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HomeMy WebLinkAbout07-02-2018 BAC AgendaON C4 HOME OF PELICAN ISLAND CITIZENS BUDGET REVIEW ADVISORY O« AGENDA :00 P.M. MONDAY1 CITY COUNCIL CHAMBER, 1225, MAIN STREET, SEBASTIAN, 1. BALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVAL OF MINUTES: Meeting of June 4, 20,18 0. UNFINISHED BUSINESS: Presentation, of DraftBudget wNAdministrative Director/CFO and Committee discussion of Draft Budget w Capital Improvement Plan, a. Comments/Discussion by Individual Committee Members w Discussion of Topicsfor -- n on • 2018 1111F.11, Agenda Attachments: Minutes for Meeting of June 4, 2018 Graft Budget and Capital Improvement Plan — Available at the following link: tliittl:)."/wwivw.catvoifsebastd Dui.Sao'(�iin�x�acie s/P,DFs/BL,a'dget''F:Y 1819/20,1 >806v "5 DFZAF7 F'Y" 18 19 Ba.sh q(.,[j)df HEARING ASSISTANCE HEADPHONES ARE AVAILABLE IN THE COUNCIL CHAMBERS FOR ALL GOVERNMENT MEETINGS. ALL CITIZENS BUDGET ADVISORY BOARD MEETINGS ARE AIRED LIVE ON COMCAST CHANNEL 25. 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 EVIDENCE UPON WHICH THE, APPEAL IS TO BE HEARD. (F.S.286.0105) IN COMPLIANCE WITH THE AMERICAN WITH DISABILITIES ACT (ADA), ANYONE WHO NEEDS A SPECIAL ACCOMMODATION FOR THOS MEETING SHOULD CONTACT THE CITY'S ADA COORDINATOR AT 580-5330 AT LEAST 48 HOURS IN ADVANCE OF THIS MEETING. CITY OF SEBASTIAN CITIZENS BUDGET REVIEW ADVISORY BOAR1 MINUTES OF REGULA 4R MEETING JUNE , 2018 1. Chairman Napier called the Citizens Budget Review Advisory Board meeting to order at 6:00 p,m. 2. Pledge of Allegiance was recited by all, Present: Mr. Larry Napier Ms. Nancy Veidt M0&+-'r#0n)-i -.-n • r. Ed'Herl�ihy • r. Michael Frank Ms, Andrea Ring Absent: Mr. Harfy Hall Also Present: Mr, Paul Carlisle, City Manager Mr. Kenneth Killgore, Administrative Services Director Ms. Cynthia Watson, Human Resources Manager Ms. Janet Graham, Technical Writer MIRM 1T,r. Napier called' for any additions or corrections to the Minutes. There being none, a motion to accept the Minutes was made by Mr. Hoffman, seconded by Mr. Herlihy, voted on and': approved unanimously by voice vote. 5. Review of Second Quarterly Report for Fiscal Year 2018-,2019 4 CITIZENS BUDGET REVIEW ADVISORY BOARD PAGE 2 Meeting Minutes of June 4, 2018 Mr. Killgore stated the report is in its standard format and will go to City Council for any adjustments that are needed to the budget. In the Summary of Organization, the Audio/Visual division was merged with the MIS division, making it one unit. Also merged was the Engineering division with the Puiblic Facilities division. These mergers were actually done in the first quarter but are now reflected in the budgets on this quarter's report. One change that was made by City Council is the purchase of the property at 1215 Indian River Drive that closed during this quarter. Also reflected is the use of the funds in the Equipment Reserve account. Regarding the General Fund, 61 % of the budgeted revenue has been received as of the end of March. That included approximately $238,0100.00 of FEMA reimbursements for Hurricane Matthew. He described a chart which he included for the third quarter to reflect the status of Hurricane Matthew reimbursements compared to what was received to date. Of the total claims that the City has made on Hurricane Matthew were $1,582,0010.00; the City has collected $1,438,000.00 to the present. No reimbursements for Hurricane Irma have been received. FEMA is now reviewing the, claims, and then they will go to the State for a followup review. He stated that a big part of the reimbursement was for the 4os. He described the individual fund summaries which show that halfway through the yeal 47% of all department expenditure budgets have been used. are a few adjustments to be made to the status of Capital Expenditure projects, i.e. the two hurricanes. This report shows what the expenditures were as of the end of September 2017. The report on Cash Reserves shows a good part of the $275,000.00 budgeted has already been spent for this year. Th,rough the end of March there is a balance of $86,000.00 remaining in the R and R account. This is due to having to replace some air conditioner units. There is also an update on the Cash Reserves for Emergencies, and that is over the $5 million mark by about $93,000.00 as a result of receiving reimbursements for Hurricane Matthew. Me reviewed the repoon the cash in the bank as well as with the State Board of Administration investment accounts. The balance of the report is from all the departments describing their activities for the quarter. Ms. Veidt asked why personnel costs for Roads and Drainage are over budget ana Stormwater is under budget. Mr. Killgore stated that some of it in Stormwater is accounted for by vacancies yet to be filled, and he will look into the Roads and Drainagz question. CITIZENS BUDGET REVIEW ADVISORY BOARD PAGE, 3 Meeting Minutes of June 4, 2018 Mr. Hoffman asked why on the Stormwater Utilities Fund the revenues show 91% collected, yet Property Taxes are only at 66%, and why these two funds are not reasonably similar to each other. Mr. Killgore stated the 91% figure includes franchise fees, utility taxes, etc. Mr. Hoffman queried, on the R and R fund, the $39,000.00 expenditure for the police air conditioner replacement permit. Mr. Killgore stated that should read "air conditioner/replacement permit," so the $39,000.00 includes the air conditioner and the permit. Mr. Hoffman also commented on the Florida Trust account at .38%. Mr. Killgore reviewed that $500,000.00 was deposited with Florida Trust about a year and a half ago in order to diversify the investments, and the fund's with Florida Trust are securities. He stated that at the time the money was invested was at a low point in the interest market. There will be a meeting of the Investment Committee regarding these matters. Mr. Herlihy discu:ssed the problems with the golf course and the restaurant and the fact that this matter needs to be addressed and attempts made to improve that situation. He suggested that the matter be discussed when the Committee presents their recommendations to City Council. He stated that a plan needs to be implemented for the future of the golf course, Mr. Niapier spoke as to the situation with the golf course. He does not agree that the golf course is a serious problem, but the restaurant is a problem, He stated tha,'I because of the lack of maintenance of the golf course, it will' be expensive to make the improvements that are needed at present. He recommended that the rent to the airpor) for the golf course be looked at. Mr. Killgore stated the current rent is $106,000.00. 6. General Comments by M'�embers:, Mr. Herlihy brought up the preliminary assessed valuations, Mr. Killgore stated he will discuss that under his staff report. Mr. Herlihy stated that, concerning the upcoming budget, one of the items to be looked at is the vote on the homestead exemption, and this will have to be addressed at sometime in the future. Mr. Hoffman is of the opinion that the matter of the golf course should be addressed and perhaps the golf course should be included in the General Fund. Mr. Napier stated the golf course puts money back into the General Fund. Mr. Hoffman disagreed that the golf course will ever be able to pay for its capital improvements, Mr. Napier asked Mr. Killgore about the revenue from the golf course for the past year, and Mr. Killgore stated that the revenue is fairly good. Mr. Napier recommended Mr. Hoffman study the on-line audit. Mr. Killgore stated the amortization of the loan from the Building Department was scheduled out on a 15-year basis, and there is no debt to the General Fund from the golf course. Ms. Veidt stated regarding the Renewal and Replacement account, which is General Fund money, a good deal of that has gone to the golf course over the past couple of years, and none of that is being paid back. Mr. Napier stated, if the golf course uses General Fund money, it should be paid back, that that is what enterprise funds are. Mr. CITIZENS BUDGET REVIEW ADVISORY BOARD PAGE 4 Meeting Minutes of June 4, 2018 Herlihy stated the income from the golf course will be down for the next quarter due to the inclement weather in May. He feels that the City should address the problems with the golf course sooner rather than later. 7Announce Next Meetina Date- (Monday, July 2, 2018). Mr. Killgore stated that at the July 2 Id meeting he will give a Power Point presentation describing what is in the recommended budget by the staff. He stated there has been an increase in the ad valorem taxes, the preliminary numbers being one billion, two hundred fifty thousand dollars, which he estimates is a 7.3% increase, He reported that staff is working diligently on the budget, and there have been meetings with most of the departments, and Paul Carlisle, the new City Manager, has sat in on all those sessions, and Mr. Carlisle has some good ideas for the budget going forward'. Mr. Hoffman asked whether the City has any idea on, how the budget will be impacted by the law passed by the legislature for school security purposes and whether the City will be responsible for hiring additional resource officers. Mr. Killgore stated the City has provided one resource officer in the past and will now be required to add two for a total of three resource officers. Discussions regarding this matter have been had with the School Board regarding their share of the cost which is 50%, Mr. Herlihy asked whether a plan is to have a whole team for stormwater management. Mr. Killgore stated staff is evaluating whether that will be possible. Mr. Napier asked if there has been a report done on the cost of the stormwater drainage that needs to be done. Mr. Carlisle stated that they are looking at the stormwater master plan and what has been done. There are some projects on that plan that need to be updated or revised, and he wants to have a comprehensive, systematic plan in place. He has already met with some of the staff regarding this matter. 9. Adiourn: There being no further business, Chairman Napier adjourned the meeting at 647 p.m. 0 a EMT