HomeMy WebLinkAbout14-15-FY 1st QuarterRESOLUTION NO. R-15-05
A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA
AMENDING THE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2014 AND
ENDING SEPTEMBER 30, 2015 AS PROVIDED FOR IN EXHIBIT "A"; PROVIDING FOR
CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City of Sebastian adopted Resolution No. R-14-23 on September 24, 2014
approving the City's 2014-15 budget, also referred to as the Annual Budget Resolution; and
WHEREAS, an analysis of the revenues and expenditures for the three (3) months that ended
December 31, 2014 indicated that additional adjustments need approval by the City Council; and
WHEREAS, the City Council and City Manager have previously approved any other necessary
adjustments in accordance with the Annual Budget Resolution;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEBASTIAN,
INDIAN RIVER COUNTY, FLORIDA, THAT:
Section 1. The budget of the City of Sebastian, Indian River County, Florida for the Fiscal Year beginning
October 1, 2014 and ending September 30, 2015 be amended as necessary, a summary of such amendments
being attached hereto and more particularly identified as Exhibit "A", the revised appropriations, if any, are set
out therein and are hereby made to maintain and carry on the government of the City of Sebastian, Indian River
County, Florida.
Section 2. All resolutions or parts of resolutions in conflict herewith are hereby repealed.
Section 3. This Resolution shall become effective immediately upon its adoption.
It was moved for adoption by Councihnember
The motion was seconded by Councihnember
was as follows:
Mayor Richard Gillmor
Vice -Mayor Jerome Adams
Councihnember Andrea Coy
Councilmember Jim Hill
Councihnember Bob McPardan
Hill
McPartlan
aye
aye
and, upon being put to a vote, the vote
The Mayor thereupon declared this Resolution duly passed and adopted this 1 I'h day of March 2015.
ATTEST:
Sally A. Maio MC
City Clerk
CITY OF SEBAST F ORIDA
By:
ayor fic azd Gillmor
Approved as to form and content for
reliance y the City of Sebastian only:
R bert A. Ginsburg,
City Attorney
EXHIBIT "A" of RESOLUTION R-15-05
SUMMARY OF BUDGET CHANGES
FOR THE QUARTER ENDED DECEMBER 31, 2014
Amounts
Changes Authorized by City Manager:
Adjustment to DST Project to use funds from the Sliplining Project to create a Boat Lift Project. $ 7,000
Adjustment to use unobligated DST funds to provide bleacher pads, sidewalks and a flagpole
for the Veteran's Memorial. $ 11,000
Adjustment to LOGT funds to use sidewalk repair funds for striping Barber Street. $ 2,475
Adjustment to use Building Maintenance budgeted funds to purchase an air conditioning unit
for the Broadcast Room. $ 3,573
Adjustment to Golf Course budget to allocate funds from the equipment maintenance account
to cover the additional cost of the Golf Course Maintenance Contractor. $ 10,992
Adjustment to Recreation Impact Fee budget to reestablish the budget for the Community
Center Needs Assessment that did not get completed before year-end. $ 8,200
Adjustment between General Fund Divisions to properly allocate charges for the Suncom
phone charges. $ 3,947
Adjustments between General Fund Divisions for personnel changes (deletion of position
budgeted for Ernest Gerber, promotion of Frank Watanabe, adding Maintenance Worker for
Stormwater, adding a Clerk to take phone calls in the afternoon at City Hall , deletion of
position budgeted for Debbie Krueger and creating a Human Resources Manager position).
Also used savings to cover cost of hepatitis shots for at -risk employees. $ 112,670
Adjustment to DST Fund to cancel appropriation for the FDLE Computer Firewall. $ 5,000
Changes Approved by City Council:
Use of DST Funds to replace the VAC Truck for $361,503 and Use of Equipment & Facilities $ 456,144
R&R Reserve to replace the Bucket Truck for $94,641, as authorized at the 12/10/14 City
Council meeting.
Additional Changes Submitted for City Council Approval:
Use of Equipment & Facilities R&R Reserve for Repairs to Pedestrian Bridges. $ 30,215
Use of Equipment & Facilities R&R Reserve for Repairing Sinkhole and Dredge Work for the
Rolling Hill Ditch. $ 18,554
Use of Equipment & Facilities R&R Reserve for Ditch Work at Barber, Caravan & Crowberry. $ 9,598
CITY OF SEBASTIAN
QUARTERLY FINANCIAL REPORT
EXECUTIVE SUMMARY
OVERVIEW
THE FIRST QUARTER FOR GENERAL FUND APPEARS GOOD, WITH 37% OF BUDGETED REVENUES RECEIVED AND
DEPARTMENTS SPENDING JUST 23% OF AMOUNTS ALLOCATED. AS EXPECTED AT THIS TIME OF YEAR, RESERVES ARE AT
A HIGH POINT. GOLF COURSE OPERATING REVENUES EXCEEDED EXPENSES AND ARE SLIGHTLY HIGHER THAN LAST
YEAR, SOMEWHAT IMPROVING ON THE AMOUNT OF RESERVES. REVENUES AT THE AIRPORT WERE GREATER THAN
EXPENSES FOR THE QUARTER AND INCREASED THE AMOUNT OF AIRPORT RESERVES. BUILDING FUND REVENUES ARE
SLIGHTLY HIGHER THAN LAST YEAR, WHILE EXPENSES WERE UP DUE TO PAY INCREASES.
GENERALFUND
The graph below and left compares General Fund Revenues, Expenditures and Total Cash Reserves at the end of the current quarter to the end of the
prior fiscal year. Calculated Reserves balances increased, as a result of revenues exceeding expenditures. The graph below and right compares the 1"
quarter of this year to the 1 ' quarter of the prior 2 years. Revenues and amounts Expended are a bit higher than prior years' I' quarters.
--- ( - - — -- --- - - - —
12=000
4.800.000
4.000.000
10000000
---
3.500.000
3.000.000
00
8.000.0002.5N.000....
2.500.000
6000.000
2.000600
t,500A00
4000.000
000.000
7000,000
-
560.000
0
0
-12-3-1-12D712
_ Revenues
2x00
aevenues
Fa
Rxsenres
FE
3640149
2.300
9,707011
10556091
10.292211
5.733,332
■10'912313
3726. G3<
2_0
1231,2014
4062.59fi
7526.966
7256989
miL312614
4.0523
2.528
The graph below and left shows collections through the I" quarter of the three main sources of General Fund Revenue and of those three as a total.
Those three sources and property taxes are 68% of budgeted revenue. About $38,700 more was received from those three sources for the first quarter of
this year, as compared to the I" quarter of last year, primarily due to FP&L. The graph below and right shows the percentage of budgeted expenditures
by department at the end of the year (with proposed budget adjustments). In total, all departments expended 23.0% of amounts budgeted.
4,500,000
4.000,000
3.500,000
3,000,000
2,500,000
2,000,000
1.500.000
1,000.000
500.000
0
Ist Qtr 2014 Ist Qtr 2015 2015 Budget 2015 Projection
NEW=ftxhw amx v4 lq Ta @Hakerdsa 4Ta OTomBorle6tha6
SPECIAL REVENUE FUNDS AND CAPITAL PROJECTS
100 0%
90.0'
800%
700%
60.0%
50 0%
40.06
300%
200%
100%
0.0%
3 M 0i e$ 0� A x z P 6x6
Ucl00
GHr00s \�0°�pJ (r'�ym9oe��x�
ex O"p ax
Special Revenue Funds provide most of the monies needed for capital projects. The graph below and left shows collections the current year compared to
last year and shows the current annual budget and collections for Local Option Gas Taxes (LOGT), Discretionary Sales Tax (DST) and Stormwater
Fees. The graph below and right shows totals budgeted for capital projects, as compared to amounts spent through the end of the year. It reflects large
unexpended amounts for the Fish House, Tulip Drive, plus the Airport's Main Street Access Road and Hanger projects.
3000600
.500. 0
000 tt4
r50o6co
X0 X0
.CO X0
LOGr DST Stonnm*Fae
OIDPoAII a'P :Y Ltg 1A8aW�,, ILiSTpctpl
Pagel of 2
s 660.000
4 W,"
3006.006
7MM)
1066.660 jL
CITY OF SEBASTIAN
QUARTERLY FINANCIAL REPORT
EXECUTIVE SUMMARY (CONTINUED)
DEBT SERVICE FUNDS AND LONG-TERM DEBT
The City's debt is accounted for in the two Debt Service Funds. They are the Discretionary Sales Tax Bank Note ($2,225,000 outstanding, maturing
4/01/17) and the Stormwater Revenue Bank Note ($2,982,000 outstanding, maturing 5/01/22). The City refunded the previously issued bonds with
Bank Notes on December 18, 2013. The City also has a Bank Note for Street Repaving ($1,793,000 outstanding, maturing 12/01/22) and a Bank Loan
for Golf Carts ($260,158 outstanding, maturing 10/31/17). The City is in compliance with repayment requirements on all these obligations.
GOLF COURSE
The graph below and left compares Golf Course Revenues, Expenses and Reserves at the end of the 1" quarter this year to the end of the prior fiscal
year. The graph below and right compares Revenues and Expenses and for the current year to the prior two years, plus the positive or negative impact to
Reserves.
004WM
LOAW
0
—Immo0
1W.00
500.00
3W.W0
40.00
)WM
W
1Wmo
20.00
2W Wo
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°
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Imm
O
55000)
R47513)
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W)
en145
Retave511
�11/JIIAtRevenues
1201201
1115.91)
1 1,5d2.i45
1137301
•12OIYtOt11
36Z 318
32'1.111
(195.9481
e11"I�W1
AIRPORT
The graph below and left compares Airport Revenues, Expenses and Reserves at the end of this year to the end of the prior fiscal year. The graph below
and right compares Revenues and Expenses for the current year to the prior two years, plus the positive or negative impact to Reserves.
e0.000 140.Om
10.00
LOAW
600.0W
1W.00
500.00
M.M0
40.00
m.Mo
]W.Die
40.00
20.00
"'Wo
10.00
0
°
00.001"13Z0421
('0.00)
(200.00)
140,OOO)
R47513)
411^)31201
91301014
(41,5131
1201201
(13.039)
•L21201
eRAimi
imi
BUQ.DING
The graph below and left compares Building Department Revenues, Expenses and Reserves at the end of this year to the end of the prior fiscal year.
The graph below and right compares Revenues and Expenses for the current year to the prior two years. The graph below and right compares Revenues
and Expenses for the current year to the prior two years, plus the positive or negative impact to Reserves.
Page 2 of 2
20.00
8.000
60.00
140.00
LOAM
M.OM
30.00
M.MO
40.00
20.00
0
GENERAL FUND
TAXES
LICENSES & PERMITS
INTERGVT'L REVENUE
CHARGES FOR SERVICE
FINES AND FORFEITS
MISC. REVENUE
TRANSFERSIN
FROM FUND BALANCES
GENERAL FUND REVENUE
CITY COUNCIL
CITY MANAGER
CITY CLERK
LEGAL
ADMINISTRATIVE SERVICES
M.I.S. DIVISION
POLICE DEPARTMENT
ROADS AND DRAINAGE
STORMWATER UTILITY DIVIS
CENTRAL GARAGE
FACILITIES MAINTENANCE
PARKS/RECREATION
CEMETERY
COMMUNITY DEVELOPMENT
NON -DEPARTMENTAL
GENERAL FUND EXPENDITURES
LOCAL OPTION GAS TAX
TAXES
INTERGVT'L REVENUE
MISC. REVENUE
TRANSFERSIN
LOGT FUND REVENUE
OPERATING EXPENSES
DEBT SERVICE
TRANSFERS OUT
LOGT FUND EXPENDITURES
DISCRETIONARY SALES TAX
TAXES
MISC. REVENUE
FROM FUND BALANCES
DST FUND REVENUE
TRANSFERS OUT
TO FUND BALANCES
DST FUND EXPENDITURES
RIVERFRONT REDEVELOPMENT FUND
MISC. REVENUE
TRANSFERSIN
FROM FUND BALANCES
RRD REVENUE
OPERATING EXPENSES
GRANTS AND AIDS
TRANSFERS OUT
RRD EXPENDITURES
CITY OF SEBASTIAN
FUND SUMMARIES
QUARTER ENDING 12131/14
2011/2012 201212013 2013/2014 2014/2015 201412015 201412015
1st QTR 1st QTR 1st QTR 1st QTR ANNUAL PERCENT
ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET
-2,835,606.83 -3,011,530.23 -3,002,636.56 -3,277,912.33 -7,169,750.00 45.72%
-7,614.50
-8,042.50
-80,635.18
-106,039.46
-143,800.00
73.74%
-295,506.46
-309,992.95
-324,853.06
-350,657.93
-2,240,709.00
15.65%
-65,561.65
-83,885.43
-89,843.52
-81,787.25
-325,929.00
25.09%
-12,509.54
-13,996.14
-17,177.74
-17,799.08
-67,100.00
26.53%
-28,128.48
-73,301.77
-56,660.15
-39,576.03
-199,675.00
19.82%
-171,750.03
-140,000.01
-156,277.50
-178,823.52
-718,306.00
24.90%
0.00
0.00
0.00
0.00
-143,769.00
0.00%
-3,416,677.49
-3,640,749.03
-3,728,083.71
-4,052,595.60
-11,009,038.00
36.81%
11,008.48
12,336.50
12,430.11
10,591.91
53,222.00
19.90%
50,718.63
49,174.15
85,827.74
52,695.94
258,726.00
20.37%
96,436.75
72, 828.88
87,114.50
88,106.88
349,168.00
25.23%
17,743.65
17, 097.48
15, 978.10
16,152.76
102,202.00
15.80%
112,016.96
111,738.56
104,972.58
86,393.95
550,851.00
15.68%
30,244.42
35,612.93
35,226.38
30,643.68
207,999.00
14.73%
993,685.60
959,306.01
1,014,320.34
1,009,670.07
4,558,011.00
22.15%
159,911.44
158,174.29
182,689.77
163,605.33
850,690.00
19.23%
206,946.71
179,746.97
171,717.50
297,634.82
1,153,232.00
25.81%
42,315.70
44,267.19
50,909.49
46,872.51
216,664.00
21.63%
63,530.63
56,570.70
35,887.89
63,334.46
308,329.00
20.54%
209,157.10
217,792.49
212,729.09
214,526.25
952,115.00
22.53%
35,501.87
23,481.83
45,151.46
39,662.31
192,515.00
20.60%
51,731.35
51,453.82
45,656.30
57,318.28
222,566.00
25.75%
272,949.22
311,150.57
339,567.69
351,748.82
1,032,748.00
34.06%
2,353,898.51
2,300,732.37
2,440,178.94
2,528,957.97
11,009,038.00
22.97%
-92,673.09
-92,024.20
-91,230.75
-101,383.41.
-553,152.00
18.33%
0.00
0.00
0.00
0.00
-10,050.00
0.00%
-38.91
-91.76
-12.49
-166.14
-106.00
156.74%
0.00
0.00
0.00
0.00
-207,000.00
0.00%
-92,712.00
-92,115.96
-91,243.24
-101,549.55
-770,308.00
13.18%
51,548.03
48,393.25
48,522.01
55,885.47
270,103.00
20.69%
132,782.83
122,240.69
121,360.30
121,391.20
242,783.00
50.00%
31,250.01
1,445.00
0.00
0.00
207,422.00
0.00%
215,580.87
172,078.94
169,882.31
177,276.67
720,308.00
24.61%
-331,630.14
-355,496.32
-362,912.48
-386,176.69
-2,766,832.00
13.96%
-1,997.13
-1,164.56
-1,371.09
-1,413.32
-26,095.00
5.42%
0.00
0.00
0.00
0.00
-785,497.00
0.00%
-333,627.27
-356,660.88
-364,283.57
-387,590.01
-3,578,424.00
10.83%
518,876.00
468,063.67
448,184.27
416,710.76
3,578,424.00
11.65%
0.00
0.00
0.00
0.00
0.00
0.00%
518,876.00 468,063.67 448,184.27 416,710.76 3,578,424.00 11.65%
-1,070.90
163.17
-487.09
-9,291.91
-36,718.00
25.31%
-255,068.85
-266,323.21
-272,060.44
-296,420.01
-287,844.00
102.98%
0.00
0.00
0.00
0.00
-106,073.00
0.00%
-256,139.75
-266,160.04
-272,547.53
-305,711.92
-430,635.00
70.99%
43,706.70
50,488.74
43,912.23
58,554.52
124,495.00
47.03%
0.00
0.00
0.00
15,000.00
146,140.00
10.26%
15,000.00
18,353.60
15,000.00
15,150.00
160,000.00
9.47%
58,706.70
68,842.34
58,912.23
88,704.52
430,635.00
20.60%
PARKING IN LIEU OF FUND
MISC. REVENUE
PARKING IN LIEU REVENUE
CAPITAL OUTLAY
TO FUND BALANCES
PARKING IN LIEU EXPENDITURES
RECREATION IMPACT FEE FUND
MISC. REVENUE
FROM FUND BALANCES
REC. IMPACT FEE REVENUE
OPERATING EXPENSES
CAPITAL OUTLAY
TRANSFERS OUT
TO FUND BALANCES
REC. IMPACT FEE EXPENDITURES
STORMWATER UTILITY FUND
MISC. REVENUE
TRANSFERSIN
FROM FUND BALANCES
STORMWATER FUND REVENUE
OPERATING EXPENSES
TRANSFERS OUT
STORMWATER EXPENDITURES
LAW ENFORCE FORFEITURE FUND
FINES AND FORFEITS
MISC. REVENUE
FORFEITURES FUND REVENUE
OPERATING EXPENSES
CAPITAL OUTLAY
TO FUND BALANCES
FORFEITURES EXPENDITURES
DST DEBT SERVICE FUND
MISC. REVENUE
TRANSFERSIN
FROM FROM BALANCES
DST DEBT SERVICE REVENUE
OPERATING EXPENSES
DEBT SERVICE
TO FUND BALANCES
DST DEBT EXPENDITURES
STORMWATER DEBT SERVICE FUND
MISC. REVENUE
TRANSFERSIN
FROM FUND BALANCES
STORMWATER DEBT REVENUE
DEBT SERVICE
STORMWATER DEBT EXPENDITURES
CITY OF SEBASTIAN
-23,770.11
-39,461.27
-34,534.13
FUND SUMMARIES
13.36%
0.00
0.00
QUARTER ENDING 12/31114
3,280.00
8,200.00
40.00%
201112012 2012/2013 2013/2014
201412015
2014/2015
201412015
1 st QTR 1 st QTR 1 st QTR
1 st QTR
ANNUAL
PERCENT
ACTUALS ACTUALS ACTUALS
ACTUALS
BUDGET
OF BUDGET
-3,451.95 -4,611.40 -3,958.32
-6,591.21
-13,905.00
47.40%
-3,451.95 -4,611.40 -3,958.32
-6,591.21
-13,905.00
47.40%
0.00 0.00 0.00
2,834.00
0.00
0.00%
0.00 0.00 0.00
0.00
13,905.00
0.00%
0.00 0.00 0.00
2,834.00
13,905.00
20.38%
-16,772.60 -23,770.11 -39,461.27
-34,534.13
-250,273.00
13.80%
0.00 0.00 0.00
0.00
-8,200.00
0.00%
-16,772.60
-23,770.11
-39,461.27
-34,534.13
-258,473.00
13.36%
0.00
0.00
0.00
3,280.00
8,200.00
40.00%
0.00
2,517.41
0.00
0.00
0.00
0.00%
28,281.78
98,318.00
21,618.41
4,750.00
175,000.00
2.71%
0.00
0.00
0.00
0.00
75,273.00
0.00%
28,281.78
100,835.41
21,618.41
8,030.00
258,473.00
3.11%
-610,712.01
-772,446.64
-764,390.70
-748,392.38
-1,002,705.00
74.64%
0.00
0.00
0.00
0.00
-100,000.00
0.00%
0.00
0.00
0.00
0.00
-41,531.00
0.00%
-610,712.01
-772,446.64
-764,390.70
-748,392.38
-1,144,236.00
65.41%
0.00
5,416.70
10,922.60
7,846.34
40,100.00
19.57%
385,706.86
234,852.00
235,430.01
225,534.00
1,104,136.00
20.43%
385,706.86
240,268.70
246,352.61
233,380.34
1,144,236.00
20.40%
0.00 0.00 0.00 -700.00 -1,000.00 70.00%
-39.02 -45.33 -120.55 -18.53 -150.00 12.35%
-39.02
-45.33
-120.55
-718.53
-1,150.00
62.48%
0.00
0.00
592.56
1,256.94
0.00
0.00%
0.00
0.00
0.00
3,000.00
0.00
0.00%
0.00
0.00
0.00
0.00
1,150.00
0.00%
0.00
0.00
592.56
4,256.94
1,150.00
370.17%
-293.68 -1,212.41 -39,742.12 -117.78 -2,086.00 5.65%
-249,347.76 -248,655.24 -253,123.26 -256,471.74 -1,025,887.00 25.00%
0.00 0.00 0.00 0.00 -1,334.00 0.00%
-249,641.44
-249,867.65
-292,865.38
-256,589.52
-1,029,307.00
30.65%
0.00
375.00
0.00
0.00
0.00
0.00%
375.00
0.00
1,842,278.95
516,739.00
1,029,307.00
50.20%
0.00
0.00
0.00
0.00
0.00
0.00%
375.00 375.00 1,842,278.95 516,739.00 1,029,307.00 50.20%
-66.41
-127.80
-39,047.49
-157.74
-165.00
95.60%
-109,630.74
-109,851.99
-110,430.00
-100,533.99
-402,136.00
25.00%
0.00
0.00
0.00
0.00
-1,287.00
0.00%
-109,697.15
-109,979.79
-149,477.49
-100,691.73
-403,588.00
24.95%
79,998.75
74,398.75
327,905.61
25,794.30
403,588.00
6.39%
79,998.75
74,398.75
327,905.61
25,794.30
403,588.00
6.39%
CITY OF SEBASTIAN
FUND SUMMARIES
QUARTER ENDING 12/31114
AIRPORT FUND
201112012
2012/2013
2013/2014
201412015
2014/2015
201412015
CHARGES FOR SERVICE
1 st QTR
1 st QTR
1 st QTR
1 st QTR
ANNUAL
PERCENT
MISC. REVENUE
ACTUALS
ACTUALS
ACTUALS
ACTUALS
BUDGET
OF BUDGET
GOLF COURSE FUND
-91,961.91
-109,481.74
-106,856.00
-132,041.99
-438,640.00
30.10%
CHARGES FOR SERVICE
-348,485.80
-349,888.38
-338,798.30
-360,272.77
-1,277,200.00
28.21%
MISC. REVENUE
-8,180.51
-65,313.01
-479,862.92
-6,536.34
-40,720.00
16.05%
TRANSFERS IN
0.00
0.00
0.00
0.00
-15,000.00
0.00%
GOLF COURSE FUND REVENUE
-356,666.31
-415,201.39
-818,661.22
-366,809.11
-1,332,920.00
27.52%
PERSONAL SERVICES
44,634.82
45,307.21
47,104.72
48,894.26
240,189.00
20.36%
OPERATING EXPENSES
88,024.26
82,338.97
85,133.01
79,173.89
303,125.00
26.12%
CAPITAL OUTLAY
0.00
0.00
132,440.00
0.00
0.00
0.00%
TRANSFERS OUT
0.00
16,852.50
16,324.67
15,102.51
43,989.00
34.33%
TOTAL ADMINISTRATION
132,659.08
144,498.68
281,002.40
143,170.66
587,303.00
24.38%
OPERATING EXPENSES
134,828.62
141,059.16
140,155.49
141,160.83
573,390.00
24.62%
CAPITAL OUTLAY
0.00
1,107.00
0.00
0.00
15,000.00
0.00%
DEBT SERVICE
0.00
514.93
5,002.71
0.00
20,011.00
0.00%
TOTAL MAINTENANCE
134,828.62
142,681.09
145,158.20
141,160.83
608,401.00
23.20%
PERSONAL SERVICES
15,145.82
14,456.87
15,914.84
17,445.70
85,440.00
20.42%
OPERATING EXPENSES
20,985.74
16,555.03
1,256.14
100.08
4,700.00
2.13%
CAPITAL OUTLAY
0.00
0.00
0.00
0.00
0.00
0.00%
DEBT SERVICE
0.00
0.00
4,783.87
14,351.61
57,076.00
0.00%
TOTAL GOLF COURSE CARTS
36,131.56
31,011.90
21,954.85
31,897.39
137,216.00
23.25%
GOLF COURSE FUND EXPENDITURES
312,306.18
318,024.71
448,180.41
316,228.88
1,332,920.00
23.72%
AIRPORT FUND
CHARGES FOR SERVICE
-3,417.49
-610.08
-2,336.36
-825.50
-15,000.00
5.50%
MISC. REVENUE
-88,544.42
-108,871.66
-104,519.64
-131,216.49
-423,640.00
30.97%
AIRPORT REVENUE
-91,961.91
-109,481.74
-106,856.00
-132,041.99
-438,640.00
30.10%
PERSONAL SERVICES
52,242.50
42,981.39
36,347.95
28,536.70
125,709.00
22.70%
OPERATING EXPENSES
60,178.25
63,748.73
78,266.16
56,247.86
165,876.00
33.91%
CAPITAL OUTLAY
0.00
1,168.00
0.00
0.00
0.00
0.00%
DEBT SERVICE
0.00
0.00
0.00
0.00
20,025.00
0.00%
TRANSFERS OUT
0.00
0.00
0.00
12,500.01
107,030.00
11.68%
AIRPORT ADMINISTRATION
112,420.75
107,898.12
114,614.11
97,284.57
418,640.00
23.24%
OPERATING EXPENSES
0.00
719.48
12,637.50
20,000.00
20,000.00
100.00%
ECONOMIC DEVELOPMENT
0.00
719.48
12,637.50
282.99
20,000.00
1.41%
AIRPORT EXPENDITURE
112,420.75
108,617.60
127,251.61
97,567.56
438,640.00
22.24%
BUILDING FUND
LICENSES & PERMITS
-158,085.03
-179,386.88
-154,943.07
-162,912.68
-603,400.00
27.00%
CHARGES FOR SERVICE
-1,236.30
-1,865.75
-2,508.55
-3,089.94
-12,750.00
24.23%
FINES AND FORFEITS
-1,143.00
-713.18
-2,472.00
-1,785.86
-12,000.00
14.88%
MISC. REVENUE
-247.38
-396.74
-1,270.93
-1,189.47
-2,500.00
47.58%
BUILDING REVENUES
-160,711.71
-182,362.55
-161,194.55
-168,977.95
-630,650.00
26.79%
PERSONAL SERVICES
69,491.14
70,313.01
73,140.11
86,767.07
412,966.00
21.01%
OPERATING EXPENSES
21,291.77
19,777.34
21,872.47
22,710.60
93,890.00
24.19%
CAPITAL OUTLAY
0.00
0.00
16,277.49
0.00
18,500.00
0.00%
TRANSFERS OUT
0.00
0.00
0.00
26,323.50
105,294.00
25.00%
BUILDING EXPENDITURES
90,782.91
90,090.35
111,290.07
135,801.17
630,650.00
21.53%
CITY OF SEBASTIAN
GENERAL FUND DEPARTMENTS
QUARTER ENDING 12/31/13
2011/2012 2012/2013 2013/2014 2014/2015 201412015 2014/2015
1st QTR 1st QTR 1st QTR 1st QTR ANNUAL PERCENT
ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET
CITY COUNCIL
PERSONAL SERVICES 5,694.60 5,688.87 5,687.94 5,700.21 22,767.00 25.04%
OPERATING EXPENSES 5,313.88 6,647.63 6,742.17 4,891.70 30,455.00 16.06%
TOTAL 11,008.48 12,336.50 12,430.11 10,591.91 53,222.00 19.90%
CITY MANAGER
86,907.88
85,814.38
87,195.95
85,463.28
454,152.00
18.82%
PERSONAL SERVICES
49,911.52
48,470.22
85,410.40
51,119.78
252,108.00
20.28%
OPERATING EXPENSES
807.11
703.93
417.34
1,576.16
6,618.00
23.82%
TOTAL
50,718.63
49,174.15
85,827.74
52,695.94
258,726.00
20.37%
CITY CLERK
PERSONAL SERVICES
53,605.41
53,561.60
42,498.15
59,009.33
300,445.00
19.64%
OPERATING EXPENSES
42,831.34
19,267.28
44,616.35
24,001.55
41,723.00
57.53%
CAPITAL OUTLAY
0.00
0.00
0.00
5,096.00
7,000.00
TOTAL
96,436.75
72,828.88
87,114.50
88,106.88
349,168.00
25.23%
LEGAL
OPERATING EXPENSES
17,743.65
17,097.48
15,978.10
16,152.76
102,202.00
15.80%
TOTAL
17,743.65
17,097.48
15,978.10
16,152.76
102,202.00
15.80%
ADMINISTRATIVE SERVICES
PERSONAL SERVICES
86,907.88
85,814.38
87,195.95
85,463.28
454,152.00
18.82%
OPERATING EXPENSES
25,109.08
25,924.18
17,776.63
930.67
96,699.00
0.96%
CAPITAL OUTLAY
0.00
0.00
0.00
0.00
0.00
0.00%
TOTAL
112,016.96
111,738.56
104,972.58
86,393.95
550,851.00
15.68%
M.I.S. DIVISION
PERSONAL SERVICES
25,094.88
24,521.87
30,587.12
22,501.22
140,334.00
16.03%
OPERATING EXPENSES
5,149.54
11,091.06
4,639.26
8,142.46
32,665.00
24.93%
CAPITAL OUTLAY
0.00
0.00
0.00
0.00
35,000.00
0.00%
TOTAL
30,244.42
35,612.93
35,226.38
30,643.68
207,999.00
14.73%
POLICE ADMINISTRATION
PERSONAL SERVICES
116,935.83
97,588.92
110,908.52
136,204.17
627,929.00
21.69%
OPERATING EXPENSES
29,043.59
35,823.16
35,058.00
20,356.36
105,013.00
19.38%
CAPITAL OUTLAY
0.00
0.00
3,000.00
0.00
0.00
0.00%
TOTAL
145,979.42
133,412.08
148,966.52
156,560.53
732,942.00
21.36%
POLICE PATROL
PERSONAL SERVICES
485,515.29
503,183.41
493,075.88
474,168.20
2,140,844.00
22.15%
OPERATING EXPENSES
47,660.37
58,989.93
57,201.03
56,087.12
218,114.00
25.71%
CAPITAL OUTLAY
0.00
0.00
0.00
2,089.00
18,200.00
11.48%
TOTAL
533,175.66
562,173.34
550,276.91
532,344.32
2,377,158.00
22.39%
CODE ENFORCEMENT DIVISION
PERSONAL SERVICES 31,716.46 30,726.43 32,164.30 32,888.05 154,406.00 21.30%
OPERATING EXPENSES 4,930.70 6,324.29 5,792.49 3,897.45 23,585.00 16.53%
TOTAL 36,647.16 37,050.72 37,956.79 36,785.50 177,991.00 20.67%
POLICE INVESTIGATIONS
PERSONAL SERVICES
139,693.21
110,800.96
136,651.53
148,354.39
608,514.00
24.38%
OPERATING EXPENSES
24,644.17
23,518.91
32,272.61
27,692.73
111,815.00
24.77%
CAPITAL OUTLAY
0.00
0.00
0.00
0.00
1,000.00
0.00%
TOTAL
164,337.38
134,319.87
168,924.14
176,047.12
721,329.00
24.41%
POLICE COMMUNICATIONS
PERSONAL SERVICES 113,094.72 91,506.29 105,340.56 105,581.55 536,329.00 19.69%
OPERATING EXPENSES 451.26 843.71 2,855.42 2,351.05 12,262.00 19.17%
TOTAL 113,545.98 92,350.00 108,195.98 107,932.60 548,591.00 19.67%
CITY OF SEBASTIAN
GENERAL FUND DEPARTMENTS
QUARTER ENDING 12131/13
201112012 2012/2013 2013/2014 2014/2015 201412015 201412015
1st QTR 1st QTR 1st QTR 1st QTR ANNUAL PERCENT
ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET
ROADS AND DRAINAGE
104,840.26
112,085.71
98,913.21
111,647.79
563,966.00
19.80%
PERSONAL SERVICES
142,056.69
139,775.09
152,123.81
118,271.27
612,011.00
19.33%
OPERATING EXPENSES
17,854.75
18,399.20
30,565.96
45,334.06
133,679.00
33.91%
CAPITAL OUTLAY
0.00
0.00
0.00
0.00
105,000.00
0.00%
TOTAL
159,911.44
158,174.29
182,689.77
163,605.33
850,690.00
19.23%
STORMWATER UTILITY DIVISION
PERSONAL SERVICES
104,840.26
112,085.71
98,913.21
111,647.79
563,966.00
19.80%
OPERATING EXPENSES
102,106.45
67,661.26
72,804.29
157,931.13
589,266.00
26.80%
CAPITAL OUTLAY
0.00
0.00
0.00
28,055.90
0.00
0.00%
TOTAL
206,946.71
179,746.97
171,717.50
269,578.92
1,153,232.00
23.38%
CENTRAL GARAGE
272,949.22
311,150.57
339,567.69
351,748.82
1,032,748.00
34.06%
PERSONAL SERVICES
38,248.58
41,303.25
47,760.19
39,472.76
190,299.00
20.74%
OPERATING EXPENSES
4,067.12
2,963.94
3,149.30
4,613.75
23,365.00
19.75%
CAPITAL OUTLAY
0.00
0.00
0.00
2,786.00
3,000.00
92.87%
TOTAL
42,315.70
44,267.19
50,909.49
46,872.51
216,664.00
21.63%
FACILITIES MAINTENANCE
PERSONAL SERVICES
50,799.01
38,069.86
25,411.63
35,727.06
169,729.00
21.05%
OPERATING EXPENSES
12,731.62
18,500.84
9,045.24
27,457.40
133,027.00
20.64%
CAPITAL OUTLAY
0.00
0.00
1,431.02
150.00
5,573.00
2.69%
TOTAL
63,530.63
56,570.70
35,887.89
63,334.46
308,329.00
20.54%
PARKSIRECREATION
272,949.22
311,150.57
339,567.69
351,748.82
1,032,748.00
34.06%
PERSONAL SERVICES
145,790.85
146,003.13
143,189.32
152,791.22
703,930.00
21.71%
OPERATING EXPENSES
52,687.12
52,599.04
56,061.98
61,735.03
214,185.00
28.82%
CAPITAL OUTLAY
10,679.13
19,190.32
13,477.79
0.00
34,000.00
0.00%
TOTAL
209,157.10
217,792.49
212,729.09
214,526.25
952,115.00
22.53%
CEMETERY
PERSONAL SERVICES
20,295.77
19,601.07
32,350.29
34,560.64
155,468.00
22.23%
OPERATING EXPENSES
6,406.11
3,880.76
12,801.17
5,101.67
37,047.00
13.77%
CAPITAL OUTLAY
8,799.99
0.00
0.00
0.00
0.00
0.00%
CEMETERY
35,501.87
23,481.83
45,151.46
39,662.31
192,515.00
20.60%
COMMUNITY DEVELOPMENT
PERSONAL SERVICES
48,482.21
48,884.27
37,070.43
48,246.87
206,118.00
23.41%
OPERATING EXPENSES
3,249.14
2,569.55
8,585.87
9,071.41
16,448.00
55.15%
TOTAL
51,731.35
51,453.82
45,656.30
57,318.28
222,566.00
25.75%
NON -DEPARTMENTAL
1,675,696.86
1,610,780.94
1,687,801.01
1,662,650.91
7,963,239.00
20.88%
PERSONAL SERVICES
17,013.69
13,195.61
21,461.78
943.12
123,890.00
0.76%
OPERATING EXPENSES
255,935.53
297,236.99
318,105.91
330,127.82
571,643.00
57.75%
GRANTS AND AIDS
0.00
717.97
0.00
20,677.88
337,215.00
0.00%
NON -DEPARTMENTAL
272,949.22
311,150.57
339,567.69
351,748.82
1,032,748.00
34.06%
ALL DEPARTMENTS
PERSONAL SERVICES
1,675,696.86
1,610,780.94
1,687,801.01
1,662,650.91
7,963,239.00
20.88%
OPERATING EXPENSES
658,722.53
670,043.14
734,469.12
807,452.28
2,499,811.00
32.30%
CAPITAL OUTLAY
19,479.12
19,190.32
17,908.81
5,025.00
208,773.00
0.00%
GRANTS AND AIDS
0.00
717.97
0.00
20,677.88
337,215.00
0.00%
TOTAL GENERAL FUND
2,353,898.51
2,300,732.37
2,440,178.94
2,495,806.07
11,009,038.00
22.67%
CITY OF SEBASTIAN FLORIDA
CAPITAL PROJECT STATUS REPORT
FUND 310 GENERAL CAPITAL PROJECTS
Project
Project
Project
Expenditures
Percent
Funds
Number
Description
Budget
To Date
Expended Encumbrances
Remainine
A1411
Computer Overhaul
300,000.00
225,070.07
75.02% -
74,929.93
A1412
Diesel Fuel Tank
35,000.00
31,637.62
90.39% -
3,362.38
A1513
Police Vehicle Replacement
368,000.00
-
0.00% -
368,000.00
A1514
Roof Repairs
75,000.00
-
0.00% -
75,000.00
A1515
Diesel Fuel Tank Software
25,000.00
-
0.00% -
25,000.00
A1516
Stormwater Equipment
102,000.00
-
0.00% -
102,000.00
A1517
Vac Truck
361,500.00
-
0.00% 361,502.60
(2.60)
2.27%
-
803,000.00
257,707.69
32.09% 198,950.76
346,341.55
FUND 320 CAPITAL IMPROVEMENT PROJECTS
Project
Project
Expenditures
Percent
Funds
Number
Description
Budeet
To Date
Expended
Encumbrances
Remaining
C1125
Riverview Park Irrigation Fountains
25,000.00
23,335.01
93.34%
-
1,664.99
A1320
Fish House Improvements
498,350.00
64,187.93
12.88%
21,361.20
412,800.87
A1422
Tennis Wall
32,000.00
19,620.00
61.31%
-
12,380.00
A1424
Disc Golf @ Stormwater Park
18,000.00
-
0.00%
-
18,000.00
A1521
Community Center Parking
52,000.00
840.00
1.62%
-
51,160.00
A1522
Fisherman's Landing Shoreline
22,000.00
500.00
2.27%
-
21,500.00
A1523
Skate Park Rebuild
125,000.00
50.00
0.04%
-
124,950.00
A1524
Yacht Club Pier Decking
60,000.00
-
0.00%
-
60,000.00
A1525
Boat Lift
7,000.00
7,975.82
113.94%
-
(975.82)
A1526
Veteran's Memorial
11,000.00
-
0.00%
5,827.00
5,173.00
772,350.00
108,948.94
14.11%
21,361.20
642,039.86
FUND 330 TRANSPORTATION CAPITAL PROJECTS
Project
Project
Expenditures
Percent
Funds
Number
Description
Bud et
To Date
Expended
Encumbrances
Remaining
Cl 132
Gateway Enhancement
25,000.00
5,321.49
21.29%
17,550.00
2,128.51
A1231
Presidential Streets
991,655.00
705,755.88
71.17%
222,190.65
63,708.47
A1433
Street Repaving
103,888.00
228.00
0.22%
-
103,660.00
A1434
Tulip Drive
351,000.00
20,000.00
5.70%
-
331,000.00
A1531
Police Station Parking
52,000.00
-
0.00%
-
52,000.00
A1532
Cav Corp Parking
2,000.00
2,350.00
117.50%
-
(350.00)
A1533
Pedestrian Bridges
30,215.00
20,201.68
66.86%
6,700.00
3,313.32
A1534
Fleming Street Paving
200,000.00
50.00
0.03%
-
199,950.00
A1535
Coolidge Street Paving
460,037.00
16,113.60
3.50%
460,037.00
(16,113.60)
A1536
Street Paving
157,000.00
476.20
0.30%
52,109.10
104,414.70
A1537
Riverview Park Sidewalks
50,000.00
-
0.00%
-
50,000.00
Al 538
Highway Beautification
100,000.00
-
0.00%
-
100,000.00
1,525,543.00
731,305.37
47.94%
240,140.65
65,436.98
FUND 363 STORMWATER IMPROVEMENT FUND
Project
Project
Expenditures
Percent
Funds
Number
Description
Budget
To Date
Expended
Encumbrances
Remaining
A1461
Quarter Round
500,000.00
466,347.00
93.27%
33,653.00
-
A 1561
Quarter Round
500,000.00
87,659.14
17.53%
-
412,340.86
A1562
Indian River Lagoon
100,000.00
-
0.00%
-
100,000.00
1,100,000.00
593,666.11
53.97%
86,442.06
419,891.83
FUND 455 AIRPORT PROJECTS
Project
Project
Expenditures
Percent
Funds
Number
Description
Budget
To Date
Expended
Encumbrances
Remaining
A1351
Main Street Access Road
1,641,163.00
157,822.45
9.62%
781,352.50
701,988.05
A1451
AP Hangar
875,000.00
105,253.02
12.03%
67,594.98
702,152.00
2,516,163.00
263,075.47
10.46%
848,947.48
1,404,140.05
QUARTERLY INVESTMENT REPORT
FOR THE QUARTER ENDED
DECEMBER 31, 2014
As of December 31, 2014, the total of the City's cash and investments were $11,601,805.73. Of this, $7,997,280.55 was held in
an interest bearing checking account at Seacoast National Bank and $3,604,525.18 was invested with the State Board of
Administration. The City did not purchase any new securities during the quarter and does not currently hold any investments in
government securities. At this time, the obtainable yields for maturities less than three years are still less than the yield received
on our checking account, which is .30% over the rate for 13 week Treasury Bills. The State Board rate has been in a range of
about .16%.
SEACOAST NATIONAL BANK
CASH BALANCEALLOCATION
General Fund
Local Option Gas Tax Fund
Discretionary Sales Tax Fund
Riverfront Redevelopment Fund
Parking In -Lieu -Of Fund
Recreation Impact Fee Fund
Stormwater Revenue Fund
Law Enforcement Forfeiture Fund
DST Debt Service Fund
Stormwater Debt Service Fund
Captial Projects Fund
Capital Improvements Fund
Transportation Fund
Stormwater Projects Fund
Golf Course Operations Fund
Golf Course Projects Fund
Airport Operations Fund
Airport Projects Fund
Building Department Operations Fund
Cemetery Trust Fund
Performance Deposits Fund
Total Bank Balance
CURRENT
Per Audited Financial Statements
BALANCE
PERCENT
$ 5,287,544
50.43%
81,686.51
0.78%
1,573,735.13
15.01%
501,678.68
4.78%
-
0.00%
605,810.31
5.78%
559,788.18
5.34%
-
0.00%
256,548.60
2.45%
243,003.93
2.32%
-
0.00%
(44,087.93)
-0.42%
70,135.01
0.67%
(17,976.25)
-0.17%
(100,995.10)
-0.96%
-
0.00%
71,670.95
0.68%
63,319.33
0.60%
721,972.62
6.89%
599,940.54
5.72%
11,930.00
0.11%
S 10,485,704
100.00%
STATE BOARD OF ADMINISTRATION (SBA)
IINVESTNIDNT ALLO CATIO N
General Fund
Local Option Gas Tax Fund
Discretionary Sales Tax Fund
Riverfront Redevelopment Fund
Parking In -Lieu -Of Fund
Recreation Impact Fee Fund
Stormwater Revenue Fund
Law Enforcement Forfeiture Fund
DST Debt Service Fund
Stormwater Debt Service Fund
Captial Projects Fund
Capital Improvements Fund
Transportation Fund
Stormwater Projects Fund
Golf Course Operations Fund
Golf Course Projects Fund
Airport Operations Fund
Airport Projects Fund
Building Department Operations Fund
Cemetery Trust Fund
Performance Deposits Fund
Total Bank Balance
REPORT ON GENERAL FUND CASH RESERVES
FOR THE QUARTER ENDED
DECEMBER 319 2014
CURRENT
BALANCE
$ 1,603,513
841,126
96,097
38,755
16,544
43,665
110,596
367,720
256,479
220,000
$ 3,594,493
PERCENT
44.61%
0.00%
23.40%
2.67%
1.08%
0.46%
0.00%
1.21%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
3.08%
0.00%
0.00%
10.23%
7.14%
6.12%
100.00%
General Fund Cash Reserves are maintained to minimize the impact of unforeseen or emergency events, such as natural disasters,
significant revenue shortfalls or unanticipated expenditures on the City's operations. City policies require reserves greater than or
equal to thirty percent of the annual General Fund total expenditures budget, less debt service, interfund transfers and capital
expenditures. However, should there be an event that caused City-wide damages of 30%, it is preferable to maintain a reserve
balance of about $5 million dollars. A portion of this balance has been set aside from surpluses added since FY2012-13 for
funding unanticipated repairs and replacements.
Unassigned Reserves
09/30/13
Per Audited Financial Statements
$5,065,242
Initial Assignment of FY2012-13 Surplus
Changes to Assigned Reserves
19,789
09/30/14
Surplus for FY2013-14
263,874
09/30/14
Per Audited Financial Statements
$5,348,905
-28,056
Less Equipment and Facilities
09/18/14
Replace Police Authentication System
Repair and Replacement Reserve
264,058
09/30/14
Balance
$5,084,847
Pending
Seawall Engineering Assessment
-50,000
$5,034,847
Equipment and Facilities Repair and Replacement Reserve
Balances
09/30/13
Initial Assignment of FY2012-13 Surplus
$467,286
$467,286
06/30/14
Replace 3 Mowers & Dump Truck
-96,915
370,371
09/10/14
Replace Excavator
-28,056
342,315
09/18/14
Replace Police Authentication System
4,343
337,972
09/30/14
Assignment of FY2013-14 Surplus
+263,874
601,846
10/06/14
Repairs for Sinkhole at Rolling Hill Ditch
-18,554
583,292
10/10/14
Repairs to Pedestrian Bridge
-30,215
553,077
11/07/14
Ditch Work — Barber, Caravan & Crowberry
-9,598
543,479
12/10/14
Replace Bucket Truck
-94,641
448,838
Pending
Share of Building Department Software
-19,800
429,038
Pending
Pipe Repair — Coolidge/Indian River Drive
-14,980
414,058
Pending
Asphalt Truck
-150,000
264,058
Memorandum
To: Mayor and City Council
Thru: Joe Griffin, City Manager
From: Kenneth W. Killgore, Administrative Services Director
Date: February 25, 2015
Re: 1" Quarter Accomplishments Fiscal Year 2015
Enclosed please find the I' Quarter Accomplishments for City Departments as assembled and edited by the
Administrative Services Department for the three months ended December 31, 2014.
CITY CLERK
Legislative Support Matters
• City Clerk prepared, scanned agenda packets, attended and recorded minutes for three Regular City Council
meetings — Deputy attended December Council meeting on behalf of Clerk
• Completed follow up of approved Council matters — letters, emails, scanning to LF, indexing, certifying
• Four resolutions adopted by Council
• Two ordinances adopted by Council
• Recorded two documents with Clerk of Court
• Three proclamations prepared for presentation by Mayor
• Placed three display ad in Press Journal
• Provided monthly City calendars and revisions to Council, city staff and press
• Coordinated attendance of clergy for Council meeting invocations
• Managed Council emails for retention and scanned and forwarded incoming mail to Council
• Registered three Council Members for Ethics training
Records Management Program
• Responded to 57 public records requests
• 44 boxes of records that reached retention or were scanned & 16 bags of duplicate and OSA records destroyed
by Shred -It Recycling
• Deputy Clerk scanned into Laserfiche 11 sets of minutes, 19 agenda packets, 4 Resolutions, 2 Ordinances, 42
contracts/updates, 187 Cemetery documents, 2 budget documents, 4 deeds, 34 election documents, 6 vehicle
documents and 105 Capital Project documents/files
• AV Tech Haun assisted with importing scanned Building Dept files into LF during office hours
• Certified City's records management compliance with FS to FL State Department - Division of Library and
Information Services in December
Election Matters
• All Candidate and PAC M9, M10, G1, G2, G3, G4, M11 campaign reports timely submitted as well as three of
five Termination Reports (TR)
• Coordinated use of city facility and AV staff for candidate forum
• Coordinated use of Chambers for SOE early voting — opened up 6:15 am for 12 days of early voting
• Swore in two newly elected Council members at 11/19/14 regular meeting
• New Council photo, business cards, new contact list, roll call lists, post results in lobby, website, Ch 25
• Invoice from SOE paid
• Provided all candidate documents to Press as requested
• Updated regional board appointments and notified agencies of new members
City Board Matters
• Noticed vacancies, prepared four board appointment transmittal for Council, notified and provided info to
appointee,
• updated Board Handbook and distributed pages and posted on O:drive
• Prepared four certificates of appreciation for outgoing members
• City Clerk attended and recorded one Board of Adjustment meeting
• Deputy City Clerk attended and recorded one CRA meeting
• Deputy City Clerk prepared agenda, attended and recorded two Veterans Advisory Board meetings
• Deputy Clerk prepared agenda, attended and recorded four Natural Resources Board meeting
• Published all scanned City board packets to City website and Laserfiche and provided to press and council
• Removed Fagade, Sign & Landscape Grant Review Committee reference from Board Handbook
Audio -Visual, Website and Other E Records Matters
• Filled Two Audio Visual Technical Temp PT position — DeVaughn Songui and Gary Vicars
• Work orders for AV & website updates/additions closed: Electronic Records — 24; Hardware — 5; Order — 3;
Other — 3; Publication — 48; Security — 1; Telecom — 1: Software — 18; Training — 1; Vendor Assistance — 1;
Website/COS-TV/PP Presentations Total— 201; (Website Only - 73; COSty Only - 44; COSty & Website — 72;
Presentations — 9)
• Purchased and installed new MAC computer for video editing upon failure of four year old Rain Machine
• Installed new AV room AC to keep systems functioning properly — overseen by Facilities Manager and PW
staff
• UStream upgraded to 24 hour programming on city website and advertisement free
• ERIM and AV Spec filmed Veterans Day program, Clambake Excerpts, Police Night Out, Shop with a Cop,
Golf Course Pro Tips for broadcast on Channel 25
• ERIM assisted MIS as needed
• ERIM and AV Tech Vicars removed and rewired entire AV room system and connections and began remapping
system
• AV Tech Sinno filmed three Police Chief Interviews for broadcast on CH 25
• ERIM supervised or attended with AV Spec/Techs for live broadcast or recording 25 City meetings
Cemetery Matters
• Certificates of Interment Rights issued for 11 locations for a total of $17,000
• Scanned all cemetery records as sold or amended for permanent retention (see Records Management)
• Entered into Pontem database all burials and lots/niches sold
Community/Staff Matters
• Responded to 70 public inquiry e-mails to the General City of Sebastian e-mail address CITYSEB and 8 phone
messages from front desk and forwarded to appropriate departments for response
• ERIM volunteered for after school Computer training for Sebastian River Middle School
• Prepared letters for five Dan K. Richardson Award Recipients for Freddie Woolfork
Personnel/Educational Matters
• Deputy Clerk attended MunicodeNEXT webinar October 9, 2014C1erk and Deputy Clerk attended Microsoft 7
Training
ADMINISTRATIVE SERVICES
• Prepared 4h Quarter 2014 Budget Amendment and made presentation to Budget Committee and City Council.
• Submitted approved 2015 Operating Budget to the Government Finance Officers Association Awards Program.
• Assisted Auditors with interim audit work.
• Closed financial records for year-end and opened up the new budget year on the accounting software.
• Began preparation of the financial statements for the year ending September 30, 2014.
• Handled normal processing of payroll, accounts payable and cashiering.
• Coordinated the quarterly employee investment meetings with the ICMA representative.
• Completed required paperwork on Airport and other grants.
• Approved payments on major contracts.
• Recruited, interviewed and hired replacements for vacant positions.
• Appointed Cynthia Watson as Human Resources Manager.
2
POLICE DEPARTMENT
Administration
• Incident Reports processed/dispersed to proper agencies and entered into CAPERS... 899
• Arrest Reports (Juveniles)....................................................................... 7
• Arrests Reports (Adults)......................................................................... 75
• Accident Reports/Driver Exchanges processed, dispersed/entered into CAPERS...... 131
• Traffic Citations processed and entered into CAPERS ...................................... 221
• Parking Citations processed, followed up and entered into CAPERS ..................... 0
• Warning Citations processed, followed up and entered into CAPERS .................. 979
• Subpoenas signed, processed and distributed .................................................. 314
• Public Records Request: October 68; November 43; December 72 ....................... 183
• Continued review of agency policies as per accreditation standards.
• Received our 4th re -accreditation certification.
• Administration attended 6 Council and special meetings.
• Attended over 90 Law Enforcement related meetings and 22 public meetings and/or speaking engagements.
• Attended training for various updates.
Volunteers
• The Community Service Volunteers worked a total of 2,322 hours during this quarter.
• 52 bank deposit details were made. This service is done for City Hall saving time for the employees by not
having to leave their assigned duties.
• 6 traffic control details were assigned. These consist of directing traffic at city events, road closures, etc.
• 1,086 house watches/close patrols were completed.
• 47 vehicle transports were made consisting of taking the vehicles to different locations for repairs etc.
• 45 business checks were made. These business checks are done and help the patrol officers keep an eye on the
business community which cuts down on crime.
• 56 area checks of banks were made. Visual marked units around the banks at various times helps to deter crime.
• 40 Airport checks were made. Again the visibility helps to deter crime.
• 127 special details were assigned.
• 12 miscellaneous assist for law enforcement personnel.
• 78 paper runs i.e.: State Attorneys Office, Sheriffs Office, etc. The volunteers pick up and deliver packages
such as council packages, State Attorney packets and what ever other items are needed.
• Assisted with traffic control on 6 traffic crash scenes.
• 0 warnings for handicapped parking tickets issued and 0 warnings for other parking issued.
• 34 citizen contacts.
• 403 Miscellaneous jobs.
• 59 hours of Funeral Escorts were done.
School Resource Officer
• Participated in National Walk to school day by walking to school with the students and providing safety from
passing vehicles.
• Assisted with a code red drill at Sebastian Elementary School.
• Took reports at the schools and was consulted on different issues with students.
• Conducted numerous area checks each week once school began in mid-August at the three schools in
Sebastian's jurisdiction.
• Taught DA.R.E. Program at Pelican Island Elementary and Sebastian Charter Junior High's 5th grade.
• Teach G.R.E.A.T. Program at Sebastian Charter Junior High School.
• Conducted 3 separate graduation ceremonies/events for D.A.R.E. and G.R.E.A.T.
• Had crime prevention talk with Deputy Roberta Barker with a Boy Scout group at Saint Sebastian Church
• Assisted road patrol duties to handle calls for service in the lobby and conducted follow ups of reports taken.
• Conducted a fundraiser for Shop with a Cop with a softball tournament.
• Conducted a Clean-up day AT Riverview Park with G.R.E.A.T. students from Sebastian Charter Junior High.
• Prepared for Shop with a Cop by planning and going through applications and gathering information from
schools in order to include students in need.
• Delivered meals to needy families in Sebastian and delivered the holiday spirit (Christmas tree, decorations and
presents) to a family living in a hotel. Assisted road patrol duties to handle calls for service, accidents and
covering shift shortages as well as follow ups of reports taken.
3
Road Patrol and Special Operations
• Officers were dispatched to 2401 calls for service, and self -initiated 5731 events.
• 75 adult and 7 juvenile arrests were made.
• Officers issued 221 citations, 0 parking citations, and 979 written warnings.
• Officers completed 899 offense reports and 131 crash reports.
Citations Warnings Incidents Arrests
• Traffic Homicides (1) 38 92 41 1
• Boat Ofc (ID 447) Assigned to shift coverage.
• K-9 Ofc's 47 135 50 11
• TOTALS 85 227 91 12
• K-9 Arrest (Misdemeanors) 7
• K-9 Arrest (Felonies) 3
• K-9 Training hours 440
• Additional Training Hours 240
• K-9 Demonstrations 10
• K-9 Narcotic Searches 20
• K-9 Activity Usages 11
Road Patrol and Special Operations have continued to professionally serve the community by patrolling the city
in order to deter crime and maintain the community policing philosophy. Officers and sergeants maintain their
skills by attending mandatory and advanced training throughout the year.
Community Policing
• Attended 36 business contacts/meetings. These locations include numerous financial institutions, Chamber of
Commerce, Multi -Agency committee meeting, Civic Group meetings and other local businesses & committees.
• Assisted road patrol duties to handle calls for service and covering shift shortages.
• Officer Marcinik completed approximately 80 hours on backgrounds for applicants.
• Officer Marcinik conducted approximately 8 hours of car seat inspection & education to the public.
• Officer Marcinik also had approximately 30 hours of community problem solving/intervention. This activity is
responding to various neighborhood issues and helping with crime prevention and reduce redundant calls for
service.
• Officer Marcinik had 8 hours of Recruiting. This includes phone calls, walk-in inquiries and location
presentations.
• Officer Marcinik conducted 5 bicycle and pedestrian safety programs at our three schools. The bike safety
program has resulted in the distribution of approximately 8 bike helmets in an on going effort for safe bicycling
and compliance with Florida law.
• Officer Marcinik conducted 3 child I.D. programs, which provided approximately 100 children / families with
child ID's.
• Officer Marcinik has approximately 6 hours working with DCF regarding adults in need of services, homeless
and the Department's RUOK automated calling program.
• Officer Marcinik has completed 80 hours of training resulting in recertification in Computer Voice Stress
Analysis (CVSA) and Middle Management.
• Officer Marcinik has numerous hours invested in the planning, facilitating and participation with numerous
events to include the, Clam Bake, CTST meetings, S.A.F.E. Program, Sebastian Community Night Out, and
2015 Citizens Academy.
Investigations
October November December
Active Cases 62 69 76
Cases Assigned 14 21 28
Cases Closed 5 18 6
Cases Inactive 6 6 7
Arrest 1 0 0
# of Warrants Obtained 6 3 4
Reports/Supplement 19 26 21
4
Communications Division
• 12,409 calls entered into C.A.D. (IMC) of that:
• 4,184 were dispatched calls for service.
• 2,277 were Code Enforcement Initiated calls.
• 4,399 were Officer Initiated calls.
• 1,285 were Volunteer Initiated calls.
• Total 911 calls received 2,959 of that the breakdown of the lines are as follows:
• Wireless 911 calls — 2,388 (cell phones)
• Wire -line 911 calls — 397 (residential and/or business land lines)
• VOIP 911 calls —174
• 839 of the calls were transferred to other agencies.
• 198 were 911 hang-ups.
• Total Admin Lines calls:
• Incoming 5,986
• Outgoing 2,804
• Transferred 1,432
• Training attended:
• 1 FDLE CJIS Symposium Training.
• 9 Dispatchers completed Police Legal Science monthly training.
• 9 Dispatchers completed APCO monthly training articles.
• 4 Attended Dealing with suicidal callers.
• Radio and playback repaired.
• Telephone and computer repairs.
• 1 Dispatcher was hired.
• 1 Dispatcher resigned.
• 1 Dispatcher completed training.
• Dispatchers worked at County EOC while 911 phones were upgraded.
During this quarter as in all quarters, we assisted the Citizens with house watch requests and cancellation services,
citation sign offs, information, phone numbers and other services by contacting other Agencies and/or Departments for
them. We take and dispatch all non -emergency and emergency phone calls, as well as requests for Law Enforcement,
Code Enforcement and Volunteer services. We assist the Officers, Detectives, Code Enforcement and Volunteers with
placing phone calls to citizens, parents of juveniles, State Attorney, Court House, Tag Office, Drivers License Office,
key holders and any other agency requests they may have as well as sending teletype messages to DHSMV, FCIC/NCIC
and other Law Enforcement Agencies regarding cases our agency is working. Communications helps officers to search
for information, phone numbers, referring them to the proper agency, etc. Communications also assist other agencies
with information and/or request they may have.
Alarm Assessments
• $630.00 in alarm permits (new and renew)
• $700.00 in false alarms fines
• 158 alarm responses by officers, 84 of these were false.
• 34 New permits issued.
Code Enforcement Division
Of the 1,926 code calls for the quarter the following is a breakdown of some specific calls made:
• Issued 350 written warnings. This range from grass and weeds too high, trailers parked in front of the property
line, trash and debris, yard sale permits, overgrowth of adjoining lot, no permit for a fence install, etc.
• 101 property inspections for title companies and 139 sign violations.
• 601 Code Services.
• 702 re -inspections, 60 violations were not complied with, 188 were posted for abatement, 65 abated by vendors.
• 387 violations complied.
• 31 Liens filed, 58 liens released.
• 190 violation letters sent for various reasons such as grass and weeds too tall, trash and debris, overgrown lots,
etc. in an attempt to gain compliance.
0 There were no calls for water violation during the first quarter.
PUBLIC WORKS DEPARTMENT
Roads and Maintenance
• Repair the window at crabby Bill's
• Install new memorial bench at the Golf Course.
• Put dirt on the edge of the new road at the Cemetery.
• Haul dirt to Crabby Bill's.
• Have the gates repaired at the Cemetery.
• Weeds eat and edge sidewalks throughout the City.
• Repair parking lot at the splash pad.
• Repair parking lot at Cavcor property.
• Work on ped bridge deck repair.
• Repair lights at Hardee Park.
• Set up and close road for breast cancer event.
• Repair lights in Sign Shop.
• Set up and break down for Homecoming and for the Clam Bake.
• Repair elec. at River View Park for the Clam Bake.
• Weeds eat along the track at Schumann and Essex.
• Cut trees off the roof at Crabby Bill's
• Remove dead palm tree from Cavcor Property.
• Install new oil reel in the garage.
• Dirt on edge of road.
• Trim trees at George St. Park.
• Get prices for Golf course gates and Golf course restrooms.
• Get prices for removing trees off the ditch at Power line Rd.
• Weeds eat edge and mow ditch on I. R.D.
• Install new brick at the War Memorial and new bricks at the clock.
• Build new sign for Schumann Park.
• Remove graffiti throughout the city.
• Move roller to Hardee Park for Parks.
• Trim trees at 1355 Barber St.
• Repair elec. at the Cemetery.
• Replace mailbox at the Sign Shop.
• Help P.D. look for missing women.
• Repair Yacht club dock lights.
• Repair lights on I.R.D.
• Clean up in the compound.
• Work on lights at Main st boat ramp.
• Patch potholes throughout the City of Sebastian.
• Pick up dead animals throughout the city.
• Work on Dog Park restroom.
• Clean up in the big building
• Weed eat and cut grass at the compound.
• Clean up around the guardrails and bridges approaches through out the city.
• Cut trees back off the road through out the city.
• Cut tree off stop signs through out the city.
• Clean up the fill pile.
• Work on Barber bridge guardrails.
• Work on way finding signs.
• Weed eat New Pack ditch.
• Repair broken lights at Easy st Park.
• Work on school crossing lights.
• Check and repair all city docks.
• Work on Barber St. Bridge getting new guardrails installed.
• Clean seaweed off Yacht club boat ramp.
• Replace parking stop throughout the city,
Sign and Traffic Control
• Regulatory signs 102
• Warning Signs I 1
• Guide signs 23
• Specialty signs 110
• Pavement Markings 400 ft.
Cemetery
• The Cemetery Division continued regular routine maintenance of mowing, weed eating and edging.
• Marked out grave sites.
• Made necessary irrigation repairs.
• Handled burials, etc.
Parks and Recreation
• Set up and maintained Riverview Park for Clam Bake
• Assisted with Veterans Day, Christmas Parade, 5K Run, National Night Out, Making Strides Against Breast
Cancer, Homecoming Parade and Pearl Harbor Day Ceremonies.
• Halloween Costume Contest at Riverview Park.
• Replaced Chlorine Feeder and 4 feature valves at Splash Pad
• Maintained Christmas Tree and fountain at Riverview Park
• Installed new playground, picnic table and bench at Community Center.
• Repaired fence around playground and replaced fountain pump at Riverview Park
• Repaired irrigation from Clambake & Art Show damage at Riverview Park.
• Repaired fence and windscreens at Friendship Park Tennis Courts
• Trimmed trees and cut back pepper trees along I. R. Drive and City Hall.
• Repaired pump, irrigation and playground at Boys & Girls Club.
• Installed new gates, repaired scoreboards and bleachers at BSSC.
• Over -seeded football fields and baseball infields with ryegrass at BSSC.
• Installed 4 new poles, backboards, rims and nets on basketball courts at BSSC.
• Replaced backstop padding and nets on baseball fields at BSSC.
Fleet Management
• The Fleet Management staff completed 327 repair work orders, 36 preventive maintenance services, 28 service
calls and 12 road trips to pick up parts.
• In addition to in-house vehicle/equipment work orders, 45 vehicles and equipment repairs were scheduled and
completed by outside vendors.
Purchased the following vehicles and equipment:
• (1) Police motorcycle
• (3) Police Patrol units
• (1) Police /Code Truck
• (1) Mower/Parks
• (1) Public Works -Utility truck (4x4)
• (1) Storm Water — crew cab/utility truck (4x2)
• Fuel cost as of 31 December 2014 is as follows:
• $3.58 per gallon of gasoline increase of 16% over the past 90 days
• $3.82 per gallon of diesel fuel increase of 8% over the past 90 days
7
Facilities Maintenance
• Conducted quarterly sprinkler tests.
• Conduct biannual Trane A/C inspection for City Hall and the Police Department
• Replace A/C air handler city garage.
• A/C repairs Hanger B airport and city garage.
• Add additional outside lighting golf course cart barn.
• Repair flow switch fire alarm system at airport, troubleshoot fire alarm system Police Department.
• Clean and buff hallways and clean scrub all bathroom tiles Police Department.
• Clean and buff floor at community center.
• Install new drinking fountain at Creative Park.
• Back flow testing for December completed.
• Continued monitoring of contracts with pest control, AIC, elevators, etc.
• Continued monthly preventive maintenance on lift stations, A/C filter replacement etc.
• Continued daily maintenance, cleaning and repair of all public work facilities.
Stormwater
• '/4 Project
• Driveway replacements 27
• Front yards piped - 2
• Pipe replacements
• Side Yard Ditch piped -1
• Ditches excavated and cut — 5
• Right of way cut back
• Hazard areas in Unit 2 and Unit 4
• Armadillo work
• Glentry-Dewitt-Damask-Caravan-Delaware
• Vac Truck
• Cleaned out driveway pipes in phase &3 of %4 round project
• Driveway pipes — 42
• Road Crossings — 6
• Catch Basins -2
GOLF COURSE
• Revenue 14-15 13-14 Difference+/ -
Total Revenue $371,326 $346,017 +$25,309
Total Rounds 12,539 11,340 +1,199
Green Fee $87,861 $89,958 -$2,097
Cart Fee $153,987 $135,322 +$18,665
Annual Member $67,782 $60,732 +$7,050
USGA Hdcp. $4,060 $4,260 -$200
Disct. Card $22,806 $23,716 -$910
Driving Range $8,030 $9,205 -$1,175
Club Rental $526 $525 +$1
Club Storage $2,232 $2,282 -$50
Golf Shop Retail $17,474 $12,786 $4,688
PGA Pro Lesson $590 $495 +$85
Restaurant Rent $5,962 $6,692 -$730
• Comments — Modest increases in total revenue, rounds, cart fees, annual memberships & golf shop sales. Good
customer traffic, several coupons and other specials helped increase golf round numbers. Small decrease in range
revenue due to driving range closed after periods of heavy rainfall; range in need of improved drainage.
• Charity, Corporate and special Golf Tournaments for 1st quarter (14-15) included Central Baptist Church (48
players), Sebastian Italian -American Club (133 players), Sebastian Tiki Bar benefitting Breast Cancer Research (123
players)& 2014 Sebastian Amateur (60 players).
• Charity, Corporate and Special Golf Tournaments scheduled for 2nd quarter (14-15) include Solid Rocket Booster
Golf League, St. Sebastian Church Tournament, Sebastian Eagles Golf Tournament, Sebastian Women's Golf
Association Invitational, 4th Annual Michael Nichols Memorial Golf Tournament, Sebastian Elks Lodge Golf
Tournament & Sebastian Rotary Golf Tournament.
• Conducted several free Junior Golf Clinics in conjunction with the Indian River Golf Foundation. Junior clinics
also scheduled throughout school -year, highlighting elementary and middle -school juniors, with Sebastian River
High School Golf Team members assisting and serving as role -models.
• Upgraded Golf Shop Point of Sale & Tee Time software, which enabled the ability to do email blasts, sending
special offers, coupon and other forms of advertisements to thousands of golfing customers. For 1st quarter, sent
email marketing messages to 3,816 email addresses.
• International Golf Maintenance, Inc., the golf course's maintenance provider, began a newly -executed 10 year
contract.
• Created 5 minute short -film feature on the 2014 Sebastian Amateur.
• Received 12 new Annual Members.
• Preliminary meetings regarding golf course improvements, mainly focusing on irrigation system, as well as eventual
green and tee rebuilding projects.
• All weekly leagues showing increased numbers with winter residents arriving, especially the golf course's large
league, The Thomas Wojciechowski " We jo" Monday League.
AIRPORT
• Working on Main Street access road Improvements Project.
• On-going Stormwater maintenance.
Economic Develoament
• Partnered w/Sebastian Chamber on print advertising campaign.
• Budgeted for $20,000 in FY2015 to be spent on economic development.
BUILDING DEPARTMENT
• In the first quarter of this fiscal year, a total of 32 new single-family homes were issued building permits. This
is 13 houses less than what was reported in the fourth quarter of last fiscal year, but it is still a good number of
homes being built each month. Other permits of significance include 6 new manufactured homes, 1 new
commercial building, 0 commercial additions, 5 commercial alterations, 3 commercial build outs, 6 residential
additions and 12 residential alterations. In all, 809 building permits were issued in the first quarter. This is 9%
decrease in permitting activity as compared to the fourth quarter of last fiscal year.
• Total number of inspections for the first quarter was 2779 for an average of 48 inspections per working day.
The number of inspections has increased slightly from the fourth quarter of last fiscal year.
• The number of Certificates of Occupancy issued for the first quarter included 55 new single family residences, 3
commercial certificates of occupancy and 1 commercial certificates of completion.
• The following lists the Business Tax Receipt activity for the first quarter: New Businesses -49, Renewals -142,
Transfers -3, Duplicates -1, Home Based Businesses -26, Commercial Businesses -19, Insurance Companies4,
and Solicitor Permits -6. In addition, there have been 59 requests from lien/title companies for permit records on
properties within the city. Business Tax renewals are pretty much over and things are back to normal.
• The Building Department has begun to look at computer software possibilities to enhance our ability to better
serve our customers. We are also working on creating an ordinance that better addresses solicitation rules,
regulations and permitting.
• This department also actively follows up on complaints from citizens regarding contractual issues with licensed
contractors, unpermitted work and unsafe structures. We also continue to pursue enforcement action when
necessary to stop unlicensed contractor activity.
9