Loading...
HomeMy WebLinkAbout06-05-2017 BAC AgendaCITY OF SEBASTIAN CITIZENS BUDGET REVIEW ADVISORY COMMITTEE AGENDA 6:00 P.M. MONDAY - JUNE 5, 2017 CITY HALL 1225 MAIN STREET 1. Call to Order 2. Pledge of Allegiance 3. Roll Call 4. Approval of Minutes: a. Meeting of February 21, 2017 5. Welcome to New Alternate Members- Victoria Flaherty and Andrea Ring 6. Review of Second Quarter Report - Ken Killgore Administrative Services Director 7. Public Input 8. Staff Matters - Ken Killgore, Administrative Services Director a. Update on Progress of Fiscal Year 2018 Budget Preparation 9. Committee Member Matters a. Comments/Discussion by Individual Members b. Proposed Topics for Next Meeting 10, Committee Member Next Meeting Date (Monday, June 19, 2017) 11. Adjourn Agenda Attachments: Item 1. Minutes for Meeting of February 21, 2017 Item 2. Second Quarter Report- FY2017 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 CITYS ADA COORDINATOR AT 589-5330 AT LEAST 48 HOURS IN ADVANCE OF THIS MEETING. DRAFT CITY OF SEBASTIAN _f �s ` '�°''� CITIZENS BUDGET REVIEW ADVISORY BOARD t MINUTES OF REGULAR MEETING FEBRUARY 21, 2017 1. Chairman Napier called the Citizens Budget Review Advisory Board Meeting to order at 6:00 p.m. 2. Pledae of Alleaiance was recited by all. 3. Roll Call Present: Mr. Ed Herlihy Mr. Larry Napier Mr. Michael Frank Mr. Sergio Mota Mr. Harry Hall Mr. Bruce Hoffman Members Not Present: Mr. Tim Slaven — Excused Also Present: Mr. Kenneth Killgore, Administrative Services Director Mr. Frank Watanabe, City Engineer Ms. Susan Mann, Recording Consultant 4. Approval of Minutes A. Meeting of January 30, 2017 Mr. Napier noted that there was a typographical error in the minutes that could be corrected after the minutes were approved. He called for a motion. A motion to approve the minutes as corrected was made by Mr. Herlihy, seconded by Mr. Mota and carried unanimously by voice vote. 5. Review of First Quarteriv Report — FY 2017 Mr. Killgore stated the significant changes by Council was the reduction of the millage rate to 3.800; repayment of half of the expense of the early retirement program, the other half would be allocated for road work; and the purchase of two dump trucks. He stated that he is pleased to report the Audited Financial Statements were received on February 17, 2017 which is a month earlier than in the past. He reviewed the major revenue sources and reported that they are higher than budgeted for this point in the year. He reviewed the major expenses and stated that there are some areas that are higher than budgeted; the expenses related to the hurricane contributed to those increases. He continued to review each of the other funds and provided details on income and expenses. He stated that Mr. Watanabe, City Engineer, will provide an overview of the capital projects he is involved with. Citizens Budget Review Advisory Board Page 2 of 5 Meeting Minutes of February 21, 2017 Mr. Watanabe provided a detailed review of the Capital Improvement Plan. He explained the start time, current status, funding source and estimated completion dates for each. He explained that because the City handles projects with design, permitting, etc. all together and some are grant related that is why some may seem to remain open for a longer period of time. Mr. Moto asked for an update on the grant application for the installation of a traffic signal at Joy Haven and Barber. Mr. Watanabe explained that since there is a school bus stop at that location he applied for a grant designed to increase safety for school children when crossing the street. The application was rejected because the intent of the grant is installation of sidewalks, not traffic signals. As a result of this he is exploring other grant opportunities. Mr. Hall asked for details on the funding sources available for the traffic signal. Mr. Watanabe responded that the grant to increase crossing safety is federally funded and is distributed by FDOT. He provided details on how the grant process works with federal, state and local agencies. Mr. Watanabe stated that for the two traffic signals the cost would be approximately $300,000. Mr. Hall made numerous suggestions on funding possibilities; Mr. Watanabe explained that many of the sources have their own designated uses for projects which are transportation related and the traffic signal does not fall into that category. He stated that he is working on securing grant money, but it may take some time. Mr. Herlihy asked what Mr. Watanabe projected the roads budget to be for the upcoming fiscal year. Mr. Watanabe stated that with all the rain the City has been getting is taking its toll on the roads. He explained that every effort is being made to inspect the roadways and perform repairs before a large resurfacing is needed. Mr. Napier stated that the CIP budget is very difficult to follow and suggested that there be a report showing the source of the funding for each project and the related expenses. He stated that it would be helpful if the projects placed on hold were so noted. He referred to the budget adjustments and asked what the $115,856 was. Mr. Killgore responded that it is a total of all transactions that affected the balance for the quarter. He explained that the Committee is provided a summary and not transaction details. Mr. Hall asked for details on how the annual computer replacement program for the Police cars is handled. Mr. Killgore responded that usually 7 to 8 vehicles are replaced per year to keep the fleet in good working order which results in a life of approximately 6 years. He stated that the computers are replaced approximately every five years, but with the rapidly changing technology it is difficult to predict how much to budget in the out years. He provided details on the replacement budget and process for the City's computers, software and other technology equipment. He stated that approximately $50,000 is allocated annually for IT equipment. He stressed the need to continue to budget for this because of the constant change in equipment and systems. He stated that the City has a consultant who reviews the City's IT equipment and provides guidance on what updates are needed. Mr. Herlihy explained that during the budgeting process it was decided to have a complete equipment update every five years. He Citizens Budget Review Advisory Board Page 3 of 5 Meeting Minutes of February 21, 2017 stated that if it is done partially every year there will be a variety of ages and versions of equipment and software being used which disrupts the continuity of computer operations throughout the City departments. Mr. Hall suggested the Board consider budgeting to replace approximately 20% of the personal computers annually, rather than all of them every five years. Mr. Killgore responded that the procedure in use currently was recommended by the experts in order to keep the equipment from falling so far behind technology. Mr. Killgore reported that the new investment account that he had set up a number of months ago which had shown a loss has now recovered. He explained that he is optimistic, but will watch it closely. Following a detailed discussion about the type accounts and the pros and cons of each, Mr. Killgore explained the reason he set up this third account was to diversify the City's holdings. Mr. Killgore reviewed the R&R fund and explained that a sizable expense is facing the City to replace the Police Department's air conditioner. Mr. Hoffman asked if Mr. Killgore is concerned about meeting budget on the local option gas tax. Mr. Killgore responded that the accrual posting is not done monthly and that causes the lag in the amounts. Mr. Hoffman expressed concern about the Building Fund being used for other expenses because if the permitting decreases the revenue will decrease too and this may present a problem. 6. Two Alternate Member Council A000intments to the Committee Mr. Killgore explained that the Council is planning to add two alternate members to the Committee of seven. This would result in a total of nine members so if one of the regular members were absent there would be an alternate to vote in their place. Mr. Herlihy noted that a motion was needed to approve the 15t Quarter 2017 Budget. A motion to approve Resolution R17-06 was made by Mr. Herlihy seconded by Mr. Hall. Mr. Napier clarified that the motion was to approve the transmittal of the report to the Council. Mr. Herlihy responded that was correct. Mr. Napier called for a vote; the motion passed unanimously by voice vote. 7. Budaet Goals and FY 2018 Capital Improvement Plan A. City Council Meeting of February 8, 2017 — Motion Approved "not one penny more than we have to — to maintain our quality of life — will be budgeted in the next budget." B. Email from Joseph Griffin to City Council on Capital Reserves and Events. Mr. Killgore stated that the two items listed above are provided for information purposes only. He stated that the motion passed by the Council was meant to provide direction to Citizens Budget Review Advisory Board Page 4 of 5 Meeting Minutes of February 21, 2017 the Board. He explained that the emails were an effort to clarify why some numbers were different. Mr. Napier stated that the motion seemed open ended. Mr. Napier and Mr. Killgore had a detailed discussion of the procedure for identifying the source of funds for various projects. Mr. Killgore stated that during the past budget year much progress had been made in correcting the allocation of funds to the appropriate accounts. He noted that the general fund is primarily for operating expenses. Mr. Killgore stated that during the budget process he works closely with each department identifying their needs; then with the City Manager for his input; then the budget comes to the Board for their review and input; then it goes to City Council for their approval. Mr. Herlihy asked when the building would be paid off. Mr. Hoffman responded that it would be in April and asked what those funds would be used for. Mr. Killgore responded that since he did not know if the DST would go beyond 2019 he had not budgeted for it. Mr. Napier stated that it was renewed for another 15 years. Mr. Killgore stated that in light of the renewal there would be funds for capital projects that qualify. Mr. Killgore explained that operating expenses are what affects the tax rate. There was a detailed discussion about the best use of the additional funds that would be available and various ideas were expressed. Mr. Killgore stated that when looking at capital projects consideration must be given to upkeep of that item after the initial expense was paid. Mr. Napier suggested establishing a contingency fund to cover unexpected expenses. Mr. Killgore responded that the City does not have a contingency fund because those monies would be used, but not always for the purpose they were set aside for. Mr. Hall asked if the June 12`" date to receive the recommended CIP and operating budget is firm. Mr. Killgore responded that the dates shown are not firm, but are estimates based on previous years. Mr. Napier stated that the final information from the County is usually not available until the later part of June. Mr. Hall stated that he is concerned the Board receives the budget in time for them to review what staff has requested, discuss what their thoughts are and receive input from the public. 8. Public Input — None 9. Staff Matters — Ken Kilgore, Administrative Services Director Mr. Killgore stated that he wanted to brag again about completing the Comprehensive Report earlier this year. He stated that staff will be providing the Board a monthly report by account as requested by Mr. Napier. Mr. Napier responded that receiving the report quarterly will be fine with him. He requested that it be provided after the adjusting entries are made. Mr. Napier requested a hard copy of the current year's budget. Mr. Killgore responded that he would provide one to any Board Member that wants one. Citizens Budget Review Advisory Board Page 5 of 5 Meeting Minutes of February 21, 2017 10. Committee Member Matters A. Comments/Discussion by Individual Members Mr. Herlihy reminded the Board that in previous years the Board has prepared a Power Point Presentation on the Budget for the Council. He explained that he prepares the presentation, sends it to Mr. Killgore who forwards it to the other Board Members. The Board Members send their comments or changes to Mr. Killgore who forwards them to him for input. Mr. Hall requested that the Board approve continuing to make a Power Point Presentation of the Budget to the City Council. The consensus was unanimous to continue. Mr. Herlihy stated he would prepare it. Mr. Herlihy suggested having a meeting earlier than the one scheduled in June if Mr. Killgore or the City Manager thought it would be beneficial. Mr. Killgore agreed that if there is any information that would be helpful or if alternates are selected a meeting could be scheduled. A discussion of the voting/discussion arrangements for alternates was conducted. Mr. Herlihy stated that during the previous budget review process there were three meetings at which there was not a quorum, which is the reason for appointment of the two alternates. Mr. Frank stated that he believes that waiting until the Board has more firm information from the County and from the City Manager is the best approach. Mr. Killgore responded that he is available should the Board have any questions. Mr. Napier agreed with Mr. Frank's position to wait until more firm information is available. B. Proposed Topics for Next Meeting Mr. Napier called for input about topics, hearing none he suggested discussions continue as were conducted this evening. Mr. Herlihy cautioned the Board to be aware of the Sunshine Law. He suggested directing all emails to Mr. Killgore who will forward them to the other Board Members. A detailed discussion concerning the Sunshine Law was conducted. 11. Committee Member Next Meeting Date (Monday, June 5, 2017) 12. Adiourn — There being no further business Chairman Napier adjourned the meeting at 7A8 p.m. la Chairman Larry Napier /sm Date: �CF HOME OFKUCANMUD CITY COUNCIL AGENDA TRANSMITTAL FORM COUNCIL MEETING DATE: June 14, 2017 AGENDA ITEM TITLE: Resolution Accepting 2nd Quarter Financial Report and Adopting Necessary Amendments to the FY 2016-2017 Annual Budget. RECOMMENDATION: Move to approve Resolution R-17-16 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 already approved a number of adjustments during the quarter to allocate funds to various projects. These included an adjustment to use funds in the Equipment & Facilities Reserve to replace the Construction & Engineering Inspector's vehicle and an adjustment to set a maximum balance of $275,000 for the Equipment & Facilities Reserve itself. Formal approval by the City Council is being requested on the use of balances in the Equipment and Facilities Renewal and Replacement Reserve to cover several repair and replacement items that were done during the quarter. Except for the major expenditure to replace one of the Police Station air conditioning units, these were essentially low-cost items. The City Manager has discretion to proceed with these purchases from the Reserve and 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". Thus, the City Manager's adjustments included reestablishing unexpended capital project from last year and making budget changes to reallocate funds to and 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 REQUIRES EXPENDITURE OF FUNDS: Total Cost: As per Exhibit "A" of Resolution Amount Budgeted in Current FY: N/A Amount of Appropriation Required: As per Exhibit "A" of Resolution Fund to Be Utilized for Appropriation: N/A Administrative Services Department Review: ATTACHMENTS: Resolution No. R-17-16 and Exhibit "A" Quarterly Financial Report for the Quarter Ended March 31, 2017 City Manager Authorization: Date: RESOLUTION NO. R-17-16 A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA AMENDING THE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2016 AND ENDING SEPTEMBER 30, 2017 AS PROVIDED FOR IN EXHIBIT "A'; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, an analysis of the revenues and expenditures for the three (3) months that ended on March 31, 2017 indicated that certain budget adjustments needed formal 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, 2016 and ending September 30, 2017 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 was as follows: Mayor Bob McPartlan Vice Mayor Andrea Coy Councilmember Jim Hill Councilmember Linda Kinchen Councilmember Ed Dodd and, upon being put to a vote, the vote The Mayor thereupon declared this Resolution duly passed and adopted this 14th day of June 2017. ATTEST: Jeanette Williams, MMC City Clerk CITY OF SEBASTIAN, FLORIDA I5A 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-17-16 SUMMARY OF BUDGET CHANGES FOR THE QUARTER ENDED MARCH 31, 2017 Amounts Chanaes Authorized by City Manaaer: Adjustment to carry forward funding for City Council Chambers Air Conditioner that had been approved during the prior year on June 8, 2016 from the Equipment & Facilities Reserve. g 32,247 Adjustment to carry forward funding for remodeling the Senior Center restrooms that had been approved during the prior year on February 10, 2016. $ 34,107 Adjustment to proceed with Airport AWAS II project July 13, 2016. $ 106,000 Adjustment to carry forward funding for Indian River Drive Angled Parking that had been budgeted during the prior year. $ 44,703 Adjustment between accounts to properly record purchase of computer licenses. $ 26,226 Adjustment to reflect donation from the Greer Trust. $ 12,000 Adjustment of DST projects to close completed projects and to cover funding needed for CavCorp Boat Parking and Police Equipment. $ 21,346 Adjustment between Cemetery Division accounts to properly code expenditures. $ 500 Adjustment between accounts to properly code expenditures. $ 7,000 Adjustment to reduce budget and close the Golf Course Irrigation project. $ 297,775 Adjustment to reduce budget and close the Golf Course Parking Lot Lights project. $ 20,128 Adjustment to carryforward All Aboard Florida funds not been spent by the end of the prior year. $ 99,414 Correction to unexpended amounts allocated to the Indian River Lagoon Improvements project. $ 100,000 Adjustment of DST projects to increase funding and close completed projects. $ 127 Adjustment between accounts to properly record expenses to recording P&Z Board meetings. $ 2,000 Adjustment between Cemetery Division accounts to properly code expenditures. $ 400 Adjustment between Local Option Gas Tax accounts to properly code purchase of radar speed signs. $ 9,488 Adjustment between City Clerk accounts to properly code expenditures. $ 150 Chances ADDroved by City Council: Amounts Adjustment to record acceptance of $100,000 Indian River Lagoon Council Septic -to -Sewer Grant (also creates a project funded by CRA funds to track disbursements December 14, 2016.) $ 330,000 Adjustment to create a project for purchasing the property at 190 Sebastian Blvd. February 22, 2017. $ 72,000 Adjustment to increase Golf Course Regressing project February 22, 2017. $ 800 Adjustment from Recreation Impact Fees to renovate the Barber Street Complex Football Field Restrooms March 8, 2017. $ 130,000 Adjustment to reduce Equipment & Facilities Reserve to a $275,000 maximum March 8, 2017. $ 94,521 Adjustment to use vehicle sales proceeds to replace the City Engineer's vehicle November 16, 2016. $ 26,838 Adjustment from Equipment & Facilities Reserve to replace the Construction & Engineering Inspector's vehicle February 8, 2017. $ 33,495 Adjustment from Recreation Impact Fees to do the Recreation Element of the Comprehensive Plan March 22, 2017. $ 19,600 Adjustment from Discretionary Sales Taxes for Stonecrop Drainage Design project March 22, 2017. $ 22,000 Additional Chances Submitted for Citv Council ADDroval: Amounts Adjustment from Equipment & Facilities Reserve to replace badge printer and tennis court roller. $ 5,522 Adjustment from Equipment & Facilities Reserve to repair Airport Air Conditioner and Wind Sock. $ 5,526 Adjustment from Equipment & Facilities Reserve to replace the paint sprayer trailer. $ 699 Adjustment from Equipment & Facilities Reserve to replace Public Works boat motor. $ 3,639 Adjustment from Equipment & Facilities Reserve to replace Airport Hangar "A" air conditioning unit. $ 3,390 Adjustment from Equipment & Facilities Reserve to replace Police air conditioning unit. $ 44,420 Adjustment from Equipment & Facilities Reserve to replace Golf Course ball washer. $ 1,907 CITY OF SEBASTIAN QUARTERLY FINANCIAL REPORT EXECUTIVE SUMMARY OVERVIEW THE SECOND QUARTER FOR GENERAL FUND ENDED WITH 57% OF BUDGETED REVENUES RECEIVED AND DEPARTMENTS SPENDING 47% OF AMOUNTS ALLOCATED. THE R&R RESERVE WAS REDUCED BY $164,952 FOR NECESSARY EXPENDITURES, PLUS IT WAS ADJUSTED BY $94,521 FOLLOWING THE CITY COUNCH,'S MOTION TO SET IT AT A $275,000 MAXIMUM BALANCE. AS USUAL, HIGHER GOLF COURSE REVENUES THIS TIME OF YEAR RESULTED IN SOME IMPROVEMENT OF THE NEGATIVE AMOUNT OF RESERVES. REVENUES AND EXPENSES FOR THE AIRPORT DO NOT INCLUDE GRANT RECEIPTS AND EXPENSES, AS THESE ARE NOT BEING MATCHED WITH AIRPORT FUNDS. ANOTHER $26,913 OF BUILDING FUND RESERVES WERE LOANED TO THE GOLF COURSE IN ORDER TO FINANCE NEEDED IMPROVEMENTS. GENERAL FUND The graph below and left compares General Fund Revenues, Expenditures and Total Cash Reserves at the end of the 2"d quarter to the end of the prior fiscal year. With property tax receipts, revenues are typically much higher than expenditures in the 2nd quarter. The graph below and right compares the 2nd quarter of this year to the 2"d quarter of the prior 2 years. Revenues are a bit higher, while expenditures are running less than the same period of the prior years. 12,000,000 10,000,000 8,000,000 6,000,000 4,000,000 2,000,000 Revenues 19rMO16 11,740,854 13131QO171 6,848,010 Expended Reserves 11,582,021 5,526,674 5,631,890 6,742,794 7,000,000 6,000,000 5,000,000 4,000,000 3.000,000 2,000,000 1,000,000 Revenues JtrMI0015 6,325,161 �13131Q016 6,773,684 1137311P017 6,848,010 Expended +I- Reserves 5,515,745 809,416 6,31549 458,475 5,631,890 1,216,120 The graph below and left shows collections through the 2nd quarter of the three main sources of General Fund Revenue and of those three as a total. Those three sources and property taxes are 7 1 % of budgeted revenue. Just $1,520 more was received from those three sources through the 2°d 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 47% of amounts budgeted. 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 2nd Qtr2016 2nd Qr2017 2017Budget 2017Projecton ®Ekdo Frachise OFkckc utnry Tax IWIfcent Sees Tax OTotalsofhe lh2e 100,0% 75.0% 50.0% 25.0% 0.0% Go \\ a��(,� P 6 ep uSC pc'64 necxA 0.5 s� c G`N 6m 5 NN 4. p� EON od` eje p Pd 6 0 �\5 Qo�dR Po Pagel 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 projected 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 2"d quarter of this year. It reflects large unexpended amounts for the Police Evidence Garage, Working Waterfront, Friendship Park, Street Reconstruction, Street Repaving, Stormwater Improvements, Golf Course and Airport Projects. 3s000 3,000,000 290,000 2,W0,000 1,50DW0 1,000000 500,000 LOGT DST SMaWrFee DEBT SERVICE FUNDS AND LONGTERM DEBT 4,000,000 3,500,000 3,000,000 2,500,000 2,000,000 1,500,000 1,000,000 500,000 aovF,p6S 5 ae t��5 W6 e f,96 foao 9' .. 6 d Qf� kk �� \0pi `,Doa �c� Cfl�gaad 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 ($136,505 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 is lower due to increased revenue recorded for this time of the year. 1,600,OW 1,400,000 ,' s 1,400,W0 900,000 1,200,000 000,00 4W,000 ! 800,000 sW,000 (iW,000) 400,000 200,000 Pow) 0 (200,OW) (1100000) Revenues 5De,,n ed +I-Reseres Revenues Expelled Reserves Is3131C1015 897,109 626323 270.79 I9t30f2016 2,519,131 2,615,306 (1,095,926) I Ia313Q016 1,322,327 1,486,941 (164,614) I3"3114017 807,132 675,062 (963,96) I 10111017 807,132 675,062 132,070 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 at this time, plus the impact to Reserves. 600,000 500,000 400,000 300,000 200,000 100,000 (100,000) (200,000) !Revenues Ezcended Reserve1930316,343 479,700 42,4fIT31i1017,761 206,667 61,5E6 400,000 350,000 300,000 250,000 200,000 150,000 100,000 50,000 0 Revenues I Ezcend d +I-Reerves IN313151 214,130 184,624 29,506 163112016I 392,3B7 241,646 150,741 INT31120171 725761 + 206,657 19,104 BUILDING 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. Revenues are consistently exceeding expenses. 1,300,000 450000 400,000 - 350,000 300,000 800,000 250,000200030 Le 150,000 300,000 100,000 50,000 (50,000) (200,000) Revenue boanded + %veesRevenues*ExDended INN31315I 332,242 I 355116 (22,874) IN0016I 815,301 ,192,262 I 103172016I 406,491 I 320,141 86,350 �331Y20111 310,893 30'085 1,283,070 Iey31017 310,893 1 250,085 I 90,808 Page 3 of 3 CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 03/31/17 2013/2014 201412015 201512016 201612017 2016/2017 201612017 2nd QTR 2nd QTR 2nd QTR 2nd QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OFBUDGET GENERALFUND TAXES 4,230,041.08 -4,557,232.56 -4,901,730.12 -5,055,773.02 -7,871,032.00 64.23% LICENSES & PERMITS -99,569.06 -115,870.97 -106,072.66 -105,825.12 -139,500.00 75.86% INTERGVT'L REVENUE -888,206.53 -945,796.04 -1,019,751.73 -1,058,067.64 -2,519,300.00 42.00% CHARGES FOR SERVICE -193,952.12 -166,638.76 -165,079.89 -150,378.66 -321,102.00 46.83% FINES AND FORFEITS -32,879.77 -34,269.75 -47,408.74 -31,899.15 -55,000.00 58.00% MISC. REVENUE -154,762.77 -147,706.01 -162,883.25 -116,066.35 -306,279.00 37.90% TRANSFERS IN -312,555.00 -357,647.04 -373,709.42 -329,999.94 -663,569.00 49.73% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -203,406.00 0.00% GENERAL FUND REVENUE -5,911,966.33 -6,325,161.13 -6,776,635.81 -6,848,009.88 -12,079,188.00 56.69% CITY COUNCIL 22,349.90 22,377.66 21,828.86 23,849.85 53,889.00 44.26% CITY MANAGER 144,283.07 121,455.37 127,190.70 124,312.83 351,843.00 35.33% CITY CLERK 145,375.43 170,360.27 161,674.74 93,779.32 188,919.00 49.64% LEGAL 54,717.79 53,639.48 33,097.50 42,710.00 101,720.00 41.99% ADMINISTRATIVE SERVICES 271,974.27 248,995.46 321,141.93 277,962.79 487,476,00 57.02% M.I.S. DIVISION 76,649.00 77,991.83 100,857.13 78,782.01 233,201.00 33.78% AUDIO VISUAL 0.00 0.00 68,754.66 51,640.98 121,939.00 42.35% POLICE ADMINISTRATION 308,909.18 385,285,85 521,215.06 422,768.55 736,996.00 57.36% POLICE PATROL 1,189,763.52 1,272,457.84 1,296,185.96 1,366,768.31 2,598,752.00 52.59% CODE ENFORCEMENT DIVISIO 83,457.76 80,891.38 96,176.97 79,406.82 166,499.00 47.69% POLICE INVESTIGATIONS 362,167.27 394,585.89 427,271.04 363,283.10 794,027.00 45.75% POLICE COMMUNICATIONS 245,460.37 242,193.30 255,477.48 293,120.49 581,361.00 50.42% ENGINEERING 0.00 0.00 0.00 277,454.13 595,540.00 46.59% ROADS AND DRAINAGE 386,275.14 343,250.65 513,926.41 197,348.80 595,357.00 33.15% STORMWATER UTILITY DIVIS 425,043.09 591,735.78 524,506.95 308,785.81 923,036.00 33.45% CENTRAL GARAGE 95,442.78 99,272.27 106,126.35 94,396.75 240,448.00 39.26% FACILITIES MAINTENANCE 93,823.66 129,831.22 104,475.33 211,689.01 379,201.00 55.83% PARKS/RECREATION 454,691.66 476,997.77 502,591.81 433,606.53 929,041.00 46.67% CEMETERY 90,655.16 88,908.78 108,334.68 75,366.19 147,816.00 50.99% GROWTH MANAGEMENT 93,729.32 114,595.49 142,071.93 81,090.71 267,729.00 30.29% NON -DEPARTMENTAL 474,704.81 600,918,26 883,303.15 733,767.19 1,584,398.00 46.31% GENERAL FUND EXPENDITURES 5,019,473.18 5,515,744.55 6,316,208.64 5,631,890.17 12,079,188.00 46.62% LOCAL OPTION GAS TAX TAXES -230,211.92 -261,912.52 -266,281.10 -276,880.41 -665,600.00 41.60% INTERGVT'L REVENUE 0.00 0.00 0.00 0.00 -12,532.00 0.00% MISC. REVENUE -2,912.61 -140.28 -778.66 -1,148.79 -97.00 1184.32% TRANSFERS IN 0.00 0.00 -200,000.00 0.00 -200,000.00 0.00% FROM FUND BALANCES 0.00 -45,385.80 0.00 0.00 -308.923.00 0.00% LOGT FUND REVENUE -233,124.53 -307,438.60 -467,059.76 -278,029.20 -1,187,152.00 23.42% OPERATING EXPENSES 77,427.92 101,802.81 96,088.00 7,915,29 185,029.00 4.28% CAPITAL OUTLAY 0.00 0.00 0.00 9,488.00 9,488.00 100.00% DEBT SERVICE 121,360.30 121,391.20 121,383.30 14,336.60 242,635.00 5,91% GRANTS AND AIDS 0.00 136,742.10 0.00 0.00 0.00 0.00% TRANSFERS OUT 0.00 0.00 249,609.60 173.25 750,000.00 0.02% TO FUND BALANCES 0.00 0.00 0.00 0.00 0.00 0.00% LOCAL OPTION GAS TAX 198,788.22 359,936.11 467,080.90 31.913.14 1,187,152.00 2.69% DISCRETIONARY SALES TAX TAXES -1,105,651.39-1,180,341.11 -1,238,536.46-1,296,316.21 -3,004,788.00 43.14% MISC. REVENUE -2,861.44 -2,960.16 -3,255.50 -7,717.19 -27,418.00 28.15% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -2,122,433.00 0.00% DST FUND REVENUE -1,108,512.83-1,183,301.27 -1,241,791.96 -1,304,033.40 -5,154,639.00 25.30% TRANSFERS OUT 940,984.37 1,399,399.66 1,550,222.37 1,522,099.70 3,897,233.00 39.06% TO FUND BALANCES 0.00 0.00 0.00 0.00 1,257.406.00 0.00% DISCRETIONARY SALES TAX 940,984.37 1,399,399.66 1,550,222.37 1,522,099.70 5,154,639.00 29.53%. RIVERFRONT REDEVELOPMENT FUND MISC. REVENUE -8,569,60 -18,710.00 -19,506.33 -20,278.18 -37,322.00 54.33% TRANSFERS IN -272,060.44 -296,420.01 -349,624.18 -342,240.96 -343,707.00 99.57% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -270,955.00 0.00% RRD REVENUE -280,630.04 -315,130.01 -369,130.51 -362,519,14 -651,984.00 56.60% OPERATING EXPENSES 63,787.45 86,061.04 124,730.30 49,539.88 137,087.00 36.14% CAPITAL OUTLAY 0.00 11,765.86 11,208.90 0.00 0.00 0.00% GRANTSANDAIDS 0.00 15,500.00 25,276.25 0.00 86,726.00 0.00% TRANSFERS OUT 30,000.00 30,150.00 21,866.68 208,729.55 418,729.00 49.85% TO FUND BALANCES 0.00 0.00 0.00 0.00 9,442.00 0.00% RRD EXPENDITURES 93,787.45 143,476.90 183,082.13 258,269.43 651,984.00 39.610% CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 03/31/17 201312014 201412015 2016/2016 201612017 201612017 201612017 2nd QTR 2nd QTR 2nd QTR 2nd QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET PARKING IN LIEU OF FUND -- - MISC. REVENUE -10,056.94 -11,044.10 -17,537.65 -19,443.35 -19,837.00 98.02% FROM FUND BALANCE 0.00 0.00 0.00 0.00 -58,495.00 0.00% PARKING IN LIEU OF REVENUE -10.056.94 -11,D44.10 -17,537.65 -19,443.35 -78,332.00 24.82°% CAPITAL OUTLAY 0.00 2,800.00 0.00 44,703.00 44,703.00 100,00% TRANSFERS OUT 0.00 0.00 0.00 13,792.00 13,792.00 100.00% TO FUND BALANCES 0.00 0.00 0.00 0.00 19,837.00 0.00% PARKING IN LIEU OF EXPENDITURES 0.00 2,800.00 0.00 58,495.00 78,332.00 74.68% RECREATION IMPACT FEE FUND MISC. REVENUE -78,943.27 -60,024.46 -91,500.25 -44,427.06 -137,312.00 32.35% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -312.508.00 0.00% RECREATION IMPACT FEE REVENUE -78,943.27 -60,024.46 -91,500.25 -44,427.06 -449,820.00 9.88% OPERATING EXPENSES 550.00 3,280.00 0.00 0.00 0.00 0.00% CAPITAL OUTLAY 0.00 0.00 0.00 0.00 0.00 0.00% TRANSFERS OUT 72,271.26 5,361.37 14,269.00 5,429.25 449,820.00 1.21% RECREATION IMPACT FEE 72,821.26 8,641.37 14,269.00 5,429.25 449,820.00 1.21% STORMWATER UTILITY FUND MISC. REVENUE -876,813.04 -878,041.83 -887,398.71 -896,124.12 -996,875.00 89.89% TRANSFERS IN 0.00 0.00 -100,000.00 -100,000.00 -100,000.00 100.00% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -253,152.00 0.00% STORMWATER FUND REVENUE -876,813.04 -878,041.83 -987,398.71 -996.124.12 -1,350,027.00 73.79% OPERATING EXPENSES 24,794.39 8,074.22 44,907.93 8,184.94 20,000.00 40.92% TRANSFERS OUT 502,861.02 451,068.00 369,658.75 630,739.04 1,330,027.00 47.42% TO FUND BALANCES 0.00 0.00 0.00 0.00 0.00 0.00% STORMWATER FUND EXPENDITURES 527,655.41 459,142.22 414,566.68 638,923.98 1,350,027.00 47.33% LAW ENFORCEMENT FORFEITURE FUND FINES AND FORFEITS -500.00 -700.00 -965.00 -25,961.00 -1,000.00 2596.10% MISC. REVENUE -194.73 -38.58 -27,619.28 -258.08 -145.00 177.99% FROM FUND BALANCES 0.00 0.00 0.00 0.00 0.00 0.00% FORFEITURE REVENUE -694.73 -738.58 -28,584.28 -26,219.08 -1,145.00 2289.88% OPERATING EXPENSES 592.56 1,256.94 0.00 2,061.79 0.00 0.00% CAPITAL OUTLAY 11,000.00 3,000.00 15,158.69 0.00 0.00 0.00% GRANTS AND AIDS 0.00 0.00 3,000.00 3,000.00 0.00 0.00% TO FUND BALANCES 0.00 0.00 0.00 0.00 1,145.00 0.00% FORFEITURE EXPENDITURES 11,592.66 4,256.94 18,158.69 5,061.79 1,145.00 442.08% DST DEBT SERVICE FUND MISC. REVENUE -39,837.70 -308.44 -403.96 -112.08 -1,591.00 7.04% TRANSFERS IN -506,246.52 -512,943,48 -433,555.98 -176,463.48 -352,927.00 50.00% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -356.036.00 0.00% DST DEBT SERVICE REVENUE -546,084.22 -513,251.92 -433,959.94 -176,575.56 -710,554.00 24.85% OPERATING EXPENSES 0.00 0.00 0.00 0.00 0.00 0.00% DEBT SERVICE 2,013,840.20 1,029,307.00 1,028,624.80 354,51T90 710,554.00 49.89% TO FUND BALANCES 0.00 0.00 0.00 0.00 0.00 0.00% DST DEBT SERVICE EXPENDITURES 2,013,840.20 1,029,307.00 1,028,624.80 354.517.90 710,554.00 49.89% STORMWATER DEBT SERVICE FUND MISC. REVENUE -39,112.79 -404.40 -670.18 -745.83 -112.00 665.92% TRANSFERS IN -220,860.00 -201,067.98 -200,570.52 -201,481.50 -402,963.00 50.00% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -57.00 0.00% STORMWATER DEBT SERVICE REVENUE -259,972.79 -201,472.38 -201,240,70 -202,227.33 -403,132.00 50.16% DEBT SERVICE 329,625.35 25,794.30 22,749.50 126,678.75 403,132.00 31.42% TO FUND BALANCES 0.00 0.00 0.00 0.00 0.00 0.00% STORMWATER DEBT EXPENDITURES 329,625.35 25,794.30 22,749.50 126,678.75 403,132.00 31.42% CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 03/31/17 201312014 201412015 201512016 201612017 201612017 201612017 2nd QTR 2nd QTR 2nd QTR 2nd QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET GOLF COURSE FUND -- CHARGES FOR SERVICE -807,784.61 -873,414.51 -703,203.39 -781,706.01 -1,298,500.00 60.20% MISC. REVENUE -493,324.44 -23,694.61 -19,265.20 -25,426.13 -40,460.00 62.84% TRANSFERS IN 0.00 0.00 -599,858.00 0.00 -10.996.00 0.00% GOLF COURSE FUND REVENUE -1,301,109.05 -897,109.12 -1,322,326.59 -807,132.14 -1,349,956.00 59.79% ADMINISTRATION 405,757.76 270,742.92 266,906.53 248,761.03 797,518.00 31.19% MAINTENANCE 289,452.73 282,578.33 1,145,933.87 350,194.28 563,759.00 62.12% GOLF COURSE CARTS 62,063.42 73,001.84 74,100.95 76,106.71 163,853.00 46.45% GOLF COURSE FUND EXPENSES 1,108,770.06 626,323.09 1,486,941.35 675,062.02 1,525,130.00 44.26% AIRPORT FUND CHARGES FOR SERVICE -5,035.65 4,672,07 -6,906.44 -5,477.30 -18,750.00 29.21% MISC. REVENUE -221,987.63 -218,802.18 -385,480.29 -220,185.60 -417,331.00 52.76% TRANSFERS IN 0.00 0.00 0.00 0.00 -5,526.00 0.00% AIRPORT FUND REVENUE -227,023.28 -214,130.11 -392,386.73 -225,662.90 -441.607.00 51.100/0 ADMINISTRATION 188,112.07 179,924.07 234,359.17 206,657.34 441,607.00 46.80% ECONOMIC DEVELOPMENT 12,637.80 4,699.70 7,286.38 0.00 0.00 0,00% AIRPORT FUND EXPENSES 200,749.87 184,623.77 241,645.55 206,667.34 441,607,00 46.80% BUILDING FUND LICENSES & PERMITS -311,976.57 -319,570.14 -390,156.29 -315,513.79 -727,800.00 43.35% CHARGES FOR SERVICE -5,975.45 -5,807.94 -6,432.21 -5,467.44 -12,600.00 43.39% FINES AND FORFEITS -8,372.00 -4,282.86 -1,421.00 -2,521.00 -4,000.00 63.03% MISC. REVENUE -2,100.21 -2,581.26 -8,948.64 -4,890.98 -10,820.00 45.20% TRANSFERS IN 0.00 0.00 0.00 -12,499.98 -25,000.00 50.00% FROM FUND BALANCE 0.00 0.00 0.00 0.00 -42,095.00 0.00% BUILDING FUND REVENUES -328,424.23 -332,242.20 -406,958.14 -340,893A9 -822,315.00 41.46% PERSONAL SERVICES 167,917.83 240,401.36 198,728.59 202,284.61 454,131.00 44.54% OPERATING EXPENSES 42,271.37 44,059.13 49,313.88 47,800.15 124,470.00 38.40% CAPITAL OUTLAY 0.00 0.00 20,056.00 0.00 0.00 0.00% TRANSFERS OUT 32,554.98 70,656.00 52,042.60 0.00 31,921.00 0.00% TO FUND BALANCES 0.00 0.00 0.00 0.00 36,619.00 0.00% BUILDING FUND EXPENSES 242,744.18 355,116.49 320,141.07 250,084.76 647,141.00 38.64% CITY OF SEBASTIAN GENERAL FUND DEPARTMENTS QUARTER ENDING 03/31/17 201312014 201412015 2015/2016 2016/2017 2016/2017 201612017 2nd QTR 2nd QTR 2nd QTR 2nd QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET CITY COUNCIL PERSONAL SERVICES 11,368.86 11,387.59 11,463.36 11,367.63 22,764.00 49.94% OPERATING EXPENSES 10,981.04 10,990.07 10,365.50 12,482.22 31,125.00 40.10% TOTAL 22,349.90 22,377.66 21,828.86 23,849.85 53,889.00 44.26% CITY MANAGER PERSONAL SERVICES 140,078.91 118,149.16 122,174.64 121,156.91 345,688.00 35.05% OPERATING EXPENSES 2,126.21 3,306.21 5,016.06 3,155.92 6,155.00 51.27% CAPITAL OUTLAY 2,077.95 0.00 0.00 0.00 0.00 0.00% TOTAL 144,283.07 121,455.37 127,190.70 124,312.83 361,843.00 35.33% CITY CLERK PERSONAL SERVICES 95,786.84 135,360.13 106,381.18 68,374.65 152,739.00 44.77% OPERATING EXPENSES 46,618.63 29,904.14 55,293.56 25,404.67 36,180.00 70.22% CAPITAL OUTLAY 2,969.96 5,096.00 0.00 0.00 0.00 0.00% TOTAL 145,375.43 170,360.27 161,674.74 93,779.32 188,919.00 49.64% LEGAL OPERATING EXPENSES 54,717.79 53,639.48 33,097.50 42,710.00 101,720.00 41.99% TOTAL 54,717.79 53,639.48 33,097.50 42,710.00 101,720.00 41.99%' ADMINISTRATIVE SERVICES PERSONAL SERVICES 198,251.34 200,829.02 248,751.38 200,343.88 393,766.00 50,88% OPERATING EXPENSES 72,203.06 48,166.44 72,390.55 77,618.91 93,710.00 82.83% CAPITAL OUTLAY 1,519.87 0.00 0.00 0.00 0.00 0.00% TOTAL 271,974.27 248,995.46 321,141.93 277,962.79 487,476.00 57.02% M.I.S. DIVISION PERSONAL SERVICES 69,957.34 55,644.98 63,164.77 45,263.55 142.681.00 31,72% OPERATING EXPENSES 6,691.66 22,346.85 37,692.36 33,518.46 90,520,00 37.03% CAPITAL OUTLAY 0.00 0.00 0.00 0.00 0.00 0.00% TOTAL 76,649.00 77,991.83 100,857.13 78,782.01 233.201.00 33.78% AUDIO VISUAL DIVISION PERSONAL SERVICES 0.00 0.00 45,531.58 44,266.03 105,362.00 42.01% OPERATING EXPENSES 0.00 0.00 11,545.19 7,505.91 16,577.00 45.28% CAPITAL OUTLAY 0.00 0.00 11,677.89 0.00 0.00 0.00% TOTAL 76,649.00 0.00 68,754.66 51,771.94 121,939.00 42.46% POLICE ADMINISTRATION PERSONAL SERVICES 243,470.48 319,948.76 434,478.86 347,832.83 593,434,00 58.61% OPERATING EXPENSES 52.938.70 64,337.09 74,971.20 74,935.72 143,562.00 52.20% CAPITAL OUTLAY 12,500.00 1,000.00 11,765.00 0.00 0.00 0.00% TOTAL 308,909.18 385,285.85 521,215.06 422,768.55 736,996.00 57.360/6 POLICE PATROL PERSONAL SERVICES 1,080,450.64 1,166,749.14 1,183,001.74 1,222,978.08 2,303,075.00 53.10% OPERATING EXPENSES 109,312.88 103,619.70 104,779.22 128,520.43 280,677.00 45.79% CAPITAL OUTLAY 0.00 2,089.00 7,405.00 15,269.80 15,000.00 101.80% TOTAL 1,189,763.52 1,272,457.84 1,295,185.96 1,366.768.31 2,598,752.00 52.59% CODE ENFORCEMENT DIVISION PERSONAL SERVICES 71,487.94 73,357.41 88,230.06 70,804.53 148,113.00 47.80% OPERATING EXPENSES 11,969.82 7,533.97 7,946.91 8,602.29 18,386.00 46.79% TOTAL 83,457.76 80,891.38 96,176.97 79,406.82 166,499.00 47.69% POLICE INVESTIGATIONS PERSONAL SERVICES 304,846.14 342,459.22 352,945.97 310,895.12 666,787.00 46.63% OPERATING EXPENSES 57,321.13 52,126.67 65,763.19 52,387.98 121,240.00 43.21% CAPITAL OUTLAY 0.00 0.00 8,561.88 0.00 6,000.00 0.00% TOTAL 362,167.27 394,585.89 427,271.04 363,283.10 794,027.00 45.759/6 CITY OF SEBASTIAN GENERAL FUND DEPARTMENTS QUARTER ENDING 03/31/17 2013/2014 201412015 2016/2016 2016/2017 2016/2017 2016/2017 2nd QTR 2nd QTR 2nd QTR 2nd QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET POLICE COMMUNICATIONS PERSONAL SERVICES 241,183.27 238.205.70 251,273.05 287,142.75 567,085.00 50.63% OPERATING EXPENSES 4,277.10 3,987.60 4,204.43 5,977.74 14,276.00 41.87% CAPITAL OUTLAY 0.00 0.00 0.00 0.00 0.00 0.00% TOTAL 245,460.37 242,193.30 256,477.48 293,120.49 581,361.00 60.42% ENGINERRING PERSONAL SERVICES 138,430.66 286,630.00 48.30% OPERATING EXPENSES 111,798.87 248,190.00 45.05% CAPITAL OUTLAY 27,224.60 60720.00 44.84% TOTAL 0.00 0.00 0.00 277,454.13 595,540.00 46.59% ROADS AND DRAINAGE PERSONAL SERVICES 293,687.05 277,188.42 467,638.57 168,037.24 477,678,00 35.18% OPERATING EXPENSES 62,151.49 66,062.23 42,496.91 29,311.56 114,040.00 25.70% CAPITAL OUTLAY 30,436.60 0.00 3,790.93 0.00 3,639.00 0.00% TOTAL 386,275.14 343,260.65 513,926.41 197.348.80 595,357.00 33.15% STORMWATER UTILITY DIVISION PERSONAL SERVICES 202,064.11 258,663.97 289,766.06 173,905.87 367,866.00 47.27% OPERATING EXPENSES 222,978.98 305,015.91 231,437.99 134,879.94 555,170.00 24,30% CAPITAL OUTLAY 0.00 28,055.90 3,302.90 0.00 0.00 0,00% TOTAL 425,043.09 591,735.78 524,506.95 308,785.81 923,036.00 33.45% CENTRAL GARAGE PERSONAL SERVICES 83,450.08 88,657.99 98,601.65 83,539.25 209,148.00 39.94% OPERATING EXPENSES 11,992.70 7,828.28 7,524.70 10,857.50 27,300.00 39.77% CAPITAL OUTLAY 0.00 2,786.00 0.00 0.00 4,000.00 0.00% TOTAL 96,442.78 99,272.27 106,126.35 94,396.75 240,448.00 3926% FACILITIES MAINTENANCE PERSONAL SERVICES 58,716.33 76,783.23 50,584.17 45,709.30 96,677.00 47.28% OPERATING EXPENSES 33,676.31 46,775.02 53,891.16 130,342.51 202,467.00 64.38% CAPITAL OUTLAY 1,431.02 6,272.97 0.00 35,637.20 80,057.00 44.51% TOTAL 93,823.66 129,831.22 104,475.33 211,689.01 379,201.00 55.83% PARKS/RECREATION PERSONAL SERVICES 315,881.86 332,913.99 393,490.30 249,465.77 539,114.00 46.27% OPERATING EXPENSES 122,697.01 130,895.50 102,601.51 180,383.76 386,170.00 46.71% CAPITAL OUTLAY 16,112.79 13,188.28 6,500.00 3,75700 3,757.00 100.00% TOTAL 454,691.66 476,997.77 502,591.81 433,606.53 929,041.00 46.67% CEMETERY PERSONAL SERVICES 71,444.49 75,647.35 92,631.83 61,384.32 122,431.00 50.14% OPERATING EXPENSES 19,210.67 13,261.43 15,702.85 13,981.87 25,385.00 55.08% CAPITAL OUTLAY 0.00 0.00 0.00 0.00 0.00 0.00% TOTAL 90,655.16 88,908.78 108,334.68 75,366.19 147,816.00 50.99% COMMUNITY DEVELOPMENT PERSONAL SERVICES 81,434.32 95,788.66 135,136.21 70,658.32 217,794.00 32.44% OPERATING EXPENSES 12,295.00 18,806.83 6,935.72 10,432.39 49,935.00 20.89% TOTAL 93,729.32 114,595.49 142,071.93 81,090.71 267,729.00 30.29% NON -DEPARTMENTAL PERSONAL SERVICES 47,582.16 67,827,59 102,256.13 153,041.52 270,000.00 56.68% OPERATING EXPENSES 427,122.65 448,365.04 470,447.02 466,460.69 623,047.00 74.87% CAPITAL OUTLAY 0.00 0.00 0.00 1,765.00 1,765.00 100.00% TRANSFERS TO OTHER FUNDS 0.00 84,725.63 310,600.00 112,499.98 503,812.00 22.33% TO FUND BALANCES 0.00 0.00 0.00 0.00 185,774.00 0.00% TOTAL 474,704.81 600,918.26 883,303.16 733,767.19 1,584,398.00 46.31% GENERAL FUND EXPENDITURES 5,019,473.18 5,515,744.55 6,315,208.64 5,632,021.13 12,079,188.00 46.63% CITY OF SEBASTIAN CAPITAL PROJECT STATUS REPORT AS OF MARCH 31, 2017 Project Budget Shares Project Expenditures Funds Number Description Budget Sources !Thousands of $1 Budget To Date Encumbrances Remaining FY2012 A1231 Presidential Streets DST/CRA/Gmnt 556/325/90 $ 971,021 S 935,823 $ - S 35,198 FY2013 A1351 Main Street Access Road DST/Grant 422/1,200 $ 1,622,163 S 1,587,127 $ - S 35,036 FY2014 A1434 Tulip Drive DST/Grant 153/177 330,380 292,183 3,180 35,017 A1451 AP Hangar DST/Grant 341/1,384 1,725,003 960,751 697,721 66,532 TOTAL $ 2,0559383 S 1,2529934 $ 700,901 $ 101,549 FY2015 A1515 Diesel Fuel Tank Software DST 25 25,000 - 24,440 561 A1518 Clear Village Software General Fund/Building Fund 20/42 61,762 43,729 17,283 750 A1521 Community Center Parking Rec.Imp. 52 52,000 1,780 - 50,220 A1532 Cav Corp Parking DST/CRA/Parking/Rm.Imp. 44/200/15/14 273,198 273,198 - - A1562 Indian River Lagoon Storrnwater 300 300,000 33,760 - 266,240 TOTAL $ 711,960 S 352,466 $ 41,723 S 317,771 FY2016 A1603 Payroll Automation General Fund 11 10,804 - - 10,804 A1611 Police Evidence Garage DST 333 333,270 31,996 - 301,274 A1614 Paint City Hall DST 50 50,000 - - 50,000 A1616 Columbarmms Cemetery 70 70,000 10,793 8,865 50,342 A1620 Working Waterfront Drainage DST/Grant 94/46 140,000 86,984 3,180 49,836 A1621 Working Waterfront Phase 2A DST/Grant 89/89 177,102 33,070 - 144,032 A1655 Taxiway C,D,E, Design DST/Grant 13/249 262,200 150,450 111,750 - A1656 AP Master Plan Update DST/Grant 11/204 215,000 44,800 172,000 (1,800) TOTAL S 1,258,376 $ 358,093 S 295,795 S 604,488 FY2017 A1710 Hurricane Matthew Expenses General Fund/FEMA 12.5%/87.5% - 535,659 44,269 (579,928) A1711 Audio Visual Equipment DST 50 50,000 34,375 - 15,625 A1712 Network Upgrades DST 112 112,440 27,493 - 84,947 A1713 MIS Servers DST 40 40,000 - - 40,000 A1714 Police Vehicles & Equip DST 388 388,250 64,459 323,505 285 A1715 Dump Trucks Stormwater/DST/General 150/60/24 234,000 - 233,254 746 A1717 Backbite DST 84 84,169 - 84,169 - A1718 Property Purchase - 190 Sebastian Blvd DST 72 72,000 71,162 - 838 A1720 Working Waterfront Phase 3 DST/Grant 200/200 400,000 - - 400,000 A1722 Friendship Park Improvement Fee Imp. 250 250,000 5,429 9,771 234,800 A1724 BSSC Football Field Restrooms Rec.Imp. 130 130,000 - - 130,000 A1725 Comprehensive Plan Parks & Recreation RecImp. 20 19,600 - 19,600 - A1730 Street Reconstruction General Fund/DST 133/130 282,925 929 262,541 19,455 A1731 Street Repaving Local Option Gas Tax 750 750,000 173 663,250 86,577 A1740 Rebuild Greens Building Fund Loan 166 165,800 - 165,800 - A1750 AWOS BI-T System DST/Grant 21/85 106,000 - - 106,000 A1760 Road Crossing/Sideyard Pipes Stormwater 100 100,000 - - 100,000 A1761 Pipe Sliphmng Storrnwater 140 140,000 15,713 - 124,288 A1762 Septic to Sewer Grants CRA/Lagoon Council 230/100 330,000 30,000 - 300,000 A1763 Smnecrop Drainage DST 22 22,000 - - 22,000 TOTAL S 3,677,184 $ 785,392 $ 1,806,160 $ 1,085,633 GRAND TOTAL $ 10,296,087 S 5,271,936 S 2,844,577 S 2,179,674 REPORT ON GENERAL FUND CASH RESERVES FOR THE QUARTER ENDED MARCH 31, 2017 General Fund Cash Reserves are maintained to minimize the impact on the City's operations of unforeseen or emergency events, such as natural disasters, significant revenue shortfalls or unanticipated 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. On March 8, 2017, the City Council established a maximum balance of $275,000 and the Reserve was adjusted to that amount. General Fund Reserves Available for Emergencies 09/30/13 Per Audited Financial Statements 09/30/14 Changes to Assigned Reserves 09/30/14 Surplus for FY2013-14 09/30/14 Per Audited Financial Statements 01//14/15 Audit Fee for new GASB 01/28/15 Building Department Software 05/13/15 Seawall Engineering Assessment 09/30/15 $50K Airport Advance Repaid 09/30/15 Changes to Assigned Reserves 09/30/15 Surplus for FY2014-15 09/30/15 Per Audited Financial Statements 09/30/16 $50K Repayment of Airport Advance 09/30/16 Changes to Assigned Reserves 09/30/16 Surplus for FY2015-16 09/30/16 Per Audited Financial Statements 10/01/16 Payroll, Clear Village and Garage Unfinished Projects Carryforward 01/27/17 2016 Senior Center Restrooms Project 03/31/17 Less Equipment and Facilities Repair and Replacement Reserve 03/31/17 Net Available for Emergencies $5,065,242 19,789 263,874 $5,348,905 -2,000 -19,800 -50,000 50,000 40,106 -80,738 $5,286,473 50,000 31,368 158,834 $5,526,675 -38,454 -34,107 -174,168 $5,279,946 Note: Payroll and repair cost of Hurricane Matthew estimated to exceed $1,750,000 may ultimately be paid out of General Fund Reserves. This total includes debris pickup for $454,000, pier and dock repairs for $1,141,000, repair to other facilities for $55,000 and additional overtime pay and benefits for $100,000. AInge portion of this is expected to be recovered from FEMA and the State but As much as $220,000 of the "City -share" is anticipated to permanently reduce the net available for future emergencies. Equipment and Facilities Repair and Replacement Reserve 09/30/13 Initial Assignment of FY2012-13 Surplus 06/30/14 Replace 3 Mowers & Dump Truck 09/10/14 Replace Excavator 09/18/14 Replace Police Authentication System 09/30/14 Assignment ofFY2013-14 Surplus 10/06/14 Repairs for Sinkhole at Rolling Hill Ditch 10/10/14 Repairs to Pedestrian Bridge 11/07/14 Ditch Work- Barber, Caravan & Crowberry 12/10/14 Replace Bucket Truck 06/24/15 Repairs to City Garage Roof 06/24/15 Pipe Repair- Coolidge/Indian River Drive 06/24/15 Sidewalk Repairs at Barber Street Bridge 08/26/15 Community Center/Yacht Club Pumps/Wells 08/26/15 Cemetery Irrigation due to lighting strike 08/26/15 Repairs to Main Street Dock 07/15/15 Communications Dispatch Console 07/24/15 Repairs to Tennis Court Fencing 07/24/15 Repairs to Police Department generator 07/30/15 Replace Parks mower 08/06/15 City Hall/Community Center air conditioners 09/30/15 Assignment of FY2014-15 Surplus 12/31/15 Contract for CRA Landscaping Services 12/31/15 Replacement of benches/trash receptacles 12/31/15 Repairs to Cemetery office building 02/16/16 Cart Bam electrical repairs 03/03/16 Replacement Roller 05/19/16 Post -Hole Diggers 06/02/16 Cemetery Replacement Pump 06/14/16 City Council Air Conditioner 08/17/16 Paint Airport Maintenance Building Columns 09/30/16 Assignment ofFY2015-16 Surplus 01/04/17 Replace Badge Printer 01/04/17 Replace Tennis Court Roller 01/20/17 Repair Airport Air Conditioner Ol/20/17 Replace Airport Wind Sock and Pole 02/08/17 Replace Construction Inspector Vehicle 02/15/17 Replace Paint Sprayer Trailer 03/08/17 Adjustment to$275,000 Maximum 03/15/17 Replace Public Works Boat Motor 03/15/17 Airport Hanger A and Police Air Conditioners 03/16/17 Golf Course Ball Washers Pending Repair Parts for Playground Equipment Pending Replace Playground Mulch Pending Replace Irrigation Wells for Medians Pending Replace Another Police Air Conditioner $467,286 -96,915 -28,056 -4,343 +263,874 -18,554 -30,215 -9,598 -94,641 -8,651 -14,980 -1.926 -5,140 -387 -1,500 -29,983 -850 -1,000 -10,525 -13,281 0 -10,600 -7,495 -6,250 -24,600 -14,450 .2,944 -3,300 -32,247 -2,800 +158,834 -1,765 -3,757 -700 -4,826 -33,495 -699 -94,521 -3,639 -47,810 -1,907 -11,162 -6,309 -1,400 -28,605 $467,286 370,371 342,315 337,972 601,846 583,292 553,077 543,479 448,838 440,187 425,207 423,281 418,141 417,754 416,254 386,271 385,421 384,421 373,896 360,615 360,615 350,015 342,520 336,270 311,670 297,220 294,276 290,976 258,729 255,929 414,763 412,998 409,241 408,541 403,715 370,220 369,521 275,000 271,361 223,551 221,644 210,482 204,173 202,773 174,168 QUARTERLY INVESTMENT REPORT FOR THE QUARTER ENDED MARCH, 2017 At December 31, 2016, the total of the City's cash and investments were $13,943,188.53. Of this, $9,801,027.16 was held in an interest bearing checking account at Seacoast National Bank, $3,642,161.37 was invested with the State Board of Administration and $500,000 is deposited with Florida Trust, which invest in longer -term bonds. The City did not purchase any new securities during the quarter and does not hold any investments in government securities. SEACOAST NATIONAL BANK STATE BOARD OF ADMINISTRATION (SBA) CURRENT CURRENT CACR RAt AWE ALLOCATION BALANCE PERCENT INVF_STNIFNT ALLOCATION BALANCE PERCENT General Fund $ 4,849,917.19 49.48% General Fund $ 1,075,978.48 29.54% Local Option Gas Tax Fund 460,284.37 4,70% Local Option Gas Tax Fund - 0.00% Discrettonary Sales Tax Fund 1,145,993.78 IL69% Disaptonay Sales Tax Fund 1201,939.77 33.00% Bry ont Redevelopment Fund 677,561.63 6.91% Rrverfront Redevelopment Fund 97,370.93 2.67% Parking ln-Lieu-Of Fund - 0.00% Parking In -Lieu -Of Fund 7a,512.63 2.16% Recreation Impact Fee Fund 633,983.26 6 47% Recreation Impact Fee Fund 293,600 35 9.06% Stovnwater Utility Fund 918,630.17 9.37% Stormwater Utility Fund - 0.00% Law Enforcement Forfeiture Fund 27,249.09 0.28% Law Enforcement Forure feitFeed 34,330.66 0.94% Discretionary Sala Tax, Debt Se wFund 8M61.57 0.90% Discretion[ Sales Tax, Debt Semw Fund - 0,00% Stormwaha Series 2003 Debt Se es Fund 142,68-1.46 1.46% Stormwater Series 2003 Debt Service Fund - 0.000/0 Capital Projects Fend (14,377.32) -0.15% Capital Projects Fund - 0.00% Capital improvements Fund (76,771.90) -0.76% Capital lmprovements Fund - 0.00% Transportation Fund (246,885 30) 32 52% Transportation Fund - 0.00% Stonnwater Projects Fund 66$40.35 0.68% Stormwater Projects Fend - 0.00% GolfCowse Fund (93,443.13) -0.95% Goff Course Fund - 0.00% GolfCowse Projects Fund (34,817.70) -0.36% Galf Course Projects Fund (90.76) 0.00% Arport Fund (832,720.73) -8.50% Airport pupil - 0.00% Aupott Projects Fund 1,027,345.70 10.48% Airport Projects Feed 0,00% Building Department Fund 130,652.74 133% Buildw arhnmt Fund SAP 774,508.22 12.05% Cemetery Trust Fand 9-14,310.93 9.43% Cemetery Tm Fund 73,750.00 2.02% Performance Darts Fund Dap 6,930.00 0.0]% performavice DepositsFund epaitt 73,750.00 2.02% Tom[ Bank Balaace $ 9.801.027.16 100.00 % Total SBA Balsam $ 3.642.161.67 100.00 % mr or �JJl- `J1r HOME OIFPELICAN ISLAND To: Mayor and City Council Thru: Joe Griffin, City Manager From: Kenneth W. Killgore, Administrative Services Director Date: May 15, 2017 Re: 2nd Quarter Accomplishments Fiscal Year 2017 Enclosed please find the 2"d Quarter Accomplishments for City Departments as assembled and edited by the Administrative Services Department for the three months ended March 31, 2017. CITY CLERK Leeislative Sunoort Matters • City Clerk prepared agenda, attended/recorded six Regular City Council meetings to include three CRA meetings and one Board of Adjustment meeting • Completed follow up of approved Council matters — contracts, letters, emails, scanned to LF and indexed • Thirteen resolutions adopted by Council • Eight proclamations prepared for presentation by Mayor • Provided monthly City calendars and revisions to Council, city staff and press • Coordinated attendance of clergy for Council meeting invocations • Advertised for two conditional land use public hearings and Council passed ordinance on first reading • Five documents recorded with Clerk of Court • Placed advertisement for SJRWMD permit and availability of CRA annual report • Placed three CRA advertisements • Prepared travel reimbursement for two Members Records Manaeement Proeram • Responded to 28 public records requests • 19 bags and 43 boxes of duplicate and OSA records destroyed by shredding vendor • 150 employee records were scanned utilizing Laserfiche for permanent and long term records • 3 boxes of Water and Sewer Utility transfer files were scanned into Laserfiche for permanent and long term records • Records Clerk prepared a procedure for email retention Election Matters • Received three Sebastian Citizens Speak Out PAC Waiver of Reports Citv Board Matters • Noticed vacancies, prepared six board appointments, notified and provided info to appointee, updated Board Handbook and distributed pages and posted on O:drive • City Clerk prepared agenda, attended/recorded three CRA meetings within Council Meetings • Records Clerk prepared agenda, attended/recorded one Veterans Advisory Committee Meeting • Records Clerk prepared agenda, attended/recorded one Parks and Recreation Board Meeting • Records Clerk prepared agenda, attended/recorded one Disabilities Advisory Board Meeting • Records Clerk published all scanned City Board Packets to City website, Laserfiche and provided them to the press and Council • Added two alternate members to Citizens Budget Review Advisory Board at Council's request Cemetery Matters • Certificates of Interment Rights issued for 6 locations for a total of $12,600 • Scanned all cemetery records as sold or amended for permanent retention • City Clerk composed letter for cemetery violations • Records Clerk complied address list and mailed letters to violators • City Clerk met with one family to discuss site decorations Personnel/Educational Matters • City Clerk swore in three police officers • Records Clerk attended 3 project management meetings • Records Clerk attended 4 meetings for the Events Committee • City Clerk and Records Clerk attended MIS training on mail merge • City Clerk and Records Clerk attended two webinars on how to manage personnel files • Records Clerk acquired Notary Public Commission • Hired one temporary part-time employee to scan permanent records Communitv Matters • Records Clerk authored article for Pelican News ADMINISTRATIVE SERVICES • Closed accounting records at year-end. • Responded to questions from the Auditors. • Worked with Auditors to complete the FY2016 audit and preparation of the financial statements. • Submitted FY2016 Comprehensive Annual Financial Report to Government Finance Officers Awards Program. • Submitted Annual Police Pension Report to the State. • Developed budget calendar for events that will keep preparation of the FY 2018 budget on schedule. • Prepared I" Quarter Budget Amendment and made presentation to Budget Committee and City Council. • Distributed instructions for submitting Capital Improvement Program request to Administrative Services. • A Staff Committee researched and evaluated potential firms and their software to recommend solutions to payroll processing problems and enhance the automation of a number of human resources activities. • 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. • Interviewed for Police Officer positions and hired 3. • Interviewed for 911 Operators and hired 1. • Participated in the Sheriff s Barbeque to benefit the Youth Ranch. • Attended 8 special event meetings with City Staff. • Administration attended 6 Council meetings. • Attended over 60 Law Enforcement related meetings and 35 public meetings and/or speaking engagements. • Administrative personnel attended over 80 hours of training. • Continued to collect statistical data to include; personnel, community, crime, etc. • Hosted and graduated 1 Citizen's Academy. • Participated in "St. Baldricks" to benefit childhood cancer, raising more than $1,000. • Continued our Community Outreach Program focusing on enriching our relationship with our citizens, hosting 3 events.. • Continued participating in a mentoring program aimed at attendance in our elementary schools. Volunteers • The Community Service Volunteers worked a total of 2,668 hours during this quarter. 72 bank deposit details were made. This service is done for City Hall so employees do not have to leave their assigned duties. • 6 traffic control detail was assigned. These consist of directing traffic at city events, road closures, etc. • 172 house watches/close patrols were completed. • 99 vehicle transports were made consisting of taking the vehicles to different locations for repairs, etc. • 69 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. • 69 area checks of banks were made. Visual marked units around the banks at various times helps to deter crime. • 47 Airport checks were made. The visibility helps to deter crime. • 127 special details were assigned. • 0 miscellaneous assists for law enforcement personnel. • 164 paper runs i.e.: State Attorney's Office, Sheriffs Office, etc. The volunteers pick up and deliver packages such as council packages, State Attorney paper work, and miscellaneous items as needed. • Assisted with traffic control on 26 traffic crash scenes. • 0 warnings for handicapped parking tickets issued and 0 warnings for other parking infractions issued. 19 citizen contacts. • 486 Miscellaneous jobs. • 47 hours of Funeral Escorts were completed. • 0 hours of patrolling on the boat and checking waterways and businesses along the waterway (by volunteers). School Resource Officer January February March Totals School Checks 42 38 33 113 DARE Classes Taught 15 15 25 55 GREAT Classes Taught 14 12 16 42 RUOK Checks 9 10 8 27 Other School Functions 3 3 2 8 Reports 0 3 1 4 Tours/Presentations 5 3 1 9 Crossing Guard Contacts 23 21 24 68 Mentor Lunches 5 8 7 20 Patrol Hours 9 8 11 28 Community Event Hours 7 2 2 11 Calls for Service 12 11 9 32 Road Patrol and Special Operations Q\�p0 crJp ZP�` 0p`� Ppk\` PF�\` PEA\` p1�0 pP�\� cPpOS QOQSS JV1Pp J`'�\�� y`��P PQp�1 JAN TOTAL 2448 892 3340 714 97 327 109 37 196 1 253 30 9 0 7 FES TOTAL 2200 789 2989 645 97 323 151 73 199 2 208 26 5 0 4 MARCH TOTAL 2349 1039 3388 567 70 387 157 62 273 2 274 26 5 0 9 TOTAL 6997 2720 9717 1926 264 1037 417 172 668 5 735 82 19 0 20 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. t] Investigations January February March Totals Subpoenas 3 7 11 21 Arrests 3 2 4 9 Warrants 7 5 5 17 Training/Meeting Hours 65 61 66 192 Follow -Ups 67 61 73 201 Active Cases 38 30 35 103 Assigned Cases 25 14 23 62 Cleared Cases 11 7 12 30 Inactive Cases 15 8 16 39 Supplements 34 28 33 95 Communications Division • 9,878 calls entered into CAPERS CAD, of that a. 4,114 were dispatched calls for service b. 1,725 were Code Enforcement Self -Initiated calls c. 3,302 were Officer Self -Initiated calls d. 338 were Volunteer Self -Initiated calls e. 399 were duplicate calls, call dispatch handled without LE & calls entered in error • Total 911 calls received 2,181 of that the breakdown of the lines are as follows: a. Wireless 911 calls — 1,568 (cell phones) of which: i. Phase 2 calls — 703 ii. Phase 1 call - 865 b. Land -Line 911 calls — 516 (residential and/or business landlines) of which: i. VOIP 911 calls —178 ii. Residential— 188 iii. Business — 115 iv. Blank call type - 3 Of which: 1. 1,018 were transferred to other agencies 2. 127 were 911 hang-ups • Total Admin Lines answered 911 phone systems (Solacom) 8,719 a. Incoming calls -6,505 b. Outgoing calls — 2,214 Of which: i. Transferred out of dispatch— 3,188 ii. Unknown total calls received on the Siemens phones also answered by dispatch. • Training attended: a. (9) Dispatchers completed Police Legal Science monthly Training b. (9) Dispatchers completed APCO monthly training articles c. (2) FDLE Full Access Certification Training d. (2) State Telecommunications Course e. (1) Dispatchers passed the State Certification Exam f. (1) Fred Pryor Supervisor Training Class g. (8) CPR Certification Class It. (9) Sexual Harassment Training • Radio and playback equipment repaired. Solacom phone equipment repaired. • (1) person resigned • (2) people out on medical leave • (1) Set of dispatch interviews completed • (1) Dispatcher hired 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 ofjuveniles, 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 license, tags, guns, boats, articles, and criminal history requests. Communications helps officers to search for information, phone numbers, etc. Communications provides services to non-residents by answering questions, giving 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 1,913 code calls for the quarter the following is a breakdown of some specific calls made: • Issued 355 written warnings. This ranges 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. • 76 property inspections for title companies and 169 sign violations. • 677 Code Services. • 583 re -inspections, 57 violations were not complied with, 105 were posted for abatement, 36 abated by vendors. • 393 violations complied. • 19 Liens filed, 20 liens released. • 103 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 24 calls for water violation during the second quarter. Alarm Assessment • $730.00 in alarm permits (new and renew) • $0.00 in false alarms fines • 158 alarm responses by officers, 64 of these were false. • 44 New permits issued. PUBLIC WORKS DEPARTMENT Roads Division • Patch Truck: • Pot holes and road crossings: • Keystone-Schumann—Gardinia-Dolphin • Jackson - N. Central - S. Wimbrow - Bradock • Dempsey -Midvale -Concha -Kildare • Main St. — Layport - Clearbrook • Total: 24 Tons Sign Shop Signage and Installation No. • Sign Creation 140 • Decals created 10 • Pavement markings 700 it. • Signs installed 120 • Signs straighten 200 + • Stop bars 200 ft. • Traffic data/studies 4 Special Proiects Task • Inspections 2017 Milling and Paving • Speed bumps 1 set Rosebush Ter • MOT Special Events • Delineators Maintained at Cumberland Farms • School zone beacons Installed 2 new systems at Barber and Schumann • Maintain shop/suppliers On -going New Assignment -Special Proiect Task • Replacing outdated signage on Main St. then into Barber St. • Updating outdated ADA parking Stormwater Division • Vac Truck • 3-24-17 Martine St. Baffle box- two cubic yards total • Road Crossing Pine • Balboa St. 40'-15" HDPE • Blossom St. 40'-15" HDPE • Clearbrook St. 40%15" HDPE • Armadillo Work • Midvale- 240' • Peterson-160' Total Pipe: 120'-15' HDPE • Total :400 liner ft. • Cav-Core Parkin Lot • Fill in curb with dirt and sod (15 pallets total) Parks Division • Replaced Fountain with lights • Fence along the Parking Lot (Cavcorp) Sidewalk • Cut and trimmed walking trails • Pressure Washing • Replaced all poles on the north -side of 4 courts • Sanded, Primed and Painted 2 Canopies • Inspected playgrounds • Repaired chain link fence in playgrounds • Striped parking lot • Replenished dirt around the picnic areas and removed old bench • Continue maintains on all of the parks and medians, mowing edging, weed eating , trimming hedges, pulling weeds , emptying and picking up trash. Recreation • The Recreation Division — Continued city run programs. Cemetery • The Cemetery crew did routine mowing, weed eating and edging. • Burials: 12 • Enhancements: Tru Green, plants • Forming pad for niches • Poured pad for niches • Showed prop to public • Marked out for diggers • Maps/concrete/Capp/started/Frank 1/26/2017 Facilities Maintenance • Continued Daily Maintenance, cleaning and repairs of all city buildings • Monthly maintenance AC filter replacement, coil cleaning, and condensate lines • Maintain and monitor all city fountains and flags • Maintain, monitor, and repair lift stations, septic systems and sliding gates • Schedule and monitor fire protection, roof top air conditioning, elevator, and janitorial contracts • Complete all City black flow testing and repairs • Quote and preparation for Police Dept. RTU#2 AC replacement • Drywall second floor City Garage • Complete repairs City Hall AV room flooring and drywall repairs • Strip clean and refinish Community Center flooring • Add cooling vent to Police Department Dispatch server room • Add timer system City Hall outside fountains • Wood refinishing City Hall outside signs • Electrical receptacle and TV cable relocation City Hall second floor office • Pressure washing Schumann Park building and grounds • Replace drain field Creative Playground • Improvements Police Dept. gym • Paint bids for City Hall and Old Schoolhouse • Yacht Club stucco repair, repairs and repainting of corridor • Bark Park men's room sink replacement Fleet Maintenance The Fleet Management Staff completed 672 repair work orders, 51 preventive maintenance services, 36 service calls and 11 road trips to pick up parts. In addition to in-house vehicle/equipment work orders, 26 vehicle and equipment repairs were scheduled and completed by outside vendors. • Purchased the following vehicles and equipment: o (1) Yamaha 225HP Four Stroke Outboard (PD) o (1) Yamaha 25 HP Four Stroke Outboard (PW) o (1) Nissan Pick-up 4WD (ENG-2) • Took delivery of the following units: o (1) John Deere 410L Backhoe (PW-29) o (1) Patch Truck Chassis/Patch —body combo (PW-24) o (1) Wacker Light Tower (PD-9) o (1) 25 HP Four Stroke Outboard (PW) o (1) Nissan 4WD Pick-up (ENG-1) o (1) OPW Fuel Management System (RM-523) • Completed the prep (lights, rack, graphics, etc.) on the following units: o (1) John Deere 410L Backhoe (PW-29) o (1) Patch Truck Chassis/Patch-body combo (PW-24) o (1) Wacker Light Tower (PD-9) o (1) 25 HP Four Stroke Outboard (PW) o (1) Nissan 4WD Pick-up (ENG-1) • Completed the sale of Equipment: 8 Equipment/Items/Vehicles through GOV. Deals-$20,210.02. Total for year/$20,210.02. • Fuel Cost as of the 14 April 2017 is as follows: $2.1568 per gallon of gasoline, decrease of 00.32 % over the past 90 days $2.2246 per gallon of diesel fuel, decrease of 010.44% over the past 90 days AIRPORT • Design of Taxiways D, E is 60% complete • Airport Master Plan Update study is 20% complete o First meeting of Study Advisory Committee held • Received JPA funding for Airport Environmental Studies o Work order for Airport Environmental Studies issued to TKDA • Final Proposals for new AWOS (Automated Weather Observation System) received • Installed new lighted wind sock GOLF COURSE 1. Revenue 16-17 15-16 Difference+/ - Total Revenue $479,407 $389,361 +$90,046 YTD Tot. Rev. $822,480 $745,052 +$77,428 Total Rounds 15,726 13,294 +2,432 YTD Tot. Rds. 25,857 24,619 +1,238 Green Fee $183,917 $149,559 +$34,358 YTD Green Fee $264,513 $229,721 +$34,792 Cart Fee $242,617 $192,995 +$49,622 YTD Cart Fee $370,188 $329,003 +$41,185 Annual Member $3,986 $2,590 +$1,396 YTD Ann. Mem. $84,004 $81,862 +$2,142 USGA Hdcp. $560 $560 0 YTD USGA hdcp $4,280 $4,580 -$300 Disct. Card $6,309 $5,342 +$967 YTD Dis. Cd. $27,592 $26,414 +$1,178 Driving Range $16,230 $12,621 +$3,609 YTD Dr. Rge. $24,388 $20,891 +$3,497 Club Rental $864 $841 +$23 YTD C1. Rent $1,337 $1,480 -$143 Club Storage $127 $33 +$94 YTD Cl. Stor. $2,641 $2,673 -$32 Golf Shop Retail $15,820 $16,838 -$1,018 YTD Shop Retail $27,463 $33,132 -$5,669 PGA Pro Lesson $1,467 $588 +$879 YTD Lesson $2,016 $928 +$1,088 Restaurant Rent $7,491 $7,383 +$108 YTD Rest. Rent $14,046 $14,169 -$123 Comments: 2" Quarter rounds, Green Fee & Cart Fee revenue & driving range all showing positive increases. Weather for January, February & March was fantastic, warm with little to no rain. Decrease in golf shop sales; internet sales have greatly impacted hard -good sales, which will cause golf shop buying to become more conservative, concentrating on logo sales (shirts & hats), gloves and golf balls. Increase in Pro Lessons. 2. Charity, Corporate and Special Golf Tournaments for 2nd quarter (16-17) included 2017 New Year's Day Toumament(132 players), Palm Bay Golf Association (26 players), 2017 St. Baldrick's Golf Tournament (68 players), Sebastian Charter Middle School Golf Tournament (112 players), Brevard Golf Association Golf Outing (26 players), Sebastian Eagles Golf Tournament (100 players), Knights of Columbus / St. Sebastian Church Golf Tournament (87 players), 6 ° Annual Michael Nichols Memorial Golf Tournament (112 players)&Vista Del Mar Ladies Golf Outing (32 players). 3. Charity, Corporate and Special Golf Tournaments scheduled for 3" quarter currently include Brevard Rugby Association, Friendship Community Christian Church Golf Tournament, Sebastian Chamber of Commerce Golf Tournament, Indian River Airboat Association Golf Tournament, Rappy Perez Birthday Golf Outing & Palm Bay Golf Association. 4. RFP, bids and City Council approval for Champion Ultra -dwarf green re -grassing project. 5. Numerous weekly leagues showing good repeat -play numbers including Wojo's Monday League, Men's and Women's Golf Associations and a variety of winter leagues, etc. 6. RFP created for Golf Course Restaurant concession. 7. Held numerous free junior clinics in conjunction with the Indian River Golf Foundation. BUILDING DEPARTMENT • In the second quarter of this fiscal year, a total of 26 new single-family homes were issued building permits. Single family residential permitting is exactly the same as reported in the first quarter of this fiscal year. Other permits of significance include 1 new manufactured home, 2 new commercial buildings, 2 commercial additions, 7 commercial alterations, 1 commercial build outs, 3 residential additions and 14 residential alterations. In all, 1005 building permits were issued in the second quarter, a slight increase from the total permits reported in the first quarter. It appears that the level of construction activity has remained constant since the first quarter. • Total number of inspections for the fourth quarter was 3,557 for an average of 56 inspections per working day. The number of inspections this quarter has increased slightly compared to the first quarter. • The number of Certificates of Occupancy issued for the fourth quarter included 22 new single family residences, 5 new manufactured homes, 3 commercial certificates of occupancy and 2 commercial certificates of completion. • The following lists the Business Tax Receipt activity for the fourth quarter: New Businesses-24, Renewals -29, Transfers-4, Duplicates-0, Home Based Businesses-30, Commercial Businesses-20, and Solicitor Registrations-3. In addition, there have been 57 requests from lien/title companies for permit records on properties within the city. • The building department remains extremely busy. We are still in search of a qualified individual to fill the part-time inspector position to lighten the inspection load. The building department remains vigilant to enforce our building code and licensing laws. Two disciplinary actions against licensed contractors appeared before the City of Sebastian Construction Board that resulted in fines being assessed.