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Home My WebLink About01-07-2019 BAC Agendamor SEBASTIAN HOME OF PELICAN ISLAND SEBASTIAN BUDGET REVIEW ADVISORY COMMITTEE AGENDA 6:00 P.M. MONDAY — JANUARY 7, 2019 CITY HALL 1225 MAIN STREET a. Call to Order b. Pledge of Allegiance c. Roll Call d. Introduction of Members e. Selection of Chairperson f. Selection of Vice -Chairperson g. Approval of Minutes: a. Meeting of August 6, 2018 h. Review of Fourth Quarterly Report — FY 2018 i. Review Budget Calendar and Discuss Next Meeting Date (Monday, January 14, 2019) j. General Discussion by Members k. Public Comments I. Adjourn Agenda Attachments: Minutes for Meeting of August 6, 2018 Fourth Quarterly Report — FY 2018 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. CITY OF SEBASTIAN CITIZENS BUDGET REVIEW ADVISORY COMMITTEE MINUTES OF REGULAR MEETING AUGUST 6, 2018 1. Chairman Napier called the Citizens Budget Review Advisory Committee Meeting to order at 6:00 p.m. 2. Pledoe 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 Absent Mr. Michael Frank -- Excused Also Present Mr. Kenneth Killgore, Administrative Services Director/CFO Ms. Cynthia Watson, Human Resources Manager Ms. Janet Graham, Technical Writer 4. Approval of Minutes A. Minutes of July 9, 2018 Mr. Napier called for any additions or corrections. Mr. Hoffman mentioned an item on Page 2 under Section 5(a) in the second paragraph, third line, where it is written 4.3 it should be 3.4. Mr. Killgore agreed. Motion to accept the Minutes as amended was made by Mr. Hoffman, seconded by Mr. Herlihy, and approved unanimously by voice vote. 5. Unfinished Business A. Budget Update by Ken Killgore, Administrative Services Director/CFO CITIZENS BUDGET REVIEW ADVISORY COMMITTEE PAGE 2 MEETING MINUTES OF AUGUST 6, 2018 Mr. Killgore stated there was an updated draft of the proposed budget posted to the City's website on August 3. He then reviewed the changes that have been made since the previous draft. The negotiated price for the employees' group insurance has been finalized, which was at a 5% increase. That enabled the amount of $118,000.00 to be set up in an account titled a "Special Projects Contingency Account." This account was created because of concern about the monies being spent on storm water and roads, etc., so that this may be of assistance depending on what is decided during the final budget approval process and/or depending on activities during next year where there is a need for additional funding. He also announced that there have been negotiation meetings set up for next week. Other than that, there are no changes. As far as the general budget is concerned, regarding the Local Option Gas Tax, the Railroad notified the City that the Schumann Drive railroad crossing is slated for some extensive repairs--$59,000.00. That still leaves $401,100.00 for road work plus $100,000.00 for Indian River Drive improvements. The amounts that were allocated for sidewalks and signage, etc. were reduced slightly so as to balance the Gas Tax Fund budget. Regarding the enterprise fund and the storm water fund, adjustments were made for health insurance costs, but there have not been any adjustments for any wage changes. He proposed that, unless the Committee has any significant changes from what has previously been discussed, this would be the Committee's last discussion on the budget unless there are any major differences when he makes his presentation to City Council this coming week. Mr. Hoffman: • Asked for clarification of the difference between the "Special Projects Contingency Account" and the R&R account. Mr. Killgore explained that the R&R account is for unexpected items that come up such as repair or replacement of items or equipment. Special Projects is for supplementing monies that might be needed for road work or storm water improvements. Mr. Hoffman inquired if it has been specifically delineated for those projects, or is this something that can be changed. Mr. Napier interjected that City Council has the CITIZENS BUDGET REVIEW ADVISORY COMMITTEE PAGE 3 MEETING MINUTES OF AUGUST 6, 2018 option of designating it so that it can only be used for what it is designated for, and it could not be changed unless Council changes it. • Asked regarding the Building Department, if there has been a decrease in the number of permits issued, etc., why is there a need for an additional one and a half employees. Mr. Killgore stated that the Fire Marshal responsibility is being handled by a Building Department official; thus, he is not always able to be out in the field when needed. Plus, there are the annexations that are being considered by City Council that will be needing inspections, etc. So with these changes, there will be ample work to support the additional personnel. Mr. Herlihy: • Inquired whether it is finalized that the Fire Marshal position will be the responsibility of the City. Mr. Killgore stated yes, that is the City's position. • Asked for clarification of whether the number of building permits is decreasing, as there seems to be a lot of building going on in the City. Mr. Killgore said that when the budget projections for the next year were made, there was not expected to be a large increase from the current year projections. • Commented on the "Unrestricted Fund Balance." He inquired whether there was an influx of FEMA funds. Mr. Killgore stated that in April 2018 the City received approximately $1.4 million in FEMA recoveries from Hurricane Matthew, which has brought the fund up to almost $5 million. The City is still months away, however, from receiving any additional monies from FEMA. Ms. Ring: • Regarding the "Special Fund," she asked if City Council can spend the fund on whatever they deem necessary, regardless of what this Committee recommends. Mr. Killgore explained that this new account is only staffs recommendation, and it is Council's option whether or not to change it. 6. Public Inout -- None 7. New Business A. Review of Third Quarter Financial Report CITIZENS BUDGET REVIEW ADVISORY COMMITTEE PAGE 4 MEETING MINUTES OF AUGUST 6, 2018 Mr. Killgore stated it has the same format as in past quarters, and he is asking for input on ways to improve the format so as to make it more user friendly. He reviewed the information in the report and described that there were additional appropriations needed in the Police Department. There were also additional payouts to the prior City Manager for his leave time, etc. He is still waiting for FEMA funds regarding Hurricane Matthew of about $142,000.00 and regarding Hurricane Irma which should be around $600,000.00. He is projecting the department expenditures will total about 97% of projections for the year. Revenues have come in slightly over budget. As far as projects, he is projecting that a minimal number of projects will be carried forward to next year. He then asked for questions or comments from the Committee. Mr. Hall: • Regarding the Adjustments section of the report, he would like to see more detailed information as well as a total amount for a certain department if there are several entries for that department. Mr. Killgore stated he will address that. Mr. Herlihy: • Regarding Exhibit A for the third quarter resolution, it indicates a fairly large payout for the former City Manager, and Mr. Killgore stated there was. • Mentioned several projects that were over budget, and he wondered if that should be a concern. Mr. Killgore stated that when that is shown, it is because those projects are partially funded with grant funds, and he is generally not concerned. Mr. Hoffman: • Regarding the police pension fund, he inquired if the return objective has been lowered to the 7% level. Mr. Killgore stated it is down to the 7.3% level. The fund has been diversified, and he is expecting improvement because of that. • Questioned if next year's budget should be increased for the police pension fund. It is Mr. Killgore's opinion that, as we get closer to meeting the investment assumptions, it should be fine to keep the same methodology. • Regarding the golf course, he is concerned about the direction the reserve fund is trending, and he believes it should be included in the General Fund. Ms. Veidt: • Questioned what percent of the golf course budget has been spent. Mr. Hoffman stated administration expenses are listed at almost 110% as of June 30. Ms. CITIZENS BUDGET REVIEW ADVISORY COMMITTEE PAGE 5 MEETING MINUTES OF AUGUST 6, 2018 Veidt asked why that would be so high. Mr. Killgore stated there have been some additional expenses that showed up after the project was closed out. He stated the R&R distribution has not been added in, and that needs to be shown. He will look further into it. Ms. Veidt asked if the project is over budget, and Mr. Killgore answered the Administration Account may be over budget, but the project itself is not over budget. Mr. Napier: • Inquired as to when the earnings assumption was made on the police pension fund, what figure was set. Mr. Killgore stated last year it went to 7.3%. 8. Staff Matters -- None. 9. Committee Matters A. Comments/Discussion by Individual Committee Members Ms. Veldt asked if the Committee members have suggestions for Mr. Killgore, can they just email hm. Mr. Killgore stated he would appreciate any members coming to him or emailing him with their suggestions. He is not expecting to change anything this year, but is looking to setting it up for next year. Mr. Hall stated it has been a pleasure working with everyone on this year's budget, and if he is on the Committee next year he would like to get their views about different ways of working on the budget. Mr. Napier thanked the staff and the Committee for their hard work regarding the budget. 10. Adiourn There being no further business, Chairman Napier adjourned the meeting at 7:40 p.m. M A Date: anOF R3A HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL FORM COUNCIL MEETING DATE: January 9, 2019 AGENDA ITEM TITLE: Resolution Accepting the 4" Quarter Financial Report and Recognizing Necessary Amendments and Adjustments to the FY 2017-2018 Annual Budget. RECOMMENDATION: Move to approve Resolution R-19-01. 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. Formal approval by the City Council was given during the quarter for a few adjustments requiring City Council action. In accordance with the authority given by the Annual Budget Resolution, the City Manager has approved other budget transfers between accounts within Departments and made adjustments necessary to "implement programs, projects and expenditures authorized by the City Council". Thus, the City Manager's adjustments included budget changes to reallocate funds to and from expenditure accounts and capital projects as necessary during the quarter. All the above adjustments have been listed in Exhibit "A" that is an attachment to the Resolution. A new formatting of Summary Report and Exhibit "A" has been developed. The Summary Report is now designed to incorporate estimated revenues and expenditures in order to show the net available funds that are expected by the end of the year. Exhibit "A" is changed to show the balances in the affected accounts before and after the adjustments were made. Any comments or suggested changes to these formats are welcomed. IF AGENDA ITEM REQUIRES EXPENDITURE OF FUNDS: Total Cost: As per Exhibit "A" of Resolution Amount Budgeted in Current FY: N/A Amount of Appropriation Required: As per Exhibit "A" of Resolution Fund to Be Utilized for Appropriation: N/A Administrative Services Department Review: ATTACHMENTS: Resolution No. R-19-01 and Exhibit "A" Quarterly Financial Report for the Quarter Ended September 30, 2018 City Manager Authorization: Date: RESOLUTION NO. R-19-01 A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA RECOGNIZING AMENDMENTS AND ADJUSTMENTS TO THE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2017 AND ENDING SEPTEMBER 30, 2018 AS PROVIDED FOR IN EXHIBIT "A'; PROVIDING FOR CONFLICTS; PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, an analysis of the revenues and expenditures for the three (3) months that ended on September , 2018 indicated that no additional budget amendments require formal approval by the City Council and that previously approved amendments and adjustments should simply be recognized; and WHEREAS, the City Council and City Manager have previously approved any other necessary amendments and 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, 2017 and ending September 30, 2018 has been amended and adjusted as necessary within the quarter ending September 30, 2018; a summary of such amendments and adjustments being attached hereto and more particularly identified as Exhibit "A'; the revised appropriations, if any, are set out therein and are recognized as having been 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. 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 the City Council by filing a corrected copy of same with the City Clerk. Section 4. This Resolution shall become effective immediately upon its adoption. It was moved for adoption by Councilmember The motion was seconded by Councilmember vote was as follows: Mayor Jim Hill Vice Mayor Linda Kinchen Councilmember Bob McPartlan Councilmember Ed Dodd Councilmember Albert Iovino and, upon being put to a vote, the The Mayor thereupon declared this Resolution duly passed and adopted this 9s' day of January 2019. ATTEST: Jeanette Williams, MMC City Clerk CITY OF SEBASTIAN, FLORIDA LE Mayor Jim Hill Approved as to form and content for reliance by the City of Sebastian only: James D. Stokes City Attorney EXHIBIT "A" OF RESOLUTION R 19-01 SUMMARY OF BUDGET CHANGES FOR ,i,hk+; QUARTER ENDED SEPTEMBER 30, 2018 ADJUSTMENTS PREVIOUSLY APPROVED BY CITY COUNCIL: Project/Account .Building Fund Equipment ;Building Fund Reserves Facilitles Maintenance Buildings General Fund R&R Account A1854 Taxiway C Construction ;FAA Grant Revenue Budget Before Budget Budget After Change Adjustment Change 0 $17,853 $17,853 $427,152 ($17,853) $409,299 $83,759 $22,271 $106,030 $86,200 ($22,271) $63,929 0 $2,215,952 $2,215,952 0 ($2,215,952) $2,215,952 Reason for Adjustment 07/11/18 Uses Reserve Account in Building Fund to replace Inspector Pickup. j 07/25/18 Uses General Fund R&R for painting and carpeting work in the City Council Chambers. 08/13/18 Creates Taxiway C Construction Project using FAA Grant Revenues. ADJUSTMENTS BEING SUBMITTED FOR CITY COUNCIL APPROVAL: Budget Before Budget Budget After Project/Account Change Adjustment Change Reason for Adjustment No further adjustments. ADJUSTMENTS PREVIOUSLY AUTHORIZED BY THE CITY MANAGER: Budget Before Budget Budget After Project/Account Change Adjustment Change Reason for Adjustment l 1A1862 Stormwater Drainage 0 $50,718 $50,718 Creates Project to capture engineering 'A1764 Oyster Pointe Drainage $136,050 ($50,718) $85,332 cost on the Tiki Bar Improvements. ----------------------------------------------------------------------------------------------------------------------------------------- Administrative Services Capital 0 $1,491 $1,491 Administrative Services $130=844 Covers purchase of adjustable desk. j Operating_Accounts------------------------------------------------($1,491) ----------------- $132,335--------($1,491)------ ---------------------------------------------- -A1806 Evidence Building $20,000 ($13,652) $6,348 Fixtures Closes Project and reduces DST Fund Small Tools and Equipment 0 $2,215 $2,215 Transfers that will be necessary. DST Fund Transfers F---•-•----•-------------------•----------- ($, 000) $11 437 ,20 ($8f 563) - A1750 AWOS System $105,347 $478 $105,825 ClosesProjects using remaining funds in - A1853 Airport Entrance Signage $20,411 $2,237 $22,648 Airport Security Cameras Project. A1850 Airport Security_ Cameras_________ -------------------------------- $79,589 ________�$2,7151_ - - - - $76,874 ------- •-- ---- ____________________________________________ i A1812City Hall Security System 0 $48,000 $48,000 Adds City Hall Security System Project ;A1850 Airport Security Cameras $76,874 $16,000 $92,874 and modifies Airport Security Cameras FDOT JPA Grant Revenue ($64,0001______($64:000� Project using added FDOT Grant funding. =--- -•---------- ----- ------------------------------- _A1825 Cemetery Expansion ___0_ ------ 0 ----- $40,000 $40,000 --------------------------------------------- Uses Cemetery Trust Funds toward costs Cemetery Trust Fund Reserves_ _ ►. - -- _ _ _ _ _ _ _ $258,574 _ _ _ _ _ _ _�$40,000) $218,574 �.------------------------------------------------- of the Cemetery Sand Hill Expansion. Al 833 Public Works Relocation $100,000 ($13,896) $86,104 Uses part of the design monies on the :A1832 Street Reconstruction ---------------------------------------------------------------------------------- $350,000 $13,896 $363,896 -�---- Public Works Relocation Project to cover _ budget overrun for Street Reconstruction. -------------------------I A1803 Wireless System $5,000 ($1,687) 3 313 Closes Project and reduces necessary DST Fund Transfers _____________ t$5,000} $1:687 �$3,313) _DST Fund Transfers. A1621 Waterfront Restrooms $306,547 $20,012 $326,547 Closeout of Working Waterfront A1764 Oyster Point Drainage ---- --- ---- -•-- --• -- ------ - --- - --------------- $129,100 ------------ ($20,012) ----------------- $109,088 ----------------- Restrooms Project using Oyster Point - Drainage Project funds_------------------- ------- -------------- -� Stormwater Operating Accounts $506,107 $10,000 Covers overage in some accounts with, . ($10,000) $506,107 unused budgets from other accounts. EXHIBIT "A" OF RESOLUTION R-19-01 SUMMARY OF BUDGET CHANGES FOR i tm QUARTER ENDED SEPTEMBER 30, 2018 (CONTINUED) Airport Operating Accounts $212,887 $12.060 Covers overage in some accounts with _ $212,887 unused budgets from other accounts. -- I--- ;------p---- ;- 9------------------------------; Police O eratin Accounts ---------- 616 502 --- ;---------- $12 845 ------------------ -------------------------- Covers overage in some accounts with g _ ___ ____ __ _____ __________ --- ---- ------ --- --- -- ---...---- _______�$12,845) - --- _____ $616,502 -- - _unused budgets from other accounts:_____ -- -- - ,City Council Operating Accounts $32,150 $875 Covers overage in some accounts with =---------------------------------------------------------- -------- _($875 ------------------------------------------------------------------- $32,150 unused budgets from other accounts. Public Facilities Roads Accounts $356,830 $4,600 Covers overage in some accounts with .Operating ------------------------------------------------------ -----------($4,600------ $356,830 ------------------------------------------------------- unused budgets from other accounts. A1611 Police Evidence Building $461,411 ($9,291) $452,120 Closes Project and reduces necessary DST Fund Transfers,_____________________ $461,411 ---------------------------------------------------------------------------------------- $9,291 $452,120 DST Fund Transfers. =A1862 Drainage Projects $6,950 $43,768 $50,718 Applying unused funds for Oyster Point A1764 Oyster Point Drainage -- _ $109.088 _ _ _ ---- _ _ _ ($43,768) _ _ --- ---- - _ _ _ _ $65,320 ---- -- _ Drainage to Other Drainage Projects. _ _ _ _ _ _ -- - -- - •---------------------------• _ _ _ _ _ _ _ �A1900 Computer Upgrades _ _ _ -- 0 $2,877 $2,877 Consolidates remaining balances in Various Computer Projects_______ $2.877 0 various projects into one project. --------- ---------- Cemetery Operating Accounts ------- $26,440 _f$2,877)_ ---------------------------------- $1,108 ---------------------------- Covers overage in some accounts with --- -- -------------------- ---------- ---- --- --- ----------- ----- S- ------------------------------------ $26,440 unused budgets from other accounts. ---------------------------- Parks Operating Accounts $382,734 $3,652 Covers overage in some accounts with �- -------- ------------------------- ---------------- ---- --- _______ $3,652 5--------------------------------------------------------------------- $382,734 unused budgets from other accounts. - Facilities Maintenance Operating Accounts $253,281 $1,000 Covers overage in some accounts with ----- --- -- ------------------- --------5- $1,000 --} ---------------------------------- $253,281 unused budgets from other accounts. ------------------------ arage perating Operating Accounts $31,670 $2,500 Covers overage in some accounts with --- - -------------------------------------------------- partmental Equipment Equipment _ _ _ -- 0 _ _ _ _ _ _M,500 ----------------------------------------------------- $2,918 $31,670 $2,918 unused budgets from other accounts. ---------------------------------------------- Non -Departmental Professional $4,000 ($2,918) $1,082 Covers costs of two AED Units. Services --------------------------------------------------------------------------------------------------------------------------------- ;A1521 Community Ctr. Parking Lot $55,962 ($331) $55,631 Reduction of Recreation Impact Fee Fund -Transfer from Rec. I mpact Fees $55,962 $331 $55,631 transfers to close the Project. r---------------------_ _ _ _ 'Parks Operating Accounts _ _ _ _ _ ------------ $382,734 _ _ _ _ _ _ _ ------------------------------------------------------------------- $1,000 $383,734 Utilizes Donation for purchase of a Sound Contributions and Donations $1,000j/ F-------------------------------------------- $1,000 ______ ($2.000 --� System for the Community Center. ---------------------------------------------- _Administrative Services ,Operating Accounts $130,844 $4,533 Covers overage in some accounts with $130.844 unused budgets from other accounts. f------------------------------------------------- =A1830 Speed Cushions/Signage ---------------($4,533)_____. $5,000 ------- ($5,000) 0 _ --------------------------------------------- Closes Project and reduces Transfers LOGT Fund Transfers _ �$5,000} $5,000 0 from Local Option Gas Tax Fund. .A1807 Police Portable Radios 58164 $8,000 $66,164 Adjust Project Cost for the value of the old A1807 Contributions/Donations 0 ($8:000) radios that were traded _in________ - -of- - -- --- -- ---------------- ----- -- - ----_________ A1805 Police Mobile Radios ----------- ________($8,000) $350,000 -- ---- - $2,400 ... -- -- --- $352,400 _portable - - Adjust Project Cost for the value the old A1805 Contributions/Donations 0__ S$2,4Q0�_______ �$2,400) radios that were traded in. ------------------------------------------------------ A1810 1215 Indian River Drive ------- $800,000 ($42,089) $757,911 _mobile ------------------------------ Closes Project and reduces Transfers .DST Fund Transfers $42_089 --------------------------------------------------------------- $507,911 from the DST Fund. ----------------------------------------- A1824 Working Waterfront #3 ___�$550,000) $25,450 $250 $25,700 Adjustment to cover expenditures needed DST Fund Transfers _____________________�$25:450) __________�$250�______S$25,700) F- - ----- -------------- --- _in advance of grant approval. --------•------------------------ 'Police Vehicles and Equipment 0 $36,465 $36,465 Covers expenditures on Capital Items with Police Operating Accounts _ _ _ _ _ _ _ _ _ _ --------- _ _ _ _ $616,502 ---------------- t$3fi,465) ----------------------------------------------------------------------- $580,007 unused budgets from other accounts. A1850 Airport Security Cameras___-_-_ =----------- ----------- ---------- $92,874 ________�$fi,393) --- --- ---- - ---- - _____ $86,481 -- --- ----- Closes Project and reduces Transfers - DST Fund Transfers ($92,874) $6,393 ($86,481 from the DST Fund. CITY OF SEBASTIAN QUARTERLY FINANCIAL REPORT FOURTH QUARTER ENDING SEPTEMBER 30, 2018 SUMMARY THE FOURTH QUARTER FOR GENERAL FUND ENDED UNASSIGNED RESERVES ARE $4,964,250. CASH FLOW WITH 114% OF BUDGETED REVENUES BEING RECEIVED LOANS FOR THE GOLF FUND AND THE AIRPORT AND DEPARTMENTS HAVING SPENT 103% OF THE CONSTRUCTION FUND RESULT IN THE NET AVAILABLE AMOUNTS BUDGETED DUE TO IRMA. AMOUNT OF $3,943,450. GENERAL FUND SUMMARY Budget YTD % Beginning Fund Balance $ $ 4,507,146 Ad Valorem Taxes 4,524,624 4,535,279.45 10020/u Franchise Fees 1,333,454 1,316,792 98.8% Utility Taxes 2,026,498 2,059,553 101.6% Hurricane Recoveries 1,438,079 n/a Intergovernmental 2,796,959 2,950,149 105.5% Charges for Service 404,140 391,054 96.8% Licenses and Other 451,902 611,084 135.2% Transfers In 729,638 704,638 96.6% Total Revenues $ 12,267,215 $ 14,006,628 114.2% From Fund Balance 529,837 n/a Total Sources $ 12,797,052 $ 14,006,628 109.5% City Council 54,893 53,664 973% City Manager 419,335 425,856 101.6% City Clerk 226,010 207,260 91.7°/a City Attorney 101,554 100,267 98.7% Admin Services 657,946 650,705 98.91/0 MIS Division 358,114 385,022 107.5% Police Department 5,599,596 5,653,606 101.0% Public Facilities 3,806,171 3,702,648 97.3% Stormwater Community Dev. 423,493 395,540 93.4% Matthew/Irma Costs - 565,628 n/a Non -Departmental 1,058,688 999,328 94.4% Total Expenditures $ 12,705,800 $ 13,139,525 103.4% Unappropriated 91,252 - n/a Total Uses $ 12,797,052 $ 13,139,525 102.7% Ending Fund Balance 5,374,250 Receivables, Inventory, etc. (410,000) Net Unassigned Fund Balance $ 4,964,250 General Fund Revenue 4000 _ MAdju9ed Budget ■YeaWDA N 3,500 C 3,000 N 2,500 0 2,000 h 1500 1,000 500 ooaa a� e td � r6 a vr1%� oay c�e� p�� GENERAL FUND RESERVES FORECAST Fund Balance R&R Account Fund Balance 10101/17 $ 4,232,146 $ 275,000 Year to Date Revenue 14,006,628 Fund Balance/R&R Changes to Date: Unfinished 2017 Projects (49,200) Manager Search Cost (26,500) July 4th Fireworks (6,167) Manager Leave Payouts (116,066) Hurricane Overtime Cost (128,000) Broadcast Fiber (1,879) U.S.#1 Poles Electric (3,900) Police Air Conditioner (39,721) Cemetery Mower (8,491) Playground Unit (13,368) Playground Mulch (11,558) Concession Roof (5,970) School Air Conditioner (4,305) Parking Lot Curbing (11,320) Sign Shop Plotter (6,194) City Hall Air Conditioner (74,305) Admin.Services Carpet (7,789) Council Chambers Work (22,271) Year to Date Uses $ (325,933) $ (211,071) Other Expenditures (12,602,521) Current Balance $ 5,310,321 $ 63,929 Expected Changes to Year End: Auditor Adjustments - Revenue vs. Expenditures Expected 9130/13 Balance $ 5,310,321 $ 63,929 Receivables, Inventory, etc. (410,000) Adjust R&Rto$275,000 (211,071) 211,071 Expected Unassigned Balance $ 4,689,250 $ 275,000 Due from Golf Fund (535,800) Due from Airport Grants (210,000) Net Available Funds $ 3,943,450 General Fund Expenditures OAdjVedBatBet urearto Date 6Aoo x 5,000 9 0 4,000 ' e 7 3,000 L 2A00 1p00 G\��d p 0N�0, 0`Nc1�0N��ffse"pp�0\' �d�F�\\ F10"os0) 0\ P° G �, Pi CITY OF SEBASTIAN QUARTERLY FINANCIAL REPORT FOURTH QUARTER ENDING SEPTEMBER 30, 2018 SUMMARY THE BELOW CHART REFLECTS AMOUNTS COLLECTED GOLF COURSE RESOURCES ARE AFFECTED BY LOANS OF ELLIGIBLE FEMA AND STATE REUNBURSEMENTS. FROM GENERAL FUND AND THE LOANS FROM THE ANOTHER $356,792 WAS RECEIVED IN NOVEMBER. BUILDING FUND FOR IRRIGATION/CLUBHOUSE WORK. $2,500 Hurricane Reimbursements $2,250 $2,000 $1,750 I pequested Received) $1,5W $1,250 $1,0c0 $750 $500 $250 $_ Matthew Irma Totals 10 Requested; $1,531,744 $674,500 $2,256,244 Received I $1,439,710 $- $1,439,710 EFFECTIVE WITH THE 2018-19 BUDGET, STORMWATER DIVISION OPERATIONS WILL ALSO BE ACCOUNTED FOR WITHIN THE STORMWATER REVENUE FUND. STORMWATER FUND SUMMARY Budget Beginning Fund Balance $ 116,453 $ Stormwater Fees 998,000 Interest 3,535 Total Revenues $ 1,001,535 $ Total Sources $ 1,117,988 $ Operating Expenditures 417,988 Transfer to General Fund 700,000 Total Uses $ 1,117,988 $ Ending Fund Balance Expected Change to Year End: Stormwater Fees and Interest Expenditures Transfer to General Fund Net Available Funds YTD % 266,603 999,092 100.1% 15,888 449.4% 1,014,980 101.3% 1,281,583 231,120 55.3% 700,000 100.0% 931,120 83.3% 350,463 $ 350A63 REVENUES AND EXPENSES FOR THE AIRPORT DO NOT INCLUDE GRANT RECEIPTS AND EXPENSES, AS THESE ARE NOT BEING MATCHED WITH AIRPORT FUNDS. AIRPORT FUND SUMMARY Budget Beginning Resources Rents Fuel Sales Miscellaneous Total Revenues Total Sources Operating Expenses Fuel Purchases General Fund Loan DST Fund Loan Capital Outlay Total Expenditures Total Ending Resources Expected Change to Year End: Revenues Expenditures Expected 9130/18 Balance Due to General Fund Due to DST Fund Net Available Funds 405,016 74,000 74,440 553,456 $ 553,456 $ 441,116 56,000 25,000 24,500 6,840 $ 553,456 $ YTD (630,048) 406,063 103,959 70,683 580,705 (49,343) 346,449 82,689 25,000 24,500 478,638 (527,981) (527,981) 65,000 545,589 82,608 GOLF FUND SUMMARY Budget YTD % Beginning Resources $ $ (1,681,678) Charges for Service 1,274,384 1,147,844 90.1% Pro Shop Sales 55,000 81,460 148.1% Rent 42,000 17,592 41.9% Sale of Carts - 48,605 n/a Miscellaneous 11,514 6,748 58.6% State Grant 50,000 50,000 nla Transfers 149,695 149,695 100.0% Total Revenues 1,582,593 1,501,944 94.9% From Fund Balance 71,583 n/a Total Sources $ 1,654,176 $ (179,734) n/a Operating Expenses $ 1,272,937 $ 1,253,200 98.4% Pro Shop Purchases 35,000 59,803 170.9% Cart Loan Payments 57,406 56,390 98.2% Total Operating Expense 1,365,343 1,369,393 100.3% Capital Expenses 323,949 323,457 99.8% Building Fund Payment 31,744 31,744 100.0% Total Uses $ 1,721,036 $ 1,724,594 100.2% Total Ending Resources $ (66,860) $ (1,904,328) n/a Expected Change to Year End: Revenues Expenditures Expected 9130118 Balance (1,904,328) Due to General Fund 535,800 Due to Building Fund 1,211,174 Net Available Funds (Shorfall) $ (157,354) BUILDING FUND RESOURCES REMAIN AT GOOD LEVELS, EVEN AFTER CONSIDERING THE LOAN TO THE GOLF FUND. BUILDING FUND SUMMARY % Budget Beginning Resources $ 31,486 $ 100.3% Licenses and Permits 635,300 140.5% Charges for Service 12,600 95.0% Fines and Forfeits 4,500 104.9% Miscellaneous 6,700 Golf Fund Loan Payments 31,744 78.5% Total Sources 722,330 147.7% Operating Expenses 607,723 100.0% Capital Outlay 17,853 100.0% Transfers Out (Clear Village) 13,633 0.0% Contingency 83,121 86.5% Total Uses $ 722,330 $ Total Ending Resources Expected Change to Year End: Revenues Expenditures Expected 9130/18 Balance Due from Golf Fund Net Available Funds YTD 1,302,750 890,339 13,929 5,011 30,508 31,744 971,531 636,701 18,107 653,808 1,620,473 1,620,473 (1,211,174) $ 409,299 140.1 % 110.5% 111 4 % 455.3 % 100.0% 134.5% 104.6 % 101.4% n/a n/a 90.5% CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 9/30/2018 2014/2015 2015/2016 2016/2017 2017/2018 2017/2028 2017/2018 4TH QTR 4TH QTR 4TH QTR 4TH QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET GENERAL FUND TAXES -7,178,016.00 -7,546,774.01 -7,785,255.29 -7,911,624.45 -7,884,576.00 100% LICENSES & PERMITS -147,218.23 -136,614.26 -135,899.23 -165,922.29 -138,500.00 120% INTERGVT'L REVENUE -2,515,809.77 -2,654,804.99 -2,807,990.42 -4,388,227.62 -2,796,959.00 157% CHARGES FOR SERVICE -320,953.80 -326,773.66 -312,759.64 -391,053.96 -404,140.00 97% FINES AND FORFEITS -60,685.29 -72,009.68 -70,411.10 -47,701.30 -55,000.00 87% MISC. REVENUE -257,681.61 -328,119.61 -313,043.23 -397,460.50 -258,402.00 154% TRANSFERS IN -718,306.00 -677,150.60 -663,569.00 -704,638.00 -729,638.00 97% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -529,837.00 0% GENERAL FUND REVENUE -11,198,670.70 -11,742,246.81 -12,088,927.91 -14,006,628.12 -12,797,052.00 109% CITY COUNCIL 50,522.35 48,719.52 53,750.96 53,664.05 54,893.00 98% CITY MANAGER 257,181.01 287,768.63 267,924.98 425,855,85 419,335.D0 102% CITY CLERK 343,529.92 353,079.53 180,697.73 207,259.74 226,010.00 92% LEGAL 103,869.65 94,682.00 68,346.44 100,267.05 101,554.00 99% ADMINISTRATIVE SERVICES 558,458.95 550,158.51 571,114.89 650,704.98 657,946.00 99% M.I.S. DIVISION 184,978.63 199,227.08 165,193.25 385,022.17 358,114.00 108% AUDIO VISUAL 0.00 163,252.96 107,121.26 0.00 0.00 n/a POLICE DEPARTMENT 4,700,070.98 5,006,600.08 5,167,241.70 5,653,605.84 5,599,596.00 101% ENGINEERING 0.00 0.00 604,499.51 24.29 0.00 n/a PUBLIC WORKS 3,711,008.83 3,406,025.10 2,936,388.52 3,702,623.78 3,806,171.00 97% COMMUNITY DEVELOPMENT 213,731.43 253,528.88 214,587.49 395,540.44 423,493.00 93% NON -DEPARTMENTAL 1,102,805.02 1,205,249.38 1,492,113.12 1,564,956.31 1,149,940.00 136% GENERAL FUND EXPENDITURES 11,226,156.77 11,568,291.67 11,828,979.85 13,139,524.50 12,797,052.00 103% LOCAL OPTION GAS TAX TAXES -633,095.83 -646,132.08 -674,778.08 -715,310.85 -683,001.00 105% INTERGVT'L REVENUE -10,050.00 -10,352.00 -12,532.00 -12,908.00 -12,908.00 100% MISC. REVENUE -239.45 -1,792.39 -947.47 -6,685.86 -1,182.00 566% TRANSFERS IN -207,000.00 -200,000.00 -200,000.00 0.00 0.00 n/a FROM FUND BALANCES 0.00 0.00 0.00 0.00 -91,457.00 0% LOGT FUND REVENUE -850,385.28 -858,276.47 -888,257.55 -734,904.71 -788,548.00 93% OPERATING EXPENSES 220,332.92 214,567.87 120,827.57 25,756.26 42,605.00 60% DEBT SERVICE 242,783.29 242,748.10 14,267.50 27,570.45 27,498.00 100% GRANTS AND AIDS 0.00 444,255,40 242,635.30 242,444.90 242,445.00 100% TRANSFERS OUT 136,742.10 0.00 663,423.25 96,793.31 476,000.00 20% TO FUND BALANCE 0.00 0.00 0.00 0.00 0.00 n/a LOGT FUND EXPENDITURES 599,858.31 901,571.37 1,041,153.62 392,564.92 788,548.00 50% DISCRETIONARY SALES TAX TAXES -2,916,092.42 -3,052,153.22 -3,207,904.68 -3,417,585.77 -3,187,750.00 107% MISC. REVENUE -29,239.63 -28,448.97 -15,463.05 -56,845.00 -27,708.00 205% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -1,185,889.00 0% DST FUND REVENUE -2,945,332.05 -3,080,602.19 -3,223,367.73 -3,474,430.77 -4,401,347.00 79% OPERATING EXPENSES 0.00 0.00 3,750.00 0.00 0.00 n/a TRANSFERS OUT 3,534,495.65 2,785,072.78 3,309,345.77 2,563,710.52 3,605,526.00 71% TO FUND BALANCES 0.00 0.00 0.00 0.00 795,821.00 0% DST FUND EXPENDITURES 3,534,495.65 2,785,072.78 3,313,095.77 2,563,710.52 4,401,347.00 58% RIVERFRONT REDEVELOPMENT FUND MISC. REVENUE -37,891.69 -39,019.14 -41,757.59 -46,615.21 -37,878.00 123% TRANSFERS IN -296,420.10 -349,624.18 -342,240.96 -366,531.86 -349,989.00 105% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -469,234.00 0% RRD REVENUE -334,311.79 -388,643.52 -383,998.55 -413,147.07 -857,101.00 48% OPERATING EXPENSES 134,396.84 253,927.54 71,807.59 205,798.68 254,192.00 81% CAPITALOUTLAY 26,095.86 15,083.90 0.00 0.00 23,000.00 0% GRANTS AND AIDS 29,717.60 79,696.15 0.00 34,676.03 70,000.00 50% TRANSFERS OUT 74,352.00 28,611.68 229,495.57 289,494.90 439,234.00 66% TO FUND BALANCES 0.00 0.00 0.00 0.00 70,675.00 0% RRD EXPENDITURES 264,562.30 377,319.27 301,303.16 529,969.61 857,101.00 62% CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 9/30/2018 2014/2015 2025/2016 2016/2017 2017/2018 2017/2018 2017/2018 4TH QTR 4TH QTR 4TH QTR 4TH QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET PARKING IN LIEU OF FUND MISC. REVENUE -20,013.88 -26,487.45 -25,413.57 -14,704.70 -14,204.00 104% FROM FUND BALANCES 0.00 0.00 0.00 0.00 0.00 n/a PARKING IN LIEU OF REVENUE -20,013.88 -26,487.45 -25,413.57 -14,704.70 -14,204.00 104% OPERATING EXPENSES 0.00 61.60 0.00 0.00 0.00 n/a CAPITALOUTLAY 2,800.00 0.00 44,703.00 0.00 0.00 n/a TRANSFERS OUT 0.00 0.00 13,792,00 0.00 0.00 n/a TO FUND BALANCES 0.00 0.00 0.00 0.00 14,204.00 0% PARKING IN LIEU OF EXPENDITURES 2,800.00 61.60 58,495.00 0.00 14,204.00 0% RECREATION IMPACT FEE FUND MISC. REVENUE -137,176.65 -168,152.56 -111,587.38 -153,601.46 -168,680.00 91% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -484,365.00 0% REC. IMPACT FEE REVENUE -137,176.65 -168,152.56 -111,587.38 -153,601.46 -653,045.00 24% OPERATING EXPENSES 8,200.00 0.00 14,774.00 0.00 0.00 n/a CAPITAL OUTLAY 0.00 14,874.50 0.00 0.00 0.00 n/a TRANSFERS OUT 101,759.35 17,524.00 46,454.64 455,784.05 653,045.00 70% TO FUND BALANCE 0.00 0.00 0.00 0.00 0.00 n/a REC. IMPACT FEE EXPENDITURES 109,959.35 32,398.50 61,228.64 455,784.05 653,045.00 70% STORMWATER UTILITY FUND MISC. REVENUE -988,635.86 -994,456.28 -1,002,136.12 -1,014,980.38 -1,001,535.00 101% TRANSFERS IN 0.00 -100,000.00 -100,000.00 0.00 n/a FROM FUND BALANCES 0.00 0.00 -116,453.00 0% STORMWATER REVENUE -988,635.86 -1,094,456.28 -1,102,136.12 -1,014,980.38 -1,117,988.00 91% OPERATING EXPENSES 143,214.45 50,699.07 12,015.15 231,119.90 417,988.00 55% TRANSFERS OUT 799,607.85 769,499.49 1,198,073.88 700,000.00 700,000.00 100% TO FUND BALANCES 0.00 0.00 0.00 0.00 0.00 n/a STORMWATER EXPENDITURES 942,822.30 820,199.56 1,210,089.03 931,119.90 1,117,988.00 83% LAW ENFORCE FORFEITURE FUND FINES AND FORFEITS -2,350.00 -1,048.33 -26,431.00 -550.00 -1,000.00 55% MISC. REVENUE - -246.39 -27,743.61 -2,100.00 -854.41 -145.00 589% FROM FUND BALANCES 0.00 0.00 0.00 0.00 0.00 n/a FORFEITURES FUND REVENUE -2,596.39 -28,791.94 -28,531.00 -1,404.41 -1,145.00 123% OPERATING EXPENSES 14,268.73 5,647.86 2,475.61 5,007.03 0.00 n/a CAPITAL OUTLAY 0.00 15,158.69 10,523.50 0.00 0.00 n/a GRANTS AND AIDS 3,000.00 3,000.00 3,000.00 1,500.00 0.00 n/a TO FUND BALANCES 0.00 0.00 0.00 0.00 1,145.00 0% FORFEITURES FUND EXPENDITURES 17,268.73 23,906.55 15,999.11 6,507.03 1,145.00 568% DST DEBT SERVICE FUND MISC. REVENUE -822.47 -914.74 336.69 0.00 0.00 n/a FROM FUND BALANCE 0.00 0.00 -354,853.76 0.00 0.00 n/a TRANSFERS IN -1,027,125.00 -867,111.96 0.00 0.00 0.00 n/a DST DEBT SERVICE REVENUE -1,027,947.47 -868,026.70 -354,517.07 0.00 0.00 n/a OPERATING EXPENSES 0.00 0.00 0.00 0.00 0.00 n/a DEBTSERVICE 1,029,306.50 1,028,624.80 354,517.90 0.00 0.00 n/a DSTDEBTSERVICE EXPENDITURES 1,029,306.50 1,028,624.80 354,517.90 0.00 0.00 n/a STORMWATER DEBT SERVICE FUND MISC. REVENUE -558.09 -918.42 -1,316.08 -3,771.12 -900.00 419% TRANSFERS IN -401,736.98 -401,141.04 -402,963.00 -403,792.00 -403,792.00 100% FROM FUND BALANCES 0.00 0.00 0.00 0.00 0.00 n/a STORMWATER DEBT REVENUE -402,295.07 -402,059.46 -404,279.08 -407,563.12 -404,692.00 101% DEBT SERVICE 403,588.60 400,499.00 402,357.50 404,077.60 404,078.00 100% TO FUND BALANCES 0.00 0.00 0.00 0.00 614.00 0% STORMWATER DEBT EXPENDITURES 403,588.60 400,499.00 402,357.50 404,077.60 404,692.00 1G0% CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 9/30/2018 2014/2015 2025/2016 2016/2027 2027/2018 2017/2018 2017/2018 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 -50,000.00 -50,000.00 100% CHARGES FOR SERVICE -1,257,158.78 -1,044,300.49 -985,744.12 -1,169,526.97 -1,294,434.00 90% MISC. REVENUE -77,269.44 -91,671.67 -150,950.91 -72,919.30 -53,464.00 136% TRANSFERS IN 0.00 -981,158.00 -427,044.84 -149,695.00 -149,695.00 100% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -71,583.00 0% GOLF COURSE FUND REVENUE -1,334,428.22 -2,117,130.16 -1,563,739.87 -1,442,141.27 -1,619,176.00 89% ADMINISTRATION PERSONAL SERVICES 249,570.89 273,207.00 272,220.92 258,594.37 282,992.00 92% OPERATING EXPENSES 341,242.96 410,009.21 349,078.80 540,245.12 307,450.00 176% CAPITAL OUTLAY 5,899.00 1,409,110.40 567,588.85 303,920.42 323,949.28 94% TRANSFERS OUT 0.00 0.00 0.00 7,118.00 31,744.00 22% TO FUND BALANCES 0.00 0.00 0.00 0.00 0.00 n/a ADMINISTRATION 596,712.85 2,092,326.61 1,188,888.57 1,109,877.91 946,135.28 117% MAINTENANCE OPERATING EXPENSES 570,897.67 578,949.62 572,528.73 578,142.63 581,254.00 99% CAPITAL OUTLAY 0.00 0.00 0.00 0.00 0.00 n/a DEBT SERVICE -123.97 0.00 0.00 0.00 0.00 n/a MAINTENANCE 570,773.70 578,949.62 572,528.73 578,142.63 581,254.00 99% GOLF COURSE CARTS PERSONAL SERVICES 95,327.18 92,368.95 85,335.97 89,401.02 92,841.00 96% OPERATING EXPENSES 2,024.66 4,833.25 4,680.85 987.10 8,400.00 12% CAPITALOUTLAY 0.00 0.00 89,408.00 19,536.40 0.00 n/a DEBTSERVICE 9,297.92 7,272.27 5,370.49 56,390.40 57,406.00 98% GOLF COURSE CARTS 106,649.76 104,474.47 184,795.31 166,314.92 158,647.00 105% GOLF COURSE FUND EXPENSE 1,274,136.31 2,775,750.70 1,946,212.61 1,854,335.46 1,686,036.28 110% AIRPORT FUND CHARGES FOR SERVICE -8,913.87 -20,176.12 -18,302.18 -21,270.12 -18,000.00 118% MISC. REVENUE -468,777.10 -497,167.18 -308,206.83 -476,746.54 479,456.00 99% TRANSFERS IN 0.00 0.00 -82,967.44 0.00 0.00 n/a AIRPORT REVENUE -477,690.97 -517,343.30 -409,476.45 -498,016.66 -497,456.00 100% PERSONAL SERVICES 117,126.56 141,689.20 216,083.96 141,470.78 2Y8,229.00 62% OPERATING EXPENSES 235,734.97 280,471.96 240,466.66 556,115.87 212,887.00 261% CAPITAL OUTLAY 2,078.00 63,936.16 4,826.25 0.00 6,940.00 0% DEBT SERVICE 19,401.00 19,376.00 24,500.00 19,452.10 24,500.00 79% TRANSFERS OUT 50,000.00 50,000.00 10,000.00 0.00 25,000.00 0% TO FUND BALANCE 0.00 0.00 0.00 0.00 n/a ADMINISTRATION 424,340.53 555,473.32 495,876.87 717,038.75 497,456.00 100% ECONOMIC DEVELOPMENT OPERATING EXPENSES 10,035.48 13,584.98 0.00 0.00 0.00 n/a ECONOMIC DEVELOPMENT 10,035.48 13,584.98 0.00 0.00 0.00 n/a AIRPORT EXPENSE 434,376.01 569,058.30 495,876.87 717,038.75 497,456.00 144% BUILDING FUND LICENSES & PERMITS -691,083.32 -782,501.73 -724,375.39 -890,339.36 -635,300.00 140% CHARGES FOR SERVICE -13,063.71 -12,635.85 -11,322.28 -13,928.68 -12,600.00 111% FINES AND FORFEITS -6,474.86 -6,502.35 -4,866.00 -5,011.00 -4,500.00 111% MISC. REVENUE -6,647.81 -13,660.26 -16,886.67 -30,507.64 -6,700.00 455% TRANSFERS IN 0.00 0.00 -29,544.00 -7,118.00 -31,744.00 22% FROM FUND BALANCE 0.00 0.00 0.00 0.00 -31,486.00 0% BUILDING REVENUES -717,269.70 -815,300.19 -786,994.34 -946,904.68 -722,330.00 131% PERSONAL SERVICES 428,474.55 428,667.31 454,375.22 531,662.91 503,260.00 106% OPERATING EXPENSES 100,488.09 104,140.68 117,477.45 122,768.31 104,463.00 118% CAPITALOUTLAY 29,368.43 65,736.25 0.00 18,107.89 17,853.00 101% TRANSFERS OUT 123,303.00 104,085.96 26,913.00 0.00 13,633.00 0% TO FUND BALANCES 0.00 0.00 0.00 0.00 83,121.00 0% BUILDING EXPENSE 681,634.06 702,630.20 598,765.67 672,539.11 722,330.00 93% CITY OF SEBASTIAN GENERAL FUND DEPARTMENTS QUARTER ENDING 9/30/2018 2014/2015 2015/2016 2016/2017 2017/2018 2017/2018 2017/2018 4th QTR 4th QTR 4th QTR 4th QTR ANNUAL PERCENT ACTUAL ACTUAL ACTUAL ACTUAL BUDGET OF BUDGET CITY COUNCIL PERSONAL SERVICES 22,747.13 22,821.49 22,729.31 22,727.75 22,743.00 1009, OPERATING EXPENSES 27,775.22 25,898.03 31,021.65 30,936.30 32,150.00 96% TOTALS 50,522.35 48,719.52 53,750.96 53,664.05 54,893.00 98% CITY MANAGER PERSONAL SERVICES 250,296.36 277,444.59 261,054.74 386,538.71 381,259.00 101% OPERATING EXPENSES 6,884.65 10,324.04 6,870.24 39,317.14 38,076.00 103% CAPITAL OUTLAY 0.00 0.00 0.00 0.00 0.00 n/a TOTALS 257,181.01 287,768.63 267,924.98 425,855.85 419,335.00 102% CITY CLERK PERSONAL SERVICES 287,661.84 287,489.64 150,152.33 159,304.31 163,525.00 97% OPERATING EXPENSES 41,270.37 65,589.89 30,545.40 47,955.43 62,485.00 77% CAPITAL OUTLAY 14,597.71 0.00 0.00 0.00 0.00 n/a TOTALS 343,529.92 353,079.53 180,697.73 207,259.74 226,010.00 92% LEGAL OPERATING EXPENSES 103,869.65 94,682.00 68,346.44 100,267.05 101,554.00 99% TOTALS 103,869.65 94,682.00 68,346.44 100,267.05 101,554.00 99% ADMINISTRATIVE SERVICES PERSONAL SERVICES 480,509.59 452,107.90 461,830.44 525,069.64 525,611.00 100% OPERATING EXPENSES 77,949.36 98,050.61 105,234.45 125,635,34 130,844.00 96% CAPITAL OUTLAY 0.00 0.00 4,050.00 0.00 1,491.00 0% TOTALS 558,458.95 550,158.51 571,114.89 650,704.98 657,946.00 99% M.I.S. DIVISION PERSONAL SERVICES 121,978.70 130,874.64 113,737.28 246,755.40 247,342.00 100% OPERATING EXPENSES 32,471.30 68,352.44 51,455.97 138,266.77 110,772.00 125% CAPITAL OUTLAY 30,528.63 0.00 0.00 0.00 0.00 n/a TOTALS 184,978.63 199,227.08 165,193.25 385,022.17 358,114.00 108% AUDIO VISUAL PERSONAL SERVICES 0.00 102,068.78 92,766.78 0.00 0.00 n/a OPERATING EXPENSES 0.00 25,365.03 14,354.48 0.00 0.00 n/a CAPITAL OUTLAY 0.00 35,819.15 0.00 0.00 0.00 n/a TOTALS 0.00 163,252.96 107,121.26 0.00 0.00 n/a POLICE ADMINISTRATION PERSONAL SERVICES 770,837.41 873,843.67 883,813.77 919,623.58 948,290.00 97% OPERATING EXPENSES 114,750.31 122,937.29 120,668.60 119,784.95 128,407.00 93% CAPITAL OUTLAY 3,700.00 23,302.61 0.00 36,465.00 36,465.00 100% TOTALS 889,287.72 1,020,083.57 1,G04,482.37 1,075,873.53 1,113,162.00 97% POLICE PATROL PERSONAL SERVICES 2,135,684.38 2,238,074.07 2,382,211.78 2,727,327.16 2,570,661.00 106% OPERATING EXPENSES 219,761.15 211,527.70 270,954.06 294,934.83 298,623.00 99% CAPITAL OUTLAY 17,306.75 8,241.00 19,372.90 23,228.53 23,196.00 100% TOTALS 2,372,752.28 2,457,842.77 2,672,538.64 3,045,390.52 2,892,480.00 105% CODE ENFORCEMENT DIVISION PERSONAL SERVICES 153,223,82 162,772.10 149,565.89 159,672.41 156,334.00 102% OPERATING EXPENSES 14,626.79 15,944.75 15,138.06 18,914.38 18,365.00 103% TOTALS 167,850.61 178,716.85 164,703.95 178,586.79 174,699.00 102% POLICE INVESTIGATIONS PERSONAL SERVICES 622,918.41 669,523.48 603,082.70 648,578.78 699,439.00 93% OPERATING EXPENSES 105,415.60 125,100.40 106,216.72 106,053.66 119,661.00 89% CAPITAL OUTLAY 0.00 15,444.18 5,188.16 0.00 0.00 n/a TOTALS 728,334.01 810,068.06 714,487.58 754,632.44 819,100.00 92% CITY OF SEBASTIAN GENERAL FUND DEPARTMENTS QUARTER ENDING 9/30/2018 Z014/2015 2015/2016 2016/2017 2017/2018 2017/2018 2017/2018 4th QTR 4th QTR 4th QTR 4th QTR ANNUAL PERCENT ACTUAL ACTUAL ACTUAL ACTUAL BUDGET OF BUDGET POLICE COMMUNICATIONS PERSONAL SERVICES 503,013.64 531,446.20 600,680.55 590,499.50 585,174.00 101% OPERATING EXPENSES 8,849.94 8,442.63 10,348.61 8,563.06 14,981.00 57% CAPITAL OUTLAY 29,982.78 0.00 0.00 0.00 0.00 n/a TOTALS 541,846.36 539,888.83 611,029.16 599,062.56 600,155.00 100% ENGINEERING PERSONAL SERVICES 0.00 0.00 300,441.09 0.00 0.00 n/a OPERATING EXPENSES 0.00 0.00 239,137.92 24.29 0.00 n/a CAPITALOUTLAY 0.00 0.00 64,920.50 0.00 0.00 n/a TOTALS 0.00 0.00 604,499.51 24.29 0.00 n/a ROADS AND DRAINAGE PERSONAL SERVICES 590,308.87 631,615.62 392,581.39 462,677.65 453,838.00 102% OPERATING EXPENSES 121,191.92 83,688.14 72,499.71 338,184.19 356,830.00 95% CAPITALOUTLAY 134,096.03 29,106.61 3,639.35 7,544.00 7,544.00 100% TOTALS 845,586.82 744,410.37 468,720.45 808,405.84 818,212.00 99% STORMWATER UTILITY DIVISION PERSONAL SERVICES 565,754.22 615,511.81 344,650.74 630,001.61 652,070.00 97% OPERATING EXPENSES 609,807.30 448,749.18 377,194.87 487,987.12 506,107.00 96% CAPITAL OUTLAY 45,955.90 3,302.90 0.00 2,262.95 2,267.00 100% TOTALS 1,221,517.42 1,067,563.89 721,845.61 1,120,251.68 1,160,444.00 97% CENTRAL GARAGE PERSONAL SERVICES 186,513.81 202,532.69 184,642.47 194,427.68 198,212.00 98% OPERATING EXPENSES 22,666.08 26,331.08 27,228.20 24,420.76 31,670.00 77% CAPITAL OUTLAY 2,786.00 28,524.99 2,334.99 0.00 0.00 n/a TOTALS 211,965.89 257,388.76 214,205.66 218,848.44 229,882.00 95% FACILITIES MAINTENANCE PERSONAL SERVICES 143,605.92 101,865.18 94,487.05 133,131.12 123,964.00 107% OPERATING EXPENSES 147,260.86 159,783.93 225,941.26 232,158.37 253,281.00 92% CAPITALOUTLAY 15,397.97 6,986.00 108,472.68 124,194.56 124,195.00 100% TOTALS 306,264.75 268,635.11 428,900.99 489,484.05 501,440.00 98% PARKS/RECREATION PERSONAL SERVICES 660,978.30 615,126.36 531,236.85 505,974.54 516,945.00 98% OPERATING EXPENSES 224,214.65 234,660.75 394,222.92 369,163.23 383,734.00 96% CAPITALOUTLAY 51,824.29 37,874.92 10,880.00 4,368.00 7,600.00 57% TOTALS 937,017.24 887,662.03 936,339.77 879,505.77 908,279.00 97% CEMETERY PERSONAL SERVICES 155,229.57 146,746.72 140,364.64 149,727.85 152,983.00 98% OPERATING EXPENSES 33,427.14 30,318.22 26,011.40 27,909.19 26,440.00 106% CAPITAL OUTLAY 0.00 3,300.00 0.00 8,490.96 8,491.00 100% TOTALS 188,656.71 180,364.94 166,376.04 186,128.00 187,914.00 99% ' COMMUNITY DEVELOPMENT PERSONAL SERVICES 188,832.07 235,558.82 180,910.10 357,598.49 378,851.00 94% OPERATING EXPENSES 24,899.36 17,970.06 33,677.39 37,941.95 44,642.00 85% CAPITAL OUTLAY 0.00 0.00 0.00 0.00 0.00 n/a TOTALS 213,731.43 253,528.88 214,587.49 395,540.44 423,493.00 93% NON -DEPARTMENTAL PERSONAL SERVICES 131,047.75 230,284.00 284,765.30 291,741.15 343,822.00 85% OPERATING EXPENSES 625,417.44 631,265.38 611,345.09 634,267.89 637,896.00 99% CAPITAL OUTLAY 0.00 0.00 1,765.00 2,918.00 2,918.00 100% TRANSFERS OUT 346,339.83 343,700.00 594,237.73 636,029.27 74,052.00 859% TO FUND BALANCES 0.00 0.00 0.00 0.00 91,252,00 0% TOTALS 1,102,805.02 1,205,249.38 1,492,113.12 1,564,956.31 1,149,940.00 136% TOTALGENERALFUND 11,226,156.77 11,568,291.67 11,828,979.85 13,139,464.50 12,797,052.00 103% CITY OF SEBASTIAN CAPITAL PROJECT STATUS REPORT AS OF SEPTEMBER 30, 2018 Project Budget Share Project Expenditures Funds Number Description Rudest Sources (in Thousands of Sl Budeet To Date Encumbrances Remainine FY2015 A1518 Clear Village Software GF/BLDG 20/41 61,012 43,729 17,283 - A1521 Community Center Parking (COMPLETE) RIF 61.3 61,320 61,320 - - A1562 Indian River Lagoon (CLOSED) GF/SW 76200 28,899 28,899 - - TOTAL $ 151,231 S 133,947 $ 17,283 S - FY2016 A1603 Payroll Automation (COMPLETE) OF 5 5,100 5,100 - - A1611 Police Evidence Garage (COMPLETE) DST 452 452.120 452,120 - - A1621 Working Waterfront Phase 2A(COMPLETE) DST/GRANT 238/89 326,547 326,547 - - A1655 Taxiway C,D,E, Design (COMPLETE) DST/GRANT 161249 264,430 264,430 - - A1656 AP Master Plan Update DST/GRANT 26265 291,000 279,450 12,350 (800) TOTAL S 1,339,197 $ 1,327,647 S 12,350 S (800) FY2017 A1701 Chamber Sign (COMPLETE) GF 11 10,899 10,899 - - A1710 Hunicane Matthew Expenses(COMPLETE) GF/FEMA 1737 1,737,105 1,737,105 - - A1713 MIS Servers (COMPLETE) DST 50 50,306 50,306 - - A1714 Police Vehicles & Equip (COMPLETE) DST 392 392,027 392,027 - - A1719 Hurricane Irma Expenses (COMPLETE) GF/FEMA 408 407,876 407,976 - - A1724 BSSC Football Field Restroom, RIF/Donation 130/1 131,000 16,787 - 114,213 A1725 Comprehensive Plan Parks & Recreation (COMPF -TE) RIF 20 19,600 19,600 - - A1726 Riverview Park Playground (COMPLETE) OF 46 46,368 46,368 - - A1741 Clubhouse Reconstruction (COMPLETE) GF/DST/Grant 69/190/50 309,264 311,774 - (2,510) A1742 GC Cart Path Repairs (COMPLETE) BLDG DEPT 686 68,592 57,441 - 11,151 A1750 AWOS III-T System (COMPLETE) DST/GRANT 21/85 106,478 106,478 - A1762 Septic to Sewer Grants CRA/GRANT 230/100 330,000 120,261 - 209,739 A1764 Oyster Ppmte Drainage DST 136 65,320 12,400 36,567 16,353 A1765 Oyster Bags Q Working Waterfront SW/GRANT 2424 47,928 3,496 - 44,432 TOTAL $ 3,569,025 $ 3,292,817 S 36,567 S 239,641 FY2018 A1800 Audio Visual Equipment (COMPLETE) DST 23 $ 22,927 S 22,927 $ - $ _ A1801 Laserfiche Upgrade (COMPLETE) DST 48 $ 48,055 $ 48,055 $ - $ - A1802 Computer Upgrades DST 35 $ 34,902 $ 33,169 $ 1,733 $ - A1803 Wireless System (COMPLETE) DST 3.3 $ 3,313 $ 3,313 $ - $ - A1804 Firewall Software DST 63 $ 62,942 $ 60,049 $ 2,150 $ 743 A1805 Police Velucles & Equip DST 352.4 $ 352,400 $ 81,008 $ 189,814 $ 81,578 A1806 Evidence Building Fixtures(COMPLETE) DST 8.5 $ 8,563 $ 8,563 $ - $ _ A1807 Radio System Upgrades (COMPLETE) DST/GF 65/1 $ 66,164 $ 66,164 $ - $ - A1808 Power Source for 911 Center (COMPLETE) DST 13.7 $ 13,696 $ 13,696 $ - $ - A1809 City Hall Air Conditioners (CLOSED) DST 40 $ - $ - $ _ $ - A1810 Purchase 1215 Indian River Drrve DST/CRA 509250 $ 757,911 $ 756,069 $ - $ 1,842 A1811 Generators DST 40 $ 40,000 $ 3,000 $ - $ 37,000 A1812 Security Camera & Door Access Systems-PD/City Hall DST 48 $ 48,000 $ - $ 47,843 $ 157 A1900 Computer Upgrades (from FY19) DST 33 $ 32,877 $ - $ 11,965 $ 20,912 A1820 Pickleball Courts DST 213 $ 213,000 $ 16,062 $ - $ 196,938 A1821 BSSC BaBlield Lighting (COMPLETE) RIF 378 $ 377,638 $ 377,638 $ - $ - A1822 ADA Playgound RIF 80 $ 80,000 $ - $ - $ 80,000 A1823 Cemetery Irrigation System DST 150 $ 150,000 $ - $ - $ 150,000 A1824 Working Waterfront Phase 3 DST 25.7 $ 25,700 $ 13,556 $ 12,145 $ - A1825 Cemetery Expansion CTF 40 $ 40,000 $ 3,870 $ 5,400 $ 30,730 A1830 Speed Cushions & Signage (CLOSED) LOOT 0 $ - $ _ $ _ $ - A1831 Street Milling & Repaving LOOT 481 $ 481,000 $ 96,793 $ 376,865 $ 7,342 A1832 Street Reconstruction (COMPLETE) DST 370.4 $ 370,396 $ 370,396 $ - $ _ A1833 Public Works Compound DST 86.1 $ 86,104 $ 19,325 $ - $ 66,779 A1850 Moderize Security Cameras (COMPLETE) DST/GRANT 22/64 $ 86,481 $ 86,481 $ - $ - A1851 Taxiway D & E Construction DST/GRANT 97/184 $ 1,936,152 $ 1,968,713 $ - $ (32,561) A1852 Construct Shade Hangars DST/GRANT 125/500 $ 625,000 $ 58,021 $ 539,968 $ 27,011 A1853 Airport Entrance Signage (COMPLETE) DST 20 $ 22,648 $ 22,648 $ - $ - A1854 Taxiway C Construction DST/GRANT 32216 $ 2,218,952 $ 2,705 $ - $ 2,216,247 A1860 Stonecrop Drainage DST/GRANT 198/563 $ 750,000 $ 10,804 $ 8,341 $ 730,855 A1861 Sewer Connection Grants GF/SW 47200 $ 247,173 $ - $ - $ 247,173 A1862 Stonnwater Drainage Projects DST 7 $ 50,718 $ 6,950 $ 43,768 $ - TOTAL $ 9,252,712 S 491499975 $ 1,239,991 $ 3,862,746 GRAND TOTAL S 14,312,165 $ 8,904,387 $ 1,306,191 S 4,101,588 QUARTERLY INVESTMENT REPORT FOR THE QUARTER ENDED SEPTEMBER 30, 2018 At September 30, 2018, the total of the City's cash and investments were $11,265,454,90. Of this, $7,021,106.00 was held in an interest bearing checking account at Seacoast National Bank, $3,737,831.89 was invested with the State Board of Administration and $506,517.01 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. Returns at the end of the quarter were 2.19% and 2.11 % for the Bank and State Board. Since the investment was initially made with Florida Trust, our average annualized return has been .49%r, over the 25 months it has been invested. SEACOAST NATIONAL BANK STATE BOARD OF ADMINISTRATION (SBA) CURRENT CURRENT CASH BALANCE ALLOCATION BALANCE PERCENT INVESTMENT ALLOGTION BALANCE PERCENT General Fund $ 3,061,980.42 4361% General Fund $ 1,302,61557 3485% Local Option Gas Tax Fund 344,16770 4.90% Local Option Gas Tax Fund 151,08401 404% Discretionary Sales Tax Fund 2,057,61188 2931% Discretionary Sales Tax Fund 816,30892 2184% Riverfrout Redevelopment Fund 33336050 4.75% Riverfront Redeval opment Fund 99,92860 267% Pmldngln-Lmu-Of Fund - 0.00% Parking Tn-Lieu-0 Fund 54,46481 1.46% Recreation Impact Fee Fund 470,970,95 6.71% Recreation Impact Fee Fund 180,720.60 483% Stormwater Utility Fund 357,217.67 509% Storrawater Utility Fund - 0.00'e Law Enforcement Forfeiture Fund 8,786,95 0.13% Law Enforcement Forfeiture Fund 35,232.44 0.94% Stormwater Series 2003 Debt Service Fund 173,497 % 2 47% Stormwater Series 2003 Debt Service Fund - 0 W/o Calais] Projects Fund (531,396.70) -757% Capital Projects Fund - 000% Capital Improvements Fund - 0.00% Capital Lvprovements Fund - 0.00% Transportation Fund - 000% Transportation Fund (0.10) 000% Stormwater Projects Fund 230,135.05 328% Stomnwater Projects Fund - 00M. Golf Course Fund (310,96090) 443% Golf Course Fund - 0.00°/ AirportFund 168,50273 2.40% Airpott Fund - 0.00% Airport Projects Fund (72,95403) -1.04% AirportProjects Fund - 000% Building Department Fund 618,45651 111% Building Department Fund 118,898.68 318% Cemetery Trust Fund 109,97931 157% Cemetery Trust Fund 886,23836 2371% Performance Deposits Fund 1,75000 002% Performance Deposiu Fund 92,34000 2.47% Total Bank Balance $ 7,021,106.00 100,00% Tam1 SBA Balance $ 3,737,831.39 100.00% mo, SEAT-N HOME OF PELICAN ISLAND To: Mayor and City Council Thru: Paul Carlisle, City Manager From: Kenneth W. Killgore, Administrative Services Director Date: January 9, 2019 Re: 4' Quarter Accomplishments Fiscal Year 2018 Enclosed please find the 4`s Quarter Accomplishments for City Departments as assembled and edited by the Administrative Services Department for the three months ended September 30, 2018. CITY CLERK Leeislative Sunnort Matters • City Clerk prepared agenda, attended/recorded four Regular City Council meetings, one workshop, one special and two budget meetings • Completed follow up of approved Council matters — contracts, letters, emails, scanned to LF and indexed • Twenty resolutions adopted by Council and one adopted by the CRA • Six ordinances adopted by Council • Six proclamations prepared for presentation by the Mayor • Provided monthly City calendars and revisions to Council, City staff and press • Six advertisements placed with TC Palm • Coordinated attendance of clergy for Council meeting invocations • Prepared travel reimbursements for FLC attendees • Swore in one new Police Officer Records Manaeement Proeram • Responded to 40 public records requests • 231 cubic feet of paper records met retention along with duplicate and OSA records were destroyed by shredding vendor • Four boxes of Personnel files, five boxes of Capital Improvements and Purchase Orders were imported into Laserfiche for permanent retention • Transferred and documented four bid records for storage • Documented and destroyed three months of customer complaint electronic records Election Matters • Qualified three candidates for November 6, 2018 Election • Posted Supervisor Swan's elections slides on Channel 25 • Coordinated Early Voting in Chambers Citv Board Matters • Noticed vacancies, prepared three board appointments, notified and provided info to appointees, updated board handbook and distributed pages • City Clerk prepared agenda, attended/recorded two CRA and two BOA meetings within Council Meetings • Records Clerk published all scanned City board packets to City website and Laserfiche and provided to press and Council • Coordinated the taking and transcription of board minutes with technical writer • Revised Code to allow retired contractors to serve on Construction Board Cemetery Matters • Certificates of Interment Rights issued for seven locations for a total of $13,000. • Scanned all cemetery records as sold or amended for permanent retention Personnel/Educational Matters • Records Clerk attended three project management meetings • Records Clerk attended three events committee meetings. • Records Clerk completed FEMA Courses 100 200 700 & 800 • City Clerk completed FEMA Courses 100 200 & 700 Communitv Matters • Responded to or forwarded CITYSEB emails to appropriate departments • City Clerk volunteered at First Responders Cook -Off • City Clerk attended the 911 ceremony • City Clerk & Records Clerk assisted with the remodel of the Council Chambers • Assisted by advertising and setting up for the Opioid Summit ADMINISTRATIVE SERVICES • Worked with the State and FEMA to pursue remaining reimbursements due on Hurricane Matthew. • Provided administrative support to the Police Pension Board. • Researched providers of purchasing cards and selected PNC Bank to achieve a better rate. • Served on Selection Committee for new tenant at the Golf Course Restaurant and Committee for Leisure Services Director. • Prepared Yd Quarter Budget Amendment and made presentation to Budget Committee and City Council. • Drafted FY2018-19 Operating Budget and Capital Improvement Program. • Presented FY2018-19 Operating Budget and Capital Improvement Program to the Budget Review Board. • Presented Capital Improvement Program to the Planning and Zoning Board. • Prepared agenda items and power point presentations on FY2018-19 Operating Budget and Capital Program. • Assisted with negotiations of wage opener provisions of the PEA and PBA Labor Agreements. • Complied with Laws regarding public hearing dates and filing property tax forms for budget and millage approvals. • Handled normal processing of payroll, accounts payable and cashiering. • Maintained listing of current capital projects and held frequent meetings with project managers to monitor progress. • Coordinated the quarterly employee investment meetings with the ICMA representative. • Monitored and completed required grant paperwork on Airport and other grants. • Monitored and approved payments on major contracts. • Worked on review and revision of City personnel policies. • Recruited, interviewed and hired replacements for vacant positions. POLICE DEPARTMENT Administration • Continued review of agency policies as per accreditation standards. • Conducted interviews for police officer and 911 operator positions. Hired 1 police officer and 1911 operator. • Attended 5 special event meetings with city staff and participated in 3 fundraising events, including Christmas in July event to benefit the Shop with a Cop program. • Made 5 promotions: 1 Captain, 2 Lieutenants and 2 Sergeants. • Administration attended 5 Council meetings. • Attended over 90 Law Enforcement related meetings and 18 public meetings and/or speaking engagements. • Administrative personnel attended over 50 hours of training. • Continued to collect statistical data to include: personnel, community, crime, etc. • Responded to 11 public records requests. • Continued our Community Outreach Program focusing on enriching our relationship with our citizens hosting events. • Worked on maintenance and up keep of building, replaced carpet and painted select rooms. Volunteers • The Community Service Volunteers worked a total of 2,109 hours during this quarter. • 52 bank deposit details were made. This service is done for City Hall so employees do not leave their assigned dudes. • 0 traffic control details were assigned. These consist of directing traffic at city events, road closures, etc. • 1,362 house watches/close patrols were completed. • 33 vehicle transports were made consisting of taking the vehicles to different locations for repairs, etc. • 87 business checks were made. These are conducted to help keep an eye on the business community help reduce crime. • 60 area checks of banks were made. Visual marked units around the banks at various times helps to deter crime. • 50 Airport checks were made. The visibility helps to deter crime. • 89 special details were assigned. • 3 miscellaneous assists for law enforcement personnel. • 154 paper runs, i.e.: State 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 15 traffic crash scenes. • 0 warnings for handicapped parking tickets issued and 0 warnings for other parking infractions issued. • 9 citizen contacts. • 393 miscellaneous jobs. • 1,031 hours of Escorts were completed. School Resource Officers Area/school checks I School out 79 110 189 Life Skills classes taug. School out 0 0 0 GREAT classes taught School out 0 0 0 Reports School out 1 2 3 Crossing Guard contacts I School out I 40 46 86 Mentor lunches Schoolout 44 57 101 Patrol hours 192 I 0 0 I 192 Community event hours) 10 I 0 0 10 Patrol hours Mentorlunches Crossing Guard contacts I Re po its GREAT classes taught i Life Skills classes taught Area/school checks 0 50 100 150 200 250 ■ Sept. ■ Aug. ■ July Road Patrol and Special Operations • Officers were dispatched to 6792 calls for service, and self -initiated 4179 events. • 93 adult and 7 juvenile arrests were made. • Officers issued 209 citations, 13 parking citations, and 737 written warnings. • Officers completed 515 offense reports and 97 crash reports. Special Operations Incident Citations Warnings Reports Arrests Traffic Homicides (462) 0 0 1 0 Boat Ofc (Assigned to shift coverage). K-9 Ofc's (41/38/59/42) 15 88 23 8 TOTALS 15 88 23 8 K-9 Unit • K-9 Training Hours: 240 • Misdemeanor Arrests: 4 • Felony Arrests: 1 • Narcotic Searches: 11 • Activity Reports: 7 • K-9 Demonstrations: 4 • Schools Attended: Less Lethal Instructor and Taser Instructor • Additional Training Hours: SRT, In-house, New Hires and K-9 School — 256 • Agency Assisted: Fellsmere PD, Indian River County and Brevard County Road Patrol and Special Operations have continued to professionally serve the community by patrolling the city in order to deter crime and maintain the community policing philosophy. Officers and sergeants maintain their skills by attending mandatory and advanced training throughout the year. 3 Communitv Policine & Crime Prevention Officer IARRESTS IWARRANTS ]TRAINING/MEETINGS (hours) I FOLLOW-UPS (ACTIVE CASES JASSISGNED CASES CLEARED CASES IINACTIVE CASES (SUPPLEMENT$ SURVEILLANCE (HOURS) 1 2 1 5 3 12 6 5 4 3 4 2 6 4 5 4 3 3 0 1 0 1 0 10 5 5 18 24 1 8 COPE OUARTERLY REPORT ACTIVITY HOURS COMMUNITY EVENTS Comm unity Events: 66 I Vol., Flight-12 AGENCY OUTREACH EVENTS 12 CaPtao Hiram's LE Event -9 7r^— will 111—ii54 Coffee w/a Cop -2 Gril'. Out Night8 10 I Ist 3espander Cook Off-20 ;PIUMBLIC' 142 �Bro[k Pam-10 oc13 SMge 43 I.. ... LS 118 ' T raining Classes: ' hooter11 f women :0 SOCIAL MEDIA MANAGEMENT 24 I -lac ADMINISTRATION & RESEARCH 47 Theh A BOYScouts Presentation -2 ROAD PATROL COVERAGE 37 12 V 0 4 4 20 15 9 15 10 0 20 50 Agenry Outreach: Admin Is Outs Christmas in ),It Pension8oard-4 Spe[ial Event Meeting- Meet 41 - 2 Leadership Meeing -4 —zstary Ouh 6 '3C6 SRO: 43 Road)Covrt: 37 Awards-2 Banquet-3 Events Plan-32 M Responder, 9 Sank ng -4 larnher I 4 Explorer Port Ac6vlNes: 58 .]Porte SA Social Media _ 5�, mem: Xhaok: pacerl Facebook of-80 Twitter ®TrainingaM In yen5OSn In-Sery mstagam HomrGuard-fi Sebastian PDApp 118 12 24 47 37 COPE UNIT ACTIVITY CHART ■ ACTIVITY • COMMUNITY EVENTS • AGENCY OUTREACH EVENTS ■ COMMUNITY MEETINGS III SCHOOL -RELATED EVENTS • PUBLICTRAINING CLASSES ■ REGIONAL OUTREACH ■ SRO Coverage • EXPLORER POST ACTIVITIES •TRAINING AND SCHOOLS ■IN-SERVICE INSTRUCTION • SOCIAL MEDIA MANAGEMENT • ADMINISTRATION & RESEARCH ROAD PATROL COVERAGE 1 0 4 Communications Division Disp. Calls For Service Officer Initiated Calls Code Enf. Initiated Calls Volunteer Initiated Calls Calls Entered Into CAD 911 Calls Received 911 Calls Transferred Out Admin. Calls Received * Admin. Calls Transferred Outgoing Admin. Calls Training/Meeting Hours * phone system error Crime Scene/Evidence Property Received Property Processed Property Sent to Lab Property Returned .'roperty Disposed "ars Impounded !ideo's Burned ,Supplements Written Training Hours Call Outs Ca l l Outs Training Hours Supplements Written Video's Burned Cars Impounded Property Disposed Property Returned Property Sent to Lab Property Processed Property Received 0 1,427 1,414 1,407 4,248 1,470 1,522 1,305 4,297 819 757 702 2,278 452 461 456 1369 4,320 4,296 4,052 I 12,161 718 727 483 I 1,928 333 I 348 I 259 I 940 2,044 I 2,231 I 1,543 I 5,818 1,304 I 1,301 I 922 I 3,527 944 I 892 I 661 I 2,497 77 I 35 I 42 I 154 50 60 73 183 21 48 31 100 5 10 12 27 7 25 I 23 55 55 971 I 28 I 1054 0 I 1 2 I 3 27 I 17 I 20 I 64 11 4 I 10 I 25 6 I 0 6 I 12 4 I 4 I 6 I 14 200 400 600 800 1000 1200 ■ Sept. ■ August ■July 5 Code Enforcement Of the 2,467 code calls for the quarter the following is a breakdown of some specific calls made: • Issued 664 written warnings. This range from grass and weeds too high, trailers parked in front of the property line, trash and debris, yard sale permits, overgrowth of adjoining lot, no permit for a fence install, etc. • 98 property inspections for title companies and 107 sign violations. • 650 Code Services. • 888 re -inspections, 105 violations were not complied with, 172 were posted for abatement, 44 abated by vendors. • 579 violations complied. • 26 Liens filed, 20 liens released. • 198 violation letters sent for various reasons such as grass and weeds too tall, trash and debris, overgrown lots, etc. in an attempt to gain compliance. • There were 0 calls for water violation during the fourth quarter. Issued 459 written warnings. This range from grass and weeds too high, trailers parked in front of the property line, trash and debris, yard sale permits, overgrowth of adjoining lot, no permit for a fence install, etc. Alarm Assessment: • $550.00 in alarm permits (new and renew) • $100.00 in false alarms fines • 136 alarm responses by officers, 50 of these were false. • 25 New permits issued$580.00 in alarm permits (new and renew). FACILITIES MAINTENANCE DEPARTMENT Roads Division Tree Work/Right of Way o Cut back multiple complaints on Indian River Dr, before Fourth of July o Raised tree canopies in overflow parking lot before Fourth of July o Raised tree canopies on Cross St. next to police department. o Weed shacked ditch bank next to pair discount on Wimbrow Dr. o Weed shacked Concha/Joy Haven dam o Mowed/weed whacked all city bridges. o Cut back right of way along Shakespeare, Barber, Main o Cut back right of way along Periwinkle sidewalk. o Cut back right of ways along Laconia, Filbert, S. Wimbrow, Bayfront o Cut back right of ways in various spots throughout town as needed o Cut down palm tree at splash pad for new solar panels. o Cut and repair roads at the end of Joy Haven, intersection of Hibiscus/Easy, Gulfstream o Fill potholes and road edges throughout the city. Road Crossing Patches (72 Tons of asphalt) o Concha/Esterbrook o Perch/Jettie o Melrose/Jettie o Tunison/Seaside o Albatross/Clearmont o Brookedge/Coverbrook o Rolling Hill/Barber o JoyHaven/Spinnaker (double) o Bayharbor/Croquet(double) o Shakespeare/Periwinkle o Midvale • Concrete o Removed ,formed and poured 18x5 sidewalk at council chambers o Dug out, formed and poured 20x6 walkway at senior center and set bollard, o Excavated and repaired Seawall and yacht club and poured 20x5 sidewalk o Ground down all hazards on sidewalk from Schumann to Barber on Englar Dr. o Ground down main trip hazards in Riverview Park on sidewalks before the 4th of July Event. o Ground down sidewalk hazards around the senior center /art center building. o Cart 13 crosswalks on Indian River Dr. to be removed o Removed 13 crosswalks over the course of 9 days from 7/20/2018-7/27/ 2018 & 7/30/2018-8/03/2018. o Removed section of cart path on golf course for pipe repair • Miscellaneous o Graded overflow parking lot with millings before Fourth of July o Graded parking lot at Storm Water park with millings o Filled in potholes in the nature trail parking lot o Took core sample of crosswalk at Davis o Hauled in coquina rock for crosswalk project. o Set new wooden fence next to bathroom at Fisherman's Landing o Dug out the end of the Main St. boat ramp o Remove telephone pole at cemetery o Trimmed trees, ground brush, o Cleaned out curb & gutters on Easy, Schumann south of Englar o Sealed Expansion joints on Periwinkle/Concha o Removed shade canopies and uprights from splash pad Sign Shop • Signage and Installation o Sign Creation o Decals created o Pavement markings o Signs Installed o Signs straightened Daily as needed o Stop bars o Traffic data/studies • Special Projects o Inspections o MOT Special Events o Maintain shop/suppliers On -going o Speed • New Assignment- Special Project o Replacing Outdated signage Ongoing o Parking lot Restriping Ongoing Facilities Maintenance o Perform daily maintenance, cleaning, and repairs to all city buildings o Perform monthly AC maintenance, filters, coil cleaning & condensate lines o Maintain city fountains and flags o Maintain & monitor lift stations o Fire Sprinkler testing o Splash Pad: Repairs, maintenance and daily monitoring of Splash Pad Water Park o Splash Pad: Preparation for FPL solar panel project o City Hall/Police Dept.: Generator monitoring report o Police Dept.: Paint training room, and report writing room o Police Dept.: Replace carpet training room, briefing room, report writing room o Crab - E- Bills: Replace tank less hot water unit o Airport Admin. Building: Roof repair lobby o City Hall: A/C unit #2 replacement, roof repair second floor conference room o City Hall: Backflow prevention assembly training o City Hall: Concrete sidewalk replacement (east side), repaint council chambers o City Hall: Replace carpet Council Chambers Cemetery o Routine Mowing, weed eating, fixing irrigation - Ongoing o Sandhill/FPL pole down, o Road, sand gone up to Dr.'s wall o Planted plants at gazebo o Burials (10) Cremains (11) o Pick up items not allowed — Ongoing o Rain Gauge- 10 Parks o Playground inspections o Set up for Events o Install new tennis net at Schumann o Installed new batteries for the defrbulators at Barber St. Sports Complex (July) o Install new tables and remove old ones at Yacht Club o Maintain trimming trees and removing debris at the parks o Repaired irrigation head and lines at City Hall o Installed Pelican on Fountain at Riverview Park o Installed basketball nets at Barber St. Sports Complex o Repaired fence at Riverview Park o Repair bike rack at Community Center o Pressure wash playgrounds & remove graffiti o Installed parking curb at Riverview Park o Painting handicap spaces at Barber St. Sports Complex o Installed anchors for the bases at Barber St. Sports Complex o Repair fountain at Historical Park o Removed sand from playground George St, Park o Repaired lenses for lights at Friendship Park o Continue maintenance on all of the parks and medians, which involves mowing, edging, weed eating, trimming hedges, pulling weeds, emptying and picking up trash Recreation c The Recreation Division — Continued city run programs. Construction Specialist • Parks: c Stage set up and move o Set-up for events (4th of July) o Electrical Repairs o Light repair (street) o Right of way cut backs (city wide) o Mowing Stormwater park o Repairs Hardy Park o Repair stairs at football field o Mow city vacant lots • Main Street Ramp: o Light repair (street) o Clean ramps o Pier inspections (4) • Yacht Club: o Seawall Repairs o Sidewalk Replacement o Monthly Pier inspections (4) • Indian River Drive: o Crosswalk removal and fill o Light Repairs o Crab- E-Bills o Plumbing repairs o Estimate for pump replacement o Pier Inspections (4) • Golf Course: o Install Lighting • Cemetery: o Repair Electrical Outlets o Replace Pole Lighting • City Hall: o Electrical issues a/c units o Parking lot lighting • Police Department: o Evidence Building Electrical Panel o Interior Lighting • Splash Pad: o Remove shade system o Electrical issues pump o Tree removal • Garage: o Transport Equipment for repairs o Equipment Repairs Fleet Manazement o The Fleet Management Staff completed 286 repair work orders, 39 preventive maintenance services 6 service calls and 3 road trips to pick up parts. o In addition to in-house vehicle/equipment work orders, 26 vehicle and equipment repairs were scheduled and completed by outside vendors. o A. Gov. Deals Auction: Auctioned 3 surplus and /or confiscated items/lots for a net amount of $32,611.20 o Fuel Cost as of the Sept, 2018 is as follows: o $2.30 per gallon of gasoline increase 6.08% over the past 90 days o $2.64 per gallon of diesel fuel increase of 9.84% over the past 90 days STORMWATER DEPARTMENT • Vac- Truck: o Baffle Boxes-6 boxes— 6 — c y collected o Catch Basins- 8 cleaned — 3.25 c y collected o Driveway culverts cleaned —117 — 39 c y collected o Road Crossing cleaned- 26 — 5.75 c y collected • Armadillo: o Swale work —Zone 5 0 6,209 Lin. Ft. — trenched — 34.5 c y collected • Front Swale Work (strip and re -grade): • 7,200 sq. ft. of sod replaced — 560 c y of debris removed • Road Crossing Pipes Replaced: • 7 — replaced— 575 Lin. Ft. of pipe installed • Contracted Driveway Replacement: • 8 — Culverts replaced — 205' of pipe • Rear Ditch Excavation (zone 4 — zone 5): • All main ditches — 1,700 c y of vegetation removed • Right of ways (cut -backs): 0 227 — Empty lots (zones 1 -2 -3-4) due to drainage or hazards o Zones 4 - 2,160 Lin. ft. cleaned out. • Management: o Citizen Complaints — 330 calls (126 Stormwater Related) o Plan reviews w/community development o Stormwater credit inspections o Project Management o Finalizing FEMA Grant (Stonecrop Project) • Inspections (Phil Pamode): o (Stormwater) 0 25 —Driveways 0 7 — Road Crossings 9 o (Building Dept.) 0 75-Fence Permits 0 1- Slab Only 0 44-New Home Permits 0 69 - Driveway (Eng.) 0 58 - Drainage Pipe/Elevations 0 24 - Engineering Final o - Final Engineering 0 09- Termite /Final Cert. o Total : 416 Total Inspections AIRPORT • Assist Sky Dive Sebastian in hosting USA National Parachute Championships • Disassembled and packaged old AWOS system for resale • Assisted ADS Security with installation of airport security cameras and new gate access points • Continued daily service and maintenance activities relating to: o Avgas Quality Assurance testing o Maintaining terminal building landscaping o Maintaining airport lighting and cutting infield grass GOLF COURSE • Revenue 17-18 16-17 Difference+/- 4th Quarter Rev. $177,137 $154,147 +$22,990 YTD Tot. Rev. $1,283,836 $1,148,376 +$135,460 4th Quarter Rounds 8,190 3,849 +4,341 YTD Tot. Rds. 41,932 37,310 +4,622 Green Fee4th Q. $50,705 $12,131 +$38,574 Cart Fee-4th Q. $100,769 $38,645 +$62,124 Annual Member 4th Q. $0 $0 $0 YTD Ann. Mem. $84,877 $84,413 +$464 USGA Hdcp. 4th Q. $20 $20 $0 Disct. Card 4th Q. $46.73 $0 +$46.73 YTD Disct. Cd. $30,048 $27,634 +$2,414 Driving Range 4th Q. $6,705 $3,204 +$3,501 YTD Dr. Rge. $41,141 $34,653 +$6,488 Club Rental 4th Q $480 $87 +$393 Club Storage 4th Q. $23 $5 +$18 YTD CR & CS $5,422 $4,519 +$903 Golf Shop Retail 4th Q. $14,358 $5,251 +$9,107 YTD Shop Retail $81,460 $43,930 +$37,530 PGA Pro Lesson 4th Q $529 $0 +$529 YTD Lesson $2,441 $2,476 -$35 Rev. con't. 17/18 16/17 Difference+/ - Restaurant Rent 2nd $3,500 $5,449 -$1,949 YTD Rest. Rent $3,500 $26,999 -$23,499 Comments: • Revenue increase on Year to Date total revenue, green fees, cart fees and rounds, mostly due to green re -grassing project which took place prior fiscal year (16-17). All other revenue categories also showed good increases. Restaurant rent down (from 16-17), due to change in vendors at Restaurant. • Charity, Corporate and special Golf Tournaments for 4th quarter included Sebastian River High School Rugby (88 players), Sebastian River High School Boys & Girls Golf Teams (86 players), Palm Bay Golf Association (28 players) & Habitat Travel Group (24 players). • Charity, Corporate and Special Golf Tournaments scheduled for 1st quarter (17-18) include Palm Bay Golf Association, Central Baptist Church, Italian -American Club of Sebastian, Sebastian VFW, Sebastian Amateur & Sebastian Rotary. • Continued success with Tuesday afternoon junior golf clinics in conjunction with the Indian River Golf Foundation. • Receiving excellent reviews and comments from patrons regarding new, re -grassed greens (with Champion Ultra - Dwarf) and overall golf course conditions. 10 • All weekly leagues, including Wojo's Monday League, Postal League, Sebastian Men's and Women's Golf Associations, Sebastian Business League and weekend "Blitz" leagues, offering great support and repeat play. • Restaurant bid created and Restaurant committee selected Pelican Diner. • Hole #5 tee complex renovated, added approximately 3,100 square feet, entire tee area re -leveled and Celebration sod was installed and fully established quickly. • In conjunction with the Indian River Golf Foundation, junior clinics and SNAG (Starting New at Golf) clinics offered. Also, private and group junior golf lessons are always available. • 2018 Sebastian Amateur dates set for November 17 & 18. BUILDING DEPARTMENT • In the fourth quarter of this fiscal year, a total of 44 new single-family homes were issued building permits. New single family residence permits has decreased slightly from the last quarter. Other permits of significance include 0 new manufactured homes, 0 new commercial building, 0 commercial additions, I commercial alteration, 0 commercial build outs, 3 residential additions and 6 residential alterations. In all, 1176 building permits were issued in the fourth quarter. Over all permitting has decreased compared to the last two quarters this fiscal year. • Total number of inspections for the fourth quarter was 5176 for an average of 82 inspections per working day. The number of inspections has remained about the same as the third quarter. A decrease in permitting this quarter will most likely affect the number of inspections in the next quarter. • The Fire Marshal's office has performed annual inspections on 2 day care facilities, 1 assisted living facility and 1 business at the request of the owners of the properties to satisfy their state licensing requirements. Also performed 2 occupant load calculations for restaurant owners who needed a seating change verification in order to satisfy DBPR Division of Hotels and Restaurants. • The number of Certificates of Occupancy issued for the fourth quarter included 54 new single family residences, 1 new manufactured home, 2 commercial certificates of occupancy, 1 commercial temporary certificate of occupancy and 0 commercial certificates of completion. • The following lists the Business Tax Receipt activity for the fourth quarter: New Businesses-23, Renewals -745, Transfers- 4, Duplicates-0, Home Based Businesses-278, Commercial Businesses-428, Insurance Companies-62 and Solicitor Registrations-5. In addition, there have been 37 requests for permit records on properties within the city from lien/title companies. • The building department remains busy; permitting and inspection activities are steady. Our newest inspector has now completed all of his requirements and passed his state exams to become a State Licensed Standard Building Inspector. He was previously working off a provisional license issued by the board. Contractor licensing and Business Tax Receipt renewals is keeping staff very busy this time of year. 11 CITY OF SEBASTIAN FISCAL YEAR 2019-2020 BUDGET CALENDAR DATE DAY EVENT 01/07/19 Monday Budget Review Advisory Board @6:00pm — Introductory Meeting and Review of 4d' Quarter FY2017 Budget Report 01/09/19 Wednesday City Council @6:00pm — Approve Budget Calendar and 4" Quarter Budget Report 01/14/19 Monday Budget Review Advisory Board @6:00pm — Discussion of Budget Challenges and Priorities 01/23/19 Wednesday City Council @6:00pm — Discussion of Budget Challenges and Priorities 02/15/19 Friday Departments Receive Forms and Instructions for Capital Improvement Program 03/11/19 Monday Budget Review Advisory Board @6:00pm — Review 1" Quarter Budget Report 03/13/19 Wednesday City Council @6:00pm — Approve 1st Quarter Budget Report 03/15/19 Friday Departments Submit Capital Improvement Program Request to Administrative Services 03/27/19 Wednesday City Council @6:00pm — Approval of Strategic Plan, Goals and Objectives 04/19/19 Friday Departments Receive Forms and Instructions on Operating Budget Preparation 05/10/19 Friday Departments Submit Operating Budget Request to Administrative Services 05/31/19 Friday Estimate of Property Values Received from Property Appraiser 06/05/19 Wednesday Complete Review of Department Request and Balancing of CIP and Draft Budgets 06/10/19 Monday Budget Review Advisory Board @6:00pm — Review 2"d Quarter Budget Report 06/11/19 Tuesday City Council and Budget Review Advisory Board Provided Recommended CIP and Operating Budget documents 06/12/19 Wednesday City Council @6:00pm — Approve 2nd Quarter Budget Report 06/17/19 Monday Budget Review Advisory Board @6:00pm — Presentation of Draft CIP and Operating Budget 06/24/19 Monday Parks and Recreation Board @ 6:00pm — Review of Recreation Impact Fee Uses in CIP 06/28/19 Friday DR-420 Certified Property Values Received from Property Appraiser 07/08/19 Monday Budget Review Advisory Board @6:00pm — Discussion on Proposed Millage to be Recommended to City Council 07/15/19 Monday Budget Review Advisory Board @6:00pm — Continued Discussion on Proposed Millage to be Recommended to City Council, If Needed 07/24/19 Wednesday City Council @6:00pm — Receive Budget Review Advisory Board Recommendation and Approve Proposed Millage to be Submitted to Property Appraiser 07/26/19 Friday Deadline to send DR-420 Proposed Millage Form to Property Appraiser 08/02/19 Friday Planning and Zoning Board Provided the Draft CIP Summary 08/05/19 Monday Budget Review Advisory Board @6:00pm — Review 3rd Quarter Budget Report 08/14/19 Wednesday City Council @6:00pm — Approve 3 d Quarter Budget Report 08/15/19 Thursday Planning and Zoning Board @6:00pm — Approval of Capital Improvement Program 08/19/19 Monday Budget Review Advisory Board @6:00pm — Update on Significant Changes to the Capital Improvement Program and Operating Budget (if any) 08/28/19 Wednesday City Council @6:00pm — Presentation on CIP and Budget Recommendations 09/04/19 Wednesday First Public Hearing on County Budget 09/09/19 Monday Final Adoption of School Board Budget 09/11/19 Wednesday Final Public Hearing on County Budget 09/16/19 Monday City Council @6:00pm — Special Meeting for First Public Hearing on Millage and Budget/Approval of Capital Improvement Program/Financial Policies 09/21/19 Saturday Advertise the Tentative Millage and Proposed Budget 09/25/19 Wednesday CRA/City Council Meeting @6:00pm — Approve Community Redevelopment Agency Budget/Final Public Hearing on Millage and Budget 09/26/19 Thursday Send Resolution Adopting Final Millage to Property Appraiser