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HomeMy WebLinkAbout07-09-2018 BAC AgendaCnLf SEBASTI,Av HOME OF PELICAN ISLAND CITIZENS BUDGET REVIEW ADVISORY COMMITTEE AGENDA 6:00 P.M. MONDAY — July 9, 2018 CITY COUNCIL CHAMBER, 1225 MAIN STREET, SEBASTIAN, FL CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVAL OF MINUTES: Meeting of July 2, 2018 5. UNFINISHED BUSINESS: a. Review and Approve Chairperson's Letter to City Council on the Budget. 6. PUBLIC INPUT 7. NEW BUSINESS: None 8. STAFF MATTERS: Ken Killgore, Administrative Services Director/CFO 9. BOARD MATTERS a. Comments/Discussion by Individual Committee Members b. Next Meeting Scheduled for Monday, July 30, 2018 10. ADJOURN 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 THIS MEETING SHOULD CONTACT THE CITY'S ADA COORDINATOR AT 589-5330 AT LEAST 48 HOURS IN ADVANCE OF THIS MEETING. CITY OF SEBASTIAN CITIZENS BUDGET REVIEW ADVISORY BOARD MINUTES OF REGULAR MEETING JULY 2, 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. 3. Roll Call Present Mr. Larry Napier Mr. Ed Herlihy Mr. Bruce Hoffman Mr. Harry Hall Ms. Andrea Ring (a) Ms. Nancy Veidt Mr. Michael Frank Also Present Mr. Paul Carlisle, City Manager Mr. Kenneth Killgore, Administrative Services Director Ms. Cynthia Watson, Human Resources Manager Ms. Janet Graham, Technical Writer 4. Approval of Minutes A. Minutes of June 4, 2018 Mr. Napier called for any additions or corrections. Mr. Hoffman mentioned two items on Page 2, which he has discussed with Mr. Killgore, and Mr. Killgore is in agreement. The first one is in the second paragraph, third line, where it says "second quarter," that should read "third quarter." The second item is at the end of the fourth paragraph on Page 2 where it says "September 2017," it should be "March 2018." Motion to accept the Minutes as corrected was made by Mr. Hoffman, seconded by Mr. Frank, and approved unanimously by voice vote. 5. Unfinished Business /?44 CITIZENS BUDGET REVIEW ADVISORY BOARD " PAGE 2 � Meeting Minutes of July 2, 2018 r a. Presentation of Draft Budget by Ken Killgore, Administrative Services Director/CFO and Board discussion of the Draft Budget and Capital Improvement Plan. Mr. Killgore presented a Power Point presentation describing the 2019 Budget and Capital Program. He prefaced his presentation by asking the Board to remember that this is still in draft form, and there will be some changes between now and September. The draft has been posted on the City website. He stated that the first task is to set the proposed millage. That will be on City Council's Agenda for the meeting on July 11tn There will be a follow-up meeting of this Board on July 9tn where the Board can decide the format they want to use in presenting their proposal to City Council on the 11tn. He discussed the Power Presentation in detail. SEE ATTACHED. He then asked for questions or comments from the Committee. Mr. Hoffman: • On the issue of the Fire Marshall, he inquired if that has been included in the budget. Mr. Carlisle stated the current building official is certified as a Fire Marshall, and there is a contracted Fire Marshall person on staff currently, which is in the budget. • On Page 5 of the proposed budget he asked what the RRD Management Fees item represents. Mr. Killgore stated that refers to Riverfront Redevelopment. • Regarding the Cemetery, he understood that when the recently purchased additional property was cleared, the City was to recover part of the cost of purchasing that property by selling the sand. Scott Baker, Public Utilities Manager related there were two bids to remove the sand. One was $47,000.00 and the other was that Fisher proposed to remove the sand at no cost and to install a service path in the area. So the agreement at the present time is with Fisher to remove the sand and put in the road at no cost. • On Page 95 regarding the Storm Water Utility Fund, there are negative unrestricted reserves, and in looking at the 5-year history, it appears the City keeps spending more money than it takes in. He inquired as to the reason for that. Mr. Killgore referred him to Page 151 where there is a longer -term projection on the Storm Water Fund, which shows a positive ending fund balance. • He described a news story out today that the restaurant at the Golf Course has closed and questioned if that is accurate. Mr. Carlisle stated that the lease with the tenant has been terminated, and that will potentially impact the revenues on the golf course. CITIZENS BUDGET REVIEW ADVISORY BOARD AD/ PAGE 3 Meeting Minutes of July 2, 2018 • i Mr. Herlihy: • Regarding the Hurricane Fund Reserve, he is in favor of increasing it to $6 million. He also presented for consideration the example of, if in the future a high-speed train has a serious accident in Sebastian that is very destructive, how that would affect the reserve fund. • On the subject of storm water, he questioned the salaries for the three top employees in this department, and if the department has an excess of management. Mr. Killgore stated that for all the City departments there are working supervisors, and these three employees perform field work as well as administrative work. • Regarding the move of the DPW facility to the airport, he questioned if that move will cause that department to be less productive because of having only one major road —Roseland Road —in and out of that facility, and there is room to expand where that facility is now located. Mr. Carlisle stated there are other options for getting equipment out from the proposed facility at the airport. He also stated that a lot of the equipment is staged in areas where work is being completed, and in moving the facility from its present location that will free up that property, which would be much more valuable being put to other uses. Making the move to the airport property opens up the possibility of getting water and sewer to the airport so the City can start marketing the property in order to create some industrial sites on the airport property. Ms. Veidt inquired as to whether the City can sell the property which now houses the DPW. She also inquired whether the contamination issue has been resolved. Mr. Carlisle stated the ground water is becoming cleaner all the time, so he is not concerned about that being an issue. • Regarding the Building Department, he inquired if the slight increase in permit revenue is because it is expected that the increase in construction will level off in the coming year. Mr. Killgore stated the revenue projection could possibly be increased. Mr. Carlisle stated the City wants to be conservative wherever they can be. • Regarding the MIS staff, he inquired if there is going to be an administrator added. Mr. Carlisle stated that currently the MIS department has one person who is responsible 24/7 to keep the system running, which is critical to the City's operation, and that person needs to have backup available. • He inquired if the millage rate for last year was 3.4%, and Mr. Killgore stated that was correct. Mr. Napier stated that was a few percentage points below rollback, CITIZENS BUDGET REVIEW ADVISORY BOARD r PAGE 4 Meeting Minutes of July 2, 2018 which meant a tax decrease. Mr. Killgore stated the plan is to go to City Council with the same millage rate as last year of 3.4%. Mr. Hall: • Regarding the School Resource Officer, he asked how much money is projected to be received from the School District. Mr. Carlisle stated currently the reimbursement is 50% from the School District for the total cost of each officer. The contract is currently in the process of being finalized at 50%. • Regarding the $5 million reserve fund, he is of the opinion that this amount is adequate for a city of this size for now. Ms. Ring: • She is of the opinion that the reserve fund should be increased to $6 million. • Regarding the restaurant at the golf course, she sent a letter to City Council about renting that building and stated it should be included on the Parks and Recreation website that the facility is available for rent as a restaurant. She also inquired about offering more sports activities at the golf course location such as soccer fields or pickle ball fields. Mr. Carlisle stated the subject of the restaurant will be discussed with City Council so that staff can have Council's direction as to how to address that situation. He also stated that, as far as other sports activities, there is very little land outside the fenced compound that would be available, but her suggestions will be taken into consideration. Mr. Napier: • Regarding the reserves fund, is it being suggested to change it again, when it was just changed to the $5 million, and is it fully funded at $5 million. Mr. Killgore answered yes, it is fully funded. He discussed the history of how the $5 million figure was arrived at and what was considered in arriving at that figure. He is of the opinion that getting to a $6 million figure is possible over the next several years. • Regarding Discretionary Sales Tax and the Gas Tax Fund, he did not see those items in the Special Revenue Funds, and he only saw it in the supporting schedule. Mr. Killgore stated that since this is only a draft, those Items are listed in the supporting schedules so as to project a sense of what Is being paid out of those funds. CITIZENS BUDGET REVIEW ADVISORY BOARD PAGE 5 Meeting Minutes of July 2, 2018 • Regarding the millage rate, he inquired as to what the new rate will be. Mr. Killgore stated he has the certified millage at 3.1514, which means that properties will increase, on average, in assessed value by 7.95%. Ms. Veidt: • She addressed the fact that there were four positions added this year, and 12 more are proposed to be added next year, seems to be excessive. She wanted to bring up the fact that for every one of those new positions the City assumes that there will be full family insurance on those positions. Assuming that will never happen, the numbers already projected for insurance are artificially high. • Regarding the storm water fee increase, she is concerned about increasing the storm water fee and that it is being used for what was proposed. Mr. Carlisle stated he has challenged staff to come up with a true plan of where this money is going to be spent, then DST monies can be used to fund it, and the whole storm water plan needs some real tweaking. A systematic plan will be implemented so it is known where every amount in the budget is coming from and where it is going. 6. Public Input Michael C. Marsh, Vero Beach. He is an activist, and he has pushed several agencies all over Florida for the police departments to go to body cams. He spoke with the Sebastian Chief of Police about a year ago on this subject, and he wanted to commend her for her open-door policy and the fact that she is in favor of body cams. 7. New Business -- None 8. Staff Matters -- None 9. Board Matters a. Comments/Discussions by Individual Board Members Mr. Herlihy inquired as to what is needed for the Board's presentation to City Council on July 11t". Mr. Napier stated he is of the opinion that all that is needed is a letter. Mr. Herlihy stated it is his opinion that all that is needed is for the Board to state whether they agree or disagree with the proposed budget. ZNCITIZENS BUDGET REVIEW ADVISORY BOARD i�` PAGE 6 Meeting Minutes of July 2, 2018 f Mr. Hall asked if all the members of the Board are in agreement with what is in the proposed budget or if there is something else, such as the body cam suggestion, that should be included for consideration. Mr. Carlisle stated that phasing the body cam program in provides an opportunity to get all the software updated, etc., and he would like to stay with what the Chief of Police has laid out in her budget plans. He explained that as police vehicles are replaced the body cam system is part of that replacement program, because the body cam is tied into the car cameras, the light systems, etc. So as the vehicles are replaced, the body cam systems will be included in those replacement vehicles. The Police Chief then gave a brief synopsis of how there would need to be training for those systems, and she would prefer for them to be phased in as new vehicles are purchased. Mr. Napier stated he recommends letting the budget be presented to Council as it is, and all Board members voiced their agreement. b. Discussion of Topics for Next Meeting on July 9, 2018. Mr. Herlihy suggested Mr. Napier work with Mr. Killgore in drafting a letter to City Council for their meeting on July 11th. Mr. Napier and Mr. Killgore will do so. 10. Adjourn There being no further business, Chairman Napier adjourned the meeting at 7:21 p.m. By: Date: 19 Kenneth Killgore From: Larry Napier <larrynapier@outlook.com> Sent: Thursday, July 05, 2018 10:04 AM To: Kenneth Killgore Subject: Budget Review Committee Recommendations The committee recommends the approval of the tentative 2018-19 budget as presented using the rolled back rate. The committee also recommends the approval of the Capital Program as presented, and if necessary with City Council approval, raising the contingency reserves as deemed necessary up to $6,000,000.00 so long as there is no corresponding increase of the mileage rate to accomplish the increase and it is done incrementally as funds become available over future years. The committee additionally approves of the format changes to better link certain restricted revenues to their associated expenditures rather than all of the transfers in and out. Respectfully submitted by unanimous approval of the committee.