HomeMy WebLinkAbout01-30-2017 BAC AgendaSEBASTIAN BUDGET REVIEW ADVISORY COMMITTEE
AGENDA
6:00 P.M. MONDAY — JANUARY 30, 2017
CITY HALL
1225 MAIN STREET
1. Call to Order
2. Pledge of Allegiance
3. Roll Call
4. Introduction of Members
5. Selection of Chairperson
6. Selection of Vice -Chairperson
7. Approval of Minutes:
a. Meeting of August 1, 2016
b. Meeting of August 8, 2016
8. Review of Fourth Quarterly Report— FY 2016
9. General Discussion by Members -Thoughts and Ideas for Upcoming Budget Year
10. Review Budget Calendar and Discuss Next Meeting Date (Monday, February 13, 2017)
11. Adjourn
Agenda Attachments:
Minutes for Meeting of August 8, 2016
Fourth Quarterly Report — FY 2016
Memo from Ed Herlihy
Budget Calendar
ANY PERSON WHO DECIDES TO APPEAL ANY DECISION MADE WITH RESPECT TO ANY MATTER CONSIDERED
AT THIS MEETING WILL NEED A RECORD OF THE PROCEEDINGS AND MAY NEED TO ENSURE THAT A
VERBATIM RECORD OF THE PROCEEDINGS IS MADE, WHICH RECORD INCLUDES THE TESTIMONY AND
EVIDENSE UPON WHICH THE APPEAL IS TO BE HEARS. (F. S.286.0105)
IN COMPLIANCE WITH THE AMERICAN WITH DISABILITIES ACT (ADA), ANYONE WHO NEEDS A SPECIAL
ACCOMODATION FOR THIS MEETING SHOULD CONTACT THE CITY's ADA COORDINATOR AT 589-5330 AT
LEAST 48 HOURS IN ADVANCE OF THIS MEETING.
CITIZENS BUDGET REVIEW ADVISORY COMMITTEE MINUTES
6:00 P.M. MONDAY—AUGUST 1, 2016
CITY HALL
1225 MAIN STREET, SEBASTIAN, FL 32958
Ed Herlihy called the Citizens Budget Advisory Committee to order at 6:05 pm.
Present:
Ed Herlihy -Chair
Harry Hall
Sergio Mota
Excused Absence:
Dionna Farmer
Michael Frank
Tim Slaven
Terry Tayler
Also Present:
Ken Killgore, Administrative Services Director
Jennifer Smith, Accounting Manager
Cynthia Watson, Assistant Administrative Services Director/HR Manager
Frank Watanabe, City Engineer
Ed Herlihy made a motion to put off the minutes until the next meeting because there wasn't a quorum.
Mr. Watanabe presented a power point regarding Street Paving Capital Projects between 2015 and
2016. A pavement assessment was completed in March 2016. He showed what was completed and
where we are headed. He commented the streets that have been completed ---Melrose, Part of
Benedictine, Concha, and Part of Bevan. Street paving for 2017 and 2018 would include Day Drive,
Damask, and Rolling Hills Drive. Street paving for 2018 and 2019 would include Indian River Drive.
Mr. Mota questioned speeding on Concha. Residents concern is speeding since the repaving. Residents
are asking about the installation of a stop sign on Concha.
Mr. Watanabe stated that he will look into investigating the speeding on Concha. He stated that
speeding is expected due to the repaving. He stated MUTCD rules and regulations must be followed
before a Stop sign can be installed unless an engineer has a legitimate reason to install a stop sign
without meeting warrants.
Mr. Mota also questioned Barber Street repaving. He wants to make sure that Barber Street has a long
life span and that stormwater and corroding doesn't ruin the new paving.
Mr. Watanabe stated that the northern part of Barber Street will begin paving the week of August 8,
2016. He also mentioned that residents and schools have been notified.
Mr. Hall questioned the safety of Joy Haven and Barber towards Shumann. It is posted at 25 mph but
speeding still takes place.
Mr. Watanabe stated there was a sight distance problem at Joy Haven and Barber Street ---at the bridge.
Vehicles have to pull out into the intersection to see if any traffic. He indicated there is a MPO Safe
Routes to School Grant Program that could help us put a traffic light at the intersection however at this
point the intersection doesn't meet a stop sign warrant.
Mr. Killgore spoke about the millage and gave an update on general liability and workers compensation
insurance. We were fortunate in receiving several competitive bids however we are only looking at two.
Those two are submitting with a savings in the premium. The 20% savings is because of the factors in
the marketplace. This is equivalent to $100,000. However, the state has changed the Workers
Compensation regulations regarding how much attorneys receive when taking a case. The state feels
they should be paid more. Mr. Killgore recommends that we only reduce our budget by $50,000 due to
the uncertainty of the rate changes coming from the State. The applications were reviewed by a
Committee and it was determined, after scoring, that there two companies we are interested in --- FMIT
or PGIT. They are both players in the market and are well represented. We will have a decision August
2, 2016.
Mr. Killgore presented information regarding the Group Health Insurance. There was a 15% budget
increase. It was recommended to keep the same carrier but change to a different structure ---a 20%
copay after the deductible. It was recommended that we increase our HRA card to $2,500 from $2,000.
Mr. Killgore is recommending grants for sewers and stormwater improvements in the CRA District. He
would like to recommend the Stormwater fee of $5.00/month applied to offsetting some of the
Stormwater Maintenance Cost. The intent of the fee is to improve the stormwater system or
stormwater utilities. The savings from insurance and liability insurance plus the $75,000 from the
stormwater fee equals $176,000. The grand total would free up $176,000 funds from the General Fund.
The $176,000 is the difference between the 3.8556 mills that we base the budget on and the rollback to
3.887. Staff would like to stick to the 3.8556 millage because we would like that difference to be saved
in the event of a rainy day because we have not seen a hurricane plus we are going into a new political
regime. This is a minimal increase. We are going to take this to Council.
Mr. Killgore stated that we are taking this budget to Council on August 10, 2016.
Mr. Herlihy stated a vote can't be taken tonight instead it will be made at the next meeting on August 8,
2016 since Council meets on August 10, 2016. He seemed to think that Council will keep the millage
rate at 3.8556.
Mr. Hall asked if the savings permitting the rollback rate was coming from the insurance rate and is that
increasing the employee portion of the insurance monthly premium.
Mr. Killgore stated we are not required to negotiate the actual monthly premium provision. We only
negotiate their share of the monthly premium rate and that is established in a percentage. Right now
any employee hired after October 1, 2011 pays 75% of the monthly premium cost for the spouse and
family. Anyone hired prior to October 2, 2011 pays 50%.
Mr. Hall stated that if Council would go back to the rollback rate wouldn't the employees think that it
was on their backs?
Mr. Killgore stated Council can direct the savings to go anywhere however we are recommending saving
the money for a "rainy day".
Mr. Herlihy is recommending staying with the same millage of 3.8556. He is also recommending
increasing the amount given to sewer along the lagoon.
Mr. Killgore stated we are fortunate to have $5M in the bank ---in reserve-- but we can't control
"Mother Nature" so anything over the $5M is great.
Mr.Hall stated that we have had several meetings where we haven't had a quorum. If we would not
have a quorum next week then does our recommendation of 3.8556 still stand?
Mr. Helihy stated, "Yes".
Mr. Hall stated that we need to stress to the Budget Committee that it is important to attend the August
8`h meeting.
There was no public input.
Mr. Killgore noted we have had two meetings with the union to negotiate the contract and it is going
very well.
Mr. Herlihy asked if Mr. Killgore would have the Third Quarter Report.
Mr. Killgore stated he will have it in the mail after Wednesday and it has to be completed for the Agenda
Packets for Council.
The next Budget Committee Meeting will be held Monday, August 8, 2016 at 6:00 p.m.
The meeting was adjourned at 7:03 p.m.
Edward Herlihy, Chairman Date
CITIZENS BUDGET REVIEW ADVISORY COMMITTEE MINUTES
6:00 P.M. MONDAY —AUGUST 8, 2016
CITY HALL
1225 MAIN STREET, SEBASTIAN, FL 32958
Ed Herlihy called the Citizens Budget Advisory Committee to order at 6:00 pm.
Present:
Ed Herlihy -Chair
Harry Hall
Sergio Mota
Tim Slaven
Terry Taylor
Excused Absence:
Dionna Farmer
Michael Frank
Also Present:
Ken Killgore, Administrative Services Director
Jennifer Smith, Accounting Manager
Cynthia Watson, Assistant Administrative Services Director/HR Manager
Ed Herlihy made a motion to approve the minutes from meetings June 28, 2016, July 11, 2016 and
August 1, 2018.
Mr. Hall made a motion to approve the minutes. Mr. Mota seconded. All approved.
Mr. Killgore presented the same PowerPoint Presentation as was presented in June 28, 2016. Staff is
still recommending the millage rate of 3.8556 and our rationale behind that. There is a budget decrease
of $75,623. Pay and Benefits are still allocated at 3%. Those negotiations are still continuing. There
changes to the Personnel Costs. What we are proposing and presenting to City Council for our medical
and dental insurance is a $230,000 savings which is less than we allowed for in the budget 15% rate.
There are no changes in Operating Costs, Capital Transfers, Balancing the budget and the Assumptions
and presumptions we made. As far as what is left out is the 3% pay raises subject to negotiation. WE
have the $230,000 savings from the Employee Health Insurance and we also completed the proposal for
Liability and Workers Compensation Insurance. The company we are recommending is on $50,000
savings by going through that process. The RFP did result in a downward slope to our premium. The
Golf Course and Airport and Building Fund and Enterprise Fund are not changing.
Since Council requested additional information, we are also presenting to Council 3 options --- one
keeping it at 3.8556 one at the rollback rate and one in the middle at 3.7 mills. There is a way to get
down to the $176,000 as suggested and that is to apply $50,000 of the health insurance savings, $50,000
liability and workers comp savings and the other piece which is the increase we transfer from the
stormwater fee revenues. Right now we transfer 62% to the General Fund. We are recommending
transferring 70% which would increase the revenues to the General Fund by $50,000. So the sum of the
three items wouldn't effect really what we have recommended for the General Fund. Understand this is
not staffs recommendation and we are still sticking with the 3.8556 millage rate. The CRA Fund pays for
the electric bill for lights, janitorial services for the park and landscaping contract. The Stormwater Utility
Fund allocates funds to sewer grant program. There is no change to some of the other funds Debt
Service Fund, Property Tax 3.8556 is still the same. To summarize, we still have the Labor Negotiations
to be determined which is hopefully completed before September. The Item still pending is the vote on
Discretionary Sales Tax.
Mr. Taylor questioned if the City Council understood the need to save money.
Mr. Killgore stated he didn't really have a chance to discuss this with them because they wanted to see
other options. $5M will not go extremely far if the whole City is affected. The presentation presented
will be presented again when the recommendation is made and the need to save the money will be
stated again.
Mr. Taylor questioned the union negotiations.
Mr. Killgore stated staff is in the negotiation process.
Mr. Hall asked about the DST and what kind of loss that would be if we didn't have it.
Mr. Killgore stated Right now we take in $2.8M a year and most is allocated to the police cars and
special projects, grant matching costs at the airport. If we had to live without it the impact would be
back on the General Fund and between Utility taxes and Franchise fees. We would have to take some
severe corrective measures to handle it.
Mr. Hall questioned the health insurance premium increase of 15%. The benefits to the employees are
they being changed or are they at the same level or is the premium going up.
Mr. Killgore stated to keep with the same policy there was a 16% increase. The alternative which made
the most sense was to change the Plan to a copay even after the deductible is met. Right now they
receive an HRA card to meet the first deductible ($2,000 or $4,000 spouse and family) but they also have
a maximum out of pocket amount ($4,000 or $8,000 spouse and family) of which 20% is paid by the
employee. This is the plan we are proposing to Council.
Mr. Hall questioned a couple members of Council's "wishlist" or "Pet projects"?
Mr. Killgore stated he has not.
Mr. Slaven or Mr. Moto did not have any questions.
Mr. Herlihy stated how the City got through the recession but through that we ran equipment into the
ground. We have fixed those things. He stated our City is growing. Houses are being built. Our Building
Department is buried and busy and doing very well. The growth puts more pressure on City services.
There are more things that need to be done and we have problems especially with the lagoon. We have
talked about it so going forward we will need funds for the Sewer Grant Program which is the City's
greatest secret. People don't know about it and we need to publicize it. We need to put more money
into it. DST will probably not be passed. It will be interesting to see what the School Board gets since
they want a piece of the action. We would really be stuck if the DST would go away. We don't know
where we are headed in the next election. There are indicators that the economy will slow down. He is
recommending we stay with the 3.8556.
Mr. Helihy stated that this committee needs to say that we are going to stick with the 3.8556 even after
Council hears staffs recommendation. He is going to present a PowerPoint to Council stating why we
need to stick with the 3.8556. He's going to present the following reasons why: lagoon, sewer fund
grant, City growth, and possible economic recession.
SE
HOME OF PELICAN ISIAND CITY COUNCIL AGENDA TRANSMITTAL
COUNCIL MEETING DATE: 25 January 2017
AGENDA ITEM TITLE: 4c' Quarter Financial Report and Amendments to the FY 2015-
2016 Annual Budget.
RECOMMENDATION: Approve Resolution R-17-02.
BACKGROUND: Pursuant to City financial policies, budget reviews and any
necessary adjustments are presented to the City Council quarterly. A capital project status report,
investment report, report on General Fund Reserves and accomplishments are also included.
City Council previously approved several adjustments during
the quarter to allocate funds to proceed with landscape work on the CavCorp property; proceed with
Airport projects; upgrade the Police Dispatch Center work stations; increase the budget for roofing
repairs at the Police Station; and adjusts the budget for the payouts on the Voluntary Early
Retirement Program. Formal approval by the City Council is requested on the use of balances in the
Equipment and Facilities Renewal and Replacement (R&R) Reserve to cover the protective painting
of the columns at the Airport Maintenance Building. The City Manager has discretion to use the
R&R Reserve and, therefore, will request formal approval with the next Quarterly Financial Report.
In accordance with the authority given by the Annual Budget
Resolution, the City Manager has approved other budget transfers between accounts within
Departments and made adjustments necessary to "implement programs, projects and expenditures
authorized by the City Council." The City Manager's adjustments included budget changes to
reallocate funds to/from expenditure accounts, and capital projects, as necessary during the quarter.
All the above adjustments are summarized in Exhibit "A" that
is an attachment to the Resolution.
IF AGENDA ITEM REOUIRES EXPENDITURE OF FUNDS:
Total Cost: As per Exhibit "A" of Resolution
Amount of Appropriation Required: As per Exhibit "A" of Resolution
Administrative Services Department/CFO Review:
ATTACHMENTS: 1. Resolution No. R-17-02 and Exhibit "A"
2. Quarterly Report; Quarter Ended September 30, 2016
City Manager Authorization:
l
Date: 17 January 2017
RESOLUTION NO. R-17-02
A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA
AMENDING THE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2015 AND
ENDING SEPTEMBER 30, 2016 AS PROVIDED FOR IN EXHIBIT "A"; PROVIDING FOR
CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City of Sebastian adopted Resolution No. R-15-27 on September 23, 2015
approving the City's 2015-16 budget, also referred to as the Annual Budget Resolution; and
WHEREAS, the City of Sebastian adopted Resolution No. R-16-05 on March 23, 2016 amending
the City's 2015-16 budget; and
WHEREAS, the City of Sebastian adopted Resolution No. R-16-11 on June 8, 2016 amending the
City's 2015-16 budget; and
WHEREAS, the City of Sebastian adopted Resolution No. R-16-21 on August 10, 2016 amending
the City's 2015-16 budget; and
WHEREAS, an analysis of the revenues and expenditures for the three (3) months that ended on
September 30, 2016 indicated that an additional adjustment needed 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, 2015 and ending September 30, 2016 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 Councilmember
The motion was seconded by Councilmember and, upon being put to a vote, the vote
was as follows:
Mayor Bob MCPardan
Vice Mayor Andrea Coy
Councilmember Jim Hill
Councilmember Linda Kinchen
Councilmember Ed Dodd
The Mayor thereupon declared this Resolution duly passed and adopted this 25th day of January 2017.
ATTEST:
Sally A. Maio, MMC
City Clerk
CITY OF SEBASTIAN, FLORIDA
Mayor Bob McPartlan
Approved as to form and content for
reliance by the City of Sebastian only:
Robert A. Ginsburg,
City Attorney
EXHIBIT "A" of RESOLUTION R-17-02
SUMMARY OF BUDGET CHANGES
FOR THE QUARTER ENDED SEPTEMBER 30, 2016
Amounts
Chanaes Authorized by City Manager:
Adjustment for insurance proceeds for wind damage to Airport wind turbine applied to repairs to
$ 28,116
poles for nets and an entrance gate that had also had wind damaged.
Adjustment to close remaining balance of Project to do roofing work and shutters at Golf Course.
$ 1,515
Adjustment to increase funding and close Project for Police vehicles and equipment.
$ 1,348
Adjustment to close remaining balance of Project to purchase Tractor.
$ 5,775
Adjustment to close remaining balance of Project to purchase Armadillo.
$ 13
Adjustment between various Police Department accounts to cover budget overages.
$ 1,510
Adjustment to increase funding and close Project for road crossings/side-yard pipe repairs.
$ 827
Adjustment to increase Police Department Roofing Project for reinstallation of lightning protection.
$ 1,768
Adjustment to increase funding and close Project for Golf Course Restroom Improvements.
$ 1,309
Adjustment between various Golf Course accounts to cover budget overages.
$ 3,055
Adjustment between Parks Division accounts to cover budget overages and Facilities Maintenance
$ 23,112
Division accounts for doors required at the ArtlSeniors restrooms to meet Code..
Adjustment between Cemetery Division accounts to cover budget overages.
$ 200
Adjustment to close remaining balance of Project to purchase Chipper.
$ 1,001
Adjustment between Roads Division accounts to cover budget shortage for street signs.
$ 3,867
Adjustment to recognize receipt of State Funds that must be contributed to Police Pension Plan.
$ 169,027
Adjustment to close remaining balance of Project on Working Waterfront Fish House Improvements.
$ 42,447
Adjustment between MIS Division accounts to cover budget overages.
$ 8,000
Adjustment between Building Department accounts to cover budget overages.
$ 1,227
Adjustment to recognize receipts from asset auctions to repair vehicles and replace a forklift.
$ 61,844
Adjustment between Community Development Department accounts to cover budget overages.
$ 1,500
Adjustment between Facilities Maintenance Division accounts to cover budget overages.
$ 25,000
Adjustment to close remaining balance of Project on Airport Service Pathway.
$ 2,896
Adjustment between Parks Division accounts to cover budget overages.
$ 21,684
Adjustment to apply Sidewalk Construction Project funds to the Brushfoot Sidewalk Project.
$ 60,000
Adjustment to close remaining balance of Project to purchase Stormwater Equipment.
$ 1,039
Adjustment to Police Evidence Building Project using DST Funds available from re -budgeting
$ 33,270
Columbarium Project from Cemetery Trust Fund accounts.
Adjustment between Fleet Management Division accounts to cover budget overages.
$ 1,600
Chanoes Approved by City Council:
Amounts
Adjustment to set up City matching on project for Airport Master Plan Updates. September 14, 2016.
$
10,750
Increase in funding for upgrades to Police Dispatch Center Work Stations. September 14, 2016.
$
63,479
Adjustment to set up City matching on project for Airport Taxiway Improvements. July 27, 2016.
$
13,110
Voluntary Early Retirements Program payouts. December 16, 2015 + January 13 and 27, 2016.
$
371,548
Adjustment to set up City matching on project for Airport Design of Hangar "C". July 13, 2016,
$
36,400
Increase in funding to bid amount on project to Re -roof the Police Department. June 8, 2016.
$
3,775
Allocate unused Shoreline Stabilization Project funds to CavCorp improvements. June 22, 2016.
$
22,000
Additional Chanoes Submitted for Citv Council Approval:
Amounts
Adjustment from Equipment & Facilities Reserve to paint columns at Airport Maintenance Building.
$
2,800
CITY OF SEBASTIAN
QUARTERLY FINANCIAL REPORT
EXECUTIVE SUMMARY
OVERVIEW
THE FINAL QUARTER FOR GENERAL FUND ENDED WITH 101% OF BUDGETED REVENUES RECEIVED AND
DEPARTMENTS SPENDING 96% OF AMOUNTS ALLOCATED. THE R&R RESERVE WAS INCREASED BY $222,556
FOR UNANTICIPATED REPAIRS AND REPLACEMENTS. REDUCTIONS IN GOLF COURSE REVENUES AND
INCREASED MAINTENANCE EXPENSES RESULTED IN A HIGHER NEGATIVE AMOUNT OF RESERVES.
REVENUES AND EXPENSES AT THE AIRPORT DO NOT INCLUDE GRANT RECEIPTS AND EXPENSES. BUILDING
FUND REVENUES INCREASED OVER LAST YEAR AND RESERVES WERE LOANED TO THE GOLF COURSE IN
ORDER TO FINANCE NEEDED IMPROVEMENTS.
GENERALFUND
The graph below and left compares General Fund Revenues, Expenditures and Total Cash Reserves at the end of the 4s' quarter to the
end of the prior fiscal year. Revenues and amounts Expended are higher than prior years. The graph below and right compares the 4 s
quarter of this year to the 01 quarter of the prior 2 years. The difference is used to increase the amount set aside as the Renewal and
Replacement Reserve.
12,000,000
12,000,000 -
10,000,000
10,000,000
8,OOQ000
8,000,000
61000,000
610001000
4,OW,000 `
i
4,000,000
2,000,000 ,
ANEW
0
2,000,000
•2,000,000'
0
Revenues
Expended
+I•Reserves
Revawes Fxpaded Reserves
1191302014
10556,011
0273,156
282,915
1=0151 11,198,671 11229,411 5,286,473
119M015
11,198.671
11226,157
(27,486)
19'J020161 11,790,848 11,568202 5,509,029 1
119M016
11,790,848
11568292
222556
The graph below and left shows collections through the 4 s quarter of the three main sources of General Fund Revenue and of those three
as a total. Those three sources and property taxes are 70% of budgeted revenue. $131,621 more was received from those three sources
through the 46 quarter of this year, as compared to the same period last year. The graph below and right shows the percentage of
budgeted expenditures by department at the end of the quarter. In total, departments expended 95.7% of amounts budgeted.
4,5oUN
41000,000
3,500,000 �-
31000,000
2,500,000
2,000,000 �-
11500,000
1,000,000
500,000
100.0% —
75.0%
iUt
50.0%
25.0%
0.01/, . "_.
4 Qir 2015 4 Qlr 2016 2016 Budget 2016 Actual
OMekar5&e I61ec9icL1gTax INaWSaksTax OiaukelteThree
Oc\Of
00\ ' � C\ef.` "� as`J\5\& 4�me(N 0,z 9� o�a�
'09
c�
Page I of 3
CITY OF SEBASTIAN
QUARTERLY FINANCIAL REPORT
EXECUTIVE SUMMARY (CONTINUED)
SPECIAL REVENUE FUNDS AND CAPITAL PROJECTS
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 41' quarter of this year. It reflects large unexpended amounts for the Tulip Drive, CavCor Parking, Golf Course
Irrigation, plus the Airport's Hanger project.
3,500,000
3,0 000
2,50g000
1,OOQ000
1,60D,000
100000
500000
LOGT DST Slmm *rFee
eOOM 140116 e2TO D4M IMMI
DEBT SERVICE FUNDS AND LONG—TERM DEBT
5,000,000 -
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
Rr& �t,d` 09 ?-1 q r gu
d t cP
e 01
The City's long-term debt includes the Discretionary Sales Tax Bank Note ($706,000 outstanding, maturing 4/01/17) and the
Stormwater Revenue Bank Note ($2,275,000 outstanding, maturing 5/01/22). The City refunded previously issued bonds with Bank
Notes on December 18, 2013. The City has a Bank Note for Street Repaving ($1,267,000 outstanding, maturing 12/01/22) and a Bank
Loan on Golf Carts ($162,777 outstanding, maturing 10/31/17). The City is in compliance with requirements on all these obligations.
GOLF COURSE
The graph below and left compares Golf Course Revenues, Expenses and Reserves through the end of this year to the end of the prior
fiscal year. The graph below and right compares Revenues and Expenses through the end of this year to the end of the prior two years.
Negative Reserve balances and the amount of change in Reserves are greater due to less revenue being recorded and because of expenses
incurred for necessary maintenance.
1,500,000 / —
1,300,000
1,100,000
—
900,000
10a00o
500 0
300,000
100,000
Aaoa) ,
Revem
ExXded
Reserves
9(A015 1,299,009
1,326,646
(264,946)
19'302016 1,135,972
1,4490
(578,613)
1,600,000 -
1,400,000
131000
1,000,000
608,000
600000
400,000
200,000
0
I200,OWI
I400,000I
Page 2 of 3
AIRPORT
The graph below and left compares Airport Revenues, Expenses and Reserves through the end of this year to the end of the prior fiscal
year. The graph below and right compares Revenues and Expenses through this year to the prior two years, plus the positive or negative
impact to Reserves.
600,000
500,000
400,000
300,Q10
200,000
100,000
(100,000) /
(200,W0) R,;vmes Earded Resm
93072015 477,920 37�868 4,539 I
930316 517,343 479,400 42,482
BUILDING
000,000
:O AO
400,000
300,000
200,000
100.000
0-
Rewnms
Exwnded
rt9'3U1014
0,676
1 271,111
jona15
415,239
1 25a500
I®933Q016I
517,343
1 479,400
16a565 1
IR739 I
37,943 I
The graph below and left compares Building Department Revenues, Expenses and Reserves through the end of this year to the end of the
prior fiscal year. The graph below and right compares Revenues and Expenses through this year to the prior two years, plus the positive
or negative impact to Reserves. Increased revenues are having a positive impact on reserves.
1,200,000 1
1,000,000
800,000
600,000
400,000
200,000
0
(200,000)
I93072015I
I930O16I
Revenues
717,270
815,301
E--r
1,Ota962
1,192,262
900,000
810,000
700,000
600,000
500,000
400,000
300,000
200000
100io a
0'
Reveres
116130314 516,916
Iafi130315I 24,159
Iu930316I 815301
Wonted
368,635
493,069
637,001
+7-Resaves
1401 I
31,090 I
i1a300 I
Page 3 of 3
CITY OF SEBASTIAN
FUND SUMMARIES
QUARTER ENDING 9/30/2016
2012/2013
2013/2014
2014/2015
2015/2016
2015/2016
2015/2016
4TH QTR
4TH QTR
4TH QTR
4TH QTR
ANNUAL
PERCENT
ACTUALS
ACTUALS
ACTUALS
ACTUALS
BUDGET
OF BUDGET
GENERAL FUND
TAXES
-6,608,301.56
-6,747,713.28
-7,178,016.00
-7,546,774.01
-7,533,327.00
100%
LICENSES & PERMITS
-45,499.50
-138,562.87
-147,218.23
-136,614.26
-145,500.00
94%
INTERGVT'L REVENUE
-2,215,443.45
-2,363,935.70
-2,515,809.77
-2,654,804.99
-2,566,871.00
103%
CHARGES FOR SERVICE
-370,905.70
-375,125.28
-320,953.80
-326,773.66
-334,534.00
98%
FINES AND FORFEITS
-60,189.17
-52,239.15
-60,685.29
-72,009.68
-85,300.00
84%
MISC. REVENUE
-352,499.75
-247,747.05
-257,681.61
-328,119.61
-266,459.00
123%
TRANSFERS IN
-565,399.00
-630,748.00
-718,306.00
-725,752.16
-727,151.00
100%
FROM FUND BALANCES
0.00
0.00
0.00
0.00
-424,651.00
0%
GENERAL FUND REVENUE
-10,218,238.13
-10,556,071.33
-11,198,670.70
-11,790,848.37
-12,083,793.00
98°%
CITY COUNCIL
49,608.05
49,939.28
50,522.35
48,719.52
53,733.00
91%
CITY MANAGER
228,375.27
264,715.45
257,181.01
287,768.63
284,442.00
101%
CITY CLERK
269,992.27
282,115.78
343,529.92
353,079.53
359,164.00
98%
LEGAL
95,774.86
102,958.45
103,869.65
94,682.00
101,730.00
93%
ADMINISTRATIVE SERVICES
485,361.87
555,310.57
558,458.95
550,158.51
555,034.00
99%
M.I.S. DIVISION
161,616.17
143,139.13
184,978.63
199.,227.08
205,583.00
97%
AUDIOVISUAL
0.00
0.00
0.00
163,252.96
164,502.00
99%
POLICE DEPARTMENT
4,435,260.97
4,614,694.85
4,700,070.98
5,006,600.08
5,055,413.00
99%
PUBLIC WORKS
3,038,250.18
3,312,372.86
3,711,008.83
3,406,025.10
3,761,439.00
91%
COMMUNITY DEVELOPMENT
235,652.38
248,945.54
213,731.43
253,528.88
252,972.00
100%
NON -DEPARTMENTAL
746,341.72
698,964.43
1,102,805.02
1,205,249.38
1,289,781.00
93%
GENERAL FUND EXPENDITURES
9,746,233.74
10,273,156.34
11,226,156.77
11,568,291.67
12,083,793.00
96%
LOCAL OPTION GAS TAX
TAXES
-551,238.83
-555,934.25
-633,095.83
-646,132.08
-590,000.00
110%
INTERGVT'L REVENUE
-9,474.00
-9,758.00
-10,050.00
-10,352.00
-10,352.00
100%
MISC. REVENUE
-46.75
-2,918.31
-239.45
-1,792.39
-84.00
2134%
TRANSFERS IN
-14,500.00
0.00
-207,000.00
-200,000.00
-200,000.00
100%
FROM FUND BALANCES
0.00
0.00
0.00
0.00
-282,592.00
0%
LOGT FUND REVENUE
-575,259.58
-568,610.56
-850,385.28
-858,276.47
-1,083,028.00
79%
OPERATING EXPENSES
219,338.94
205,872.69
220,332.92
214,567.87
352,517.00
61%
DEBT SERVICE
243,199.81
242,740.90
242,783.29
242,748.10
242,748.00
100%
GRANTS AND AIDS
0.00
0.00
0.00
444,255.40
450,178.00
99%
TRANSFERS OUT
266,095.50
228.80
136,742.10
0.00
37,585.00
0%
TO FUND BALANCE
0.00
0.00
0.00
0.00
0.00
N/A
LOGT FUND EXPENDITURES
728,634.25
448,842.39
599,858.31
901,571.37
1,083,028.00
83%
DISCRETIONARY SALES TAX
TAXES
-2,587,903.75
-2,738,405.05
-2,916,092.42
-3,052,153.22
-2,931,500.00
104%
MISC. REVENUE
-26,111.19
-22,836.70
-29,239.63
-9,072.97
-23,353.00
39%
FROM FUND BALANCES
0.00
0.00
0.00
0.00
-1.,952,220.00
0%
DST FUND REVENUE
-2,614,014.94
-2,761,241.75
-2,945,332.05
-3,061,226.19
-4,907,073.00
62%
TRANSFERS OUT
1,921,864.28
2,472,550.18
3,534,495.65
2,783,842.78
4,892,473.00
57%
TO FUND BALANCES
0.00
0.00
0.00
0.00
14,600.00
0%
DST FUND EXPENDITURES
1,921,864.28
2,472,550.18
3,534,495.65
2,783,842.78
4,907,073.00
57%
RIVERFRONT REDEVELOPMENT FUND
MISC. REVENUE
-7,511.61
-27,182.22
-37,891.69
-39,019.14
-36,440.00
107%
TRANSFERS IN
-266,323.21
-272,060.44
-296,420.10
-349,624.18
-335,699.00
104%
FROM FUND BALANCES
0.00
0.00
0.00
0.00
-391,697.00
0%
RRD REVENUE
-273,834.82
-299,242.66
-334,311.79
-388,643.32
-763,836.00
51%
OPERATING EXPENSES
104,472.40
146,992.57
134,396.84
253,927.54
278,497.00
91%
CAPITAL OUTLAY
6,562.18
0.00
26,095.86
15,083.90
8,500.00
177%
GRANTS AND AIDS
20,583.00
0.00
29,717.60
79,696.15
256,422.00
31%
TRANSFERS OUT
66,175.09
327,132.56
74,352.00
28,611.68
220,417.00
13%
RRD EXPENDITURES
197,792.67
474,125.13
264,562.30
377,319.27
763,836.00
49%
CITY OF SEBASTIAN
FUND SUMMARIES
QUARTER ENDING 9/30/2016
2012/2013 2013/2014 2014/2015 2015/2016 2015/2016 2015/2016
4TH QTR 4TH QTR 4TH QTR 4TH QTR ANNUAL PERCENT
ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET
PARKING IN LIEU OF FUND
MISC. REVENUE
-13,972.08
-18,219.12
-20,013.88
-26,487.45
-19,830.00
134%
FROM FUND BALANCES
0.00
0.00
0.00
0.00
-35,091.00
0%
PARKING IN LIEU OF REVENUE
-13,972.08
-18,219.12
-20,013.88
-26,487.45
-54,921.00
48%
OPERATING EXPENSES
0.00
0.00
0.00
61.60
0.00
N/A
CAPITAL OUTLAY
0.00
29,321.50
2,800.00
0.00
41,129.00
0%
TO FUND BALANCES
0.00
0.00
0.00
0.00
13,792.00
0%
PARKING IN LIEU OF EXPENDITURES
0.00
29,321.50
2,800.00
61.60
54,921.00
0%
RECREATION IMPACT FEE FUND
MISC. REVENUE
-169,869.04
-170,154.19
-137,176.65
-168,152.56
-101,830.00
165%
FROM FUND BALANCES
0.00
0.00
0.00
0.00
-15,914.00
0%
REC. IMPACT FEE REVENUE
-169,869.04
-170,154.19
-137,176.65
-168,152.56
-117,744.00
143%
OPERATING EXPENSES
2,430.00
0.00
8,200.00
0.00
0.00
N/A
CAPITAL OUTLAY
5,522.91
0.00
0.00
14,874.50
0.00
N/A
TRANSFERS OUT
306,210.69
123,409.79
101,759.35
17,524.00
117,744.00
15%
TO FUND BALANCE
0.00
0.00
0.00
0.00
0.00
N/A
REC. IMPACT FEE EXPENDITURES
314,163.60
123,409.79
109,959.35
32,398.50
117,744.00
28%
STORMWATER UTILITY FUND
MISC. REVENUE
-1,007,220.94
-986,955.63
-988,635.86
-994,456.28
-987,351.00
101%
TRANSFERS IN
0.00
0.00
0.00
-100,000.00
-100,000.00
100%
FROM FUND BALANCES
0.00
0.00
0.00
-47,626.00
0%
STORMWATER REVENUE
-1,007,220.94
-986,955.63
-988,635.86
-1,094,456.28
-1,134,977.00
96%
OPERATING EXPENSES
72,980.87
47,395.69
143,214.45
50,699.07
127,100.00
40%
TRANSFERS OUT
1,007,374.83
989,065.06
799,607.85
769,499.49
859,526.00
90%
TO FUND BALANCES
0.00
0.00
0.00
0.00
148,351.00
0%
STORMWATER EXPENDITURES
1,080,355.70
1,036,460.75
942,822.30
820,198.56
1,134,977.00
72%
LAW ENFORCE FORFEITURE FUND
FINES AND FORFEITS
0.00
-1,900.00
-2,350.00
-1,048.33
-1,000.00
105%
MISC. REVENUE
-492.82
-7,403.88
-246.39
-27,743.61
-110.00
25221%
FROM FUND BALANCES
0.00
0.00
0.00
0.00
0.00
N/A
FORFEITURES FUND REVENUE
-492.82
-9,303.98
-2,596.39
-28,791.94
-1,110.00
2594%
OPERATING EXPENSES
1,219.00
12,286.31
14,268.73
5,647.86
0.00
N/A
CAPITAL OUTLAY
0.00
11,000.00
0.00
15,158.69
0.00
N/A
GRANTS AND AIDS
500.00
0.00
3,000.00
3,000.00
0.00
N/A
TO FUND BALANCES
0.00
0.00
0.00
0.00
1,110.00
0%
FORFEITURES FUND EXPENDITURES
1,719.00
23,286.31
17,268.73
23,806.55
1,110.00
2145%
DST DEBT SERVICE FUND
MISC. REVENUE
-4,817.66
-40,444.03
-822.47
-914.74
-2,144.00
43%
FROM FUND BALANCE
0.00
0.00
0.00
0.00
-159,369.00
0%
TRANSFERS IN
-1,012,795.20
-935,293.04
-1,027,125.00
-867,111.96
-867,112.00
100%
DST DEBT SERVICE REVENUE
-1,017,612.86
-975,737.07
-1,027,947.47
-868o026.70
-1,028,625.00
84%
OPERATING EXPENSES
675.00
0.00
0.00
0.00
0.00
N/A
DEBT SERVICE
1,017,481.76
2,013,940.20
1,029,306.50
1,028,624.80
1,028,625.00
100%
DST DEBT SERVICE EXPENDITURES
1,018,156.76
2,013,840.20
1,029,306.50
1,028,624.80
1,028,625.00
100%
STORMWATER DEBT SERVICE FUND
MISC. REVENUE
-617.68
-39,285.34
-558.09
-918.42
-133.00
691%
TRANSFERS IN
-439,829.63
-408,360.00
-401,736.98
-401,141.04
-401,141.00
100%
FROM FUND BALANCES
0.00
0.00
0.00
0.00
0.00
N/A
STORMWATER DEBT REVENUE
-440,447.31
-447,645.34
-402,295.07
-402,059.46
-401,274.00
100%
DEBT SERVICE
439,089.50
463,413.09
403,588.60
400,499.00
400,500.00
100%
TO FUND BALANCES
0.00
0.00
0.00
0.00
774.00
0%
STORMWATER DEBT EXPENDITURES
439,089.50
463,413.09
403,588.60
400,499.00
401,274.00
100%
CITY OF SEBASTIAN
GENERAL FUND DEPARTMENTS
QUARTER ENDING 9/30/2016
2012/2013
2013/2014
2014/2015
2015/2016
2015/2016
2015/2016
4TH QTR
4TH QTR
4th QTR
4th QTR
ANNUAL
PERCENT
ACTUALS
ACTUALS
ACTUAL
ACTUAL
BUDGET
OF BUDGET
CITY COUNCIL
PERSONAL SERVICES
22,723.76
22,722.72
22,747.13
22,821.49
22,762.00
100%
OPERATING EXPENSES
26,894.29
27,216.56
27,775.22
25,898.03
30,971.00
84%
TOTALS
49,608.05
49,939.28
50,522.35
48,719.52
53,733.00
91%
CITY MANAGER
PERSONAL SERVICES
224,306.41
258,428.74
250,296.36
277,444.59
275,850.00
101%
OPERATING EXPENSES
4,068.86
4,208.76
6,884.65
10,324.04
8,592.00
120%
CAPITALOUTLAY
0.00
2,077.95
0.00
0.00
0.00
N/A
TOTALS
228,375.27
264,715.45
257,181.01
287,768.63
284,442.00
101%
CITY CLERK
PERSONAL SERVICES
229,172.94
226,343.81
287,661.84
287,489.64
287,045.00
1DO%
OPERATING EXPENSES
36,816.29
52,802.01
41,270.37
65,589.89
72,119.00
91%
CAPITAL OUTLAY
4,003.04
2,969.96
14,597.71
0.00
0.00
N/A
TOTALS
269,992.27
282,115.78
343,529.92
353,079.53
359,164.00
98%
LEGAL
OPERATING EXPENSES
95,774.86
102,958.45
103,869.65
94,682.00
101,730.00
93%
TOTALS
95,774.86
102,958.45
103,869.65
94,682.00
101,730.00
93%
ADMINISTRATIVE SERVICES
PERSONAL SERVICES
400,429.11
464,034.68
480,509.59
452,107.90
451,565.00
100%
OPERATING EXPENSES
84,932.76
89,756.02
77,949.36
98,050.61
103,469.00
95%
CAPITAL OUTLAY
0.00
1,519.87
0.00
0.00
0.00
N/A
TOTALS
485,361.87
555,310.57
558,458.95
550,158.51
555,034.00
99%
M.I.S. DIVISION
PERSONAL SERVICES
114,081.27
115,440.50
121,978.70
130,874.64
135,275.00
97%
OPERATING EXPENSES
47,534.90
27,698.63
32,471.30
68,352.44
70,308.00
97%
CAPITAL OUTLAY
0.00
0.00
30,528.63
0.00
0.00
N/A
TOTALS
161,616.17
143,139.13
184,978.63
199,227.08
205,583.00
97%
AUDIO VISUAL
PERSONAL SERVICES
0.00
0.00
0.00
102,068.78
105,796.00
96%
OPERATING EXPENSES
0.00
0.00
0.00
25,365.03
19,990.00
127%
CAPITALOUTLAY
0.00
O.DO
0.00
35,819.15
38,716.00
93%
TOTALS
0.00
0.00
0,00
163,252.96
164,502.00
99%
POLICE ADMINISTRATION
PERSONAL SERVICES
635,683.87
682,404.30
770,837.41
873,843.67
874,944.00
100%
OPERATING EXPENSES
89,335.18
92,290.13
114,750.31
122,937.29
146,317.0D
84%
CAPITAL OUTLAY
7,500.00
12,500.00
3,700.00
23,302.61
14,161.00
165%
TOTALS
732,519.05
787,194.43
889,287.72
1,020,083.57
1,035,422.00
99%
POLICE PATROL
PERSONAL SERVICES
2,183,233.99
2,162,610.75
2,135,684.38
2,238,074.07
2,207,030.00
101%
OPERATING EXPENSES
229,517.47
236,267.30
219,761.15
211,527.70
250,765.00
84%
CAPITALOUTLAY
4,483.00
10,464.70
17,306.75
8,241.00
8,836.00
93%
TOTALS
2,417,234.46
2,409,342.75
2,372,752.28
2,457,842.77
2,466,632.00
100%
CODE ENFORCEMENT DIVISION
PERSONAL SERVICES
139,892.30
148,218.95
153,223.82
162,772.10
162,299.00
100%
OPERATING EXPENSES
22,917.22
22,522.25
14,626.79
15,944.75
19,546.00
82%
TOTALS
162,809.52
170,741.20
167,850.61
178,716.85
181,845.00
98%
POLICE INVESTIGATIONS
PERSONAL SERVICES
549,229.56
628,633.25
622,918.41
669,523.48
659,327.00
102%
OPERATING EXPENSES
100,748.36
102,518.27
105,415.60
125,100.40
127,330.00
98%
CAPITALOUTLAY
0.00
0.00
0.00
15,444.18
18,145.00
85%
TOTALS
649,977.92
731,151.52
728,334.01
810,068.06
804,802.00
101%
CITY OF SEBASTIAN
GENERAL FUND DEPARTMENTS
QUARTER ENDING 9/30/2016
2012/2013
2013/2014
2014/2015
2015/2016
2015/2016
2015/2016
4TH QTR
4TH QTR
4th QTR
4th QTR
ANNUAL
PERCENT
ACTUALS
ACTUALS
ACTUAL
ACTUAL
BUDGET
OF BUDGET
POLICE COMMUNICATIONS
PERSONAL SERVICES
464,848.47
503,610.17
503,013.64
531,446.20
555,017.00
96%
OPERATING EXPENSES
7,871.55
12,654.78
8,849.94
8,442.63
11,696.00
72%
CAPITAL OUTLAY
0.00
0.00
29,982.78
0.00
0.00
N/A
TOTALS
472,720.02
516,264.95
541,846.36
539,888.83
566,713.00
95%
ROADS AND DRAINAGE
PERSONAL SERVICES
617,722.51
564,601.96
590,308.87
631,615.62
631,021.00
100%
OPERATING EXPENSES
111,451.84
196,989.97
121,191.92
83,688.14
118,994.00
70%
CAPITAL OUTLAY
38,579.25
105,695.13
134,086.03
29,106.61
29,107.00
100%
TOTALS
767,753.60
867,287.06
845,586.82
744,410.37
779,122.00
96%
STORMWATER UTILITY DIVISION
PERSONAL SERVICES
469,592.91
416,003.99
565,754.22
615,511.81
653,627.00
94%
OPERATING EXPENSES
331,059.18
479,488.38
609,807.30
448,749,18
571,007.00
79%
CAPITAL OUTLAY
3,782.92
4,820.11
45,955.90
3,302.90
1,283.00
257%
TOTALS
804,434.91
900,312.48
1,221,517.42
1,067,563.89
1,225,917.00
87%
CENTRALGARAGE
PERSONAL SERVICES
181,492.67
156,028.16
186,513.81
202,532.69
205,920.00
98%
OPERATING EXPENSES
17,640.89
25,045.06
22,666.08
26,331.08
32,192.00
82%
CAPITALOUTLAY
3,929.00
1,565.00
2,786.00
28,524.99
28,940.00
99%
TOTALS
203,062.56
182,638.22
211,965.89
257,388.76
267,052.00
96%
FACILITIES MAINTENANCE
PERSONAL SERVICES
129,976.23
139,339.89
143,605.92
101,865.18
112,486.00
91%
OPERATING EXPENSES
105,835.02
93,796.94
147,260.86
159,783.93
182,863.00
87%
CAPITALOUTLAY
18,161.80
10,639.22
15,397.97
6,986.00
79,233.00
9%
TOTALS
253,973.05
243,776.05
306,264.75
268,635.11
374,582.00
72%
PARKS/RECREATION
PERSONAL SERVICES
617,928.86
651,473.23
660,978.30
615,126.36
614,547.00
100%
OPERATING EXPENSES
227,422.97
237,323.18
224,214.65
234,660.75
268,792.00
87%
CAPITAL OUTLAY
19,190.32
35,199.55
51,824.29
37,874.92
37,875.00
100%
TOTALS
864,542.15
923,995.96
937,017.24
887,662.03
921,214.D0
96%
CEMETERY
PERSONAL SERVICES
107,068.99
146,637.57
155,229.57
146,746.72
156,985.D0
93%
OPERATING EXPENSES
37,414.92
37,607.18
33,427.14
30,318.22
33,267.00
91%
CAPITAL OUTLAY
0.00
10,118.34
0.00
3,300.00
3,300.00
100%
TOTALS
144,483.91
194,363.09
188,656.71
180,364.94
193,552.00
93%
COMMUNITY DEVELOPMENT
PERSONAL SERVICES
200,069.38
217,865.20
188,832.07
235,558.82
234,026.00
101%
OPERATING EXPENSES
35,583.00
31,080.34
24,899.36
17,970.06
18,946.00
95%
CAPITAL OUTLAY
0.00
0.00
0.00
0.00
0.00
N/A
TOTALS
235,652.38
248,945.54
213,731.43
253,528.88
252,972.00
100%
NON —DEPARTMENTAL
PERSONAL SERVICES
134,451.31
141,821.12
131,047.75
230o284.00
253,404.00
91%
OPERATING EXPENSES
548,329.41
557,143.31
625,417.44
631,265.38
674,973.00
94%
TRANSFERS OUT
63,561.00
0.00
346,339.83
343,700.00
361,404.00
95%
TOTALS
746,341.72
698,964.43
1,102,805.02
1,205,249.38
1,289,781.00
93%
TOTALGENERALFUND
9,746,233.74
10,273,156.34
11,226,156.77
11,568,291.67
12,083,793.00
96%
CITY OF SEBASTIAN
CAPITAL PROJECT STATUS REPORT AS OF SEPT 30, 2016
FUND 310
GENERAL. C.APITAI, PROJrR
Project
Project
Expenditures
Percent
Funds
Number
Desrr istipn
Boded
To Dale
EaoendM
Encumbrances
Rymcinine
A 1411
Computer Overhaul
300,00000
263,039,49
87,68%
-
36.960.51
A1513
Police Vehicle Replacement (CLOSED)
317.298. DO
317.297,94
100.00M
-
0.16
AI515
Diem[ Fuel Tank Software
25,00000
-
0.00%
-
25,000.00
A1516
Stormwater Equipment (CLOSED)
103,702.00
103.702.02
100.00%
-
(0.02)
AI518
Clear Yllage Software
61.76200
43,729.00
7080%
17,283.00
750,00
A1601
Amledillo Purchase
162,987.00
72,860.00
44,73%
0,026.58
0.42
A1602
Patch Truck
156,12500
-
000%
156,125.W
-
A1603
Payroll Automation
10,804.00
-
0.00%
-
10,804.W
A1604
Chipper(CLOSED)
60,999W
60.999.15
100 WA
-
(0.15)
A1605
Touter (CLOSED)
49,225,00
49,22441
IOO.INWA
-
0.59
A1606
Dispatch Consoles
63,479.W
-
0.000t,
61,895.61
I,SW.39
AI610
Nawork hnprovemems
50,000.00
24,520.93
4904.E
-
26479.07
AI611
Police Evidence Garage
333,270.W
22.914.85
6113%
-
3PL355.15
AI612
Police Vehicle Replacement(CLOSED)
243,920.00
243,919.89
1W.0D-A
-
0.11
AI613
Police RoofRepalr
72.543.00
40,639.53
56.02%.
31,903.62
(0.15)
AI614
Paint City Hall
50,000.00
-
O.OUA
-
50,000.0D
A1613
public Works Compound Shch.
W,ODO.W
-
0.00%
-
W,OW,W
A1616
Columbrriums
70,OW.W
10,683.W
15.26%
6,20D 00
53,11610
A1617
City Hall Parking Lot (CLOSED)
-
-
0.00%
-
-
A1618
Cemetery Storage Building (CLOSED)
-
-
O.00Y.
-
-
A1619
Stormweter Equipment (CLOSED)
47,961.00
47.960.98
100 W%
-
0.02
2,D9.975.00
1301,491.99
58.13%
363,423.81
574,059.20
FUND 320
CAPITAL IMPROVEMENT PROJECI:C
ProJat
Project
Esloodlmsys
Percent
Funds
Numb, g
Desrriatios
Budeer
To Date
Emended
Enrnmhrnnas
R... Ind. e
A1320
Fish He. lmpoi uromS(CLOSED)
507,319.00
507,319.01
100.00%
-
(0.01)
A1521
Community Center Peking
52,OW.W
1,78000
3.42%
-
$0,22000
A1522
Rshemmn's landing Shoreline (CLOSED)
-
-
O.W/.
-
-
A1620
Working Water6ont Dramatic
10,000.00
81.39165
58.14%
5,592.00
53,016.35
A1621
Working Water6ont Phase 2A
177,102,00
30.748.00
1736%
-
146,354W
A1622
Perks Equipment Building (CLOSED)
16,584.00
16,584.00
WILMA
-
-
g93,005.00
637,11=66
71.42%
5.59D)o
249,59034
FUND 330
TRANSPORTATION CAPITAL PROJECTS
Projert
Project
Expenditures
Percent
Funds
NOW,,
Description
Budget
To Dae
Expended
Encumbrances
Ror6in10g
A1231
Presidential Streets
971,021.00
935,823.33
96.38%
-
35,197.67
A1434
Tulip Drive
330,380.00
63,035.10
19.08%
216,728.00
50,61690
A1531
Police Station Parking
29,397.0
6160
0.21%
29.335.00
0.40
A1532
City Corp Parking
238,395.00
13,270.45
5.57°/.
225,30080
(176.25)
A1536
Main Street Paving (CLOSED)
372,744.00
372,744.30
100.0014.
-
(0.30)
A1537
Riverview Park Sidewalks (CLOSED)
-
-
0.00yrr
-
-
A1538
Highway Beautification (CLOSED)
-
-
0,00%
-
-
A1630
Brushfoot Bikapath
50,000.DO
44.077,30
SRI$%
-
5,922.90
A1631
Schmtwm Sidewalk (CLOSED)
D,828.00
23.927.88
I W.DO%
-
0.12
A1632
Street Repaving
733,5W.W
216,377.42
29,50%
478,119.50
39,004.08
AI633
Sidewalk Corarvction(CLOSED)
-
-
0.001!4
-
-
A1634
US Ffighway l Landscaping (CLOSED)
-
-
0.DO%
-
-
2,749,265.00
1,669.21733
60.12%
%9,48230
130,56532
FUND 363
STORMWATER IMPROVEMENT FUND
Project
Project
Expendituro
Percent
Funds
Number
Destination
Radial
TO Date
Eimandent
Encumbrionr
Remotion,
AI562
Indian River Lagoon
150,000.00
17,090.97
IL3Y/a
-
132,9D903
AI661
Road Crootg/Sideyard Pipe. (CLOSED)
50,827.00
50,827.40
100.W%
-
(DAD)
000,827.00
67,918.37
33.82 %
-
132,908.0
FUND 415
GOLF COARSE PROJECTS—�
---
Project
Projecr
Expenditures
Percent
Funds
Number
Destriotion
Budget
To Data
Essential!
Encumbrances
Remadmin
A1540
Golf Course inigata.
1,188,290.00
$84,517.68
74,44%
933 45
302,938.87
AI541
Golf Course Restrooms(CLOSED)
103,535.W
103,53SA2
IOILOUA
-
(0,12)
A164D
God,Coursc Roofing& Shunere(CLOSED)
6LWO.00
61,940A5
IDODD'/.
-
(045)
A7641
CrolfCournc Parking Lot lights
5I,285.00
10,241.60
19,97A
18.327.73
22,715.67
1,405,050.00
1,060,734.35
7546.E
19,161.18
3M.W.97
FUND 4555
AIRPORT PROJECTS
Project
Project
Eapendimm
Percent
Funds
Number
Descrinlioo
Budget
To Do,
y
Enatmbnnns
Remy
A1351 -
Main St., Access Road
1,61LI63W
1,493,969.58
92.1P/.
31,730,07
96,464.35
A1451
AP Manger
1,725,013.W
297,443,61
17.24%
1,367,779.11
59,780.29
A1651
Runway Markings (CLOSED)
36,537.00
36,536.93
IW005:
-
0.07
A1652
Automated Weather Observation Symem(CLOSED)
-
-
O.OVA
-
-
A1653
Conduit Boring (CLOSED)
4,000.00
4,000,W
100.009.
-
-
A1654
gamine Pathway
12,IW.00
12.IN 00
1Do my/.
-
-
A1655
Taxiway C,D,E, Design
262,200.00
32,071.30
1223%
-
DO, 128, 70
A1656
AP Motu Plan Update
215,000.00
I,800.00
084%
-
2I3,200.00
A1660
Excavator Purchase (CLOSED)
126,40000
126,400.W
1DO %
-
-
4,003,407.00
2.004324.42
50.07%
1399.509.19
599,573.40
QUARTERLY INVESTMENT REPORT
FOR THE QUARTER ENDED SEPTEMBER 30, 2016
At September 30, 2016, the total of the City's cash and investments were $11,155,627.72. Of this, $7,521,011.75 was held in an
interest bearing checking account at Seacoast National Bank and $3,634,615.97 was invested with the State Board of
Administration. The City did not purchase any new securities during the quarter and does not hold any investments in government
securities. Approval was granted to deposit some of these funds with Florida Trust, which invest longer -term in government
securities, which should increase investment earnings. An initial deposit of $500,000.00 was made on October 5, 2016.
SEACOAST NATIONAL BANK
CASH BALANCE ALLOCATION
control Fund
Leal Option G. Tat Fund
Disaniosur, Sal. Tax Fund
Rivafmnt Redevelopment Fund
ParklnSIn-Lieu-Of Fund
Rarcatipn Toyota Fa Fund
Stermweter Utility Fund
law Enforcement Forfeimm Fund
Manor., Sal. Tax, Debt Swim Fund
Stormwater Series 2003 Deb Service Fond
Cepuel projects Fond
Capital Impmveroents Fund
Transportation Fund
Smtmwater Pr jells Fund
Golf Count Fund
Golf Count Pr9jecta Fund
Airpon Fund
Airport Projects Fund
Building Department Fund
Country, Trust Fund
P.forounce Depr im Fund
Total Bank Exton.
CURRENT
BALANCE
3,501 831.93
315,024.01
857,324.09
363,51590
611.954.63
485,424.60
2.410.69
354.611.41
168,342.97
(107,875.43)
(34,609.05)
(69.535,03)
32.081.63
(414,086,50)
(111,914.94)
(101,375.24)
467,42L14
PERK
4656V
4.19%
11.40%
4.83%
D.o636
814 %
645%
003%
4.71%
2.24%
4.43%
446%
0.92%
043%
-5.51%
-1.49
-1.35%
6.21%
3 7%
STATE BOARD OF ADMINISTRATION (SBA)
CURRENT
INVEST6IF.NT ALLOCATION BALAN E
General Fund
Local Option Gas Tex Fond
Discredonay Sales Tax Fond
Riverfiont Redevelopment Fund
lsrkingti-Lieu-OfFord
Rtcnadon Isi Fos Fund
Stonnwater Utility Fund
Law Pnfoo:emml Forfeimm Fund
Dixretions, Sala Tax, Debt Service Fund
Smnnwner Series 2003 DeN Sovia Fund
Capita Projects Fond
Capita Mp.rano nu Fund
Trvsspanntion Fund
Storroxi Pmj.m Fund
Golf Course Fund
Golf iture Pmjeds Fund
Aim Fund
Airport purism Fiord
1,073,596.54
1,201,376.8E
97.16910
72,927.58
292,90150
34,259.54
245,755,37 2 Building DeparOnent Fund 711,280.53
921,868.52 1126% Coori Trust Fund 74,35385
32,84L00 0,44% Peromwm Deposits Fund 73,75000
S 7.521.011,75 100.00% Tonal SBA Balance 8 34M.615.97
REPORT ON GENERAL FUND CASH RESERVES
FOR THE QUARTER ENDED SEPTEMBER 30, 2016
PERCENT
29.54%
0.00%
33.14%
2srA
101%
&116%
am
0.94%
a 00%
0.00%
0.0m
000%
0.00%
000%
000%
0.0m
0.00%
0.00%
19.5m
105%
2.03%
100.00%
General Fund Cash Reserves are maintained to minimise the impact on the City's operations of unforeseen or emergency events,
such as natural disasters, significant revenue shortfalls or unanticipated expenditures. City policies require reserves equal to 30% of
the annual General Fund total expenditures budget, less debt service, interfund transfers and capital expenditures. Should there be
an event(s) causing City-wide damages of 30% or more, it is preferable to have a reserve balance of at
least $5 million
dollars.
Some of this balance has been committed to funding
unanticipated repairs and replacements from surpluses added during FY2012-
13, FY2013-14 and FY2015-16. Nothing was set aside for FY2014-15 due to a shortfall of $80,738.
General Fund Reserves Available for Emergencies
Equipment and Facilities Repair and Replacement Reserve
09/30/13 Per Audited Financial Statements $5,065,242
09/30/13
Initial Assignment of FY2012-13 Surplus
$467,286
S467,286
09/30/14 Changes to Assigned Reserves 19,789
06/30/14
Replace 3 Mowers & Dump Truck
-96,915
370,371
09/30/14 Surplus for FY2013-14 263,874
09/10/14
Replace Excavator
-28,056
342,315
09/30/14 Per Audited Financial Statements $5,348,905
09/18/14
Replace Police Authentication System
-4,343
337,972
01//14/15 Audit Fee for new GASB -2,000
09/30/14
Assignment of FY2013-14 Surplus
+263,874
601,946
01/28/15 Building Department Software-19,800
10/06/14
Repairs for Sinkhole at Rolling Hill Ditch
-18,554
583,292
05/13/15 Seawall Engineering Assessment-50,000
10/10/14
Repairs to Pedestrian Bridge
-30,215
553,077
09/30/15 $50K Airport Advance Repaid 50,000
11/07/14
Ditch Work -Barber, Caravan & Crowberry
-9,598
543,479
09/30/15 Changes to Assigned Reserves 40,106
12/10/14
Replace Bucket Truck
-94,641
448,838
09/30/15 Surplus for FY2014-15-80,738
0624/15
Repairs to City Garage Roof
-8,651
440,187
09/30/15 Per Audited Financial Statements $5,286,473
0624/15
Pipe Repair-CoolidgeMdian River Drive
-14,980
425,207
10/01/15 Clear Village project carryover-12,600
0624/15
Sidewalk Repairs at Barber Street Bridge
-1.926
423,281
08/05/16 Voluntary Early Retirement Costs-307,365
0826/15
Community Center/Yacht Club Pumps/Wells
-5,140
418,141
09/30/16 Surplus for FY2015-16 222,557
08/26/15
Cemetery Irrigation due to lighting strike
-387
417,754
09/30/16 Per Unaudited Financial Statements $5,189,065
0826/15
Repairs to Main Street Dock
-1,500
416,254
09/30/16 Less Equipment and Facilities
07/15/15
Communications Dispatch Console
-29,983
386,271
Repair and Replacement Reserve 478,486
0724/15
Repairs to Tennis Court Fencing
-850
385,421
09/30/16 Net Available for Emergencies $4,710,579
07/24/15
Repairs to Police Department generator
-1,000
384,421
07/30/15
Replace Parks mower
-10,525
373,896
09/06/15
City Hall/Community Center air conditioners
-13,281
360,615
Note: Subsequent to year-end, unanticipated payroll and repair
09/30/15
Assignment of FY2014-15 Surplus
0
360,615
cast of Hurricane Matthew estimated to exceed $2,085,000 may
12/31/15
Contract for CPA Landscaping Services
-10,600
350,015
be paid out of General Fund Reserves. This total includes debris
12/31/15
Replacement of benches/tmsh receptacles
-7,495
342,520
pickup for $530,000, pier and dock repairs for S1,400so 0,
I2/31/15
Repairs to Cemetery office building
-6,250
336,270
repairs to other facilities for $55,000 Bud additional overtime pay
02/16/16
05/19/16
Cart Bam electrical repairs
Replacement Roller
-24,600
•-2,944
311,670
20
294,276
and benefits for $100,000. A large portion of this is expected to
Post -Hole Diggers
-2,944
76
290,976
be recovered from FEMA and the State but As much as $260,000
06/02/16
06/14/16
Cemetery Replacement Pump
-2,247
258,729
of the "City -share" is anticipated to permanently reduce the net
08/17/16
City Council Air Conditioner
-32,800
255,929
available for future emergencies.
08/17/16
Paint Airport Maintenance Building Columns
-2,800
255,929
09/30/16
Assignment of FY2015-16 Surplus
+222,557
478,486
QIr of
HOME OFPELICAN ISLAND
To: Mayor and City Council
Thru: Joe Griffin, City Manager
From: Kenneth W. Killgore, Administrative Services Director
Date: January 18, 2017
Re: 4' Quarter Accomplishments Fiscal Year 2016
Enclosed please find the Wh Quarter Accomplishments for City Departments as assembled and edited by the Administrative
Services Department for the three months ended September 30, 2016.
CITY CLERK
Leeislative Su000rt Matters
• Prepared agenda, attended/recorded five regular City Council meetings and two budget hearings for City Council.
• Completed follow up of approved Council matters — contracts, letters, emails, scanned to Laserfiche and indexed.
• Fifteen resolutions adopted by Council.
• Five ordinances adopted by Council.
• Five proclamations prepared for presentation by Mayor.
• Six legal ads placed in Press Journal,
• One courtesy ad placed in Press Journal.
• Provided monthly city calendars and revisions to Council, city staff and press.
• Coordinated attendance of clergy for Council meeting invocations.
• Prepared travel reimbursement for four Council members who attended FLC Annual Conference.
• Distributed two code supplements.
Records Manaeement Proeram
• Responded to 36 public records requests.
• 17 consoles, 61 boxes and 1 - 96 gallon container of duplicate and OSA records destroyed by shredding vendor.
• Personnel records were scanned for long term retention (5 boxes completed by police officer assigned to light duty).
• Transferred and documented Finance Dept. boxes for storage.
• Records Clerk scanned purchase orders into Laserfiche.
Election Matters
• Sebastian PAC monthly campaign reports submitted and provided to press as requested.
• Qualified seven 2016 candidates.
• Collected treasurer's reports from candidates and provided to press as requested.
• Submitted ballot to Supervisor of Elections.
• Mailed election assessment checks to State Election Commission Trust.
• Prepared Council transmittal for Chamber of Commerce Candidates' forum.
Citv Board Matters
• Noticed vacancies, prepared transmittal for four board appointments by Council, notified and provided info to appointee,
updated Board Handbook and distributed pages and posted on O:drive.
• Prepared one certificate of appreciation for outgoing Sebastian representative.
• City Clerk prepared agenda, attended/recorded one CRA meeting within Council Meetings.
• City Clerk prepared agenda, attended/recorded two Board of Adjustment meetings within Council Meetings.
• City Clerk prepared agenda for one Veterans Advisory Committee.
• Records Clerk recorded and transcribed one Veterans Advisory Committee meeting.
• One legal ad placed for CRA meeting.
• Published all scanned City board packets to website and Laserfiche and provided to Council, press and standing requestors.
• Records Clerk attended/recorded one Indian River Lagoon Coalition meeting.
• Organized the hiring of a recording consultant for certain City boards/committees.
Cemetery Matters
• Certificates of Interment Rights issued for 19 locations for a total of $28,200.
• Scanned all cemetery records as sold or amended for permanent retention.
• Entered into Pontem database all burials and lots/niches sold.
Personnel/Educational Matters
• City Clerk and Records Clerk attended MCCI Laserfiche Webinar July 14th, Organizing Email, Practical Strategies for
Records Management.
• City Clerk and Records Clerk attended Neel -Schaffer Hurricane Debris Readiness Workshop, July 140'.
• City Clerk and Records Clerk attended MCCI Laserfiche Webinar July 27 h, What's New in Laserfiche 10.
• City Clerk and Records Clerk held a records management webinar and training for the City Hall and Police Department
staff on September 12a'.
• Records Clerk became a member of the Events Committee and attended 2 meetings.
Communitv Matters
• Responded to or forwarded cityseb emails to appropriate departments.
• Prepared two articles for Pelican News newsletter.
ADMINISTRATIVE SERVICES
• Prepared Yd Quarter 2016 Budget Amendment and made presentation to Budget Committee and City Council.
• Prepared agenda and presentations for three meetings of the Budget Review Committee.
• Presented power point to City Council on draft operating budget and recommended proposed millage.
• Presented power point to Planning and Zoning Board on capital improvement program.
• Attended meetings on FEMA approved debris management procedures in preparation for storm events.
• Participated in meetings on detailed City-wide Disaster Preparedness Plan.
• Evaluated and selected new carrier after an RFP process for General Liability and Workers Compensation Insurance.
• Prepared agenda and attended the quarterly meeting of the Police Pension Trustees.
• Negotiated the three year PEA and PBA Labor Agreements.
• Evaluated and selected company for the employee health insurance program.
• Presented power point on recommended budget and capital improvement program at City Council budget workshop.
• Presented recommended millage, budget and capital improvement program at the first and final public hearings.
• Handled normal processing of payroll, accounts payable and cashiering.
• Maintained listing of current capital projects and held frequent meetings with project managers to monitor progress.
• Coordinated the quarterly employee investment meetings with the ICMA representative.
• Monitored and completed required grant paperwork on Airport and other grants.
• Monitored and approved payments on major contracts.
• Worked on review and revision of City personnel policies.
• Recruited, interviewed and hired replacements for vacant positions.
POLICE DEPARTMENT
Administration
• Continued review of agency policies as per accreditation standards.
• Hired an Evidence/Crime Scene Technician.
• Hired a Clerk II for the Records Section.
• Administration attended 4 Council meetings and 1 special meeting.
• Attended over 100 Law Enforcement related meetings and 49 public meetings and/or speaking engagements.
• Administrative personnel attended over 80 hours of training.
• Graduated over 20 participants in our 2016 Citizens Academy.
• Continued to collect statistical data to include; personnel, community, crime, etc.
• Participated in preparation meetings for employee labor agreement negotiations and attended negotiation sessions.
Volunteers
• The Community Service Volunteers worked a total of 2,374 hours during this quarter.
• 57 bank deposit details were made. This service is done for City Hall so employees do not have to leave their assigned
duties.
• 0 traffic control detail was assigned. These consist of directing traffic at city events, road closures, etc.
• 1,288 house watches/close patrols were completed.
• 28 vehicle transports were made consisting of taking the vehicles to different locations for repairs, etc.
• 75 business checks were made. These business checks are conducted to help the patrol officers keep an eye on the business
community which helps reduce crime.
• 55 area checks of banks were made. Visual marked units around the banks at various times helps to deter crime.
• 34 Airport checks were made. The visibility helps to deter crime.
• 71 special details were assigned.
• 0 miscellaneous assists for law enforcement personnel.
• 144 paper runs i.e.: State Attorney's Office, Sheriffs Office, etc. The volunteers pick up and deliver packages such as
council packages, State Attorney packets, and miscellaneous items as needed.
• Assisted with traffic control on 15 traffic crash scenes.
• 0 warnings for handicapped parking tickets issued and 2 warnings for other parking infractions issued.
• 41 citizen contacts.
• 424 Miscellaneous jobs.
• 13 hours of Funeral Escorts were completed.
• 0 hours of patrolling on the boat and checking waterways and businesses along the waterway.
School Resource Officer
• Officer Penn planned and managed the Christmas in July event to benefit Shop with a COP.
• Officer Penn trained new crossing guards and recertified the other crossing guards.
• Officer Penn managed the crossing guards.
• Officer Penn assisted in the hiring process for a new crossing guard.
• Officer Penn completed numerous area/building checks of the schools.
• Officer Penn began teaching DARE at Pelican Island Elementary.
• Officer Penn began teaching safety classes for Sebastian Elementary kindergarten classes.
• Officer Penn conducted anti -bullying trainings at the elementary schools.
• Officer Penn assisted road patrol duties to handle calls for service, accidents and covering shift shortages.
• Officer Penn provided police service to the students and parents of Pelican Island Elementary and Sebastian Elementary by
being present for any problems, questions or concerns before and after school.
• Officer Penn manages the RUOK program.
• Officer Penn arranged a Code Red drill walk through at 2 of the schools to assess the safety of the schools.
• Officer Penn was part of the Emergency Management planning meeting for the Indian River County School District.
• Officer Penn took part in a Back to School Bash as a representative of the Sebastian Police Department.
• Officer Penn has been part of community outreach events throughout the area.
• Officer Penn managed incoming Shop with a COP applications.
Road Patrol and Special Operations
• Officers were dispatched to 2,694calls for service, and self -initiated 3,321 events.
• 72 adult and 8 juvenile arrest were made.
• Officers issued 202 citations, 14 parking citations and 591 written warnings.
• Officers completed 709 offense reports and 104 crash reports.
Citations Wamines Incident Reports Arrests
Traffic (462)
57
68
1 3
K-9 Ofc's (41/38/46/37)
42
114
58 11
TOTALS
99
182
59 14
Boat Ofc The boat has been deployed several times each month with both officers and volunteers during this quarter.
Investieations
July
Aueust
September
Subpoenas
4
4
5
Arrests
2
1
2
Warrants
5
5
9
Training/Meeting Hours
65
35
187
Follow -Ups
71
86
79
Active Cases
45
42
31
Assigned Cases
13
20
12
Cleared Cases
7
8
12
Inactive Cases
10
16
10
Supplements
25
49
27
Communications Division
• 11,014 calls entered into CAPERS CAD, of that
• 4,246 were dispatched calls for service
• 1,614 were Code Enforcement Self -Initiated calls
• 3,228 were Officer Self -Initiated calls
• 1,537 were Volunteer Self -Initiated calls
• 389 were call dispatch handled without LE & calls entered in error
• Total 911 calls received 2,240 of that the breakdown of the lines are as follows:
• Wireless 911 calls — 1,754 (cell phones) of which:
a. Phase 2 calls — 791 b. Phase 1 call -963
• Land -Line 911 calls — 486 (residential and/or business landlines) of which:
• VOIP 911 calls —177
• Residential — 188
• Business —120
Blank call type -1 Of which: 1,030 were transferred to other agencies and 153 were 911 hang-ups
Total Admin Lines answered 911 phone systems (Solacom) 10,156
• Incoming calls -5,686
• Outgoing calls — 2,517
• Of which:
Transferred out of dispatch — 3,620
• Unknown total calls received on the Siemens phones also answered by dispatch.
Training attended:
• (9) Dispatchers completed Police Legal Science monthly training
• (9) Dispatchers completed APCO monthly training articles
• (1) CJIS Training Symposium
• (1) FDLE Regional Workgroup Meeting
• (1) APCO Conference
• (5) FDLE Full Access Certification Training
Radio and playback equipment repaired
Solacom phone equipment repaired
Backup battery replaced at workstations one and two
• (1) Dispatcher transferred to Records
• (1) Dispatcher hired
• Purchased new dispatch furniture
• Purchase orders issued for electrical and technical support for new furniture
During this quarter, as in all quarters, Communications/Records assisted the citizens of Sebastian 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. Communications receives and dispatches all non -emergency and emergency phone calls, as
well as requests for Law Enforcement, Code Enforcement, and Volunteer services. When on calls for services,
Communications will assist the Officers, Detectives, Code Enforcement and Volunteers with placing phone calls to citizens,
parents of juveniles, State Attorney, Court House, Tag Office, Driver's License Office, key holders and other Law
Enforcement Agencies regarding cases our agency is working. This includes sending teletype messages to DHSMV,
FCIC/NCIC, running driver's licenses, tags, guns, boats, articles, and criminal history requests. Communications assists
officers with searching for information, phone numbers, etc. Communications provides services to non-residents by
answering questions, providing phone numbers, referring them to the proper agency, etc. Communications also assists other
agencies with information and/or requests they may have.
Code Enforcement Division
Of the 1,752 code calls for the quarter, the following is a breakdown of some specific calls made:
• Issued 447 written warnings. This ranged 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.
• 105 property inspections for title companies and 112 sign violations.
• 469 Code Services.
• 603 re -inspections, 46 violations not complied with, 168 were posted for abatement, 43 abated by vendors.
• 376 violations complied.
• 34 Liens filed, 3 liens released.
• 180 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.
• There were no calls for water violations during the third quarter.
Alarm Assessment
• $650.00 in alarm permits (new and renew)
• $220.00 in false alarms fines
• 146 alarm responses by officers, 63 of these were false.
• 46 New permits issued.
PUBLIC WORKS DEPARTMENT
Roads Division
• 4 Road Crossings
• 47 Tons of Asphalt put down
• Citizen Complaints
• Cutting back branches
• Clean Fill Pipe
• 3 Pallets of cold patch asphalt for pot holes
• 10 Pallets of sod installed
Sian Shoo
• Decals made 38
• New type signs made 39
• Total made 125
• Total Post and anchors installed 16
• Clean sign shop
Stormwater Division
• Vac Truck
• Armadillo (12,678) Catch basin (3-6) Swale (27.5) Road crossing (36)
• Side Pipe (16) driveway (198.5)
• 740' LF of pipe installed
• Total 36 Cubic vards
• Road Crossing Pine Back Ditch Pine
12" HDPE 80' 42" HDPE 140'
15" HDPE 80"
IS" HDPE 80"
• Armadillo drainage work
• 12,678 L.F. of front swale drainage
Parks Division
• Set up and maintained Riverview Park
• Bought 12 carts for the vendors
• Added new surface materials on 2 court at Friendship Park Tennis Courts
• Installed new tot swings at BSSC & Filbert St. Park
• Replaced 2 tennis nets at Schumann Park
• Installed Christmas decorations at Clock in Riverview Park
• Trimmed trees and shrubs throughout the City
Cemetery
• The Cemetery crew did routine mowing, weed eating and edging.
• Cleaned and filled pump house. Dug cremains holes, put cones out and picked up cones and signs after service.
• Cleaned, organized truck and irrigation area b/c of new stucco. Pre -bid (new columbarium).
• Followed contractor repair maintenance building
Facilities Maintenance
• Continued Daily Maintenance, cleaning and repairs of all Public Works
• Continued monthly maintenance schedule on lift stations, A/C filters, gates, etc.
• Continued monitoring of contracts with pest control, A/C. elevators, fire sprinklers and fire alarms
• Touch up paint Engineers office City Hall
• Replace Senior Center lighting and Water Heater (Maxwell)
• Repair Community Center Interior lighting & exterior lighting City Hall
• Install Exterior handrail Old School House (Shoreline Shutters)
• Carpet clean Public Work and City Clerk areas (Nash)
• Install drinking fountains Creative and Yacht Club
• Repair Generator roof tiles Police Dept. (Leeward)
• Repair ballfield pump station for irrigation (Maxwell)
• Repair A/C unit Crab E Bills for kitchen (Pelican Island)
• Install concrete slab, install wiring circuit, jet pump, remove fountain, and plumb for Fisherman Landing project.
Fleet Maintenance
The Fleet Management Staff completed 272 repair work orders, 42 preventive maintenance services 15 service calls and 15 road
trips to pick up parts. In addition to in-house vehicle/equipment work orders, 15 vehicle and equipment repairs were scheduled and
completed by outside vendors.
• Took delivery of the following units:
• (2) Police Vehicle (PD-03) and (PD-35)
• (1) Speed Trailer (PD-83)
• (2) Info Trailers (PD-42) and (PD-44)
• (2) Building Dept. vehicles (BD-203) and (BD-202)
• (1) Stormwater Track (SW-60 1)
• (1) Cat Excavator (AP-25)
• (1) Public Works Roller (PW-98)
• Completed the prep (Lights, Rack, Graphics, etc.) on the following
• (2) Police Units (PD-17) and (PD-35)
• (1) Building Dept. (BD-203)
• (2) Ingo Trailer —Police (PD-42) and (PD-44)
• (1) Speed Trailer -Police (PD-85)
• (1) Lightbar (AP-1)
• (1) Pick-up (SW-601)
• (1) Pump (SW-698)
Purchased EquipmentfVehicles
• (1 Tractor/Ditcher/Mower(SW)
• (1) Pump (SW-698)
• (2) Trailers (P)
• (1) Air Compressor (AP)
• (1) Mower (AP-05)
Fuel Cost as of the Mar. 31, 2016 is as follows:
• $1.70 per gallon of gasoline increase 1% over the past 90 days
0 $1.58 per gallon of diesel fuel decrease of 4% over the past 90 days
AIRPORT
• Golf Course Storage Building construction completed by Kern Construction, including a chemical storage shed.
• Construction of vehicle service path parallel to runway 05-23 completed and now serves as a safe avenue for tenants
traversing between the east and west sides of the Airport.
• Joint funding agreements (Federal, State/City) were awarded and approved for:
o Design of three new taxiways to serve Runways 05-23 and 28.
o Construction of Hangar C, which is 15,000 square feet in size and will house a future airport tenant.
o Purchase and installation of an upgraded automatic weather observation system (AWOS).
• Federal and State applications submitted for joint funding of a new Airport Master Plan update.
GOLF COURSE
Revenue
15-16 14-15
Difference
Total Revenue
$147,242
$155,814
-$8,572
YTD Tot. Rev.
$1,121,060
$1,325,883
-$204,823
Total Rounds
7,475
8,154
-679
YTD Tot. Rds.
43,146
49,411
-6,265
Green Fee
$35,462
$40,737
-$5,275
Cart Fee
$86,871
$89,973
-$3,102
Ann. Mem.
$0
$0
$0
Ann. Mem. YTD
$83,208
$64,282
+$18,926
USGA Hdcp.
$20
$0
+$20
YTD Discount Card
$5,421
$5,450
-$29
YTD Driving Range
$34,410
$39,512
-$5,102
Club Rental
$427
$504
-$77
Club Storage
$0
$0
$0
YDT Golf Shop Retail
$58,462
$60,324
-$1,862
YTD PGA Pro Lesson
$2,536
$3,218
-$682
YTD Restaurant Rent
$28,473
$29,139
-$666
Comments: 4" quarter total revenue/rounds down slightly mainly due to September weather, Year to Date
revenue/rounds down slightly due to rains of January 2016 & irrigation project. Annual Memberships increased due to
elimination of Initiation Fee. Golf shop retail showed modest increase for 0 quarter and increase for Year to Date.
• Charity, Corporate and special Golf Tournaments for P quarter (14-15) included The P Annual Donald O'Connor
Memorial Golf Tournament benefitting Friendship Community Church (44 players), Sebastian Elks Lodge (54
players), Melbourne Golf Association (68 players), Sebastian Rotary (50 players), Brevard Golf Association (30
players), Sebastian Chamber of Commerce (128 players) and Brevard Rugby (136 players).
• Charity, Corporate and Special Golf Tournaments scheduled for 4a' quarter (15-16) included Indian River Airboat
Association Golf Tournament (144 players), Palm Bay Golf Association (30 players) and The Sebastian River High
School Boys and Girls Golf Team Benefit (96 Players).
• Charity, Corporate and Special Golf Tournaments scheduled for I' quarter (16-17) include Central Baptist Church,
Sebastian Italian -American Club, Sebastian Tiki Bar, Bethpage High School Class Reunion Outing, 2016 Sebastian
Amateur and Sebastian Rotary Golf Tournament.
• Parking lot lighting initiative has begun.
• New fencing installed around FPL equipment and cart -wash area.
• Continued landscaping improvements, additional newly planted oak trees and Simpson Stoppers.
• Golf Course storage barn completed.
• Cart path repair project moving forward.
• Golf Course club house, starter station and beverage bam received new tin roof and hurricane shutters.
• Organized and executed the 2016 Sebastian River Boys and Girls Golf Team Fundraiser, which netted $4,580 for the
high school golf teams.
• Offered free golf clinics for Sebastian River Middle School through a conjunctive effort with the Indian River Golf
Foundation.
• Beginning to plan for 2017 green and tee re -grassing project.
• Closing out 2016 irrigation project, adding 12 more irrigation heads for increased coverage.
BUILDING DEPARTMENT
• In the fourth quarter of this fiscal year, a total of 42 new single-family homes were issued building permits. Single
family residential permitting is identical to the third quarter results. Other permits of significance include 1 new
manufactured home, 0 new commercial building, 1 commercial addition, 6 commercial alterations, 3 commercial
build outs, 2 residential additions and 11 residential alterations. In all, 1022 building permits were issued in the
fourth quarter. The number of building permits issued this quarter has remained essentially the same as in the third
quarter.
• Total number of inspections for the fourth quarter was 3547 for an average of 56 inspections per working day. The
number of inspections this quarter has also remained essentially the same as in the third quarter.
• The number of Certificates of Occupancy issued for the fourth quarter included 63 new single family residences, 10
new manufactured homes, 2 commercial certificates of occupancy and 2 commercial certificates of completion.
• The following lists the Business Tax Receipt activity for the fourth quarter: New Businesses-19, Renewals -790,
Transfers-6, Duplicates-0, Home Based Businesses-292, Commercial Businesses406, and Solicitor Registrations-9.
In addition, there have been 68 requests from lien/title companies for permit records on properties within the city.
• Building Department personnel sent out in excess of 1000 Business Tax Receipt renewal notices for the new business
year. This is a huge undertaking every year to send out the notice letters, receive the renewal fees, log them into the
system and send back their renewed Business Tax Receipt for 2017. This process is being streamlined through our
new on-line renewal system, allowing renewals and payments to be done on-line. In addition, the same process is
done every year for all of the licensed contractors in our data base who have local licenses requiring an annual
renewal fee.
Mr. Helihy made a motion to stick with the 3.8556.
Mr. Hall seconded the motion.
There was no Public discussion.
All approved the motion to stick with 3.8556.
Mr. Herlihy stated he will prepare the PowerPoint and he has asked all members to review it by 4:30
Tuesday, August 9th because he has to have it to the City on Wednesday. If any comments, get them to
Ken so he can get them back to me so I can make changes.
Mr. Killgore made comments regarding the Third Quarter Annual Report. Most changes were due to
unexpected repairs. He listed new and additional approvals by City Council. General revenues collected
are at 76%. Capital Projects will be presented and debt service and obligations are being paid on
schedule are in compliance. The Golf Course figures are distorted because of the major irrigation
project. As you recall the Golf Couse had a loan from the Building Fund but it is inflating the
expenditures. It's not necessarily a cash flow problem but a deficit. Airport Fund has had a successful
year. They have increased their reserve amounts to about $46,000 because they are mostly supported
by the DST funds. Building Fund is having a good year because of Building Permits. If you recall, the
Building Department wants to add a Part-time Inspector which will help with their work load. Included
are the Detail Summaries. On page 83 of 321 shows you the 75% expended and you can look at each
department and where they stand individually. On pages 84 of 321 there is the Capital Project Status
Report is included and some are carried over from year to year because of the operating budget. About
63% of our projects are in process and we are awaiting some of our grant funding. Page 325 shows the
Amount of Cash Investments. We still have $11M available in cash investment. I still haven't set up the
third investment with Florida Trust. He stated he still needs to get comfortable with their procedures.
The status of the Cash Reserves is $5, 033,000. The Balance of the report is each Department's
activities. I would call special attention to the Golf Course, page 92 of 321. They explain why they have
less revenue than the year before. They have done some promotion and added members.
Mr. Herlihy commented on how we are down $193,000 on the golf course and this could have been due
to the heat in July and August. It will be tough for them to make that up.
Mr. Helihy requested a motion to approve the Third Quarter Budget and make that recommendation to
the City Council.
There was a motion and a second.
All approved the Third Quarter Budget.
There was no public input.
Mr. Killgore noted that Dionna Farmer resigned from the Committee.
Mr. Herlihy commented on the email from the City Manager regarding attendance. He stated he
reassured Mr. Griffin that in November members will be told of their obligations. It is important to be at
the meetings because City Council wants our opinions. They want to hear what we think. There are
normally seven of us and that gives a fair representation of the whole City.
It was noted that there will probably not be another meeting before the two September Public Hearings.
This Council Meeting is the last meeting in August because the Council Chambers are going to be used
for Early Voting. Assuming that Council is happy with the 3.8556 then that is what will be carried into
the Budget Hearings, although they can make changes at that meeting. There won't be any meeting
scheduled unless there is a major decision and Council goes in another direction then this Committee
might want to regroup.
The meeting was adjourned at 6:53 p.m.
Edward Herlihy, Chairman Date
Memorandum
To: Budget Committee
Copy: Ken Killgore
From: Edward H. Herlihy
Date: 1/20/2017
Re: The 2017-18 Budget Year
As we start the new budget year, please welcome our newest member, Larry Napier.
Larry recently retired as Finance Director for Fellsmere. Bruce Hoffman has'
rejoined the Budcom after a two-year absence. Welcome Bruce.
The following are topics that occur to me that could be considered in this budget
year. Several are "carryovers" from previous years and some are new. Please feel
free to add or subtract from this list when we discuss our plans for the budget year. I
have no "pride of authorship".
1. The Golf Course
2. The Airport. More income?
3. Police Pension Fund funding
4. More road spending??
5. Stormwaterprojects?
6. Canal bulkheads?
7. IT updates?
8. Department manning and costs
9. General Fund reserve. "Loan" payback
10. "Working Waterfront" project spending??
11. "Cavcorp" parking lot enhancements??
i ..f Y
I.
34I INN �F
iC
;,i4 p
J A , j sit ,
y-M
i • id,•
.. ,Yz� ;.tf�,��.Hi ;i
1
January 20, 2017
12. South parking lot rebuild??
13. Capital funding??
Attached you will find the proposed Budcom calendar for this year. Please look it
over and especially note the meeting dates in June, July and August. We need all of
our members present to carry out the work of the Budcom. Last year we had two
critical meetings without a quorum. This makes it very difficult to complete our
recommendations to the City Council. Please try to attend all of our meetings. If you
cannot attend, please let Ken Killgore know as far in advance as possible.
Please remember that if you have any questions regarding the budget and the budget
process, contact Ken Killgore, Finance Director. He is our contact with the City
staff. Ken can be reached at 589-5330 x8205 or kkilleoreaa citvofsebastian.or¢
DATE DAY
01/25/17 Wednesday
01/30/17 Monday
02/10/17 Friday
02/13/17 Monday
03/03/17 Friday
03/08/17 Wednesday
04/14/17
05/12/17
05/26/17
06/01/17
06/05/17
06/06/17
06/12/17
Friday
Friday
Friday
Thursday
Monday
Monday
Monday
06/12/17 Monday
06/14/17 Wednesday
06/19/17 Monday
06/23/17 Friday
07/06/17 Thursday
07/10/17 Monday
07/12/17 Wednesday
07/24/17
07/28/17
07/31/17
08/09/17
08/14/17
08/23/17
09/04/17
09/06/17
09/13/17
09/18/17
09/23/17
09/27/17
Monday
Friday
Monday
Wednesday
Monday
Wednesday
Monday
Wednesday
Wednesday
Monday
Saturday
Wednesday
09/28/17 Thursday
CITY OF SEBASTIAN
FISCAL YEAR 2017-2018 BUDGET CALENDAR
EVENT
City Council @6:00pm — Approve Budget Calendar and 4" Quarter Budget Report
Budget Review Advisory Board @6:00pm — Kick-off Meeting and Review of 4d' Quarter
FY2016 Budget Report
Departments Receive Instructions for Capital Improvement Program
Budget Review Advisory Board @6:00pm — Review I' Quarter Budget Report
Departments Submit Capital Improvement Program Request to Administrative Services
City Council @6:00pm — Approve 1't Quarter Budget Report
Departments Receive Instructions on Operating Budget Preparation
Departments Submit Operating Budget Request to Administrative Services
Complete Administrative Services Review and Balancing of CIP and Draft Budgets
Estimate of Property Values Received from Property Appraiser
Budget Review Advisory Board @6:00pm — Review 2"d Quarter Budget Report
Complete City Manager Review of CIP and Draft Budgets
City Council and Budget Review Advisory Board Receive Recommended CIP and
Operating Budget
Planning and Zoning Board Receives Capital Improvement Program
City Council @6:00pm — Approve 2nd Quarter Budget Report
Budget Review Advisory Board @6:00pm — Presentation of Draft Capital Improvement
Program and Operating Budget and Consider Recommendations to City Council
DR-420 Certified Property Values Received from Property Appraiser
Planning and Zoning Board @7:00pm —Approval of Capital Improvement Program
Budget Review Advisory Board @6:00pm — Approve Chair's Presentation of
Recommendations to City Council
City Council @6:00pm — Receive Budget Review Advisory Board Recommendation and
Approve Proposed Millage to be Submitted to Property Appraiser
Parks & Recreation Board @6:00pm - Review of Capital Improvement Program
Deadline to send DR-420 Proposed Millage Form to Property Appraiser
Budget Review Advisory Board @6:00pm — Approve Changes to Recommendation to City
Council on Draft Capital Improvement Program and Operating Budget (if needed)
City Council @6:00pm — Presentation and Workshop on Budget Recommendations
Budget Review Advisory Board @6:00pm — Review Yd Quarter Budget Report
City Council @6:00pm — Approve 3rd Quarter Budget Report
Final Adoption of School Board Budget
First Public Hearing on County Budget
Final Adoption of County Budget
City Council @6:00pm — Special Meeting for First Public Hearing on Millage and
Budget/Approval of Capital Improvement Program/Financial Policies
Advertise the Tentative Millage and Proposed Budget
CRA/City Council Meeting @6:00pm — Approve Community Redevelopment Agency
Budget/Final Public Hearing on Millage and Budget
Send Resolution Adopting Final Millage to Property Appraiser