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HomeMy WebLinkAbout09-17-2018 CC Budget AgendaCP OF SIEBASTL HOME OF PELICAN ISLAND SEBASTIAN CITY COUNCIL. SPECIAL MEETING 15T BUDGET HEARING AGENDA FY201812019 Proposed Millage and Tentative Budget MONDAY, SEPTEMBER 17, 2018 - 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA ALL AGENDA ITEMS MAY BE INSPECTED IN THE OFFICE OF THE CITY CLERK 1225 MAIN STREET, SEBASTIAN, FLORIDA OR ON THE CITY WEBSITE 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE — Council Member lovino 3. ROLL CALL 4. PUBLIC HEARING/ADOPTION OF TENTATIVE MILLAGE AND FY201812019 BUDGET A. City Attorney Advises City Council on Procedure for Millage/Budget Hearing and Reads Titles of Resolutions No. R-18-28 Tentative Millage and R-18-29 Tentative Budget B. City Manager Announcement that the Proposed Millage Rate of 3.1514 Mills is Equal to the "Rolled -Back Rate" C. Budget Overview of Proposed Tentative Millage and Tentative Budget by CFO Ken Killgore (PowerPoint) D. Mayor Opens Public Hearing on Tentative Millage and Tentative Budget pgs 4-5 E. Resolution No. R-18-28 Tentative Millaae for Calendar Year 2018 (Transmittal. R-18-28) A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, ADOPTING A TENTATIVE MILLAGE OF 3.1514 MILLS FOR THE CALENDAR YEAR 2018; PROVIDING FOR CONFLICT; PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE. pgs 6-13 F. Resolution No. R-1 B-29 FY 2018/2019 — Tentative Budaet (Transmittal, R-18-29, Schedule A) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA ADOPTING THE TENTATIVE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2018 AND ENDING SEPTEMBER 30,2019; MAKING APPROPRIATIONS FOR THE PAYMENT OF OPERATING EXPENSES, CAPITAL EXPENSES, AND FOR THE PRINCIPAL AND INTEREST PAYMENTS ON INDEBTEDNESS OF THE CITY IN THE CITY'S GENERAL FUND, SPECIAL REVENUE FUNDS, DEBT SERVICE FUND, CAPITAL IMPROVEMENT FUNDS, GOLF COURSE FUND, AIRPORT FUND, AND BUILDING DEPARTMENT FUND AS PROVIDED FOR IN SCHEDULE "A", ATTACHED HERETO, ESTABLISHING AUTHORITY OF THE CITY MANAGER TO IMPLEMENT THE BUDGET; PROVIDING FOR CONFLICT; PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE. 1 of 25 pgs 14-25 G. Mayor Announces that the Final Public Hearing on Millage and Budget is to be held on Wednesday, September 26, 2018 at the Regular City Council Meeting at 6:00 p.m. 5. NEW BUSINESS A. Resolution No. R-18-30 Adootina Amended Financial Policies for Fiscal Year 2018- 2019 (Transmittal, R-18-30) A RESOLUTION OF THE CITY OF SEBASTIAN, FLORIDA, ADOPTING AMENDED FINANCIAL POLICIES GOVERNING VARIOUS AREAS OF BUDGET AND FINANCE AS PROVIDED FOR IN ATTACHMENT "A"; PROVIDING FOR CONFLICTS; PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE. 6. ADJOURN (All meetings shall adjourn at 9:30 p.m. unless extended for tip to one half hour by a majority vote of City Council) HEARING LOOP INSTALLED. SWITCH HEARING AID TO T -COIL. HEARING ASSISTANCE HEADPHONES ARE AVAILABLE IN THE COUNCIL CHAMBERS FOR ALL GOVERNMENT MEETINGS. All City Council Meetings are aired live on Comcast Channel 25, ATT UVerse Channel 99 and streamed on City of Sebastian Website www,cityofsebastian.org. 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. 2 of 25 PROCEDURES FOR PUBLIC INPUT IN ACCORDANCE WITH RESOLUTION R-15-10 Reqular City Council Meetinqs Public input is ALLOWED under the headinas: ✓ Consent Agenda ✓ Public Hearings ✓ Unfinished Business ✓ New Business ✓ Public Input Public input is NOT ALLOWED under the headings: ✓ Proclamations, Awards, Brief Announcements (except for individuals giving or accepting proclamations or awards); ✓ Committee Reports and Appointments (except for committee members giving reports and applicants being interviewed for committee appointments); ✓ City Council Matters ✓ Charter Officer Matters Council may, by majority vote, call upon an individual to provide input if desired. Workshops and Special Meetings. Public input is limited to the item on the agenda Time Limit Input on agenda items where public input is permitted on agendas is FIVE MINUTES; however, City Council may extend or terminate an individual's time by majority vote of Council members present. Input Directed to Chair Speakers shall address the City Council IMMEDIATELY PRIOR TO CITY COUNCIL DELIBERATION of the agenda item and ALL INPUT SHALL BE DIRECTED TO THE CHAIR, unless answering a question of a member of City Council or City staff. Individuals shall not address City Council after commencement of City Council deliberation on an agenda item after public input has concluded, provided, however, the Mayor and members of City Council may recall an individual to provide additional information or to answer questions. Certain Remarks Prohibited Personal, impertinent, and slanderous remarks, political campaigning and applauding are not permitted and may result in expulsion from the meeting, The Chair shall make determinations on such remarks, subject to the repeal provisions below. ADpealinq Decisions Of Chair Any member of Council may appeal the decision of the Chair to the entire Council. A majority vote of City Council shall overrule any decision of the Chair. Public Input Heading on Agenda The heading on Regular Meeting agendas "Public Input" provides an opportunity for individuals to bring NEW INFORMATION OR REQUESTS TO CITY COUNCIL NOT OTHERWISE ON THE PREPARED AGENDA. Individuals are asked to attempt to resolve matters with staff prior to meetings. Individuals are asked to provide copies of material for Council one week prior to the meeting if they intend to refer to specific material. City Council will not debate an issue during Public Input but may by consensus direct a Charter Officer in regard to the item if necessary or place a requested item on a future agenda. 3 of 25 areOF SEBAST" HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL FORM COUNCIL MEETING DATE: September 17, 2018 AGENDA ITEM TITLE: Resolution to Adopt a Tentative Millage of 3.1514 for Calendar Year 2018. RECOMMENDATION: Move to Consider Resolution R-18-28 Adopting a Tentative Millage of 3.1514, which is the computed "Rolled -Back Rate". BACKGROUND: In accordance with Florida Statute 200.065 (7)(a)(1.), the City Council is required to tentatively adopt a millage rage for calendar year 2018 and budget year beginning October 1, 2018 and ending September 30, 2019 at the first public hearing in which the budget is presented. Staff is recommending the tentative millage be set at the "Rolled -Back Rate" of 3.1514. This and other General Fund revenue sources will be sufficient to: 1.) provide for wage adjustments and a net increase in number of positions; 2.) maintain current spending levels for operational expenditures; and 3.) provide funding for certain equipment that could not be funded from other special revenues. IF AGENDA ITEM REOUIRES EXPENDITURE OF FUNDS: Total Cost: N/A Amount Budgeted in Current FY: N/A Amount of Appropriation Required: None Fund to Be Utilized for Appropriation: N/A Administrative Services Department Review: ATTACHMENTS: Resolution R-18-28 The Recommended Budget Document is available on the City's Website. City anager t nz on: Date: 4of25 RESOLUTION NO. R-18-28 A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, ADOPTING A TENTATIVE MILLAGE OF 3.1514 MILLS FOR THE CALENDAR YEAR 2018; PROVIDING FOR CONFLICT; PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, that: Section 1. MILLAGE RATE LEVY. There is hereby proposed to levy an Ad Valorem Tax of THREE POINT ONE FIVE ONE FOUR (3.1514) MILLS against all real and tangible personal property for the calendar year (January 1, 2018 through December 31, 2018) and the resulting tax revenue is to be appropriated for the General Operating Fund of the City of Sebastian for the fiscal year beginning October, 1, 2018 and ending September 30, 2019. Section 2. ROLLED -BACK RATE. The tax rate established in Section 1. is equal to the computed "rolled -back" tax rate of 3.1514 mills. Section 3. CONFLICT. All resolutions or parts of resolutions in conflict herewith are hereby repealed. Section 4. SCRIVENER'S ERRORS. Sections of this resolution may be renumbered or re -lettered and corrections of typographical errors which do not affect the intent may be authorized by the City Manager, or the City Manager's designee, without need of further action of City Council by filing a corrected copy of same with the City Clerk. Section 5. EFFECTIVE DATE. This resolution shall take effect immediately upon its adoption. The foregoing Resolution was moved for adoption by Councilmember The motion was seconded by Councilmember and, upon being put into a vote, the vote was as follows: Mayor Jim Hill Vice -Mayor Linda Kinchen Councilmember Bob McPartlan Councilmember Ed Dodd Councilmember Albert Iovino The Mayor thereupon declared this Resolution duly passed and adopted this 17`h day of September 2018. ATTEST: Jeanette Williams, City Clerk CITY OF SEBASTIAN, FLORIDA Jim Hill, Mayor Approved as to form and legality for the reliance by the City of Sebastian only: James Stokes, City Attorney 5of25 SEc�CROF ASTLA ems, HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL FORM COUNCIL MEETING DATE AGENDA ITEM TITLE RECOMMENDATION BACKGROUND: September 17, 2018 Resolution to Adopt a Tentative Budget for Fiscal Year 2018-19. Move to Consider Resolution R-18-29 Adopting Tentative Fiscal Year 2018-19 Budget. Staff has compiled a balanced Recommended Budget for Fiscal Year 2018-19 that assumes a millage being set at the rate of 3.1514. Over the past several months, Staff has presented our budget recommendations to the Citizen's Budget Review Advisory Board, Planning Board and City Council. We believe that funding has been included in amounts sufficient to meet those needs we anticipate will be the most important to address over the next fiscal year. A complete copy of the recommended budget is available on the City's website. Schedule "A" of the Resolution summarizes the budget. The required public hearing and adoption of the final millage and budget is scheduled for the regular City Council meeting on September 26, 2018. IF AGENDA ITEM REOUIRES EXPENDITURE OF FUNDS: Total Cost: NIA Amount Budgeted in Current FY: NIA Amount of Appropriation Required: As per Schedule "A" Fund to Be Utilized for Appropriation: NIA Administrative Services Department Review: ` ATTACHMENTS: Resolution R-18-29 with Exhibit "A". The Recommended Budget Document is available on the City's Website. City Manager Authorization: Date: 6 of 25 RESOLUTION NO. R-18-29 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA ADOPTING THE TENTATIVE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 11 2018 AND ENDING SEPTEMBER 30, 2019; MAKING APPROPRIATIONS FOR THE PAYMENT OF OPERATING EXPENSES, CAPITAL EXPENSES, AND FOR THE PRINCIPAL AND INTEREST PAYMENTS ON INDEBTEDNESS OF THE CITY IN THE CITY'S GENERAL FUND, SPECIAL REVENUE FUNDS, DEBT SERVICE FUND, CAPITAL IMPROVEMENT FUNDS, GOLF COURSE FUND, AIRPORT FUND, AND BUILDING DEPARTMENT FUND AS PROVIDED FOR IN SCHEDULE "A", ATTACHED HERETO, ESTABLISHING AUTHORITY OF THE CITY MANAGER TO IMPLEMENT THE BUDGET; PROVIDING FOR CONFLICT; PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City Manager has submitted a Proposed Budget for the City of Sebastian for the fiscal year beginning October 1, 2018, and ending September 30, 2019; and WHEREAS, on September 17, 2018, the City Council has conducted a Public Hearing on the Tentative Budget. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, that: Section 1. The Tentative Budget is hereby adopted for the Fiscal Year beginning October 1, 2018 and ending September 30, 2019, subject to final hearing on September 26, 2018. Section 2. The amounts shown on the attached Schedule "A" are appropriated out of the Treasury of the City, including any revenues accruing to the City available for purposes of the City's budgetary accounts. Section 3. The City Manager shall be authorized and directed to proceed with the implementation of the service programs and projects provided for in the budget. Such implementation is to be consistent with the provisions of the City Code of Ordinances and policies established by the City Council. Section 4. The City Manager shall be authorized to make budget adjustments within budgetary accounts shown on Schedule "A" as he deems appropriate. He shall also be authorized to make budget adjustments between budgetary accounts shown on Schedule "A", when necessary to implement programs, projects, and expenditures authorized by the City Council or for purposes of clarification and enhancement of accounting and reporting requirements. He shall be further authorized to make adjustments to project allocations from remaining balances in other projects or from other available funds when necessary to satisfactory complete requisite projects. All other budgetary adjustments will require prior approval by the City Council. 7 of 25 Section 5. CONFLICT. All Resolutions or parts of Resolutions in conflict herewith are hereby repealed to the extent of such conflict. Section 6. SCRIVENER'S ERRORS. Sections of this resolution may be renumbered or re -lettered and corrections of typographical errors which do not affect the intent may be authorized by the City Manager, or the City Manager's designee, without need of further action of City council by filing a corrected copy of same with the City Clerk. Section 7. EFFECTIVE DATE. This Resolution shall become effective upon passage. The foregoing Resolution was moved for adoption by Councilmember . The motion was seconded by Councilmember and, upon being put into a vote, the vote was as follows: Mayor Jim Hill Vice -Mayor Linda Kinchen Councilmember Bob McPartlan Councilmember Ed Dodd Councilmember Albert Iovino The Mayor thereupon declared this Resolution duly passed and adopted this 17th day of September, 2018. ATTEST: Jeanette Williams, City Clerk CITY OF SEBASTIAN, FLORIDA Jim Hill, Mayor Approved as to form and legality for the reliance by the City of Sebastian only: James Stokes, City Attorney 8of25 ATTACHMENT TO RESOLUTION R-18-29 SCHEDULE "A" BUDGET SUMMARY FISCAL YEAR 2018/2019 GENERAL FUND REVENUES: 001501 Taxes and franchise fees $ 8,147,104 001501 Licenses and permits 143,100 001501 Intergovernmental 2,919,860 001501 Charges for services 494,902 001501 Fines and forfeits 50,500 001501 Miscellaneous 321,350 001501 Transfers in 95,000 010043 Total Revenues $ 12,171,816 EXPENDITURES: 010001 City Council $ 55,908 010005 City Manager 297,939 010009 City Clerk 206,008 010010 City Attorney 104,9I4 010020 Administrative Services 691,555 010021 Management Information System 444,227 010041 Police Administration 848,196 010043 Police Operations 3,307,720 010047 Police Detective Division 839,821 010049 Police Dispatch Unit 643,773 010045 Code Enforcement Division 182,872 010052 Roads and Maintenance 963,710 010054 Fleet Management 243,162 010056 Facilities Maintenance 419,225 010057 Leisure Services 1,219,319 010059 Cemetery 218,820 010080 Community Development 394,947 010099 Non -departmental 971,679 Unappropriated 118,021 Total Expenditures $ 12,171,816 9 of 25 ATTACHMENT TO RESOLUTION R-18-29 SCHEDULE "A" BUDGET SUMMARY FISCAL YEAR 2018/2019 SPECIAL REVENUE FUNDS 10 of 25 2 LOCAL OPTION GAS TAX FUND 120010 REVENUES Taxes $ 740,300 Miscellaneous 17,059 Appropriation from prior year 106,468 Total Revenues $ 863,827 120051 EXPENDITURES Operating $ 116,350 Capital Outlay $ 3,200 Debt service 243,177 Transfers out 501,100 Total Expenditures $ 863,827 DISCRETIONARY SALES TAX FUND 130010 REVENUES Taxes $ 3,517,500 Miscellaneous 118,107 _ Total Revenues $ 3,635,607 130051 EXPENDITURES Transfers out $ 3,635,607 Unappropriated - Total Expenditures $ 3,635,607 RECREATION IMPACT FEE FUND 160010 REVENUES Impact fee $ 163,800 Miscellaneous 10,428 Restricted cash balance carryforward 208,772 Total Revenues $ 383,000 160051 EXPENDITURES Transfers out $ 383,000 Total Expenditures $ 383,000 STORMWATER UTILITY FUND 163010 REVENUES Stormwater utility fee $ 1,995,000 Intergovernmental $ 889,603 Miscellaneous 19,000 Transfers in 296,534 Restricted cash balance carryforward 95,702 Total Revenues $ 3,295,839 163051 EXPENDITURES Operating $ 1,585,902 Capital Outlay $ 23,800 Transfers out 1,686,137 Total Expenditures $ 3,295,839 10 of 25 2 ATTACHMENT TO RESOLUTION R-18-29 SCHEDULE"A" BUDGET SUMMARY FISCAL YEAR 2018/2019 SPECIAL REVENUE FUNDS - CONTINUED 11 of 25 3 PARKING 1N -LIEU -OF FEE FUND 190010 REVENUES Miscellaneous $ 406 Total Revenues $ 406 190051 EXPENDITURES Unappropriated 406 Total Expenditures $ 406 LAW ENFORCEMENT FORFEITURE FUND 190010 REVENUES Fines and forfeits $ 1,000 Miscellaneous 145 Total Revenues $ 1,145 190051 EXPENDITURES Unappropriated $ 1,145 Total Expenditures $ 1,145 COMMUNITY REDEVELOPMENT AGENCY FUND 163010 REVENUES Tax Increment - Sebastian $ 183,842 Tax Increment - Indian River County 201,868 Miscellaneous 46,000 Restricted cash balance carryforward 70,175 Total Revenues $ 501,885 163051 EXPENDITURES Operating $ 326,885 Grants and Aids 40,000 Capital Outlay 60,000 Transfers out for Sewer Connection Program 75,000 Total Expenditures $ 501,885 DEBT SERVICE FUND STORMWATER UTILITY REVENUE BONDS 263010 REVENUES Miscellaneous $ 900 Transfers in 402,914 Total Revenues $ 403,814 263051 EXPENDITURES Debt service $ 403,659 Unappropriated 155 Total Expenditures $ 403,814 11 of 25 3 ATTACHMENT TO RESOLUTION R-18-29 SCHEDULE "A" BUDGET SUMMARY FISCAL YEAR 2018/2019 CAPITAL PROJECTS FUNDS REVENUES Transfer from Discretionary Sales Tax Fund 2,965,223 Transfer from Local Option Gas Tax Fund 501,100 Transfer from Recreation Impact Fee Fund 383,000 Transfer from Stormwater Fund 250,000 Grants 3,651,920 Total Revenues $ 7,751,243 EXPENDITURES 4,099,323 Transportation $ 5,028,106 Recreation facilities projects 373,000 Stormwater Improvements/Physical Environment 1,686,137 Public Safety 474,000 General Government 190,000 Total Expenditures $ 7,751,243 ENTERPRISE FUNDS GOLF COURSE FUND 410010 REVENUES: Charges for services $ 1,333,254 Total Revenues $ 1,333,254 EXPENSES: GOLF COURSE ADMINISTRATION 410110 Personal services $ 281,822 Operating expenses 291,244 Repayment of Building Fund Loan 38,368 Total Administration $ 611,434 GOLF COURSE GREEN DIVISION 410120 Operating expenses $ 566,135 Total Golf Course Green Division $ 566,135 GOLF COURSE CARTS DIVISION 410130 Personal services $ 97,744 Operating expenses 1,550 Debt Service on Cart Lease/Purchase 56,391 Total Golf Course Carts Division $ 155,685 Total Golf Course Expenses $ 1,333,254 12 of 25 4 ATTACHMENT TO RESOLUTION R-18-29 SCHEDULE "A" BUDGET SUMMARY FISCAL YEAR 2018/2019 ENTERPRISE FUNDS - CONTINUED AIRPORT FUND 450010 REVENUES Charges for services $ 516,201 Miscellaneous revenues 34,475 Total Revenues $ 550,676 450110 EXPENSES: Personal services $ 136,402 Operating expenses 255,952 Debt service 30,500 Capital Outlay 32,000 Transfer out 40,000 Unappropriated 55,822 Total Expenses $ 550,676 BUILDING DEPARTMENT 480010 REVENUES Charges for services $ 793,300 Miscellaneous revenues 47,568 Total Revenues $ 840,868 480110 EXPENSES: Personal services $ 659,256 Operating expenses 112,064 Capital Outlay 19,750 Unappropriated 49,798 Total Expenses $ 840,868 TOTAL BUDGET SUMMARY GENERAL FUND S 12,171,816 SPECIAL REVENUE FUNDS 8,681,709 DEBT SERVICE FUNDS 403,814 CAPITAL PROJECT FUNDS 7,751,243 ENTERPRISE FUNDS 2,724,798 TOTAL BUDGET FOR ALL FUNDS $ 31,733,380 13 of 25 5 Cnof SEkN HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL FORM COUNCIL MEETING DATE: September 17, 2018 AGENDA ITEM TITLE: Resolution No. R-18-30 Adopting Amended Financial Policies for Fiscal Year 2018-2019 RECOMMENDATION: Move to Approve Resolution R-18-30 BACKGROUND: Pursuant to City of Sebastian Resolution 06-20, the City's financial policies shall be readopted annually. These policies incorporate relevant statutory requirements and authoritative guidance provided for sound and responsible governmental financial management. They are incorporated into the Annual Budget document and provide a ready reference to how significant financial matters need to be addressed. This document generally contains the same provisions as last year's financial policies except for the following areas: In Section II.A.5. the policy is directly accounting for stormwater operations within the Stormwater Fund, rather than in General Fund as was done in the past. This should provide better transparency on how the stormwater fees are being spent. 2. Section VIII expands on the previously stated Fund Balance policy to further establish target amounts for reserves to be set aside for General Fund intergovernmental revenue shortfalls; employee leave payouts; special revenue fund revenue shortfalls; unfunded Police Pension liabilities; and localized emergencies that are not declared storm events. It should be noted that the added reserve targets are intended to be gradually accumulated over time and addressed such as to not require increases in tax rates. IF AGENDA ITEM REQUIRES EXPENDITURE OF FUNDS: Total Cost: NIA Amount Budgeted in Current FY: NIA Amount of Appropriation Required: None Fund to Be Utilized for Appropriation: NIA Administrative Services Department Review: ► ATTACHMENTS: , Resolution R-18-30 and Attachment "A" Financial Policies City ager Authori on: Date: 14 of 25 RESOLUTION NO. R-18-30 A RESOLUTION OF THE CITY OF SEBASTIAN, FLORIDA, ADOPTING AMENDED FINANCIAL POLICIES GOVERNING VARIOUS AREAS OF BUDGET AND FINANCE AS PROVIDED FOR IN ATTACHMENT "A"; PROVIDING FOR CONFLICTS; PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Government Finance Officers Association of the United States and Canada recommends best practices in various areas for Finance and Budget; and WHEREAS, the City Council deems it to be necessary to adopt and readopt such financial policies on an annual basis, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEBASTIAN, FLORIDA, as follows: SECTION 1. READOPTING AMENDED FINANCIAL POLICIES: The City Council of the City of Sebastian hereby readopts amended Financial Policies governing the Operating Budget, Financial Reserves, Use of Surplus, Performance Measurement, Capital Improvement Program, Debt Management, Revenue, and Investment, which are attached hereto. SECTION 2. CONFLICT. All resolutions or parts of resolutions in conflict herewith are hereby repealed. SECTION 3. SCRIVENIER'S ERRORS; Sections of this resolution may be renumbered or re -lettered and corrections of typographical errors which do not affect the intent may be authorized by the City Manager, or the City Manager's designee, without need of further action of City Council by filing a corrected copy of same with the City Clerk. SECTION 4. This Resolution shall take effect upon adoption. The foregoing Resolution was moved for adoption by Council Member Motion was seconded by Council Member and, upon being put to a vote, the vote was as follows: Mayor Jim Hill Vice -Mayor Linda Kinchen Councilmember Bob McPartlan Councilmember Ed Dodd Councilmember Albert Iovino The Mayor thereupon declared this Resolution duly passed and adopted this 17'd day of September, 2018. ATTEST: Jeanette Williams, City Clerk CITY OF SEBASTIAN, FLORIDA M. Jim Hill, Mayor Approved as to Form and Legality for Reliance by the City of Sebastian Only: By: James Stokes, City Attorney 15 of 25 City of Sebastian, Florida Financial Policies ATTACHMENT TO RESOLUTION R-18-30 City of Sebastian's financial policies set forth the basic framework for overall fiscal planning and management and set forth guidelines for both current activities and long-range planning. These policies are reviewed annually to assure the highest standards of fiscal management and were formally adopted by the City Council at a public meeting on September 17, 2018. The City Manager and the Management Team has the primary role of reviewing financial actions and providing guidance on financial issues to the City Council. 1. Overall Goals The overall financial goals underlying these policies are: 1. Fiscal Conservatism: To ensure the city is in a solid financial condition at all times. This can be defined as: A. Cash Solvency —the ability to pay bills B. Budgetary Solvency — the ability to balance the budget C. Long Term Solvency — the ability to pay future costs D. Service Level Solvency — the ability to provide needed and desired services 2. Flexibility: To ensure that the city is in a position to respond to changes in the economy or new service challenges without an undue amount of financial stress. 3. Comply with All Statutory Requirements: As set forth by the State of Florida and the City ordinances. 4. Adherence to the highest Accounting and Management Practices: As set by the Government Finance Officers' Association standards for financial reporting and budgeting, the Government Accounting Standards Board and other professional standards. II. Operating Budget Policies The City Administrative Services Department, with support and general direction from the City Manager, coordinates the budget process. The formal budgeting process begins in March and ends in September and provides the primary mechanism by which key decisions are made regarding the levels and types of services to be provided, given the anticipated level of available resources. Revenues and expenditures are projected on the basis of information provided by City departments, outside agencies, current rate structures, historical, data and statistical trends. A. Budget Process The development of the budget is guided by the following budget policies: A budget calendar will be designed each year to provide a framework within which the interactions necessary to formulate a sound budget could occur and ensure that the City complies with State legal mandates. The budget must be balanced for all funds. Total revenues and other available funds must equal total estimated expenditures for each fund (Section 166.241 Florida Statutes requires all budgets to be balanced). 3. All operating funds are subject to the annual budget process and reflected in the budget document. 4. The enterprise operations of the City are intended to be self-supporting; i.e., current revenues will cover current expenditures, including debt service. An administrative service fee will be paid to the General Fund by each enterprise fund. This assessment will be calculated based upon a percentage (ratio of both the number of full-time equivalent employees of the enterprise fund/total number of full-time equivalent employees of the City and ratio of the operating budget of the enterprise funds/total operating budget of the City) of total budgeted General Fund administration expenditures (includes City Council, City Manager, City Attorney, City Clerk, Administrative Services, Management Information Systems, Community Development and Facilities Maintenance). A 2.5 percent administrative service fee will be assessed by the General Fund against the Community Redevelopment Agency (CRA) Fund of the city. This assessment will be based on the total tax increment revenue estimate of the CRA Fund and will be used to reimburse the General Fund for the administrative support services provided to the CRA fund. 16 of 25 City of Sebastian, Florida Financial Policies 5. Pursuant to Ordinance 05-16, stormwater utility fees can be utilized to fund stormwater operations, in addition to capital improvements. In the past, stormwater operations were accounted for in the General Fund and partially reimbursed with transfers from the Stormwater Fund. Beginning with the FY 2019 Budget, stormwater operating expenditures will be directly accounted for within the Stormwater Fund in order to better disclose how the fees are being used. 6. In no event will the City of Sebastian levy ad valorem taxes against real property and tangible personal property in excess of 10 mills, except for voted levies (Section 200.081 of Florida Statutes places this millage limitation on all Florida municipalities.) 7. The City will budget 96 percent of anticipated gross ad valorem proceeds to provide an allowance for discounts for early payment of taxes (Section 200.065 of Florida Statutes states that each taxing authority shall utilize not less than 95 percent of the taxable value.) 8. Deferred compensation retirement programs for employees other than police officers will be fully funded on each payday at 9% of the wages paid. The defined benefit pension plan for police officers will be funded in accordance with the required annual contribution calculated by an independent actuary but no less than 14.6% of the covered payroll. 9. The City will coordinate development of the capital improvement budget with the development of the annual operating budget. Each item included in the capital improvement budget is reviewed for its impact on the operating budget. The review quantifies four main factors, which are maintenance costs, improved efficiency, reduction in liability exposure and savings from taking replaced items out of service. Other considerations include the expectation of generating additional revenue, changes in personnel requirements and consistency with the City's Comprehensive Plan. B. Basis of Budgeting The basis of budgeting for governmental funds (General, Special Revenue, Debt Service Funds, and Capital Project funds) shall be prepared on a modified accrual basis of accounting. This means unpaid financial obligations, such as outstanding purchase orders, are immediately reflected as encumbrances when the cost is estimated, although the items may not have been received. However, in most cases revenue is recognized only after it is measurable and actually available. The budgets for the proprietary funds — Golf Course, Airport and Building Department — are prepared using the accrual basis of accounting. Proprietary funds also recognize expenses as encumbered when a commitment is made (e.g., through a purchase order). Revenues, on the other hand, are recognized when obligated to the City. Purchase orders for goods and services received prior to the end of the current fiscal year will be eligible for payment immediately following the close of the fiscal year. Encumbrances for all other purchases, excluding the capital projects funds purchases, will automatically lapse. The Comprehensive Annual Financial Report (CAFR) presents the status of the City's finances on the basis of Generally Accepted Accounting Principles (GAAP). Since FY 2001, the CAFR has been prepared in compliance with Governmental Accounting Standards Board (GASB) Statement 34 requirements. The CAFR shows fund expenditures and revenues on both a GAAP basis and budget basis for comparison purposes. In most cases, this conforms to the way the City prepares its budget with the following exceptions: 1. Principal payments on long-term debt within the enterprise funds are applied to the outstanding liability on a GAAP basis as opposed to being expended when paid on a budget basis. 2. Capital outlay within the proprietary funds are recorded as assets on a GAAP basis and expended on a budget basis. 3. Depreciation expense is not budgeted. 4. Inventory is expensed at the time it is used. Compensated absences liabilities that are expected to be liquidated with expendable available financial resources are accrued as earned by employees on a GAAP basis as opposed to being expended when paid on a budget basis. 17 of 25 City of Sebastian, Florida Financial Policies C. Guidelines The Comprehensive Annual Financial Report (CAFR) presents the status of the City's finances on a basis consistent with Generally Accepted Accounting Principles (GAAP) (i.e., a statement of net assets and statement of activities are presented on an accrual basis of accounting, including governmental funds, major governmental and proprietary funds are identified, governmental funds use the modified accrual basis of accounting, while the proprietary and trust funds use the accrual basis of accounting.) In order to provide a meaningful comparison of actual results to the final budget, the CAFR presents the City's operations on a GAAP basis and also shows fund revenue and expenditures on a budget basis for the General, Special Revenue, and Debt Service funds. Current revenues shall be sufficient to support current expenditures. The Administrative Services Department will monitor each fund and make timely budgetary recommendations and adjustments to be sure no expenditures are in excess of appropriations at fiscal year end, which is not permitted under Florida State Statutes. The budget process and format shall be performance-based and focus on goals, objectives, programs, and performance indicators. The budget will provide adequate funding for maintenance and replacement of capital plant and equipment. D. Budget Amendment 1. Changes to total fund appropriations and uses of contingency appropriations may only be approved by the City Council, 2. Shifts in appropriations within fund totals may be done administratively on the authority of the City Manager. In most cases the City Manager will request City Council's approval, since any significant item prompting the change will usually go to the City Council (e.g., award of contract, additions to staff, contract change order). Procedures for transfers between appropriations and delegation of budget responsibility will be set by the City Manager. 3. A Budgetary Control System will be maintained to ensure compliance with the budget. Monthly operating statements are provided to all Department Heads and Quarterly budget status reports will be provided to the Citizen's Budget Review Board and the City Council comparing actual versus budgeted revenue and expense activity for all budgeted funds. E. Planning The City will annually prepare and distribute to departments and the City Council a Five -Year Forecast for the period beyond the next fiscal year. The forecast will include estimated revenues, operating costs and future capital improvements included in the capital improvement plan, as well as projected fund balances. III. Revenue Policies A. Revenue Projections The City shall estimate its annual revenues by objective and analytical processes. The City shall maintain a diversified and stable revenue system to the extent provided by law to insulate it from short-term fluctuations in any one revenue source. B. User Fees The City shall recalculate on an annual basis the full cost of selected activities currently supported by user fees and charges to identify the impact of inflation and other cost increases. The City shall set fees and user charges for the Golf Course and Building Enterprise Funds at a level that fully supports the total direct and indirect costs of their respective operations, including any debt service and depreciation. 18 of 25 City of Sebastian, Florida Financial Policies IV. Performance Measurement Policies A. Establishing Performance Requirements Annually, each department shall develop departmental performance measures that correspond with the department programs and file them with the City Manager's Office. Goals should be related to core services of the department and should reflect stakeholder needs. The measures should be of a mix of different types, including effectiveness, efficiency, demand and workload. Measures should have sufficiently aggressive "stretch" goals to ensure continuous improvement. ➢ Workload — Measures the quantity of activity for a department (e.g., number of calls responded to). ➢ Demand — Measures the amount of service opportunities (e.g.. total number of calls). ➢ Efficiency — Measures the relationship between output and service cost (e.g., average cost of the response to a service call). Effectiveness — Measures the impact of an activity (e.g., percent of people who feel safe). Department Directors shall establish performance measures for each program within their department. These must be linked to the department wide goals and objectives being supported. Systematic and cost effective methodologies must also be developed to monitor and project the established performance measures. Supervisors shall insure that fair, objective and aggressive performance measures are identified for each employee or work group that directly supports program goals and objectives and that an evaluation of the success in accomplishing departmental measures are part of the employee's annual performance review. B. Reporting Performance Quarterly summaries of progress on goals and objectives and departmental performance measures will be provided to the Chief Financial Officer for publishing in the City Council's Quarterly Budget to Actual Report. V. Investment Policies A. Investment Management The City Administrative Services Department shall perform a cash flow analysis of all funds on a regular basis. Disbursement, collection, and deposit of all funds will be scheduled to insure optimum cash availability. When permitted by law, the City shall pool cash from each respective fund for investment purposes. The City's Chief Financial Officer shall select and manage all City investments. Investments shall always be made with the priority focused on achieving safety, liquidity and optimal return of the investments, Further detail on allowed investments is contained in a separately published investment policy. B. Investment Analysis The City's Chief Financial Officer shall review its investment policies established for investing surplus funds to account for changes in legislation and market conditions on a regular basis. The City's Chief Financial Officer shall prepare quarterly investment portfolio reports containing information on the securities being held and the returns of each investment category. The City's Chief Financial Officer shall meet and discuss any changes in investment strategies or differences in investment holdings with an Investment Committee consisting of the City's Chief Financial Officer, the City Manager and a third person selected by the City Manager. 19 of 25 City of Sebastian, Florida Financial Policies VI. Capital Improvement Program Policies A. Capital Improvement Plan The City shall adopt an annual Capital Budget based on the Capital Improvement Plan and make all capital improvements in accordance with it. Future capital improvement expenditures necessitated by changes in population, real estate development, or in economic base will be calculated and included in the capital improvement plan projections. The City will determine and use the most prudent financial methods for acquisition of capital improvement projects based upon market conditions at the time of acquisition. Capital Replacement Programs — The City shall forecast capital replacement and maintenance needs for at Ieast five-year periods beyond the budget year and update this projection each year. From this, a maintenance and replacement schedule shall be developed and implemented. Funding for capital replacement may be obtained through excess year-end surpluses as identified in the Use of Surplus Policies. Maintenance programs shall be paid for on a pay-as-you-go basis. The City will determine and use the most prudent financial methods for acquisition of capital equipment, based upon market conditions at the time of acquisition. B. Definition Capital improvements include streets, buildings, building improvements, park expansions/improvements, new parks, airport runways, infrastructure improvements, and acquisitions of equipment. Projects in the Capital Improvement Program generally cost more than $750 and last at least five years (with the exception of computer software if $5,000 or greater). For accounting purposes, these lesser cost capital items are often included, in order to easily reconcile the initial year with the capital accounts budgeted in that year's Operating Budget. Significant allocations to some programs that do not meet the definition of capital items may also be reflected in the Program in order to present the complete financial plan, although they may ultimately be accounted for as operating expenditures. C. Alignments The City shall coordinate the development of the Capital Improvement Program plan with the development of the Operating Budget, as well as ensuring compliance with the Comprehensive Plan Capital Improvement Element. Future operating expenditures and revenues associated with new capital improvements will be projected and included in the Capital Improvement Program Forecasts. D. Project Approvals Capital projects submitted for approval must be justified in terms of how the project supports the achievement of the City's strategic priorities. The originating department of the capital improvement project will identify the estimated costs and impacts on revenue and operating costs for each capital project proposal. Projects are prioritized and approved based on the relevancy of the project to the City's strategic plan and the impact on the end stakeholder(s). E. Maintenance The City shall maintain all capital assets at a level adequate to protect the City's capital investment and minimize future maintenance and replacement costs. F. Physical Inventory An annual physical inventory will be conducted to ensure that all capital assets listed in the City's financial system are accounted for, and that sufficient internal control over capital items is exercised. Further detail on capital purchases and dispositions is detailed in a separately published policy. 20 of 25 City of Sebastian, Florida Financial Policies VII. Debt Management Policies A. Market Review The City's Chief Financial Officer, in conjunction with the Financial Consultant, shall review its outstanding debt annually for the purpose of determining if the financial marketplace will afford the City the opportunity to refund an issue and incur less debt service costs. In order to consider the possible refunding of an issue, a present value savings of at least three percent (3%) over the life of the respective issue should be attained. B. Debt Financing for Capital Assets 1. Short-term Borrowing Short-term borrowing or lease/purchase contracts should only be considered for financing major operating capital equipment when the City's Chief Financial Officer, along with the City's Financial Consultant, determines that this is in the City's best financial interest. Lease/purchase decisions should have the concurrence of the appropriate department/division head and should consider the net cost after factoring in anticipated maintenance expenditures. 2. Issuance of Long-term Debt When the City finances capital projects or purchases by issuing long-term debt, it shall amortize the debt over a term not to exceed the average useful Iife of the project(s) financed. Financing utilizing bank notes will be preferred to avoid the higher issuance cost typically incurred with bonded debt. Except in the most unusual instances, the City will seek competitive bids to assure it selects the financial institution with the most advantageous terms. If General Obligation Bonds are issued, the City's goal will be to Iimit the maturity to fifteen (15) years. When possible, the City shall use a special assessment or self-supporting financing instead of general obligation bonds, so those benefiting from the improvements will bear all or part of the cost of the project financed. C. Debt Service Levels Annual General Fund debt service expense, if any, will be limited to eight percent (8%) of the General Fund expenditures budget. The City will limit its total outstanding General Obligation debt, if any, to five percent (5%) of the assessed valuation of taxable property. The City will limit the amount of Variable Rate debt to fifteen percent (15%) of the total debt outstanding. D. Bond Ratings and Full Disclosure The City recognizes the importance of favorable bond ratings by the various rating agencies. Bond ratings will be obtained when bonds are issued and will be regularly updated for the term of the issue. The City's Chief Financial Officer, along with the Financial Consultant, shall periodically review possible actions to maintain or improve its bond ratings and shall maintain good communications with bond rating agencies and its bond insurers about its financial condition. The City's Chief Financial Officer shall coordinate all communications to ensure a professional and factual response to any inquiries. The City shall follow a policy of "full disclosure" in its Comprehensive Annual Financial Report and bond prospectuses. The City's Chief Financial Officer shall assure that all legally required filings are made in regard to outstanding financings. 21 of 25 City of Sebastian, Florida Financial Policies E. Decision Making and Analysis The City's strategic planning and budgeting decisions are based on a number of processes currently in place. The specific tools used are: Citizen Advisory Boards — (e.g., Citizens Budget Review Board) are teams made up of Residents and City staff to address specific concerns and provide direction and feedback; Master Planning — Specific functions and processes are included in written plans, such as the Comprehensive Plan, Stormwater Master Plan, Community Redevelopment Agency Master Plan and the Airport Master Plan; ❖ Fiscal Impact Model — Allocation methodology that quantifies average and marginal revenues and the costs of new development by land use type; Revenue Forecasting Model — Statistical time series analysis and tracking model of major revenue sources; Performance Measurement System — Quarterly performance evaluations and reports; ❖ Capital Budgeting Tools — Present Value Payback, Net Present Value Analysis, Own/Lease Analysis, and Return on Investment (ROI) Analysis; ❖ Five -Year Financial Plan — Multi-year forecasting of revenues and expenditures beyond the next budget year for all major City funds; ❖ Ten -Year Fleet Replacement Program — Equipment maintenance and replacement schedule covering the useful life of all vehicle classes; ❖ Ten -Year Equipment and Maintenance Program - maintenance and replacement schedule covering the useful life of all equipment, other than vehicles; Financial Trend Monitoring System — Systematic analysis of major financial indicators; VIII. Fund Balance Policies On an annual basis, after the year-end audit has been completed, but no later than April 1, the City's Chief Financial Officer shall update schedules of all fund surpluses and deficits, with projections of reserve requirements and any plan for the use of any excess surplus for the current year in accordance with the Financial Balance Policies and Use of Surplus Policies. This will be reviewed to ensure compliance with stated and adopted policies, but also to analyze the total reserve and surplus picture to ensure that the policies as adopted do not inadvertently create adverse effects. The City's Chief Financial Officer shall provide recommendations to the City Manager for any changes to the Fund Balance Policies and Use of Surplus Policies based on needs identified in this analysis. A. General Fund uncommitted and unassigned fund balances will be maintained at a target amount of five million dollars ($5,000,000) for declared natural disasters. This approximates an amount calculated to sustain City operations in the aftermath of unforeseen or emergency events, such as hurricanes declared to be natural disasters. Key assumptions of this calculation are: a. That damage to City -owned and private property will amount to a loss of no greater than 30% in overall property values; b. That the damage occurs after the maximum proposed millage is established for the next fiscal year, resulting in up to a year's delay before there is the option of increasing property tax revenues; c. Property taxes, franchise fees, utility service taxes and other revenues will decline; d. There would be significant public safety and public works employee overtime; large outlays for debris removal; plus expenditures for repairing and replacing City facilities; 22 of 25 City of Sebastian, Florida Financial Policies e. Reimbursements from insurance claims will occur within six months and FEMA claims will occur within a year; f. Should this balance become less than a minimum of three and one-half million dollars ($3,500,000), the City shall restore it to the target balance by allocating no less than 25% of the projected shortage in each succeeding fiscal year's budget. B. In addition, the City shall assign any General Fund operating surplus for the fiscal year (revenues in excess of expenditures) to restore the Capital Renewal and Replacement Reserve to a balance no greater than $275,000. This Reserve is assigned for the purpose of allowing the City Manager to immediately proceed with repairing or replacing essential equipment or facilities in instances where those items have not been budgeted. Such expenditures shall be governed by the purchasing thresholds set by City Code Section 2-10. The necessary budget adjustments for these items shall be reported to and approved by the City Council along with the next Quarterly Financial Report. Should the City Manager determine that it is necessary to use these balances toward Enterprise Fund expenses, those transactions shall be recorded as loans. C. Consideration shall also be given to establishing extra cushions for unanticipated events or extraordinary expenditures, such as: a. Uncontrollable shortfalls in intergovernmental revenue occurring due to poor economic conditions at the State and National levels or the willful political action of those attempting to undermine home rule and the effectiveness of City government. (General Fund receives about $3.7 million each year from Communication Service Taxes, State Revenue Sharing, Motor Fuel Taxes and the Half -cent Sales Taxes which is about 30% of its total revenues); b. Significant payouts of unused employee leave accruals at the time they terminate. These are typically manageable by covering them from the relevant department's other budgeted funds but the departure of 100% of the employees would create a total payout of about $1.4 million in wages alone. In response to some emergency situations, the City could be faced with excessive voluntary departures or perhaps mandatory layoffs due to the financial situation. c. Unanticipated expenditures on capital outlays or capital replacements of such a magnitude that are beyond the possibility of immediately funding within any legal or normally reasonable means. (1) Although financing from financial institutions may be feasible in certain isolated cases, this possibility may not be available should those creditors have to also consider other events the City could be dealing with at the time. (2) Additional cushions could be established in certain Special Revenue Funds (Local Option Gas Tax, Discretionary Sales Tax, Community Redevelopment Agency and Stormwater Utility Funds) as a capital reserve for this purpose. d. The unfunded Police Pension Fund Actuarial Accrued Liability is also something that could possibly be a concern. Annual contributions to the pension plan are calculated to cover the vested benefits being accumulated by the Police Officers but the deficit occurs when plan changes are made or when assumptions are changed or when certain assumptions such as investment income do not materialize. An immediate payout is not required, since repayment of the deficit is allowed to be amortized and calculated into future annual payments. Not long ago, these deficits were exaggerated by politicians and this alarmed the public. Some consideration could be given to either paying more than required on the annual requirement or establishing another cushion of cash reserves in case political forces create a mandate in the future to pay off the deficit. e. Localized emergencies that may not be eligible for insurance or FEMA reimbursement, such as flooding, tornados, sink holes, earth quakes, civil disorders, terrorism, explosions, fires, etc. Emergencies of this nature would most likely impact operational accounts such as overtime pay expenditures and utility tax and franchise fee revenues. To the extent possible without increasing tax rates, a cushion of some amount would be warranted. 23 of 25 City of Sebastian, Florida Financial Policies D. Target amounts should be established and reviewed annually during the budgeting process for each of the above. Generally, the targets would be calculated as a reasonable percentage of the total based on a rational analysis of the perceived likelihood of the event actually occurring and amounts that would be sufficient to reduce the negative impact of the event to acceptable levels. Replenishment of established target amounts should be considered on the basis of restoring them to the target as soon as reasonably possible without further damaging ongoing levels of service to the public. E. In some instances, the City's Golf Course, Airport and Building Enterprise Funds may be impacted by the foregoing emergency conditions. Certainly, the Golf Course and Airport do not currently have the resources that might be necessary to effectively restore their operations. While considering the level of targeted cash reserve balances in the General Fund and Special Revenue Funds, it must be recognized that these operations may also need financial assistance to recover. F. In conclusion, the following Fund Balance Policies for funding amount targets will be in effect: a. Declared National Disasters - $5,000,000 Target Balance. b. Capital Renewal and Replacement Reserve — Replenished Up to $275,000 from Operating Surpluses. c. Shortfalls in Intergovernmental Revenues — $370,000 Based on 10% of Annual State Revenues. d. Employee Leave Accrual Payouts — $350,000 Based on 25% of Accumulated Liability. e. Capital Outlay Reserve — Set Aside 5% in Certain Special Revenue Funds: i. Local Option Gas Tax — $37,000 based on 5% of budget of gas taxes. ii. Discretionary Sales Tax— $175,000 based on 5% of budget for sales taxes. iii. Community Redevelopment Agency — $19,000 based on 5% of budget for tax increment receipts. iv. Stormwater Utility— $100,000 based on 5% of budget for stormwater fee receipts. f. Unfunded Police Pension Liability — Address this by increasing annual contribution when possible. g. Localized Emergencies — The severity of such events is difficult to envision, thus it is assumed that other balances would have to be utilized. h. The total funding target for General Fund to cover items a, b, c and d. would be $5,995,000, which exceeds current balances. These are to be fully funded as soon as possible by Operating Surpluses that exceed amounts needed to replenish the Capital Renewal and Replacement Reserve. IX. Use of Surplus Policies It is the intent of the City to use all uncommitted or unassigned surpluses to accomplish three primary goals: meeting fund balance policies, avoidance of future debt, and reduction of outstanding debts or liabilities. The City will always avoid using fund balances or year-end surpluses to cover ongoing operating expenses. A. Any surpluses realized in the General Fund may, after fully satisfying the fund balance targets, may be used for the following purposes, Iisted in order of priority: Additional Payments to the Police Officers Pension Trust Fund. Such payments would reduce the Unfunded Actuarial Accrued Liability and lower the required annual contributions. -)0- Additional Capital Replacement or Maintenance Programs. Excess reserves may be budgeted to implement additional capital renewal and replacement programs, such as vehicle or equipment replacements or projects to improve City facilities. ➢ Cash Payments for Capital Improvement Program Projects. Using cash to purchase capital items that may otherwise to be purchased with the proceeds from debt will reduce the future debt burden of the City. This strategy may be beneficial but a financial analysis should be performed to determine the greatest net present value savings. 24 of 25 City of Sebastian, Florida Financial Policies A Cemetery Permanent Trust Fund. After all other needs have been satisfied, excess surpluses may be transferred to the Cemetery Permanent Trust Fund established to care for the Cemetery. The amounts transferred shall be deemed corpus to the Cemetery Trust fund for funding Cemetery care and maintenance. A Riverfront Redevelopment Agency. After all other needs have been satisfied; excess surpluses may be transferred to the Riverfront Redevelopment Agency that has been established to provide infrastructure and public facility needs in that area that will result in increased property values. B. Special Revenue Fund Surpluses Local Option Gas Tax Revenue Fund — A target reserve will be maintained in an amount equal to five percent (5%) of the annual budgeted gas tax receipts to alleviate the impact of a decline in amounts of collected revenue and to provide sufficient funds for unanticipated transportation expenditures. Surpluses projected five years beyond the budget year may exceed the target or be allocated toward additional eligible projects or programs. Discretionary Sales Surtax Revenue Fund — A target reserve will be maintained in an amount equal to five percent (5%) of the annual budgeted sales tax receipts to alleviate the impact of decline in amounts of collected revenue and to provide sufficient funds for unanticipated replacements of eligible capital improvements or equipment. Surpluses projected five years beyond the budget year may exceed the target or also be programmed toward additional eligible capital infrastructure, payoff of the outstanding Stormwater Bank Notes or forgiveness of some of the advances made for the construction of Airport Hangars A and B. Community Redevelopment Agency — A target reserve will be maintained in an amount equal to five percent (5%) of the annual budgeted tax increment receipts to alleviate the impact of a decline in amounts of collected revenue and to provide sufficient funds for unanticipated projects or programs. Surpluses projected five years beyond the budget year may exceed the target or also be programmed toward additional eligible projects or programs that may be identified in the future. Parking In -Lieu -Of Fund -- Surpluses will be used to fund projects that add vehicle parking facilities or may be held in reserve for projects that may be identified in the future. Recreation Impact Fee Fund — Surpluses will be used toward additional projects to provide additions or improvements to Parks and Recreation facilities or may be held in reserve for projects that may be identified in the future. (Note that impact fee payments must be refunded if not appropriated within seven years). Stormwater Utility Revenue Fund — A target reserve will be maintained in an amount of five percent (5%) of the annual budgeted Stormwater fee receipts for the purpose of alleviating the impact of an unanticipated decline in amounts of collected revenue and to provide sufficient funds for unanticipated capital improvements. Surpluses projected five years beyond the budget year may exceed the target or be programmed toward additional programs or eligible capital projects or be used for paying off the Stormwater Bank Notes. X. Reporting and Analysis To ensure compliance with the adopted financial policies, the Administrative Services Department shall prepare analyses in conjunction with the annual budget process to assist departments/divisions with budget projections. The analyses include the following: ➢ Five -Year Forecast of Revenues and Expenditures — Planning tool used by the Administrative Services Department to forecast and project various funds (General, Local Option Gas Tax, Discretionary Sales Tax, Recreation Impact Fees, Riverfront CRA, Stormwater Utility, Golf Course, Building, and Airport). ➢ Financial Trend Monitoring System -- Set of financial trends and ratios used as leading indicators and as a measurement of relative performance. ➢ Revenue Manual — Guide to the major revenue sources that indicates the source, calculation, legal requirements, historical trends and accounting guidelines. Updated annually and included in the annual budget document. ➢ Fund Balance and Reserve Analysis — The City's Chief Financial Officer will review the fund balance and reserve levels and produce a report annually on reserve levels as compared to policy goals. 25 of 25