 113,152 23,801 39,064 ----
Forecast 53,920 30,705 119,687 61,406 69,067 113,152 23,801 39,064 153,653 181,750 161,406 165,719
-
50,000
100,000
150,000
200,000
250,000
LOT FiveYear Average Compared to FY23 Actual
Average Budget FY23 Actual Forecast
-
20,000
40,000
60,000
80,000
100,000
120,000
140,000
160,000
180,000
200,000
Averages FY 18 FY 19 FY 20 FY21 FY22 FY23 Forecast
FY23 Five Year Actuals Comparison to
LOT Actual Dollars per Month
Month FY06 FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14 FY15 FY16 FY17 FY18 FY19 FY20 FY21 FY22 FY23 Totals
October 14,274 16,938 14,412 11,306 10,483 11,520 12,392 12,163 13,390 19,298 22,085 25,791 27,291 30,504 30,166 44,871 52,496 53,920 423,301
November 11,272 9,748 7,978 7,147 5,850 5,535 6,103 7,298 8,233 11,738 12,986 15,209 16,795 17,929 20,073 27,132 29,184 30,705 250,915
December 18,547 21,746 22,261 16,224 14,294 15,459 13,939 19,101 18,122 21,802 31,168 32,785 33,179 49,031 64,163 91,656 112,975 119,687 716,139
January 17,232 18,707 20,163 17,932 17,007 17,510 17,065 19,334 24,733 26,778 31,157 31,506 40,724 46,286 49,923 60,516 57,714 61,406 575,693
February 20,446 22,943 27,324 24,826 18,873 19,921 19,716 22,331 22,013 28,487 32,613 35,777 38,616 42,579 48,770 60,544 67,925 69,067 622,771
March 15,110 13,668 21,527 15,969 8,925 11,941 17,344 20,251 19,365 18,422 23,712 25,885 31,339 59,451 45,755 119,721 122,712 113,152 704,250
April 7,294 8,049 6,425 5,954 6,183 6,210 6,696 6,165 8,719 11,641 15,255 14,865 15,617 15,981 3,460 27,021 25,895 23,801 215,231
May 11,994 11,230 9,368 8,595 7,335 8,074 9,461 11,113 15,390 18,711 22,047 23,315 25,265 27,806 18,644 43,132 38,658 39,064 349,202
June 23,442 24,611 25,426 22,248 21,491 20,728 25,352 33,681 37,000 42,541 50,323 55,034 58,523 87,224 92,394 147,239 145,130 912,387
July 47,654 54,276 47,052 42,408 48,747 49,843 54,214 62,187 65,335 71,296 82,520 88,713 102,486 102,472 105,196 140,826 150,998 1,316,223
August 44,024 52,948 41,089 32,480 39,398 44,505 48,919 57,546 64,959 63,598 71,300 81,215 89,143 89,369 99,323 123,848 132,577 1,176,241
September 26,973 26,073 23,600 25,826 20,258 27,603 33,029 35,605 35,959 49,346 53,966 57,591 84,328 82,112 118,823 134,036 143,595 978,723
Total Dollars Received 258,263 280,937 266,627 230,991 218,844 238,849 260,743 306,775 333,218 383,658 449,132 487,686 563,306 650,744 696,690 1,020,542 1,079,859 510,802 8,237,665
Difference compared to
prior year 22,674 (14,310) (35,635) (12,148) 20,005 21,894 46,032 26,443 50,440 65,474 38,554 75,620 87,438 45,946 323,852 59,317 (569,057) 252,539
Percent of change 9%-5%-13%-5%9%9%18%9%15%17%9%16%16%7%46%6%-53%
Budgeted Dollars 237,858 255,550 309,125 300,000 225,000 175,000 227,500 240,440 255,859 279,620 349,520 400,710 509,131 515,000 712,249 650,866 766,000 1,200,000 7,609,428
Contingent Budgeted
dollars 52,500 62,543 11,920 50,000 61,315 77,500 45,000 27,090 161,706 327,290 256,790 227,791 360,000 1,721,445
2nd Contingent
Budgeted Dollars 38,600 43,000 81,600
Total Budgeted 237,858 255,550 309,125 300,000 225,000 227,500 290,043 290,960 348,859 340,935 427,020 445,710 536,221 676,706 1,039,539 907,656 993,791 1,262,461 9,114,934
STREETS LOT BUDGETED, ACTUAL, AND FORECASTED DOLLARS
Month
FY18
percentages
FY19
percentages
FY20
percentages
FY21
percentages
FY22
percentages
5 Year
Average
percentage
FY23 Budget
dollars
FY23 actual
and forecast
based on
trend
Percentage
+/- based on
budget Actual total Budget total total +/- YTD
October 6.17%6.22%5.99%5.99%6.01%6.07%185,688 198,250 6.76%198,250 185,688 6.76%
November 4.75%4.53%4.85%4.45%4.64%4.65%140,951 145,303 3.09%343,553 326,640 5.18%
December 7.24%8.05%9.74%8.59%9.61%8.65%258,132 316,242 22.51%659,795 584,771 12.83%
1st Quarter Total 584,771 659,795 12.83%
January 6.45%6.62%6.75%5.94%5.43%6.24%194,049 178,878 -7.82%838,673 778,821 7.68%
February 6.02%5.87%6.36%5.63%5.97%5.97%180,631 189,964 5.17%1,028,637 959,452 7.21%
March 5.88%7.60%5.98%9.11%8.82%7.48%229,837 261,193 13.64%1,289,830 1,189,289 8.45%
2nd Quarter Total 604,517 630,035 4.22%
April 3.90%3.78%2.38%4.11%3.88%3.61%111,587 102,039 -8.56%1,391,869 1,300,876 6.99%
May 6.06%5.87%4.95%5.81%5.22%5.58%174,251 156,129 -10.40%1,547,998 1,475,127 4.94%
June 11.40%12.55%12.21%13.55%12.63%12.47%386,581 408,059 5.56%1,956,057 1,861,708 5.07%
3rd Quarter Total 672,419 666,227 -0.92%
July 15.48%14.44%13.75%13.17%13.45%14.06%428,513 452,321 5.56%2,408,378 2,290,221 5.16%
August 13.87%12.87%13.07%11.75%12.04%12.72%387,640 409,177 5.56%2,817,555 2,677,861 5.22%
September 12.77%11.60%13.97%11.92%12.29%12.51%380,588 401,734 5.56%3,219,289 3,058,449 5.26%
4th Quarter Total 1,196,741 1,263,232 5.56%
Total 100.00%100.00%100.00%100.00%100.00%100.00%3,058,449 3,219,289 106.99%
3,058,449 3,272,235
Year to date the actual revenues received for FY23 are 2.96% under the year to date revenues for FY22 and 34.54% over the 5 year average year to date.
30-Jun-23
October November December January February March April May June July August September
Average 143,882 109,961 207,923 146,023 141,262 183,145 86,622 131,769 298,396 330,361 298,649 289,451
Budget 185,688 140,951 258,132 194,049 180,631 229,837 111,587 174,251 386,581 428,513 387,640 380,588
Forecast $198,250 $145,303 $316,242 $178,878 $189,964 $261,193 $102,039 $156,129 $408,059 $452,321 $409,177 $401,734
Actual $198,250 $145,303 $316,242 $178,878 $189,964 $261,193 $102,039 $156,129
-
50,000
100,000
150,000
200,000
250,000
300,000
350,000
400,000
450,000
500,000 Streets LOT Budget Compared to FY23 Actual/Forecast
Average Budget Forecast Actual
-
50,000
100,000
150,000
200,000
250,000
300,000
350,000
400,000
450,000
500,000
October November December January February March April May June July August September
Average FY18 FY19 FY20 FY21 FY22 FY23 Forecast
Five Year Actuals Comparison to Average
Month FY16 FY17 FY18 FY19 FY20 FY21 FY22 FY23 Totals
October - 108,126$ 112,469$ 126,495$ 128,843$ 169,372$ 182,233$ 198,250$ 1,025,788
November - 79,803$ 86,641$ 92,146$ 104,375$ 125,859$ 140,782$ 145,303$ 774,909
December 159 123,870$ 131,999$ 163,940$ 209,400$ 242,938$ 291,336$ 316,242$ 1,479,884
January 99,990$ 100,678$ 117,630$ 134,747$ 145,146$ 167,937$ 164,654$ 178,878$ 1,109,660
February 100,883$ 103,484$ 109,852$ 119,564$ 136,697$ 159,176$ 181,023$ 189,964$ 1,100,643
March 85,338$ 93,631$ 107,286$ 154,713$ 128,607$ 257,598$ 267,522$ 261,193$ 1,355,888
April 70,264$ 68,894$ 71,020$ 76,837$ 51,267$ 116,236$ 117,748$ 102,039$ 674,305
May 97,418$ 103,831$ 110,511$ 119,402$ 106,530$ 164,231$ 158,171$ 156,129$ 1,016,223
June 168,831$ 179,572$ 207,941$ 255,465$ 262,485$ 383,221$ 382,869$ 1,840,384
July 235,029$ 257,593$ 282,181$ 293,877$ 295,744$ 372,360$ 407,643$ 2,144,427
August 208,024$ 234,143$ 252,909$ 262,015$ 281,043$ 332,299$ 365,087$ 1,935,520
September 169,309$ 191,252$ 232,677$ 236,107$ 309,759$ 337,178$ 372,506$ 1,848,788
Total Dollars Received $1,235,245 $1,644,877 $1,823,116 $2,035,308 $2,159,896 $2,828,405 $3,031,574 $1,547,998 16,306,419
Difference compared to prior year $409,632 $178,239 $212,192 $124,588 $668,509 $203,169 -$1,483,576 1,593,160
Percent of change 33%11%12%6%31%7%-49%
Budgeted Dollars $700,000 $1,500,000 $1,500,000 $1,933,772 $2,100,000 $2,100,000 $2,254,000 $3,100,000
Streets LOT Actual Dollars Earned per Month
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