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Home My WebLink About01-29-2018 BAC AgendaCnLN SEBAST�1V HOME OF PELICAN ISLAND SEBASTIAN BUDGET REVIEW ADVISORY COMMITTEE AGENDA 6:00 P.M. MONDAY — JANUARY 29, 2018 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 for Meeting of August 14, 2017 8. Review of Fourth Quarterly Report — FY 2017 9. General Discussion by Members - Thoughts and Ideas for Upcoming Budget Year 10. Review Budget Calendar and Discuss Next Meeting Date (Monday, February 19, 2018) 11. Reports from Staff 12. Adjourn Agenda Attachments: Minutes for Meeting of August 14, 2017 Fourth Quarterly Report — FY 2017 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 BOARD The Citizens Budget Advisory Review Board is comprised of 9members, 5 of who are individual Council appointees; 2 of who are appointed by Council at -large; 2 who are appointed as alternates. The 5 members appointed by Council serve the same term two-year term as the Council member who appointed them; the 2 at -large members serve one year until the next election; the two alternates serve three years terms. MEMBER NAME AND ADDRESS I APPOINTED BY TERM Ed Herlihy Council Member 11/2017-1112019 474 Sea Grass Avenue Mcloartlan term to expire at the end of Sebastian, FL 32958 McPartlan's term in 2019 edherlthvO.bel Isouth. net (772) 388-0665 Larry Napier Council Member 11/2016-11/2018 163 Harris Drive Dodd term to expire at the end of Dodd's Sebastian, FL 32958 term in 2018 la rrvn ao ier0o utlook. cam (772) 388-2070 Michael Frank Council Member Hill 1112016-11/2018 962 Tarpon Avenue term to expire at the end of Hill's Sebastian, FL 32958 term in 2018 m ichealfrankO)comcast.net (772)913-5702 Nancy Veidt Council Member 1112017-11/2019 352 Banyan Street Kinchen term to expire at the end of Council Sebastian, FL 32958 Members term in 2019 nveidt anvahoo.com (772) 913-3674 Bruce Hoffman Council Member 11/2017-11/2019 203 Chello Avenue lovino term to expire at the end of Council Sebastian, FL 32958 Member's term in 2019 b2bmhoffm nCoMotmail.com (772).913-3187 Vacant Harry Hall At -large Member Term to expire November 2018 214 Joy Haven Drive Sebastian, FL 32958 Har ndee hotmail.com (772 581-1193 Vacant At -large Member Term to expire November 2018 Vacant Alternate Member Three year term from apt date (casts vote if first council appointee or at -large member is absent) Andrea Ring Alternate Member -Term to expire 407 Quarry Lane Sebastian, FL 32958 (casts vote if second (276) 920-1715 council appointee or at - large member is absent) Code 2-223 provides City Manager is an ex-officio Member CITY OF SEBASTIAN CITIZENS BUDGET REVIEW ADVISORY BOARD MINUTES OF REGULAR MEETING AUGUST 14, 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. Sergio Mota (arrived at 6:05 pm) Mr. Bruce Hoffman a Mr. Harry Hall Ms. Andrea Ring (A) Members Not Present: Mr. Michael Frank — Excused Mr. Tim Slaven Also Present: Mr. Kenneth Killgore, Administrative Services Director Ms. Susan Mann, Recording Consultant 4. Approval of Minutes A. Meeting of July 31, 2017 Mr. Napier called for additions, deletions or corrections to the July 31, 2017 minutes. Mr. Hoffman referred to page 3, paragraph 1, line 6 and requested the words "per employee" be removed because the City's contribution is based on an actuarial basis and not per employee. A motion to approve the minutes as corrected was made by Mr. Hoffman, seconded by Mr. Herlihy ROLL CALL: Mr. Herlihy — Yes Mr. Mota — Yes Mr. Napier —Yes Mr. Hoffman —Yes Mr. Hall —Yes Ms. Ring — Yes Motion Passed: 6 — 0 Citizens Budget Review Advisory Board Page 2 Meeting Minutes of August 14, 2017 ^, 4sG 5. Unfinished Business a. Budget Update by Ken Killgore, Administrative Services Director/CFO. Mr. Killgore reported that a change in the Group Insurance provider would result in an increase of 2.3% rather than the 10% increase anticipated. He stated that savings would be just shy of $70,000 which staff recommends reserving for personal related expenses such as pay increases for taking on additional duties and being able to adjust a starting pay to be competitive in the market place if necessary. He explained that there was some discussion among Council to use the savings for road work. He reported that the changes to the Budget have been posted on the Website. The Operating Budget has not changed with the millage rate at 3.4 mills. Mr. Killgore provided a detailed explanation of the changes to the Capital Program , which items were changed, removed or moved into a future fiscal years and what the impact of those changes were to the current budget. He stated that the Public Hearings are scheduled for September 18`h and 27th. He offered to answer questions. Mr. Hall asked if there was any intent to use the insurance savings for across the board raises. Mr. Killgore responded no; raises are controlled by the Contract. The money will be used related to hiring and for special performance situations. 6. Public Input — None 7. New Business a. Review of Third Quarter Financial Report — FY 2017 Mr. Killgore reviewed the Third Quarter Financial Report and provided an explanation of the process of submitting the Resolution for the Financial Report and the adjustments to City Council for their approval. He noted that an adjustment of $100,000 is related to the Golf Clubhouse repairs and updates. He provided a detailed explanation of the graphical presentation of the budget with information on the status of income at the third quarter. He noted that the figures presented do not include grant revenue, but are the matching funds. He stated that the format of the Capital Program report has been changed to show the funding source and shows the closed projects and the current ones. He reviewed each of the documents included and provided details on each. Mr. Hoffman asked why the Recreation Impact Fees are below budget. Mr. Killgore responded that they are paid by the developer at the time the building permit is applied for, as a result the receipt of the funds will vary. He explained that if the actual impact fees are lower than budgeted, the budget will be adjusted to be more in line with actual. 7. Staff Matters — Ken Killgore, Administrative Services Director Mr. Killgore advised the Board that the City Attorney, Mr. Bob Ginsburg, passed away. Citizens Budget Review Advisory Board Page 3 Meeting Minutes of August 14, 2017 .,s t 9. Board Matters A. Comments/Discussion by Individual Committee Members Mr. Hall asked if there are any plans for the intersection of Joy Haven and Barber included in the budget. Mr. Killgore responded there is none at this time. He stated that his understanding from staff reports that there is not sufficient data to justify making any changes to the intersection. Mr. Hall expressed his concern about the safety issue and the possibility of the City being held responsible if there should be an accident. Mr. Mota concurred with the need for the City to address the intersection issue both on Joy Haven but Concha also. Mr. Herlihy stated that to his recollection the Budget Review Committee had not passed a motion accepting the proposed budget and the millage rate. He asked for input on this matter from the other members. Mr. Napier concurred that it would be appropriate for the Committee to pass a motion accepting the millage rate and the budget as presented. A motion to accept the budget as presented with a millage rate of 3.4 mills was made by Mr. Hall and seconded by Mr. Hoffman. ROLL CALL: Mr. Herlihy —Yes Mr. Mota —Yes Mr. Napier —Yes Mr. Hoffman — Yes Mr. Hall —Yes Ms. Ring — Yes lu . . , W�T=0190 wl B. Consider Need for Future Meetings (No Further Meetings are Scheduled) Mr. Napier stated that he does not see the need for another meeting. He thanked the Board Members for their participation and input during the Budget Review process. Mr. Herlihy thanked Mr. Killgore and staff for their efforts in preparing the Budget and doing so with a millage rate of 3.4 mills. 9. Adjourn — There being no further business Chairman Napier adjourned the meeting at 6:45 p.m. im Chairman Larry Napier /sm Date: y.a SERASPAN F01E OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL COUNCIL MEETING DATE: 10 January 2018 AGENDA ITEM TITLE: Resolution Accepting 41" Quarter Financial Report and Adopting Amendments to the FY 16/17 Annual Budget. RECOMMENDATION: Approve R-18-02. 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 had previously approved several adjustments during the quarter to allocate funds to various projects. Formal approval by the City Council is being requested on the use of balances in the Equipment and Facilities Renewal and Replacement Reserve to fund repair and replacement items during the quarter. The City Manager has discretion to proceed with these purchases from the Reserve and request formal approval with the next Quarterly Financial Report. These adjustments included repairs to the Golf Course Clubhouse (restrooms, hallway and door repairs) that were in addition to allocations that were approved from DST and State funding for renovations. 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: City Manager Authorization: Date: 3 January 1-0 IS I. R-18-02 and Exhibit "A" 2. FYI 6/17 Q4 Financial Report i 14 of 266 RESOLUTION NO. R-18-02 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 EXIIIBIT "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 September 30, 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 formally 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 Jim Hilt Vice Mayor Linda Kinchen Councilmember Bob MCPartlan Councilmember Ed Dodd Councilmember Albert Iovino The Mayor thereupon declared this Resolution duly passed and adopted this 10'h day of January 2018. ATTEST: Jeanette Williams, MMC Cnv Clerk CITY OF SEBASTIAN, FLORIDA Mayor Jim Hill Approved as to form and content for reliance by the City of Sebastian only: Cynthia V. Hall Inrc.'rnn City Attorney 15 of 266 EXHIBIT "A" of RESOLUTION R-18-02 SUMMARY OF BUDGET CHANGES FOR THE QUARTER ENDED SEPTEMBER 30, 2017 Amounts Chances Authorized by City Manaaer: Adjustment to record acquisition of vehicle for Police Department via a final judgement of forfeiture. $ 1,230 Adjustment between Parks Division accounts to record Dog Park water fountain. $ 2,723 Adjustment to create Oyster Pointe Baffle Box Project from Working Waterfront Phase 3 Project. $ 164,500 Adjustment between Community Development accounts to cover new Chamber of Commerce sign. $ 10,899 Adjustment to record Grant revenue received to purchase bulletproof vest. $ 6,708 Adjustment to record State Shared Revenue contributed to the Police Pension Plan. $ 168,628 Adjustment between City Manager accounts to cover additional dues and memberships. $ 231 Adjustment between Community Development accounts to properly code expenditures. $ 9,700 Adjustment to Rebuilding Greens Project within spending funded by $700,000 Building Fund Loan. $ 96,454 Adjustment to close the Friendship Park Improvements Project. (Pickle Ball budgeted in FY2018.) S 232,769 Adjustment to Administrative Services accounts to properly code expenditures. $ 25,410 Adjustment to Cemetery Division accounts to properly code expenditures. $ 2,669 Adjustment between Parks Division accounts to properly record expenditures. $ 32,900 Adjustment to fund Columbadums from Trust Fund and use DST Funds for Police Evidence Building. $ 49,134 Adjustment between Audio Visual accounts to allocate monies for Laserfiche training. $ 450 Adjustment to record a Safety Grant by the Insurance Carrier to purchase 3 AED units and supplies. $ 4,999 Adjustment between Police accounts to properly code expenditures. $ 3,750 Adjustment to record recovery of cost of demolishing a condemned structure. $ 5,200 Adjustment to fund Oyster Bags at Working Waterfront Project from a $24,000 IRLC Grant and the India River Lagoon Project. $ 47,928 Adjustment to close the Presidential Streets Project. $ 32,198 Adjustment to close Tulip Street Project. $ 2,660 Adjustment to record $35,576 DEP Grant and to close Working Waterfront Drainage Project $ 48,426 Adjustment to record JAG Grants for the purchase of Police equipment. $ 8,141 Adjustments to reduce Payroll Automation $4,704 and close Paint City Hall $2,027, Computer Upgrades $42,500, Audio Visual Equipment $8,536, Road Crossing Pipes $50,000, Pipe Slip -lining $ 142,617 $31,461, Stonecrop Drainage Design $309 and Rebuild Greens $3,080 for funds not used by year-end. Adjustment to create a Project for the Chamber of Commerce Sign. $ 10,899 Adjustment to cancel the Working Waterfront Phase 3 Project. (Deferred in CIP to FY2019.) S 235.500 Adjustment to close the Hangar C Project. $ 17,084 Adjustment to fund Cart Path Repair Project within spending funded by $700,000 Building Fund Loan. $ 68,592 Chances Aooroved by City Council: Amounts Adjustment toGrantfor Tulip Street for Amendment 2 June 14, 2017 S 38,197 Adjustment to use $50,000 DST Funds and $50,000 Grant for Restaurant Upgrades July 26, 2017. S 100,000 Adjustment to use another $135,000 DST Funds toward Restaurant Renovations August 23, 2017. $ 135,000 Additional Chances Submitted for Citv Council Aooroval: Amounts Adjustment from Equipment & Facilities Reserve to replace Riverview Park Playground. S 33,000 Adjustment from Equipment & Facilities Reserve to replace Pro Shop Air Conditioner. $ 5,950 Adjustment from Equipment & Facilities Reserve to replace truck for the Airport. S 22,514 Adjustment from Equipment & Facilities Reserve to replace air conditioner unit in the Airport Vault. $ 9,427 Adjustment from Equipment & Facilities Reserve to repair restrooms, hallway and doors. $ 71,583 16 of 266 CITY OF SEBASTIAN QUARTERLY FINANCIAL REPORT EXECUTIVE SUMMARY OVERVIEW THE FOURTH QUARTER FOR GENERAL FUND ENDED WITH 98% OF BUDGETED REVENUES RECEIVED AND DEPARTMENTS SPENDING 95% OF AMOUNTS ALLOCATED. THE R&R RESERVE WAS REDUCED BY NECESSARY EXPENDITURES (INCLUDLNG RESTAURANT) TO AN AVAILABLE REMAINING BALANCE OF $29,900. GOLF COURSE REVENUES WERE AFFECTED BY CLOSING 9 HOLES DURING THE RECONSTRUCTION OF THE GREENS. REVENUES AND EXPENSES FOR THE AIRPORT DO NOT INCLUDE GRANT RECEIPTS AND EXPENSES, AS THESE ARE NOT BEING MATCHED WITH AIRPORT FUNDS BUILDING FUND REVENUES REMAIN AT HIGH LEVELS BUT {VERE SLIGHTLY LESS THAN LAST YEAR GENERAL FUND The graph below and left compares General Fund Revenues, Expenditures and Total Cash Reserves at the end of the 4" quarter to the end of the prior fiscal year. Recoveries from Hurricanes have not yet been fully adjusted. The graph below and right compares the 4"i quarter of this year to the 4" quarter of the prior 2 years. Revenues exceeded expenditures and will be used to restore the Renewal and Replacement Reserve to the $275,000 maximum balance. % t2(G00W ..... 127U00 ; 10,00,00wo z & MOM 6,0oO,o00 .. Q0b,000 I,O 0,0W s 4J AO 2aUR � N EMU, .. 0 y .. . .. 1000.000 .,a 0 J � humus dRrarres ReexKs Eaoa'& Resmas �97A4o15 11,19Q71 11 l27,A IM016 tt,1S2247 11,'S63� S.S26,674 IIVW16 102247 1 11AA2 17195 I9:02017 12[68,7i8 If.B26, 3.M.0 I 1e9%2017 12A68,Qr8 11,d26.9B0 259,9t6 The graph below and left shows collections through the zl" quarter of the three main sources of General Fund Revenue and of those three as a total. Those three sources and property taxes are 71% of budgeted revenue. Although S 119,972 more %vas received from those three sources through the 4" quarter of this year, as compared to the same period last year, we received S36,040 less than budgeted. The graph below and right shows the percentage of budgeted expenditures by department at the end of the quarter. In total, departments expended 95% of amounts budgeted. P U2,000 ` 4MUN r �r 4.0W,000 / 1 31.56100M 3.C-00.000 25M,0i0 _ UNDO�_ 1.5Ct1.n J 4 1.000.�0 A 5c0.�0 4 01; 2015 4�:, O92G1C Ci11 �t:(Ikl 100.0% 75.0 x 900% 250% 0.0°% co all top �cS�y��UeO Aar 4L �liy�' G Page 1 Ut 3 17 Of 266 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 the past two years and the current annual budget and collections for Local Option Gas Taxes (LOGS, Discretionary Sales Tax (DST) and Stormwater Fees. We had an increase in DST collections, while the others were about the same. The graph below and right shows totals budgeted for capital projects, as compared to amounts spent through the 4`s quarter of this year. It reflects large unexpended amounts for the Football Field Restrooms, Club House Restaurant, Septic -Sewer Grants and Oyster Point Drainage Projects. 3,�Q0x -ir I Su,C00,90� A . i 2M0b t KTA I,S)0,V 1.MOG9 5 A"A LOGT DST SWM&Fie WrZls rc:.'7m arlcy lr7a DEBT SERVICE FUNDS AND LONGTERM DEBT S4.eca.DDO S3.Daa.DDo ss.eco,000 51,0C M s. Rgo 5.6 .a�G�fSa G The City's tong -term debt includes the Stotmwater Revenue Bank Note (51,912,000 outstanding, maturing 5,101/22). The City refunded the previously issued bonds with a Bank Note on December 18, 2013. The City also has a Bank Note for Street Repaving (S1,052,000 outstanding, maturing 1210[M). The Bank Loan on Golf Carts was paid off on 09l06/17 and replaced with a capital lease that was approved by the City Council on June 28, 2017. 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. The increase in negative Reserves is due to the large amount of capital improvements financed by loans from the Building Department. 3A:0.0?7 ITO Ail 20 3 MOM 100 SCC M 0 i5MCM? MUM (auc) 5302ole MUM krLs 2.11I.130 2 53M pam I 151140 t94211 (id70l j ME) 23COIin MOM i3cD rr, i 120.140 SIX) 0 )iDas�a) 18M91S llmve 109302+,f,2 Rua.e; I sa.=dr N.Reans t t,aza IN4,166 M2 1,1t7,t� ! 2)tS,S1 r�ssa1� I 1s3.7- j IMT3 ( rX473) Page 2 of 3 18 of 266 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 same time, plus the impact to Reserves. Capital expenses on Gates ($12,000), Swoop Pond ($6,020) and Wind Sock (54,926) caused expenses to exceed revenues in FY2017. - 2C0.t�0 (200,000) (4N,(COj r Pon fl/ Bias Eta Ae�,s 102MI 317,313 Z-13 I (X'173� 1O1271 409,476 471,377 (FN,afi} BUILDING ROOD MOOD = 6000 MONO D OMOO IKODO 0 (MOM JIM16 477,51 1aM16 617,343 JOW120V 0476 1- 424,341 603 1 5a473 (33.130) 81,371 (61.9>;1) 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 impacts to Reserves. URON 6C0N9 `_ I 3Y X gum U 000.N0`- - IMOOOnODO StI.NO - Z'A030 MODO 0 - te' 000) rd.;a. Ravens Reams f Ear& Rm hTms 7770 1930(161 MAO 702630 i,N7 �S-A2016 6L.3m1 �9N20171 78cNd 59vfe .836 Mv,0171 M9045 0144 702.90 1 a�E Pact 3 of3 19 of 266 CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 9/30/2017 2013/2014 2014/2015 2015/2016 2016/2017 2016/2017 2016/2017 4TH QTR 4TH QTR 4TH QTR 4TH QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET GENERALFUND TAXES -6,747,713.28 -7,178,016.00 -7,546,774.01 -7,785,255.29 -7,871,032.00 99% LICENSES & PERMITS -138,562.87 .147,218.23 -136,614.26 -135,899.23 .139,500.00 97% INTERGVT'L REVENUE -2,363,935.70 -2,515,809.77 -2,654,804.99 -2,807,990.42 -2,710,767.00 104% CHARGES FOR SERVICE -375,125.28 -320,953.90 -326,773.66 -312,759.64 321,102.00 97% FINES AND FORFEITS -52,239.15 .60,685.29 .72,009.68 .70,411-10 -55,000.00 128% MISC. REVENUE -247,747.05 -257,681.61 -328,119.61 -313,043.23 .312,278.00 100% TRANSFERS IN .630,748.00 -718,306.00 -677,150.60 -661,569.00 -663,569.00 100% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -318,963.00 0% GENERAL FUND REVENUE -10,556,071.33 -11,198,670.70 -11,742,246.81 -12,088,927.91 -12,392,211.00 98% CITYCOUNCIL 49,939.28 50,522.35 48,719.52 53,750.96 53,889.00 100% CITY MANAGER 264,715.45 257,181.01 287,768.63 267,924.98 270,461.00 99% CITY CLERK 282,115.78 343,529.92 353,079.53 180,697.73 188,919A0 96% LEGAL 102,958.45 103,869.65 94,682.00 68,346.44 101,720.00 679/ ADMINISTRATIVE SERVICES 555,310.57 558,458.95 550,158.51 571,114.89 573,857.00 100% M.I.S. DIVISION 143,139.13 184,978.63 199,227.08 165,193.25 233,201.00 71% AUDIO VISUAL 0.00 0.00 163,252.96 107,121.26 121,939.00 88% POLICE DEPARTMENT 4,614,694.85 4,700,070.98 5,006,600.08 5,167,241.70 5,069,102.00 102% ENGINEERING 0.00 0.00 0.00 604,499.51 610,345.00 99% PUBLIC WORKS 3,312,372.86 3,711,008-83 3,406,025.10 2,936,389.52 3,256,997.00 90% COMMUNITY DEVELOPMENT 248,945.54 213,731.43 253,528.88 214,587.49 256,830.00 94% NON -DEPARTMENTAL 698,964A3 1,102,805.02 1,205,249.38 1,492,113.12 1,654,951.00 9000A GENERAL FUND EXPENDITURES _ 10,273,156.34 11,226,156.77 11,568,291.67 11,828,979.85 12,392,211,00 95% LOCAL OPTION GAS TAX TAXES -555,934.25 -633.095.83 -646,132.08 -674,778.08 -665,600.00 101% INTERGVT'L REVENUE -9,758.00 .10,050.00 -10,352.00 -12,532.00 -12,532.00 100% MISC. REVENUE -2,918.31 -239.45 -1,792.39 -947.47 -97.00 977% TRANSFERS IN 0.00 .207,000.00 -200,000.00 -200,000.00 -200,000.00 100% FROM FUND BALANCES 0.00 0.00 0.00 0.00 .222,346.00 0% LOGT FUND REVENUE -568,610.56 -850.385.28 -858,276-47 -888,257.55 -1.100,575.00 81% OPERATING EXPENSES 265,87169 220,332.92 214,567.87 120,827.57 180,249.00 67% DEBT SERVICE 242,740.90 242,783.29 242,74810 14,267.50 14,268.00 100% GRANTS AND AIDS 0.00 0.00 444,255.40 242,635.30 242,635.00 100% TRANSFERS OUT 228.80 136,742.10 0.00 663,423.25 663,423.00 100% TO FUND BALANCE 0.00 0.00 0.00 0.00 0.00 N/A LOGT FUND EXPENDITURES 448,842.39 599,858.31 901.571.37 1,041,153.62 1,100575.00 _ 95% DISCRETIONARY SALES TAX TAXES -2,738,405.05 -2,916,092.42 -3,052,153.22 -3,207,904.68 -3,004,788.00 107% MISC. REVENUE -22,836.70 -29,239-63 -28,449.97 -15,463.05 -27,418.00 56% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -2,352,410A0 0% DST FUND REVENUE .2,761,241.75 -2,945,332.05 -3,080,602.19 -3.223,367.73 -5384,616.00 60% OPERATING EXPENSES 0.00 0.00 0.00 3,750.00 0.00 N/A TRANSFERS OUT 2,472,550.18 3,534.495.65 2.785,072.78 3,309.345.77 4,127,210AO 80% TO FUND BALANCES 0.00 0.00 0.00 0.00 1,257,406.00 0% DST FUND EXPENDITURES 2,472,550.18 3,534,495.65 2,785,072.78 3,313,095.77 5,384,616.00 62% RIVERFRONT REDEVELOPMENT FUND MISC. REVENUE -27.182.22 -37,891.69 -39,019.14 -41,757.59 37,322.00 112% TRANSFERS IN .272,060.44 -296,420,10 -349,624.18 -342,240.96 -343,707-00 100% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -270,955.00 0% RRD REVENUE _ -299,242.66 -334,311.79 -388,643.32 -383,998,55 -65L984.00 59% OPERATING EXPENSES 146,992.57 134,396.84 253,927.54 71,907.59 137,097-00 52% CAPITAL OUTLAY 0.00 26.095.86 15,083.90 0.00 0.00 N/A GRANTS AND AIDS 0.00 29,717.60 79,696.15 0.00 96,726.00 0% TRANSFERS OUT 327,132.56 74,352-00 28,611.68 229,495.57 419,729.00 55% TO FUND BALANCES 0.00 0.00 0.00 0.00 %442.00 0_% RRD EXPENDITURES 474,125.13 264,562.30 377,319,27 _ 301303.16 _ 65L98afj0f 266T6% CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 9/30/2017 2013/2014 2014/2015 2015/2016 2016/2017 2016/2017 2016/2017 4TH QTR 4TH QTR 4TH QTR 4TH QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET PARKING IN LIEU OF FUND MISC. REVENUE -18,219.12 -20,013.88 -26,487.45 -25,413.57 -19,837.00 128% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -58,495.00 0% PARKING IN LIEU OF REVENUE -18,219.12 -20,013.88 -26,487.45 .25,413.57 .78,332.00 32% OPERATING EXPENSES 0.00 0.00 61.60 0.00 0.00 N/A CAPITAL OUTLAY 29,321.50 2,800.00 0.00 44,703.00 44,703.00 100% TRANSFERS OUT 0.00 0.00 0.00 13,792.00 13,792.00 100% TO FUND BALANCES 0.00 0.00 0.00 0.00 19,837.00 0% PARKING IN LIEU OF EXPENDITURES 29,321.50 2,800.00 61-60 58,495.00 78,332.00 75% RECREATION IMPACT FEE FUND MISC. REVENUE -170,154.19 -137,176.65 -168,152.56 -111,587.38 -137,312.00 81% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -95,230.00 0% REC. IMPACT FEE REVENUE .170,154.19 -137,176.65 -168,152.56 -111,587.38 -232,542.00 48% OPERATING EXPENSES 0.00 8,200.00 0.00 14,774.00 0.00 N/A CAPITAL OUTLAY 0.00 0.00 14,874.50 0.00 0.00 N/A TRANSFERS OUT 123,409.79 101,759.3S 17,524.00 46,454.64 232,542.00 20% TO FUND BALANCE 0.00 0.00 0.00 0.00 0.00 N/A REC. IMPACT FEE EXPENDITURES 123,409.79 109.959.35 _ 32,39S.50 61,228.64 232,542.00 26% STORMWATER UTILITY FUND MISC. REVENUE -986,955.63 .988,635.86 -994,456.28 .1,002,136.12 -996,875.00 101% TRANSFERSIN 0.00 0.00 -100,000.00 -100,000.00 .100,000.00 100% FROM FUND BALANCES 0.00 0.00 0.00 -121,199.00 0% STORMWATER REVENUE -986,955.63 -988,635.86 -1,094,456.28 -1,102,136.12 -1,218,074.00 90% OPERATING EXPENSES 47,395.69 143,214.45 50,699.07 12,015.15 20,000.00 60% TRANSFERS OUT 989,065.06 799,607.85 769.499.49 1.198,073.88 1,198,074.00 100% TO FUND BALANCES 0.00 0.00 0.00 C.00 0.00 N/A STORMWATER EXPENDITURES 1,036,460,75 942,822.30 820,198.56 1,210,089.03 1,218,074.00 99% LAW ENFORCE FORFEITURE FUND FINES AND FORFEITS .1,900.00 -2,350.00 -1,D48.33 -26.431.00 -1,000.00 2643% MISC. REVENUE -7,403,88 -246.39 .27,743.61 .2,1000O -1,375.00 153% FROM FUND BALANCES 0.00 0.00 0.00 0.00 0.00 N/A FORFEITURES FUND REVENUE -9,303.88 -2,596.39 -28,791.94 -28,531.00 -2,375-00 1201% OPERATING EXPENSES 12,286.31 14,268.73 5,647.86 2,475.61 0.00 NIA CAPITAL OUTLAY 11,000.00 0.00 15,158.69 10.523.50 1,230.00 856% GRANTS AND AIDS 0.00 3,000,00 3,000.00 3.000.00 0.00 N/A TO FUND BALANCES 0.00 0.00 0.00 C.00 1,145.00 0% FORFEITURES FUND EXPENDITURES 23,286.31 17,268.73 23,806.55 _ _ _ 15,999.11 2,375.00 674% DST DEBT SERVICE FUND MISC. REVENUE 40,444.03 -922.47 -914.74 336.69 -1,591.00 -21% FROM FUND BALANCE 0.00 0.00 0.00 -354,853.76 -352,927.00 101% TRANSFERS IN -935,293.04 -1,027,125.00 -867,111.96 C.00 -356,036.00 0% DST DEBT SERVICE REVENUE -975,737.07 -1,027,947.47 -869,026.70 -354,517.07 -710,554-00 50% OPERATING EXPENSES 0.00 0.00 0.00 0.00 0.00 N/A DEBT SERVICE 2,013,840.20 1,029,306.50 1,028,624.80 354.517.90 710,554.00 50% DST DEBT SERVICE EXPENDITURES 2,013.840.20 1,029,306.50 1,028,624,80 354,517.90 710,554.00 50% STORMWATER DEBT SERVICE FUND MISC. REVENUE -39,285.34 -558.09 -919.42 -1,316.08 -112.00 1175% TRANSFERSIN -408,360.00 -401,736.9S -401,141.04 -402,9&3.00 -402,963.00 300% FROM FUND BALANCES 0.00 000 0.00 0.00 -57.00 0% STORMWATER DEBT REVENUE -447.645.34 -402.295.07 -402,059.45 -404,279.08 .403,132.00 300% DEBT SERVICE 463.413.09 403,588.60 400,499,00 402,357.50 403,132.00 100% TO FUND BALANCES 0.00 0.00 0.00 0.00 0.0D N/A STORMWATER DEBT EXPENDITURES 463,413.09 403,583,60 400,499.00 492,357-50 403.13240of 26610% CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 9/30/2017 2013/2014 2014/2015 2015/2016 2D16/2017 2016/2017 2016/2017 4TH QTR 4TH QTR 4TH QTR 4TH QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET GOLF COURSE FUND INTRGOVERNMENTAL REVENUE 0.00 0.00 0.00 0.00 •50,D00.00 0% CHARGES FOR SERVICE -1,184,747A8 -1,257,158.78 -1,044,300.49 •985,744.12 •1,298,500.00 76% MISC. REVENUE A85,102.26 -77,269.44 •91,671.67 -150,950.91 40,460.00 373% TRANSFERS IN 0.00 0.00 -981,158.00 -427,044.84 -556,514.00 77% GOLF COURSE FUND REVENUE -1,669,850.14 -1,334,428.22 -2.117,130.16 -1,563,739.87 -1,9145,474.00 80% ADMINISTRATION PERSONAL SERVICES 225,169.79 249,570.89 273,207.00 272,220.92 278,734.00 98°% OPERATING EXPENSES 416,500.53 341,242.96 410,009-21 349,079.80 365,018.00 96% CAPITAL OUTLAY 518,144.59 5,899.00 1,409,110.40 567,588.85 538,277.00 105% TRANSFERS OUT 0.00 0.00 0.00 0.00 5,527.00 0% TO FUND BALANCES 0.00 0.00 0.00 0.00 33,939.00 N/A ADMINISTRATION 1,159,814.91 596,712.85 2,092,326.61 1,188,888.57 1,221,495.00 97% MAINTENANCE OPERATING EXPENSES 569,189.35 570,897.67 578,949.62 572,528.73 560,126.00 102% CAPITAL OUTLAY 46,076,00 0.00 0.00 0.00 0.00 N/A DEBTSERVICE 1.269.06 -123.97 0.00 000 0.00 N/A MAINTENANCE 524,382.41 570,773.70 578,949.62 572,528.73 560,126.00 102% GOLF COURSE CARTS PERSONAL SERVICES 78,300.17 95,327,19 92,368.95 85,335.97 103,547.00 82% OPERATING EXPENSES 5,376.39 2,024.66 4,833.25 4,680.85 2,900.00 161% CAPITAL OUTLAY 0.00 0.00 0.00 89,408.00 0.00 N/A DEBT SERVICE 9,817.06 9,297.92 7,272.27 5,370.49 57,406.00 9% GOLF COURSE CARTS 93,493.62 106,649.76 104,474.47 194,795.31 163,853.00 1131A GOLF COURSE FUND EXPENSE 1,777,690.94 1,274,136.31 2,775,750.70 1,946,212.61 1,945,474.00 300% AIRPORT FUND CHARGES FOR SERVICE -13,327.20 -8,913.87 -20,176.12 •13,302.15 -18,750.00 98% MISC. REVENUE -457,525.70 •468,777.10 497,167.18 -308,206.83 417,331.00 74% TRANSFERS IN 0.00 0.00 0.00 -82,967.44 -28,040.00 296% AIRPORTREVENUE 470,852.90 -477,690.97 .517,343.30 -409,476.45 464,121.00 98% PERSONAL SERVICES 81,490.23 117,126.56 141,689.20 216,093.96 203,827.00 106% OPERATING EXPENSES 255,875.65 235,734.97 280,471.96 240,466.66 184,249.00 131% CAPITAL OUTLAY 927.97 2,078.00 63,93616 4.826.25 27,340.00 18% DEBT SERVICE 19,425.00 19,401.00 19,376.00 24,500.00 24,500.00 100% TRANSFERS OUT 0.00 50,000.00 50,000-00 10,000.00 10,000.00 100% TO FUND BALANCE 0.00 0.00 0.00 0.00 14,205.00 0% ADMINISTRATION 357,718.85 424,340.53 5S5,473.32 495.876.87 464,121.00 107% ECONOMIC DEVELOPMENT OPERATING EXPENSES 19,527.00 10,035.49 13,594.98 0.00 0.00 N/A ECONOMIC DEVELOPMENT 19.527.00 10.035.49 13,594.98 0.00 0.00 N/A AIRPORT EXPENSE 377,245.85 434,376-01 569.058.30 495.876.87 464,121.00 107% BUILDING FUND LICENSES & PERMITS -674,729.20 -691,093.32 -782,501-73 -724,375.39 -727,800.00 100% CHARGES FOR SERVICE -13,169.40 -13,063.71 -12,635,85 .11,322.28 -12,600-00 90% FINES AND FORFEITS 40,977.00 -6,474.86 -6,502.35 -4,866.00 -4,000.00 122% MISC REVENUE -3,320.60 -6,647.8E -13,660.26 -16,886.67 -11,476.00 147% TRANSFERS IN 0.00 0.06 0.00 -29,544.00 -29,544.00 100% FROM FUND BALANCE 0-00 0.00 0.00 C.00 -218,845.00 0% BUILDING REVENUES -702.196.20 -717.269.70 -815.30DA9 -786,994.34 -1,004,265.00 78% PERSONAL SERVICES 377,563.66 428,474.SS 422,667.31 454,375.22 454,131-00 100% OPERATING EXPENSES 87.959.49 100,48&GS 104,140.68 117,477.45 129,670.00 91% CAPITAL OUTLAY 4,395-00 29,368.43 65,736.25 C.00 0.00 N/A TRANSFERS OUT 65,109.96 123,30:1.00 104,085.96 26,913.00 383,345.00 7% TO FUND BALANCES 000 GOO 0.00 0.00 36,619.00 0% BUILDING EXPENSE 534.923.11 681,634.06. 702,630.20 598,755.67 1,004,264.4fQOT Lbb60 CITY OF SEBASTIAN GENERAL FUND DEPARTMENTS QUARTER ENDING 9/30/2017 2013/2014 2014/2015 2015/2016 4TN QTR 4th QTR 4th QTR ACTUALS ACTUAL ACTUAL 2016/2017 2016/2017 2016/2017 4th QTR ANNUAL PERCENT ACTUAL BUDGET OF BUDGET CITY COUNCIL PERSONAL SERVICES 22,722.72 22,747.13 22,821.49 22,729.31 OPERATING EXPENSES 27,216.56 27,775.22 25,898.03 31,021.65 TOTALS 49,939.28 ---- 50,522.35 48,719.52 53,750.96 CITY MANAGER PERSONAL SERVICES 258,428.74 250,296.36 277,444.59 261,054.74 OPERATING EXPENSES 4,208.75 6,934.65 10,324.04 6,970.24 CAPITAL OUTLAY 2,077.95 0.00 0.00 0.00 TOTALS 264,715.45 257,181.01 287,768.63 CITY CLERK PERSONAL SERVICES 226,343.81 287,661.84 287,489.64 OPERATING EXPENSES 52,802.01 41,270.37 65,589.89 CAPITAL OUTLAY 21969.96 14,597.71 0.00 TOTALS 282.115.78 343,529.92 353,079.53 LEGAL OPERATING EXPENSES 102,958.45 103,869.65 94,682.00 TOTALS 102,958.45 103,869.65 94,682.00 ADMINISTRATIVE SERVICES 267,924.98 150,152.33 30,545.40 0.00 180,697.73 22,764.00 100% 31,125,00 100% 53,889.00 100% 264,306,00 99% 6,155.00 112% 0.00 N/A 270,461.00 99% 152,739.00 98% 36,180.00 84% 0.00 N/A 188,919.00 96% 68,346.44 101.720.00 67% 69,346.44 101,720.00 67% PERSONAL SERVICES 464,034.68 480,509.59 452,107.90 461,930.44 464,648.00 99% OPERATING EXPENSES 99,756.02 77,949.36 98,050.61 105,234.45 ICS,159.00 100% CAPITAL OUTLAY 1,519.57 0.00 C.00 4,050.00 4,050.00 100% TOTALS 555,310.57 558,458.95 550,158.51 571,114.89 573,857.00 100% M.I.S. DIVISION PERSONAL SERVICES 115,440.50 121,979.70 130,874.64 113,737.28 142,681.00 80% OPERATING EXPENSES 27,698.63 32A71.30 68,352.44 51.455.97 90,520.00 57% CAPITAL OUTLAY 0.00 30.523.63 0.00 0.00 0.00 N/A TOTALS 143,139.13 184,979.63 199,227.08 165,193.25 233,201.00 71% AUDIO VISUAL PERSONAL SERVICES 0.00 0.00 102.068.78 92,766.78 105,362.00 88% OPERATING EXPENSES 0.00 0.00 25,365.03 14,354.48 16,577.00 87% CAPITAL OUTLAY 0.00 0.00 35,819.15 0.00 0.00 N/A TOTALS 0.00 0.00 163,252.96 107,121.26 121,939.00 88% POLICE ADMINISTRATION PERSONAL SERVICES 682,404.30 770,337.41 873,843,67 893,813.77 867,961.00 102% OPERATING EXPENSES 92,290.13 114,750.31 122.937.29 120,668.60 143,562.00 84% CAPITAL OUTLAY 12,500.00 3,700.00 23,302.61 0.00 0.00 N/A TOTALS 787,194.43 839,287.72 1,020,083.57 1,004,482.37 1,011,523.00 99% POLICE PATROL PERSONAL SERVICES 2,162,610.75 2,135,684.38 2,239,074.07 2,382,211.78 2,303,075.00 103% OPERATING EXPENSES 236,267.30 219,761.15 211,527.70 270,954.06 300,968.00 90% CAPITAL OUTLAY 10,464.70 17,306.75 8.241,00 19,372.80 17,548.00 110% TOTALS 2,409,342.75 2.372.752.28 2,457,842,77 2,672,538.64 2,621,591.00 102% CODE ENFORCEMENT DIVISION PERSONAL SERVICES 143,218.95 153,223.82 162,772.10 149,565.89 143,113.00 101% OPERATING EXPENSES 22,522.25 I4,626.79 15,944.75 15,138.06 18,386.00 82% TOTALS 170,741.211 167,850.61 178,716.85 164,703.95 166,499.00 99% POLICE INVESTIGATIONS PERSONAL SERVICES 628,633.25 622,918.41 669.523.49 603,082.70 560,888.00 108% OPERATING EXPENSES 102,518.27 105,415.60 125,100.40 106,216.72 121,240.00 88% CAPITAL OUTLAY 0.00 0.00 15,444.18 5.188.16 6,C00.00 86% TOTALS 731,151.52 723,334.01 810,053.06 714,487.58 683,128.00 104% 23 of 266 CITY OF SEBASTIAN GENERAL FUND DEPARTMENTS QUARTER ENDING 9/30/2017 2013/2014 2014/2015 2015/2016 2016/2017 2016/2017 2016/2017 4TN QTR 4th QTR 4th QTR 4th QTR ANNUAL PERCENT ACTUALS ACTUAL ACTUAL ACTUAL BUDGET OF BUDGET POLICE COMMUNICATIONS PERSONAL SERVICES 503,610.17 503,013.64 531,446.20 600,680.55 567,085.00 106% OPERATING EXPENSES 12,654.78 8,849.94 9,442.63 10,348.61 14,276.00 72% CAPITAL OUTLAY 0.00 29,982.78 0.00 0.00 0.00 N/A TOTALS 516,264.95 541,846.36 539,888.83 _ _ 611,029.16 581,361.00 105% ENGINEERING PERSONAL SERVICES 0.00 0.00 0.00 300,441.09 301,435.00 100% OPERATING EXPENSES 0.00 0.00 0.00 239,137.92 244,981.00 99% CAPITAL OUTLAY 0.00 0.00 0.00 64.920.50_ 63,929.00 102% TOTALS _ _0.00 0.00 _ 0.00 604,499.51 610,345.00 99% ROADS AND DRAINAGE PERSONAL SERVICES 564,601.96 590,308.87 631,615.62 392,581.39 477,678A0 82% OPERATING EXPENSES 196,989.97 121.191.92 83,688.14 72,499.71 114,040.00 64% CAPITALOUTLAY 105,695.13 134,086.03 29,10661 3,639.35 3,639.00 100% TOTALS 867,297.06 845,585.82 744,410.37 468,720.45 595,357.00 79% STORMWATER UTILITY DIVISION PERSONAL SERVICES 416,OG3.99 565,754.22 615,511,81 344,650.74 353,061.00 98% OPERATING EXPENSES 479,488.38 609,307.30 448,749.19 377,194.37 555,170.00 68% CAPITAL OUTLAY 4,820.11 45,955.90 3,302.90 0.00 0.00 N/A TOTALS 900,312.48 1,221,517.42 1,067,563.99 721,845.61 908,231.00 79% CENTRAL GARAGE PERSONAL SERVICES 156,028.16 186,513.81 202,532.69 194,642.47 209,148.00 89% OPERATING EXPENSES 25,045.06 22,666.08 26,331.08 27,228.20 28,965.00 94% CAPITAL OUTLAY 1,565.00 2,786.00 28,524.99 2,334.99 2,335.00 I00% TOTALS _ 182,633.22 211,965.89 257,388.76 214,205.66 240,448.00 _ 89% FACILITIES MAINTENANCE PERSONAL SERVICES 139,339.89 143,605.92 101,865.18 94,487.05 96,677.00 99% OPERATING EXPENSES 93,796.94 147,260,96 159,783.93 225,941.26 211,894.00 107% CAPITAL OUTLAY 10,639.22 15,397.97 6,986,00 108,472.68 108,662A0 100% TOTALS _ 243,776.05 306,264.75 268,635.11 428,900.99 417,233.00 103% PARKS/RECREATION PERSONAL SERVICES 651,473,23 660,979.30 615,126.36 531,236.85 530,775.00 10D% OPERATING EXPENSES 237.323.18 224,214.65 234,660.75 394,222.92 406,257.00 97% CAPITAL OUTLAY 35.199.55 51,824.29 37,874,92 10,880.00 10,880.00 100% TOTALS 923,995.96 937,017.24 897,662.03 936,339.77 947,912.00 99% CEMETERY PERSONAL SERVICES 146,637.57 155,229.57 146,746.72 140,364.64 120,310.00 117% OPERATING EXPENSES 37,607.13 33,427.14 30,318.22 26,011.40 27,506.00 95% CAPITAL OUTLAY 10,118.34 0.00 3,300.00 0.00 0.00 N/A _ TOTALS 194,363.09 188,656.71 180,364:94 166,376.G4 147,816.00 113% COMMUNITY DEVELOPMENT PER50NAL SERVICES 217,865.20 188.832.07 235.559.82 180.910.10 217,404.00 83% OPERATING EXPENSES 31.080.34 24,899.36 17,970.06 33.677.39 39,426.00 95% CAPITAL OUTLAY 0.00 0.D0 0.00 0.00 0.00 N/A TOTALS 248,945.54 213,731.43 253,528.83 214,587,49 256,830.00 84% NON -DEPARTMENTAL PERSONAL SERVICES 141,821.12 131,047.75 230,284.00 284.765.30 270,000.00 105% OPERATING EXPENSES 557.143.31 625,417.44 631.26538 611,345.D9 623,047.00 98% CAPITAL OUTLAY 0,00 0.00 0.00 1.765.00 1,765.00 100% TRANSFERS OUT 0.00 346,339.83 343,700.00 594,237,73 574,365.00 103% TO FUND BALANCES 000 0.00 0.00 0.00 185,774.00 0% TOTALS _ 698,96113 1,102.8DS,02 1,205,24938 I,492.113.12 1.654,951.00 W% TOTALGENERALFUND 10,273,156.34 11,226,156.77 11568,291.67 11,923,979.85 12,392211.00 95% 24 of 266 CITY OF SEBASTIAN CAPITAL PROJECT STATUS REPORT AS OF SEPT 30, 2017 Projss, BudOer Short Projat Espandinrvs Funds 1'yr b, Dnerintion Rvdrer Snnrm On Thouronds of S) Budeel To Date Enr.o0 nmaes Rnrainin FV201A A1231 Ne,idrnual Sumo ICLOSED) DS'TICR,V'GRAM 524025%90 S 93S,823 S 938,823 S F1'Z013 ,A1351 Alain Stn,el A,. Rood (CLOSED) DST/GRANT 409/1,181 5 IS19,986 S 1.589,9% 5 - S FA2014 A1411 Compmer Ovadmul(CLOSEDI DST 263 265039 263.039 AI4N Tub, Dose (CLOSED) DST%GRAM' 1W/99 29023 29S,023 - A1451 AP Han;. (CLOSED) DST/GRAM 342)1,366 1,M7,919 1.707.919 - TOTAL 5 3,268,981 S 2.26"81 S 5 - VV2015 A1513 D,ascl Fuel Talk Sait ow. (CLOSED) DST 25 2.1.887 24.387 - - AI518 pear Village S.R. GE'BLDG 2041 61,012 43.729 17.283 - A1521 Conerrey Center Parking RIF 52 52.000 11.013 6.021 34.966 AMI Polim Slaim P.rkrag(CLOSED) DST 29 29,347 29,397 - - A15.32 Cav Corp Porking(CL.OSED) DST/CR.-VPILYRIF 4S.200/11(15 273,198 273,199 - AI540 Golf Cause lnigorm.(CLOSED) DSVIILDG DEP'f 6M291 890,515 990.515 - - A1562 Indian Racr Lagoon GFISW 76400 176.071 29.899 - 2-17.173 TOTAL 5 1,607.081 S 1301,638 5 23.364 S 282.139 FV2016 A 1601 Ammdillu Porch.. (CLOSED) SW 163 162,8B7 162.887 - A1602 Pareh Truck(CLOSED) DST 150 156,251 156.232 - - A1603 Payroll Ammnnlon OF 6 6.IW - 6,100 A106 Dispimb Cmwks(CLOSED) DST 63 63,390 63390 - A1610 NMwork hvptinetncas(CLOSED) DST 25 24,321 24,521 - - A1611 Police Endern4Garage DST Pil 461,411 246,578 195.567 19.166 A1613 Rnhee RosrfRc¢vr(CLOSED) DST 73 73.156 73.156 - A1614 Pawn City Hall (CLOSED) DST 39 3R932 38,932 - - AI616 Cohnsba(ams(CLOSED) CTF 49/70 119.134 119.134 - AI620 Working Waterfront Drainage (CLOSE DI DST/GRANTS 30,24r0 91.374 91.57t - - A1621 W«king Wa9r8onr Ph. 2A DST GR.A➢T 219,89 306,535 Ti A25 235.017 MOO Br6ah&a( Bikepath(CLOSED) LOGT 44 4M17 44,077 - A1637_ Street Repeviug(CLOSED) DSR'LOG'r 542,154 695,413 695,423 - - A1641 Golf Course Parking Los Lights lCI OSED) 91-DC DEPT 31 31.157 31,157 - A11,35 Taxiway C.D.E. Design DST/GRANT 13049 262,200 256.180 6.270 Q50) A1656 AP Masten Plain Update DSTA3RAV7 26C65 291.M 189.325 103.475 (BOO) TOTAL $ 2.827,749 5 2.265,011 S S ,329 S 27.414 Moll. AIM Chamber Sign OF II I0.899 5.449 - 5,450 A171t And. Vnaal Equ/poenICLOSED) DST 41 41.46,1 41.464 - A3712 Ncrwork Upgra4s(CLOSED) DST 27 27,493 27,493 - - A1713 MIS Server DST 35 35.000 19,998 - ISA02 A1714 Ponce Vehicles A Equip DST 388 390.750 316,500 73.407 A1715 Dernp Trucks(CLOSED, GFDS'r SW 24r60950 233,309 23,MS - 41717 Backhx(CLOSED) DST 84 101,669 lol.m9 - .A1718 Vropeny Puru$ase- Iran Sebastian Bl,d(CLOSED) DST 71, 71A02 7I?62 - A1720 Wnrkmg Witerfmnl Mose-l(CLOSED) DST:GRANT 0 - A1721 Riscrneu Park Imurg(CLOSED) RIF 0 - A1722 Friendship Park ltigonaxnients(CLOSI-M RIF I' 17.231 1"31 - - A1724 BSSC Fos hall Field Reuromn RIF Domnnn 131r.1 134,00n 4.50 - 1`0_<00 A1725 C.6nporhensive Plan Parka a Rxrcalrnn RIF 20 19600 - 19,M A1720 Riverview Pank Pnrygr,ond OF 33 33000 - 31697 1303 A1730 Street Recmannton(CLOSEDI GF-DST 131113/1 263,470 263.410 - A1731 Slreer Repavus, (CLOSED) LOG'f "31 W.423 6d3,423 .1,1746 Rebuild Greens ICLOSE01 BIDG Mr 173 274,708 2>4,708 - AI741 Cnibbouse Rcconswcr,m III. DO r.1 135 47 235,000 5.3.740 31.117 150J43, A1742 R7. Can Path Repairs BLDG DEPT n9 68,592 21.697 35,743 1LI52 A1791 A'AOSII4TSyslrnr DsT.GRANT 21:35 I"No 653 MUM 362 A1740 Rued Crussing5ide5ard P,pes (CLOSED1 SW' 0 Af701 Pipe Sliptining(CLOSED) SW' 140 IN.S39 108,539 - - 1171;2 Sept. 1. Sewer Grants CRAGR,A%l 2.70 t60 330.wX 60,766 169.231 A I76.3 Sr.mmrop Dramntr (CLOSED) DSI' -_ 22.3W 22,3P3 - A17W OS; ter Panm Drainage DST tii4 164.3% - 14,3W 1'0." :A1765 Oyau Bags :a?%,akso8546terir6m SWURAPT 11,21 47.92S 1,500 I010 45,428 TOTAL S 3}Wp,4A S 2.310,079 S 314.W9 $ 773e417 TOTAL ALI. 8YDGETED PROJECTS S 12,0.1R,16.4 $ 10.674S1g 5 $77.681 S 1,077.960 A)7)0 llmacaae\lahen, Exprnus GF PESIA STA r: 125'.73 i<. i25•'., LIrI9.929 41'454 (1.82,383; Allin Hm,reaae lrnu E3 ir,es ;FFL11ACT,11F G>A,75 o°,. L'3"•, - It866 1'?Y50 r3l.etni GRAND TOTAL. 5 12,630,165 5 12,096.3L3 5 1.115108S 5 (781,233j 25 of 266 REPORT ON GENERAL FUND CASH RESERVES FOR THE QUARTER ENDED SEPTEMBER 30, 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 was previously committed to funding unanticipated repairs and replacements from surpluses added during FY2013, FY2014 and FY2016. Nothing was set aside for FY2015 due to a shortfall of $80,738. On March 8, 2017, the City Council established a maximum balance of $275,000 and the "R&R Reserve" was adjusted to that amount. Unaudited figures from FY2017 appear to support an increase of up to $259,948 but an increase of only $245,200 is needed to bring the "R&R" to the $275,000 maximum. 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 $467,286 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 GASH -2,000 09/30/14 Assignment of FY2013-14 Surplus +263,874 601,846 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 Track -94,641 448,838 09/30/15 Surplus for FY2014-15 -80,738 06/24/15 Repairs to City Garage Roof -8,651 440,187 09/30/15 Per Audited Financial Statements $5,286,473 06/24/15 Pipe Repair- Coolidge/Indian River Drive -I4,980 425,207 09/30/16 $50K Repayment of Airport Advance 50,000 06/24/15. Sidewalk Repairs at Barber Street Bridge -1.926 423,281 09/30/16 Changes to Assigned Reserves 31,368 08/26/15 Community Cemer/Yacht Club Pumps/Wells -5,140 418,141 09/30/16 Surplus for FY2015-16 158,834 08/26/15 Cemetery Irrigation due to lighting strike -387 417,754 09/30/16 Per Audited Financial Statements * $5,526,675 08/26/15 Repairs to Main Street Dock -1,500 416,254 01/27/17 2016 Senior Center Restrooms Project -34,107 07/15/15 Communications Dispatch Console -29,983 386,271 09/30/17 Surplus for FY2016-17 259,948 07/24/15 Repairs to Tennis Court Fencing -850 385,421 09/30/17 Less Equipment and Facilities Repair -275,000 07/24/15 Repairs to Police Department generator -1,000 394,421 10/01/17 Payroll and Playground Unfinished -49,200 07/30/I5 Replace Parks mower -I0,525. 373,896 Projects Carried Over Per Unaudited Financial Records $5,428,316 08/06/15 City Hall/Community Center air conditioners -13281 360,615 Pending Payments due for Hurricane Matthew 09/30/15 Assignment of FY2014-15 Surplus 0 360,615 On Docks and Debris Pickup ** -1,448,227 12/31/15 Contract for CRA Landscaping Services -10,600 350,015 Net Available for Emergencies $3,980,089 12/31/15 Replacement of benches/trash receptacles -7,495 342,520 12/31/15 Repairs to Cemetery office building -6,250 336,270 02/16/16 Cart Bam electrical repairs -24,600 311,670 03/03/16 Replacement Roller -14,450 297,220 05/19/16 Post -Hole Diggers -2,944 294,276 06/02/16 Cemetery Replacement Pump -3,300 290,976 * Within this amount is $40,000 received from Waste Management. 06/14/16 City Council Air Conditioner -32,247 258,729 ** A large portion of this is expected to be recovered from FEMA 08/17/16 Paint Airport Maintenance Building Columns -2,900 255,929 and the State but as much as $220,000 of the "City Share" is 09/30/16 Assignment of FY2015-16 Surplus +158,834 414,763 expected to permanently reduce the Net Available for Emergencies. 01/04/17 Replace Badge Printer -1,765 412,998 01/04/17 Replace Tennis Court Roller -3,757 409,241 01/20/17 Repair Airport Air Conditioner -700 408,541 01/20/17 Replace Airport Wind Sock and Pole -4,826 403,715 02/08/17 Replace Construction Inspector Vehicle -33,495 370,220 02/15/17 Replace Paint Sprayer Trailer -699 369,521 03/08/17 Adjustment to $275,000 Maximum -94,521 275,000 03/15/17 Replace Public Works Boat Motor -3,639 271,361 03/15/17 Airport Hanger A and Police Air Conditioners -47,810 223,551 03/16/17 Golf Course Ball Washers -1,907 221,644 04/27/17 Playground Components and well -18,871 202,773 05/15/17 Replace a Police Air Conditioner -28,605 174,168 05/25/17 Repair Line at Golf Pump Station -1,894 172,274 08/15/17 Revamp Riverview Park Big -Kid Playground -33,000 139,274 08/31/17 Replace Pro Shop Air Conditioner -5,950 133,324 09/05/17 Replace Airport Pickup Track -22,514 110,810 09/14/17 Replace Air Conditioner at the Airport Vault -9,427 101,383 09/30/17 Clubhouse Restroom, Hallway & Doors -71,583 29,800 09/30/17 Assignment of FY2016-17 Surplus +245,200 275,000 QUARTERLY INVESTMENT REPORT FOR THE QUARTER ENDED SEPTEMBER 30, 2017 At September 30, 2017, the total of the City's cash and investments were $9,460,419.42. Of this, $5?83,823.53 was held in an interest bearing checking account at Seacoast National Bank, $3,672,353.93 was invested with the State Board of Administration and S504,241.96 is deposited with Florida Trust, which invest in short-term bonds. The City did not purchase any new securities during the quarter and does not hold any direct investments in government securities. Average returns for the quarter have been 1.330/a, 1.44% and 1.25%, respectfully. SEACOAST NATIONAL Bahl STATE BOAP.O OF ADMINISTRATION ISM) CVRR C.L'RRENT Ci911 Rdink ALLOGTIO.N BAIA.NCE FERCES7 INVEMfENT A LIDCSTIONJ BALANCE PFRCF:NT G..id Fm S E,1124,10261 5343% G.nr4l Fim S 1.13£9]60] 3639. Local Opuon Gas Tax FUM 221.463 SD 4 IT4 L.1 Op. C. T. Fm 0I)T. O�ur9lro.r3 Sales Tax Ft.4 1:06,T_065 22 V% 11.01a Sal. Tux Fund &P iM 13 21 S.1. Rr.xrBo. R&J veLWznent F.M 432,E so $ 56-4 Rrc.fim R 'a.axlvpma:r Fund M178 0a 2.6T6 P.k,g U.Liw OFF: - 0005: Pu1nn8ln Liou-0f Fund 19,M% IW4 R...,.. lmpo. h. FrvW 75833821 1435. Re.eanonl mpu. Pa FuM I96,W320 534% Slormwnler Vnkry Fwd 347,53221 65394 Srmmw9rcr V01iiy Fund OOfk. Law Enf... Forfeaur9 Funs 14.55336 0231. Law W... FWr ,W,. NH 34.61525 0 M a U:ur.:wary 5Wez Tex. Debk Sm,x Fmd (1,92438, 4 W'. D.,. ay Sal. Tax, Nh Sen,ce Fvni - 0 M. S:uemnater 5m.-M De Semce F.0 m.14675 3_*9: Slamwaul $.i. 2003 OeM Sm,. Fucd - 00f/. ca,W P.l.b Ford (13a5,059 W, -2346. CVWN,q .Fund - 00% Ca W Bgnmem F,nW (99,9943) -1 ti.C: CaF d 1., .mne FU 000'4 T.a.,..,. Fuad (9,9]001) dIT. Twponauan Fund - 01r1: SronnwnerProle.z Fmd Sag.TJ %5 291.4 Aonmuer Prajan Fund - 091P. Golf Cnune Fund (491 A14583 .91T. Golf C.. Fuel 00T-. Bryan Fmrd (]86.56283) 44895: Arryon N.d 000: AnPon P,,.m Fund IA",T927 194T,. Airpu]Molau Fu - ow.B.Ij,m DoPnmm�u Furl 149,492.T8 1415 . B-"N O9partma1t NM I Ikm M 1.18. C~. 'T.F.m 67,63a.39 128% Cem.,, Tnut F.1 W5,12587 X55% Ve,fnrmarrtt Dry ,,s F.d CM 013% Perfonnanea D",. Fw ]£350.W 201% T.:d Bavk Rdvnre S 5..'.&3 U_531 IIro.90Y. Tmel SBA 3.1. n S .i,b]L353.93 IIAW% 27 of 266 To: Mayor and City Council Thra: Joe Griffin, City Manager From: Kenneth W. Killgore, Administrative Services Director Date: January 10, 2018 Re: 4• Quarter Accomplishments Fiscal Year 2017 Enclosed please find the 4" Quarter Accomplishments for City Departments as assembled and edited by the Administrative Services Department for the three months ended September 30, 2017. CITY CLERK L_eeislative Su000rt Matters • City Clerk prepared agenda, attendedlrecorded seven Regular City Council meetings to include four CRA meetings • Completed follow up of approved Council matters — contracts, letters, emails, scanned to LF and indexed • Three resolutions adopted by Council • Six 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 • Two documents recorded with the Clerk of Court • Four CRA advertisements placed with TCPabn • Prepared FLC conference travel reimbursement for five Members Records Manaeement Program • Responded to 47 public records requests • t 3 bags, 26 boxes and l - 46 gallon bin of paper records that met retention along with duplicate and OSA records were destroyed by shredding vendor • Five subdivision records were scanned utilizing Laserfiche for permanent and long term records • Seven boxes of capital project transfer files were scanned into Laserfiche for permanent and tong term records • Transferred and documented seven bid records, F2 Finance boxes and 88 contracts for storage • Documented and destroyed two months of customer complaint electronic records and three years of electronic CITYSEB records that met retention • Prepared two payment and performance bonds for release • Part-time employee scanned purchase orders into Laserfiche • Updated emergency manual and attended hurricane management meetings • Prepared and protected records prior to Hurricane Inna Election Matters • Received three Sebastian Citizens Speak Out PAC Waiver of Reports • Qualified four candidates for the November 7, 2017 Election • Submitted draft ballot to Supervisor Swan • Processed withdrawal of one candidate City Board Matters • Noticed vacancies, prepared diree board appointments, notified and provided info to appointees, updated Board Handbook and distributed pages and posted on O:drive • Records Clerk prepartni agenda. ameitdedirecorded two Veterans Advisory Committee Meetings • Records Clerk published all scanned board packets to City w•ebsite, Laserfiche and provided them to press and Council PersonneL•'Educational Matters • Records Clerk attended two project management ntcetings • City Clerk and Records Clerk attended fouremergency hurricane preparation. meetings 28 of 266 .eemetery Matters • Certificates of interment Rights issued for 6 locations for a total of $7,500 • Scanned all cemetery records as sold or amended for permanent retention • Records Clerk created a template for finding a laved one to be displayed at the cemetery • Records Clerk set up files for the new columbarium Community Matters • Responded to or forwarded CITYSEB emails to appropriate departments. • Records Clerk entered Indian River Lagoon Calendar Photo Contest and won honorable mention • City Clerk and Records Clerk published articles for the Pelican News • Records Clerk photographed all the City buildings and parks prior to Hurricane Irma ADMINISTRATIVE SERVICES • Prepared 3" Quarter 2017 Budget Amendment and made presentations to the Budget Review Board and City Council. • Updated the Budget Review Board on the Operating Budget and Capital Improvement Program. • Worked with the State and FEMA in pursuit of reimbursements for Hurricane Matthew. • Worked with FEMA to compile reimbursement documents for Hurricane Irma. • Provided administrative support to the Police Pension Board. • Worked with the auditors to conduct a preliminary review of our purchasing and accounting processes. • Staff implemented the new automated payroll system. • 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. • Worked on review and updating of records on contracts and agreements. • Worked on review and updating of the purchasing procedures. POLICE DEPARTMENT Administration • Continued review of agency policies as per accreditation standards. • Flawless review for the 5'" accreditation assessment putting us at excelsior status (received award November I"). • Interviewed for 2 part-time and 2 full time police officer positions, hired 2 part-timers and I full time officer. Currently completing the process of hiring I full time police officer. • Attended 10 special event meetings with city staff and participated in the City's July 4th celebration. • Administration attended 6 Council meetings. • Attended over 60 Law Enforcement related meetings and 25 public meetings and or speaking engagements. • Administrative personnel attended over 100 hours of training. • Continued to collect statistical data to include: personnel, community, crime, etc. • Continued Community Outreach Program focusing on enriching our relationship with our citizens hosting 5 events. • Hired 1911 operator and I crime analyst/accreditation manager. • Reorganized adding a sergeant to investigations to include promoting a sergeant in patrol. School Resource Officer July August Se tember Totals School Checks 6 24 24 54 DARE Classes Taught 0 0 6 6 Other Classes Taught 0 0 12 12 RUOK Checks 4 4 12 20 Other School Functions 0 2 3 Reports 9 7 3 19 Crossing Guard Contacts 8 30 30 68 Mentor Lunches 4 4 0 s Patrol Hours 9 8 11 28 Community Event Flours 7 ? 2 11 Ilours on Christmas in July 40 0 0 40 29 of 266 Volunteers • The Community Service Volunteers worked a total of 2,583 hours during this quarter. • 54 bank deposit details were made. This service is done for City Hall so employees do not have to leave assigned duties. • 14 traffic control detail was assigned. These consist of directing traffic at city events, road closures, etc. • 1,297 house watches/close patrols were completed. • 65 vehicle transports were made consisting of taking the vehicles to different locations for repairs, etc. • 153 business checks were made. These business checks are conducted to help patrol officers keep an eye on the business community which helps reduce crime. • 54 area checks of banks were made. Visual marked units around the banks at various times helps to deter crime. • 102 Airport checks were made. The visibility helps to deter crime. • 80 special details were assigned. • 0 miscellaneous assists for law enforcement personnel. • 113 paper runs, i.e.: Stale Attorney's Office, Sheriffs Office, etc. The volunteers pick up and deliver packages such as council packages, State Attorney paperwork, and miscellaneous items as needed. • Assisted with traffic control on 5 traffic crash scenes. • 0 warnings for handicapped parking tickets issued and 0 warnings for other parking infractions issued. • 57 citizen contacts. • 482 miscellaneous jobs. • 1,013 hours of Escorts were completed. Road Patrol and Special Operations • Officers were dispatched to 7745 calls for service, and self -initiated 1548 events. • 76 adult and 10 by juvenile arrests were made. • Officers issued 145 citations, 7 parking citations and 510 written warnings. • Officers completed 639 offense reports and 110 crash reports. The significant out -of -the -ordinary activity for Road Patrol this quarter involved weather related issues with heavy rains and high winds from the hurricane. Several of the officers went above and beyond providing services to the citizens, including an officer providing his personal generator to an elderly citizen who was without power. We covered a significant number of Extra -Duty Details and events to include the 4" of iuly, Sebastian HS Homecoming Parade, traffic control for the Sebastian Blvd road construction and Sebastian Sharks Football League play-off games. Investigations July Au_sust September Totals Subpoenas 7 8 5 20 Arrests 3 6 6 15 Warrants 7 2 6 15 TraininWMeeting Hours 19 49 76 144 Follow -Ups 64 73 76 213 Active Cases 38 48 41 127 Assigned Cases 14 34 20 68 Cleared Cases 7 9 16 32 Inactive Cases 6 4 13 23 Supplements IS 26 38 82 Community Policing & Crime Prevention Officer • Approximately 30 hours meeting with civic groups, multi -agency committees, and homeowner associations. These include groups like the Chamber of Commerce, Exchange Chub, and Park Place homeowners association as well as participatim, in events such as Honor Flights. • Approximately 14 hours assisting road patrol duties to handle calls for service and covering shift shortages. • Approximately 40 hours dedicated to road patrol duties during Hurricane Irma. • Approximately 4 hours planning and teaching classes to the community related to safey and security. • Approximately 5 hours promoting the Sebastian Police Departmentthrough various media including radio, print. and electronics. • Approximately 60 hours as an instructor training new hires for high liability qualifications. • Approximately 32 hours as an instructor for department training. • Approximately 20 hours participating in city events such as the 4°` of July and Grill Out Night. • Approximately 8 hours assisting other sections of the police department with events utilizing the community outreach trailer. These events include Christmas in July, back to school activities, and spirit days. • Approximate[) 18 hours participating in community outreach events utilizing the community outreach trailer. • Approxitnmeiy 4 hours of bike patrol. • Approximately 4 hours of community problem oriented policitmv_. This activity is responding to various neighborhood issues and helping with crirne prevention. 30 of 266 • Numerous hours invested in the planning, facilitating and participation with Community Night Out. • Approximately 10 hours of maintenance on die Community Outreach Trailer. • Approximately 4 hours of maintenance on T3 and patrol bikes. • Numerous hours invested in the planning an organizing of the C.O.P.E. Unit's mission and goals. K-9 UNIT —July through September Arrests (Misdemeanors) 2 Arrests (Felonies) 3 Training Hours 320 Narcotic Searches 3 Activity Usages 13 K-9 Demos 2 In House Training Hours 48 Agencies Assisted: Indian Rivcr County, Brevard County and Fellsmere PD Marine Patrol The Marine Unit (boat) engine was replaced during this quarter, impacting patrol time. Several Officers have completed operator training mid are available for a more rapid response in emergencies. We conducted 52 hours of boat patrol time with an officer and approximately 30 hours of patrol time with a police volunteer. The Marine Unit surveyed the riverfront and City jurisdiction of the water ways, the day following Hurricane Irma. The SRT conducted tactical waterborne training on September 19'h. Communications Division Calls for Service Officer Initiated Calls Code Enforcement Initiated Calls Volunteer Initiated Calls Calls Entered into CAD 911 Calls Received 911 Calls Transferred Out Administrative Calls Received Administrative Calls Transferred Outgoing Administrative Calls Training/Meeting Hours Crime Scene[Evidence Property Received Property Processed Property Sent to Lab Property Returned Property Disposed Cars Impounded Videos Burned Supplements Written Training Hours Call Outs July August September Totals 1651 1604 1838 5093 1383 1519 1495 4397 469 836 433 1738 545 551 364 1460 4213 4640 4307 13160 777 758 897 2432 328 344 399 1071 2242 1866 2485 6593 1552 1226 1714 4492 1121 827 1190 3138 20 0 0 20 July __ August Se [ep mber Totals 98 82 56 236 49 29 23 101 38 14 9 61 41 10 7 58 284 321 152 757 1 0 0 1 26 17 17 60 8 14 9 31 38 30 12 80 4 0 6 to PUBLIC WORKS DEPARTMENT Roads Division • Patch Truck: o Water Crest Road crossing (3 tons) • Blossom Road Crossing Q tons) • Filling w/edge of road and potholes 1.5 o Potholes: Cold patch City wide (3 Pallets) • Total : 7.5 Tons Cutback R.O.W. • Abbott- Periwinkle —Addle • Main .- Quarry -Perch • Midvale -George -Barber • Tuxedo 31 of 266 Signaee and Installation • Sign Creation 142 • Decals created 29 Pavement markings 400 ft. • Signs installed 120 Signs straighten 300 + • Stop bars 400 ft. • Traffic datalstudies 1 Snecial Proiects • Inspections Pier Reconstruction • MOT Special Events • Maintain shop/supplies On going • Speed bumps 1 set on Benedictine Tern • Delineators 6 installed on Barber Curve New Assignment-Snecial Proiect • Replacing outdated signage Ongoing • Hurricane debris monitoring and sign replacement straightening Cutback R.O.W. • Abbott- Periwinkle -Addie • Main.- Quarry -Perch • Midvale -George -Barber • Tuxedo Hurricane Pren- Clean-Un • 9-11-2017 • 9-29-2017 Stormwater Division Vac Truck • Driveway Pipes: Coply (I5 Pipes) - Fig St. (17 Pipes)- Shakespeare (2 pipes) • Seahouse (4 Pipes) • PD Catch Basin (I Cubic yard) • Road Crossing Pipe (I cubic yard) • Armadillo clean-up (8 cubic yards) Total : 28.5 Cubic Yards Drivewav Removal • Yacht Club Armadillo Work • .Coply: • Midvale: • Cotvnie: • Belfast: • Abbott: • Total; 2180 LN Feet. Golf Course • Trimming Trees Cutting cart path and removing, it and chipping of debris (9-16 ft.) • Sod (I00 Pallets) Parks Division • Prepare park for 4" of July Event and clean-up after event • Close roads, set barricades • Fixed water fountain • Remove all rice stumps • Capped off Irrigation Line'Evidence Building • Installed Volleyball court light pole • Reinstalled fence door tennis court • Repair: Football fence, Doug Signs, fence • Installation: 2 doggie bag station, signs, benches. Memorial Bricks, 2 basketball nets • Special Events: Delivered tables & Chairs/ Nir. Ginsburg service picked up tables & chairs 32 of 266 • Hurricane prep for Irma • 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 • Burials : 7 • Cremains:4 • Enhancements: Tru- Green, plants, mulched Gazebo • Markers installed • Pick up items destroyed from weather • New Columbarium completed (partly corners) + Marked out for diggers • Weed/eating , edging, mowing, mulch, painted benches • Picking up debris (hurricane Inna) maint. Facilities Maintenance • Perform daily maintenance, cleaning and repairs, all City buildings • Monthly AC maintenance, filters, coil cleaning and condensates lines • Maintain City fountains and flags • Maintain, repair lift stations • Police Dept. Replace Roof Top Unit 44 • Police Dept. Quotes and arrangements for roof top unit k 1 • City Hall: Balcony repair City Hall • City Hall: Painting of City Hall (McDine Painting) • City Hall: Replace all smoke detectors (Complete Electric) • Airport Vault Building: Install Mini split A/C unit (Arnold) • Riverview Park: Prep and paint steel uprights of park pavilions • Riverview Park: Retaining wall repair • Splash Pad: Repairs and daily monitoring of Splash Pad Water Park • Press box: Repairs and prep for paint • Skate Park: Gutter replacement • Assist in Strom Prep and clean-up Fleet Maintenance • The Fleet Management Staff completed 355 repair work orders, 24 preventive maintenance services 23 service calls and I I road trips to pick up parts. • In addition to in-house vehicle/equipment work orders. 20 vehicle and equipment repairs were scheduled and completed by outside vendors. • Took delivery of the following units: o (1) 225 HP Honda outboard engine (PD 100B) • Completed the prep (lights, rack, graphics, etc.) on the following units: o (1) 225 HP Honda outboard engine o (2) Ford Explorers Patrol Units • Completed the sale or Equipment: 34 Equipment'EtemslVehicles through GOV. Deak-S47,000.006 Total for yearlSR2,154.76 • 26 Items through Council approved private sales-$46,000.00 ner. "total for the year-$46,000.00 • Fuel Cost as of Octoberl2, 2017 is as follows: o S I.R07R per gallon of gasoline. decrease of R gn over the past 40 days c, S104311 per gallon nCdiesel fuel. decrease of 1.3016 over the past 40 days 33 of 266 AIRPORT • Design of Taxiway C is complete • Hangar C construction is complete • Airport Master Plan- Draft Elements 1-5 and Draft Airport Layout Plan are complete • Airport Master Plan is 60% complete • Taxiway D & E Construction bids received: Apparent low bidder is Dickerson FI. Inc. • Airport/GC Restaurant awarded $50,000 grant for improvements • Airport/GC Restaurant restroom renovation started by LH Tanner Construction • Extensive storm preparation resulted in minimum damage done to Airport (Airport was operational the day following Hurricane Irma) • 80% Funding grant received from FDOT for the construction of Shade Hangers GOLF COURSE I. Revenue 1616=17 1515=16 Difference+! - Total Revenue S154,147 $147,725 +S6,422 YTD Tot. Rev. $1,148,377 $1,121.060 +S27,317 Total Rounds 3.849 7,475 -3,626 YTD Tot. Rds. 37,310 43,141 -5,831 Green Fee S12,131 $35,462-$23,331 Can Fee S38,645 $86,872-$48227 Annual Member s0 s0 0 Ann. Mem. YTD $84,413 S83,208 +S1,205 USGA H&p. S20 S20 0 Disct. Card so s0 0 YTD Dis. Cd. S27,634 S26,498 +SI,136 Driving Range S3 204 $5,421-$2,217 YTD Dr. Rge. $34,466 S32,810 +$1.656 Club Rental S37 S427 -$340 Club Storage $5 $15 -SIO Golf Shop Retail S5,251 $12,315-S7,064 YTD Shop Retail S43,930 $58,462-$14,712 PGA Pro Lesson so S280 -S280 YTD Lesson $2,476 $2,536 -S60 Restaurant Rent S5,449 $6 326 -S977 YTD Rest. Rent S26,999 $28473 -S 1,474 Comments: 0 quarter total rounds, green fees, cart fees & golf shop sales down mainly due to green re -grassing project, which only enabled golf course to offer 9 holes throughout the summer. Total revenue was slightly increased however, due to the sale of Yamaha golf carts ($89,356). • Charity, Corporate and special Golf Tournaments for 4" quarter was not scheduled, due to greens re -grassing project. • Charity, Corporate and Special Golf Tournaments scheduled for I' quarter (17-18) include Italian -American Club of Sebastian, Central Baptist Church, Palm Bay Golf Association, Sebastian'riki Bar benefiting Breast Cancer Research, 2017 Sebastian Amateur. Sebastian Rotary and The Building Officials Golf Tournament. • Champion Turf Company re -grassed all greens with Champion Ultra Dwarf putting turf. Project operated extremely smooth and the newly -grown in turf immediately began receiving rave reviews from our patrons. • Parking lot ligbting project completed, installed 7 decorative light poles. • While each nine was closed for the green re -grassing project, several other projects were completed which included extensive can path repair (@ 1,000 feet on each nine), Brazilian pepper removal, plantings of desirable trees and shrubs and extensive aeri6cation of fairways and rough areas. New Restaurant lease offered to new vendor (Wesley CampW, I ' owner of 6lo-Bay Grill), extensive work began m remodel entire restaurant, beverage shack and clubhouse hallway, • Golf Course clubhouse restrooms renovated, • Entered into new purchase of 8o Club Car golf carts and sold'_0 t4 Yamaha got(cart fleet, which provide over S89,000 in revenue for the eolf course. 34 of 266 BUILDING DEPARTMENT • In the fourth quarter of this fiscal year, a total of 43 new single-family homes were issued building permits. Single family residential permitting has increased again by 7 since the third quarter and by 17 since the second quarter of this fiscal year. Other permits of significance include 1 new manufactured home, 4 new commercial buildings, I commercial addition, 6 commercial alterations, I commercial build out, 2 residential additions and 9 residential alterations. In all, 1,018 building permits were issued in the fourth quarter, overall a 10% decrease in total permits were reported since the third quarter. For the most part construction activity has remained steady while residential permitting activity steadily increases. • Total number of inspections for the third quarter was 3,410 for an average of 59 inspections per working day. The number of inspections this quarter has remained steady with previously reported totals. • The number of Certificates of Occupancy issued for the third quarter included 22 new single family residences, 0 new manufactured homes, 4 commercial certificates of occupancy I commercial temporary certificate of occupancy and I commercial certificate of completion. • The following lists the Business Tax Receipt activity for the fourth quarter: New Businesses-19, Renewals -703, Transfers-12, Duplicates-0, Home Bused Businesses-253, Commercial Businesses-402, Insurance Companies-100 and Solicitor Registrations-0. In addition, there have been 41 requests front lien/title companies for permit records on properties within the city. • The building department remains extremely busy. Business Tax Receipt renewal activity is particularly busy this time of year with renewals. Staff processed roughly 1,450 businesses during this period. Staff also processes contractor license renewals at this time of year • The building department remains vigilant to enforce our building code and licensing laws. 35 of 266 Ina SEMSTLM HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL COUNCIL MEETING DATE: 24 January 2018 AGENDA ITEM TITLE: Budget Calendar for Fiscal Year 2018-2019. RECOMMENDATION: Approve the Budget Calendar for FYI8/19. BACKGROUND: The City Council approves the Budget Calendar outlining the planned meetings and events that are expected to occur as Staff prepares, and requests approval of, the Annual Budget and Capital Improvement Program. The Budget Calendar allows the participants to have advance knowledge of the process and anticipated meeting dates/times. Staff has not yet been noticed of the dates planned by the County and School Board for similar meetings. Therefore, City of Sebastian meetings have been scheduled based on the days the County and School Board have typically selected in past years. According to State Law, the City's public hearings must not be held at the same time as the County and School Board budget meetings. Although there are a few deadlines and dates that cannot be changed, the City's Budget Calendar is a general guideline and is subject to change based on new information. IF AGENDA ITEM REQUIRES EXPENDITUREOF FUNDS: N/A Administrative Services Department/CFO Review: 'I 1 � - ATTACHMENTS: City Manager Authorization: Date: 17 January 2018 Fiscal Year 2018-2019 Budget Calendar. 58 of 286 CITY OF SEBASTIAN FISCAL YEAR 2018-2019 BUDGET CALENDAR DATE DAY EVENT 01/10/18 Wednesday City Council @6:00pm — Approve Budget Calendar and 0 Quarter Budget Report 01/24/18 Wednesday City Council @6:00pm — Consider City Council Operating Budget Objectives and Review Priorities of Items in the Capital Improvement Plan for 2018/19 01/29/18 Monday Budget Review Advisory Board @6:00pm — Kick-off Meeting and Review of 4'h Quarter FY2017 Budget Report 02/12/ 18 Monday Budget Review Advisory Board @6:00pm — Review 1 st Quarter Budget Report 02/14/18 Wednesday City Council @6:00pm — Finalize City Council Operating Budget Objectives and Review Priorities of Items in the Capital Improvement Plan for 2017/18 02/16/18 Friday Departments Receive Instructions for Capital Improvement Program 02/28/18 Wednesday City Council @6:00pm— Approve lstQuarter Budget Report 03/16/18 Friday Departments Submit Capital Improvement Program Request to Administrative Services 04/20/18 Friday Departments Receive Instructions on Operating Budget Preparation 05/14/18 Friday Departments Submit Operating Budget Request to Administrative Services 05/28/18 Friday Complete Administrative Services Review and Balancing of CIP and Draft Budgets 06/01/18 Friday Estimate of Property Values Received from Property Appraiser 06/04/18 Monday Budget Review Advisory Board @6:00pm — Review 2"d Quarter Budget Report 06108/18 Tuesday Complete City Manager Review of CIP and Draft Budgets 06/13/18 Wednesday City Council @6:00pm — Approve 2nd Quarter Budget Report 06/15/18 Monday City Council and Budget Review Advisory Board Receive Recommended CIP and Operating Budget 06/15/18 Monday Planning and Zoning Board Receives Capital Improvement Program 06/29/18 Friday DR-420 Certified Property Values Received from Property Appraiser 07/02/18 Monday Budget Review Advisory Board @6:00pm — Presentation of Draft Capital Improvement Program and Operating Budget and Consider Recommendations to City Council 07/05/ 18 Thursday Planning and Zoning Board @7:00pm — Approval of Capital Improvement Program 07/09/18 Monday Budget Review Advisory Board @6:00pm — Approve Chair's Presentation of Recommendations to City Council 07/11/18 Wednesday City Council @6:00pm — Receive Budget Review Advisory Board Recommendation and Approve Proposed Millage to be Submitted to Property Appraiser 07/23/18 Monday Parks & Recreation Board @6:00pin - Review of Capital Improvement Program 07/26/18 Wednesday Deadline to send DR-420 Proposed Millage Form to Property Appraiser 07/30/18 Monday Budget Review Advisory Board @6:00pm — Approve Changes to Recommendation to City Council on Draft Capital Improvement Program and Operating Budget (if needed) 09/06/18 Monday Budget Review Advisory Board @6:00pm — Review 3rd Quarter Budget Report 08/08/18 Wednesday City Council @6:00pm — Approve 3rd Quarter Budget Report and Presentation on Budget Recommendations 09/03/18 Monday Final Adoption of School Board Budget 09/05/18 Wednesday First Public Hearing on County Budget 09/12/18 Wednesday Final Adoption of County Budget 09/17/18 Monday City Council @6:00pm — Special Meeting for First Public Hearing on Millage and Budget/Approval of Capital Improvement Program/Financial Policies 09/22/18 Saturday Advertise the Tentative Millage and Proposed Budget 09/26/18 Wednesday CRA/City Council Meeting @6:00pm — Approve Community Redevelopment Agency Budget/Final Public Hearing on Millage and Budget 09/27/18 Thursday Send Resolution Adopting Final Millage to Property Appraiser 59 of 286