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01-13-2020 BAC Agenda
ma SEBASTIAN eel ea10 OFPaM RMI) SEBASTIAN BUDGET REVIEW ADVISORY COMMITTEE AGENDA 6:00 P.M. MONDAY—JANUARY 13, 2020 CITY HALL 1225 MAIN STREET a. Call to Order b. Pledge of Allegiance c. Roll Call d. Introduction of Members (Name and Appointee): • Larry Napier Mayor Dodd • Bruce Hoffman Council Member HIII • Gilbert Lewin Council Member Gilliams • Ed Herlihy Council Member Mauli • Ralph Holmes Council Member Parris • Amber Carrie At4arge Member • Harry Hall Atdarge Member • Andrea Ring Aftemate Member • Keerthi Weragods Alternate Member e. Selection of Chairperson f. Selection of Vice -Chairperson g. Approval of Minutes: Meeting of August 19, 2019 It. Review of Fourth Quarterly Report — FY 2019 I. Review Budget Calendar and Discuss Next Meeting Date (Monday, March 16, 2020) J. General Discussion by Members it. Public Comments I. Adjourn Agenda Attachments: Minutes for Meeting of August 19, 2019 Fourth Quarterly Report — FY 2019 Budget Calendar ANY PERSON WHO DECIDES TO APPEAL ANY DECISION MADE WH RESPECT TO ANY MAKER CONSIDERED AT THIS MEETING WILL NEED A RECORD OF THE PROCEEDINGS AND MAY NEED TO ENSURE THAT A VERa477M RECORD OF THE PROCEEDINGS IS MADE, WHICH RECORD INCLUDES THE TESTIMONY AND EVIDENSEUPONWHICHTHEAPPEALISTOSEHEARS (RS.38e.0105) IN COMPLIANCE WITH THE AMERICAN WITH DISABILITIES ACT (ADA), ANYONE WHO NEEDS A SPECIAL ACCOMODATION FOR THIS MEETING SHOULD CONTACT THE CITYB ADA COORDINATOR AT 589-5530 AT LE4ST48HOURS wADVANCEOF THIS MEETING. CITIZENS BUDGET REVIEW ADVISORY COMMITTEE MINUTES OF REGULAR MEETING AUGUST 19, 2019 I. Chairman Napier called the Citizens Budget Review Advisory Committee meeting to order at 6:00 p.m. II. Pledcie of Allec'Jance was recited by all. III. Roll Call Present Ms. Nancy Veidt Mr. Bruce Hoffman Mr. Ed Herlihy Mr. Larry Napier Mr. Harry Hall Ms. Amber Cerda Ms. Andrea Ring (a) Absent Mr. Keerthi Weragoda (a) -- Excused Also Present Mr. Ken Killgore, Administrative Services Director/CFO Ms. Cindy Watson, Human Resources Manager Ms. Janet Graham, Technical Writer IV. Approval of Minutes A. Minutes of July 8, 2019 Mr. Napier called for any additions or corrections to the Minutes. Hearing none, he called for a motion to accept the Minutes. A motion to accept the Minutes of the July 8, 2019 as presented was made by Mr. Hoffman, seconded by Mr. Herlihy, and approved unanimously by voice vote. V. Review of Third Quarterly Renort -- FY 2019 Mr. Killgore reviewed the resolution which will be presented to City Council. He stated there were a few minor changes to the budget, which he reviewed. He described that City Council has approved the transfer from reserves of $55,000.00 to begin a strategic planning process. He described the use of the R and R account for one item in the amount t*41 CITIZENS BUDGET REVIEW ADVISORY COMMITTEE PAGE 2 MEETING MINUTES OF AUGUST 19, 2019 of $3,384.00 for emergency replacement of lights at the Friendship Park. The City Manager approved moving small amounts of dollars between accounts. Mr. Killgore reviewed in the report that he has prepared and described that there has been almost 81% of this year's revenues received. Expenditures are slightly less than 74%0. Thus, the City should have a balance of $4,917,000.00. This figure is his best estimate as to what the balance should be at the end of the year. The Hurricane Irma claims have been totally paid. There is still $143,000.00 in outstanding claims on Hurricane Matthew. He also reported that the City was also paid $81,000.00 on a claim the City did not submit. That amount is in a payable account, as eventually it will have to be reimbursed. He reviewed the status of the stormwater fund. He reviewed the golf course fund which is just about breaking even. The airport fund has a slight increase in its balances. The building fund also shows a balance increase. Regarding the Capital Improvement status report, he has inserted a descriptive remark as had been requested by the Committee at the last meeting. He is pleased that so many projects have been completed or are near completion, so there will not be as many carryover projects for next fiscal year. As to the investment report, the return on the bank account at the end of the quarter was 2.51 % on an annualized basis, and at the State Board 2.52%, much better than what was gotten last year. The special investment with the Florida Trust Fund had a very good return, much better than last year. He asked for any questions/comments from the Committee. Mr. Hoffman • Regarding the strategic plan that received $55,000.00, he asked if there is a specific line item in the 2020 budget for additional funds. Mr. Killgore stated it is his estimate that that whole project will not go much over the $55,000.00. • Asked when the last time was the strategic plan was updated. Mr. Killgore stated he doesn't think there was anything by that specific name. There have been goals, etc. There have already been several meetings on this project. This strategic plan will require a lot of effort and time in order to complete it. • Complimented Mr. Killgore on the changes in the format of the quarterly report. CITIZENS BUDGET REVIEW ADVISORY COMMITTEE PAGE 3 MEETING MINUTES OF JULY 8, 2019 4 • On the first page where it lists the general fund balance, the repayments for the loans that are between departments, he asked if that all goes into the assigned funds entry in that schedule. Mr. Killgore stated no, and he explained how that is arrived at. • He inquired if the best estimate for the golf course is that it will break even for this year. Mr. Killgore stated it will be pretty close. • Regarding the Florida Investment Trust, he understands that there are lot of capital gains in that account from the drop in interest rates, and those are uncollected/unrealized gains. Mr. Killgore stated that is correct. Mr. Killgore stated he has a meeting scheduled with that account manager to talk about this fund. He also stated the average portfolio cannot exceed two years. Mr. Herlihy • On the strategic plan, he opined that the City has never had a real plan, and he is happy to see one planned now. He also cautioned regarding the complexity of such an endeavor. • Regarding the quarterly department accomplishment report, he wonders if that report is valuable enough to offset the time spent on it every quarter. Mr. Killgore stated he agrees, but it is something that has been inherited over the years, He would like to see the report redesigned as containing a comparison with other quarters. Ms. Ring • Complimented Mr. Killgore on the additional information he is now setting forth in his report. A motion was made that the proposed Capital Improvement Program be recommended to the City Council with no changes by Mr. Herlihy, seconded by Mr. Hoffman, and passed unanimously by voice vote. VI. Undate on FY 2020 Draft Budriet by Ken Killoore. Administrative Services Director/CFO Mr. Killgore stated regarding the 2020 draft budget and Capital Improvement Program, the current draft has been loaded on the website. There has been no change in what was calculated for the rollback rate. It is still recommended at the 2.9399 rollback rate. City Council approved a 3% increase in group insurance premiums. Labor negotiations with both the PEA and the PBA are still pending. There is a vote scheduled for this Thursday evening on the PEA draft agreement. There are further meetings scheduled with the CITIZENS BUDGET REVIEW ADVISORY COMMITTEE �® PAGE 4 MEETING MINUTES OF JULY 8, 2019 PBA. City Council is scheduled for August 28th to get an overview of the current draft of the proposed budget. Mr. Killgore asked for a motion to recommend the current draft. A motion approving the currently proposed Capital Improvement Program be recommended to City Council was made by Mr. Hoffman, seconded by Ms. Cerda was approved unanimously by voice vote. VI. General Discussion by Members Mr. Hill brought up the role the Committee plays in approving the budget and whether their participation should begin earlier in the process. After much discussion among the Committee members, it was decided to continue in the manner in which they have been serving. VII. Comments by Staff Mr. Killgore voiced his appreciation with how this Committee works with him and his staff VIII Public Comments -- None IX. Adjourn There being no further business, Chairman Napier adjourned the meeting at 6:48 p.m. 21 Jg Date: ava tea_: fl0Mf0.FfflKAN4SIPiND CITY COUNCIL AGENDA TRANSMITTAL FORM COUNCIL MEETING DATE: December 11, 2019 AGENDA ITEM TITLE: Resolution Accepting the 4th Quarter Financial Report and Recognizing Necessary Amendments and Adjustments to the FY 2018-2019 Annual Budget. RECOMMENDATION: Move to approve Resolution R-19-34. 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 and accomplishments are also included. Formal approval by the City Council was already given for an adjustment for the 2"a year funding toward construction of Hangar D and to adjust the budget for the CavCorp parking lot project to the contractor's bid pricing. Formal approval is requested for Staff's use of the General Fund Renewal and Replacement Account (R&R) for repairs needed to the Main Street dock. Approval is also requested for a budget adjustment made in order to 'clean-up" several accounts in Departments that would otherwise have overspent their budgets at year-end due to extraordinary expenditures that could not be foreseen. This included the retirement payouts for the City Manager's Administrative Assistant; above normal number of hearings held before the Special Magistrate; overtime the Police Department incurred during the preparation for Hurricane Dorian; and unexpected repairs to a Code Enforcement vehicle. Rather tea? using Genera; Fund Reserves, we used the unbudgeted recovery payments on Hurricane Irma and placed the amounts not needed into a "Contingency" account. Of course, this was riot needed and was swept into General Fund Reserves -along with other unexpended budgets from all other accounts. 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. Many of these had to do with project budgets that were adjusted to the actual amounts expended at the time they were completed and closed out. All of the above described adjustments are listed in Exhibit "A" that is an attachment to the Resolution. 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 Re olution Fund to Be Utilized for Appropriation: N/A Administrative Services Department Review: ATTACHMENTS: Resolution No. R-19-34 and Exhibit "A" +� Quarterly Financial Report for the Quarter Ended September 30, 2019 r City Manager Authorization: Date: RESOLUTION NO. R-19-34 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, 2018 AND ENDING SEPTEMBER 30, 2019 AS PROVIDED FOR IN EXIT "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 30, 2019 indicated that certain budget adjustments required formal approval by the City Council and that previously approved amendments and adjustments by the City Manager should 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, 2018 and ending September 30, 2019 has been amended and adjusted as necessary within the quarter ending September 30, 2019; 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 and, upon being put to a vote, the vote was as follows: Mayor Ed Dodd Vice Mayor Charles M. Mauti Councilmember Damien H. Gilliams Councilmember Jim Hill Councilmember Pamela Parris The Mayor thereupon declared this Resolution duly passed and adopted this 11 h day of December 2019. ATTEST - Jeanette Williams, MMC City Clerk CITY OF SEBASTIAN, FLORIDA W. Mayor Ed Dodd Approved as to form and content for reliance by the City of Sebastian only: James D. Stokes City Attorney EXHIBIT "A" OF RESOLUTION R-19-34 SUMMARY OF BUDGET CHANGES FOR THE QUARTER ENDED SEPTEMBER 30, 2019 ADJUSTMENTS PREVIOUSLY APPROVED BY CITY COUNCIL: ADJUSTMENTS BEING SUBMITTED FOR CITY COUNCIL APPROVAL: Budget Before Budget Budget After Change Project/Account Change Adjustment Change Reason for Adjustment FDOT Grant ($800,000) ($1,000,000) ($1,800,000) 5/22/19 Approval to add 2nd year funding to Transfer from DST Fund ($200,000) ($250,000) ($450,000) the 151 year of the FDOT Grant for the Buildings (Construction of Hangar D)_____ $11000,000 ____ $1,250,000 $2,250,000 Construction of Hangar D_ Transfer from DST Fund ($50,000) ($6,810) ($56,810) 9/11/19 Approval to add funds to the CavCo p Parkins; Lot Project $50,000 $6,810 $56,810 Parking Lot Prosect based on bid pricing. ADJUSTMENTS BEING SUBMITTED FOR CITY COUNCIL APPROVAL: Budget After Change Budget Before Budget Project/Account Change Adjustment Appropriation from R&R Account ($85,431) ($2,000) R&M Docks & Piers $2,500 $2,000 ----------------------------------------------------------------------- FEMA and State Hurricane Payments 0 ($532,620) City Manager Wages and Benefits $279,059 $47,000 City Attorney Services $103,200 $500 Police Operations Irma Overtime $113,000 $155,300 Code Enforcement R&M Vehicles $700 $600 Contingency $118,021 $329,220 Budget After Change Reason for Adjustment ($87,431) Used General Fund R&R account for $4,500 repairs needed to the Main Street Dock. _ ($532,620) Used Hurricane proceeds for retirement $326,059 payout to City Manager's Administrative $103,700 Assistant; added Special Magistrate costs; $268,300 Police overtime for Dorian preparation; and $1,300 unexpected Code Enforcement vehicle Xr_ K6m-------------------------------------------------------------------------------- Transferfrom DST Fund repairs. Rest was put in Contingency that $447,241 will be swept into General Fund Reserves. ADJUSTMENTS PREVIOUSLY AUTHORIZED BY THE CITY MANAGER: Reason for Adjustment Adjustment between MIS accounts to provide cyber security training. Adjustment to close the project for purchasing Radar Signs. Adjustment to Regular Salaries accounts -for the_guarterly incentive awards ----------- Adjust ___Adjust for receipt and transfer of State's Payment for -the -Police -Pension- Fund. Adjustment to close Park Improvements Project to the balance used during year. Closes Capital Projects budget and returns unused balance to Stormwater Fund. Closes the CRA grant accounts to the actual amounts paid out during the year returns the balance to the CRA Fund to be rebudget for next year. Closes the Stonecrop Drainage Project, which was rebudgeted for next year. Budget Before Budget Budget After Project/Account Change Adjustment Change Vehicles & Equipment $30,775 ($3,471) $24,304 Training & Education ---- $2,190 $3,471 $5,661 Xr_ K6m-------------------------------------------------------------------------------- Transferfrom DST Fund ($15,000) $1,470 ($13,530) Vehicles & Equipment --------------------------------------------------- $15,000 ------ ($1,470) $13,530 Additional Compensation ------------ $3,850 ---------------- ($750) ------- $3,100 Regular Salaries_____________________________$7,156,200_____ _____$750_____$7.156,950 Police Pension State Revenue 0 ($198,770) ($198,770) State Contribution to Police Pension 0 $198,770 $198,770 -------------------------------------------------------------------------------------------- Transfer from Recreation Impact Fees ($20,000) $7,512 ($12,488) Park Improvements $20,000 ($7,512) $12,488 Transfer from Stormwater Revenue ($508,625) $366,241 ($142,384) Stormwater Capital Projects......... $508,625 ($366,241) _ _ _ _ _ _$142,384 Indian River Lagoon Council Grant ($60,000) $992 ($59,008) Transfer from Riverfront CRA Fund ($219,739) $108,494 ($111,245) Sign Grants $55,000 $5,000 $60,000 Septic to Sewer Grants Program $275,505 ($114,486) $170,253 Transfer from DST Fund ($296,534) $282,034 ($14,500) Stonecrop Drainage Project $296,534 1.$282,0341 $14,500 Reason for Adjustment Adjustment between MIS accounts to provide cyber security training. Adjustment to close the project for purchasing Radar Signs. Adjustment to Regular Salaries accounts -for the_guarterly incentive awards ----------- Adjust ___Adjust for receipt and transfer of State's Payment for -the -Police -Pension- Fund. Adjustment to close Park Improvements Project to the balance used during year. Closes Capital Projects budget and returns unused balance to Stormwater Fund. Closes the CRA grant accounts to the actual amounts paid out during the year returns the balance to the CRA Fund to be rebudget for next year. Closes the Stonecrop Drainage Project, which was rebudgeted for next year. CITY OF SEBASTIAN QUARTERLY FINANCIAL REPORT FOURTH QUARTER ENDING SEPTEMBER 309 2019 SUMMARY THE FOURTH QUARTER FOR GENERAL FUND ENDED WITH 100% OF TOTAL BUDGETED REVENUES BEING RECEIVED. DEPARTMENTS SPENT 94% OF THE BUDGETED AMOUNTS, RESULTING IN A NICE INCREASE TO OVERALL RESERVES. ENDING NET UNASSIGNED RESERVES EQUALED $5,119-073, WHICH IS SLIGHTLY ABOVE THE $5,000,000 MINIMUM WE INTEND TO MAINTAIN FOR DECLARED NATURAL DISASTERS. THIS IS ALSO ABOVE THE AMOUNT PROJECTED WHEN THE 2020 BUDGET PROJECTIONS WERE MADE. GENERAL FUND SUMMARY City Council Budget YTD Beginning Balance $ $ 5,373,381 Ad Valorem Taxes 3,816,814 3,941,543 Franchise Fees 1,394,340 1,343,744 Utility Taxes 2,935,950 2,882,460 Hurricane Recoveries 532,620 532,620 Intergovernmental 3,118,630 3,081,248 Charges for Service 549,902 548,100 Licenses and Other 530,442 592,605 Transfers In 40,000 40,000 Total Revenues $ 12,918,698 $ 12,962,320 From Fund Balance 147,513 (147,513) Total Sources S 13,866,211 $ 12,814,807 City Council 55,908 52,259 City Manager 345,289 336,677 City Clerk 207,036 205,292 City Attorney 105,414 105,409 Admire Services 693,455 6^72,001 MIS Division 476,934 464,729 Police Department 6,207,752 6,120,134 Public Facilities 1,854,622 1,695,742 Parks and Recreation 1,250,340 1,145,017 Community Dev. 396,147 366,205 Matthewllrma Costs - Non -Departmental 1,355,293 1,014,278 Total Expenditures $ 12,948,190 $ 12,177,743 Unappropriated 118,021 - Total Uses $ 13,066,211 $ 12,177,743 Ending Unappropriated Fund Balance $ 6,010,445 Genera! Fund Revenue 4,000 IlAdjusted Budget Marto Datr 9 3,500 3,000 2,500 0 2,000 1F� 1,500 1,000 500 JIF 's -,01.1.10" 1 �ao J(190?,e%, P0�M $,rg`� Oft d5M 103.3% 96.4% 98,2% nla 98.8% 99.7% 111.7% 100.0% 100,3% 98.1y, 93.5% 97,5% 99.2% 101.0% 96.9% 97.4% 98.6% 91.4% 91.6% 92.4% nla 74.8% 94,0°/D nla 93.2% ENDING RESERVES TOTAL $5,952,678. LOANS TO GOLF COURSE AND AIRPORT, INVENTORIES, PREPAYMENTS AND RESTRICTED LAW ENFORCEMENT FUNDS LEAVE NET UNASSIGNED RESERVES OF $5,119,073. GENERAL FUND BALANCE FORECAST Fund Balance R&R Account Beginning Reserves 10/01/18 $ 5,098,381 $ 275,000 Year to Date Revenue 12,962,320 Fund Balance/R&R Changes to Date; S 1,500 Unfinished 2018 Projects (4,582) $750 Allocated for Strategic Plan (55,500) $so0 Crab E. Bill's Repairs $- (20,457 II BBSC Restroom Repairs I Eligible $1,581,745 Received (24,696) l Score Board Replacement (1,414) Two Air Conditioners (4,705) Essential MIS Equipment (30,775) Lights for Friendship Park (3,384) Repairs to Main Street Dock (2 000) Year to Date Uses $ (60,082) $ (87,431) Other Expenditures (12,177,743) Current Reserves $ 5,822,876 S 187,569 Expected Changes to Year End: Additional Revenue - - Additional Expenditures - - Ending Reserves $ 5,822,876 $ 187,569 Adjust R&R to $2?5,003 (87,431) 87,43' Adjusted Reserves $ 5,735,445 $ 275,000 Assigned Funds (891,372) Net Unassigned Reserves $ 4,844,073 $ 275,000 J Total Unassigned Reserves $ 5,119,073 ` Projected in 2020 Budget $ 5,046,649 General Fund Expenditures 6,000 '-.deed °u$e[ ®Yearto Das e 5,000 9 4,000 G3A00 2,000 1,000 00 "o, 1�.s�tl\�6a qA'9pd`�` GAlGA11016PS��pAo p�. $143,666 ON MATTHEW REMAINS UNPAID. IRMA'S FEMA SHARE WAS INCREASED BY $14,706. WE SHOULD ALSO BE RECEIVING $31,601 ON DORIAN. $2,250 Hurricane Reimbursements $2,000 $189,973 More Due $1,750 S 1,500 $1,250 $1.000 $750 $so0 $250 $- Matthew Eligible $1,581,745 Received $1,438,079 7 - Elgible R -c ed 0 Irma Dorian $547,325 $31,601 $532,619 $0 Totals $2,160,671 $1,970,698 CITY OF SEBASTIAN QUARTERLY FINANCIAL REPORT FOURTH QUARTER ENDING SEPTEMBER 30, 2019 SUMMARY STORMWATER FUND REVENUES EXCEEDED BUDGETED GOLF COURSE BALANCES ARE AFFECTED BY LOANS FROM AMOUNTS AND OPERATING EXPENDITURES WERE WELL THE GENERAL FUND AND BUILDING FUND FOR WITHIN BUDGETED AMOUNTS. NET AVAILABLE FUNDS ARE IRRIGATIONICLUBHOUSE WORK. ENDING RESOURCES ARE $90,182 ABOVE AMOUNTS PROJECTED WHEN THE 2020 BETTER THAN PROJECTED WHEN THE 2020 BUDGET BUDGET PROJECTIONS WERE MADE. PROJECTIONS WERE MADE. 102.2% 198.8% 103.1% 0.0% 139.2% Operating Expenditures 1,609,702 1,385,225 86.1% Transfer to Capital Projects 133,759 151,957 113.6% Total Uses $ 1,743,461 $ 1.537,182 88.2%'I Ending Fund Balance $ 889,714 Expected Change to Year End: Stormwater Fees and Interest Expenditures Transfer to Capital Projects - Net Available Funds $ 889,714 Projected in 2020 Budget $ 799,532 REVENUES AND EXPENSES FOR THE AIRPORT DO NOT INCLUDE GRANT RECEIPTS AND EXPENSES HANDLED IN THE AIRPORT CONSTRUCTION FUND. TOTAL ENDING RESOURCES WERE NOT QUITE AS GOOD AS PROJECTED WHEN 2020 BUDGET PROJECTIONS WERE MADE. Beginning Resources Rents Fuel Sales Miscellaneous Total Revenues Total Sources AIRPORT FUND SUMMARY Budget STORMWATER FUND SUMMARY $ - $ Budget YTD Beginning Fund Balance $ 95,702 $ 350,464 Stormwater Fees 1,995,000 2,038,668 Interest 19,000 37,764 Total Revenues $ 2,014,000 $ 2,076,432 From Fund Balance (366,241) Total Sources $ 1,143,461 $ 2,426,896 102.2% 198.8% 103.1% 0.0% 139.2% Operating Expenditures 1,609,702 1,385,225 86.1% Transfer to Capital Projects 133,759 151,957 113.6% Total Uses $ 1,743,461 $ 1.537,182 88.2%'I Ending Fund Balance $ 889,714 Expected Change to Year End: Stormwater Fees and Interest Expenditures Transfer to Capital Projects - Net Available Funds $ 889,714 Projected in 2020 Budget $ 799,532 REVENUES AND EXPENSES FOR THE AIRPORT DO NOT INCLUDE GRANT RECEIPTS AND EXPENSES HANDLED IN THE AIRPORT CONSTRUCTION FUND. TOTAL ENDING RESOURCES WERE NOT QUITE AS GOOD AS PROJECTED WHEN 2020 BUDGET PROJECTIONS WERE MADE. Beginning Resources Rents Fuel Sales Miscellaneous Total Revenues Total Sources AIRPORT FUND SUMMARY Budget YTD $ - $ (133,240) 431,061 4443,628 90,000 12,278 113,310 124,101 634,371 580,007 $ 634,371 $ 446,767 Operating Expenses Fuel Purchases General Fund CIP Loan General Fund Advance DST Fund Loans Capital Outlay Contingency Total Expenditures Total Ending Resources Expected Change to Year End: Revenues Expenditures 9130/19 Ending Resources Projected in 2020 Budget $ 408,154 71,200 40,000 30,500 50,319 34,198 634,371 $ $ 394,577 8,945 60,000 40,000 30,500 49,072 583,094 (136,327) $ (136,327) $ (117,692) 102.9% 13.6% 109.5%, 91.4%:1 96.7%, 12.6% n1a 100.0% 100.0% 97.5% 0.0%. 91.9% Beginning Resources Charges for Service Pro Shop Sales Rent Miscellaneous Total Revenues From Fund Balance Total Sources Operating Expenses Pro Shop Purchases Cart Loan Payments Total Operating Expense Capital Expenses General Fund Payment Building Fund Payment Total Uses Total Ending :Resources Expected Change to Year End: Revenues Expenditures •9130119 Ending Resources I Projected in 2020 Budget GOLF FUND SUMMARY Budget s $ s $ 1,227,094 70,000 30,000 8,780 1,335,874 1,335,874 $ 1,196,115 $ 45,000 55,391 1,297,506 38,369 1,335,874 $ YTD (623,866) 1,213,028 87,462 27,463 14,474 1,342,427 718,561 1,088,534 64,066 56,390 1.208,990 10,892 35,800 38,368 1,194,050 (575,489) $ (575,489) $ (625,944) % 98.9% 124.9% 91.5%+ 164.9% 100.5% n1a Na 91.0% 142.4% 100.0% 93.2% nla rJa 96.9% BUILDING FUND ENDING RESOURCES REMAIN AT GOOD LEVELS, EVEN WITH THE LOANS TO THE GOLF FUND. THEY WERE ABOVE AMOUNTS PROJECTED WHEN THE 2020 BUDGET PROJECTIONS WERE MADE. BUILDING FUND SUMMARY Budget YTD Beginning Resources $ 13,633 $ 350,937 Licenses and Permits 774,700 841,624 Charges for Service 12,800 13,193 Fines and Forfeits 5,800 7,834 Miscellaneous 9,200 17,381 Golf Fund Loan Payments 38,368 38,368 Total Sources 854,501 918,400 Operating Expenses 771,320 694,694 Capital Outlay 19,750 - Transfers Out (Clear Village) 13,633 Contingency 49,798 - Total Uses $ 854,501 $ 694,694 Total Ending Resources $ 574,643 Expected Change to Year End; Revenues Expenditures j 9130119 Ending Resources $ 574,643 II Projected in 2020 Budget $ 497,195 108.6%,_ 103.1% 135.1% 188.9% 100.0% 107.5%, 90.1%)' 0.0%.� n1a n1a 81.3% CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 09/30/19 2015/2016 2016/2017 2017/2018 2018/2019 2018/2019 2018/2019 4TH QTR 4TH QTR 4TH QTR 4TH QTR Annual Percent ACTUALS ACTUALS ACTUALS ACTUALS BUDGET of Budget GENERALFUND TAXES -7,546,774.01 -7,785,255.29 -7,911,624.45 -8,167,746.70 -8,147,104.00 100% LICENSES & PERMITS -136,614.26 -135,899.23 -165,922.29 -146,812.15 -143,100.00 103% INTERGVT'L REVENUE -2,654,804.99 -2,807,990.42 -4,388,227.62 -3,613,868.30 -3,651,250.00 99% CHARGES FOR SERVICE -326,773.66 -312,759.64 -391,053.96 -548,099.92 -549,902.00 100% FINES AND FORFEITS -72,009.68 -70,411.10 -47,701.30 -50,996.50 -50,578.00 101% MISC. REVENUE -328,119.61 -313,043.23 -397,460.50 -410,868.60 -336,764.00 122% TRANSFERS IN -677,150.60 -663,569.00 -704,638.00 -23,928.00 -40,000.00 60% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -147,513.00 0% GENERAL FUND REVENUE -11,742,246.81 -12,088,927.91 -14,006,628.12 -12,962,320.17 -13,066,211.00 99% CITY COUNCIL 48,719.52 53,750.96 53,664.05 52,258.79 55,908.00 93% CITY MANAGER 287,768.63 267,924.98 425,855.85 336,677.28 345,289.00 98% CITY CLERK 353,079.53 180,697.73 207,259.74 205,292.18 207,036.00 99% LEGAL 94,682.00 68,346.44 100,267.05 105,408.63 105,414.00 100% ADMINISTRATIVE SERVICES 550,158.51 571,114.89 650,704.98 672,001.27 693,455.00 97% M.I.S. DIVISION 199,227.08 165,193.25 385,022.17 464,728.90 476,934.00 97% AUDIO VISUAL 163,252.96 107,121.26 0.00 0.00 0.00 n/a POLICE ADMINISTRATION 1,020,083.57 1,004,482.37 1,075,873.53 1,055,364.15 1,062,033.00 99% POLICE PATROL 2,457,842.77 2,672,538.64 3,045,450.52 3,435,700.18 3,470,617.00 99% CODE ENFORCEMENT DIVISION 178,716.85 164,703.95 178,586.79 184,410.44 183,972.00 100% POLICE INVESTIGATIONS 810,068.06 714,487.58 754,632.44 822,621.58 848,224.00 97% POLICE COMMUNICATIONS 539,888.83 611,029.16 599,062.56 622,038.21 642,906.00 97% ENGINEERING 0.00 604,499.51 24.29 0.00 0.00 n/a ROADS AND DRAINAGE 744,410.37 468,720.45 808,405.84 887,151.31 998,760.00 89% STORMWATER UTILITY DIVISION 1,067,563.89 721,845.61 1,120,251.68 0.00 0.00 n/a CENTRAL GARAGE 257,388.76 214,205.66 218,848.44 232,277.74 248,212.00 94% FACILITIES MAINTENANCE 268,635.11 428,900.99 489,484.05 398,279.84 421,180.00 95% PARKS/RECREATION 887,662.03 936,339.77 879,505.77 1,145,017.29 1,250,340.00 92% CEMETERY 180,364.94 166,376.04 186,128.00 178,032.88 186,470.00 95% COMMUNITY DEVELOPMENT 253,528.88 214,587.49 395,540.44 366,205.40 396,147.00 92% NON -DEPARTMENTAL 1,205,249.38 1,492,113.12 1,564,956.31 1,014,277.26 1,473,314.00 69% GENERAL FUND EXPENDITURES 11,568,291.67 11,828,979.85 13,139,524.50 12,177,743.33 13,066,211.00 93% CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 09/30/19 2015/2016 2016/2017 2017/2018 2018/2019 2018/2019 2018/2019 4TH QTR 4TH QTR 4TH QTR 4TH QTR Annual Percent ACTUALS ACTUALS ACTUALS ACTUALS BUDGET of Budget LOCAL OPTION GAS TAX TAXES -646,132.08 -674,778.08 -715,310.85 -711,023.38 -740,300.00 96.05% INTERGVT'L REVENUE -10,352.00 -12,532.00 -12,908.00 -13,294.89 -13,295.00 100.00% MISC. REVENUE -1,792.39 -947.47 -6,685.86 -8,901.60 -3,764.00 236.49% TRANSFERS IN -200,000.00 -200,000.00 0.00 0.00 0.00 0.00% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -469,110.00 0.00% LOGT FUND REVENUE -858,276.47 -888,257.55 -734,904.71 -733,219.87 -1,226,469.00 59.78% OPERATING EXPENSES 214,567.87 120,827.57 25,756.26 80,205.11 102,700.00 78.10% CAPITAL OUTLAY 0.00 14,267.50 27,570.45 0.00 3,200.00 0.00% DEBT SERVICE 242,748.10 242,635.30 242,444.90 239,186.60 243,177.00 98.36% TRANSFERS OUT 444,255.40 663,423.25 96,793.31 424,060.55 877,392.00 48.33% LOGT EXPENDITURES 901,571.37 1,041,153.62 392,564.92 743,452.26 1,226,469.00 60.62% DISCRETIONARY SALES TAX TAXES -3,052,153.22 -3,207,904.68 -3,417,585.77 -3,524,824.94 -3,572,500.00 98.67% MISC. REVENUE -28,448.97 -15,463.05 -56,845.00 -93,927.96 -63,107.00 148.84% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -1,266,331.00 0.00% DST FUND REVENUE -3,080,602.19 -3,223,367.73 -3,474,430.77 -3,618,752.90 -4,901,938.00 73.82% OPERATING EXPENSES 0.00 3,750.00 0.00 9,675.00 30,950.00 31.26% TRANSFERS OUT 2,785,072.78 3,309,345.77 2,563,710.52 1,600,870.70 4,603,518.00 34.77% TO FUND BALANCES 0.00 0.00 0.00 0.00 267,470.00 0.00% DST FUND EXPENDITURES 2,785,072.78 3,313,095.77 2,563,710.52 1,610,545.70 4,901,938.00 32.86% RIVERFRONT REDEVELOPMENT FUND MISC. REVENUE -39,019.14 -41,757.59 -46,615.21 -53,101.43 -49,000.00 108.37% TRANSFERS IN -349,624.18 -342,240.96 -366,531.86 -404,673.34 -406,167.00 99.63% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -200,470.00 0.00% RRD REVENUE -388,643.32 -383,998.55 -413,147.07 -457,774.77 -655,637.00 69.82% OPERATING EXPENSES 253,927.54 71,807.59 205,798.68 396,239.01 413,392.00 95.85% CAPITAL OUTLAY 15,083.90 0.00 0.00 0.00 66,000.00 0.00% GRANTS AND AIDS 79,696.15 0.00 34,676.03 0.00 60,000.00 0.00% TRANSFERS OUT 28,611.68 229,495.57 289,494.90 111,244.75 116,245.00 95.70% TO FUND BALANCES 0.00 0.00 0.00 0.00 0.00 0.00% RRD EXPENDITURES 377,319.27 301,303.16 529,969.61 507,483.76 655,637.00 77.40% PARKING IN LIEU OF FUND_ MISC. REVENUE -26,487.45 -25,413.57 -14,704.70 -1,393.58 -406.00 343.25% FROM FUND BALANCES 0.00 0.00 0.00 0.00 0100 0.00% PARKING IN LIEU OF REVENUE -26,487.45 -25,413.57 -14,704.70 -1,393.58 -406.00 343.25% OPERATING EXPENSES 61.60 0.00 0.00 0.00 0.00 0.00% CAPITAL OUTLAY 0.00 44,703.00 0.00 0.00 0,00 0.00% TRANSFERS OUT 0.00 13,792.00 0.00 0.00 0.00 0100% TO FUND BALANCES 0.00 0.00 0.00 0.00 406.00 0.00% PARKING IN LIEU OF EXPENDITURES 61.60 58,495.00 0.00 0.00 406.00 0.00% CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 09/30/19 2015/2016 2016/2017 2017/2018 2018/2019 2018/2019 2018/2019 4TH QTR 4TH QTR 4TH QTR 4TH QTR Annual Percent ACTUALS ACTUALS ACTUALS ACTUALS BUDGET of Budget RECREATION IMPACT FEE FUND MISC. REVENUE -168,152.56 -111,587.38 -153,601.46 -143,801.03 -174,228.00 82.54% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -418,415.00 0.00% REC. IMPACT FEE REVENUE -168,152.56 -111,587.38 -153,601.46 -143,801.03 -592,643.00 24.26% OPERATING EXPENSES 0.00 14,774.00 0.00 0.00 0.00 0.00% CAPITAL OUTLAY 14,874.50 0.00 0.00 0.00 0.00 0.00% TRANSFERS OUT 17,524.00 46,454.64 455,784.05 299,688.83 592,643.00 50.57% TO FUND BALANCE 0.00 0.00 0.00 0.00 0.00 0.00% REC. IMPACT FEE EXPENDITURES 32,398.50 61,228.64 455,784.05 299,688.83 592,643.00 50.57% STORMWATER UTILITY FUND MISC. REVENUE -994,456.28 -1,002,136.12 -1,014,980.38 -2,076,431.58 -2,014,000.00 103.10% TRANSFERS IN -100,000.00 -100,000.00 0.00 0.00 0.00 0.00% FROM FUND BALANCES 0.00 0.00 0.00 0.00 270,539.00 0.00% STORMWATER REVENUE -1,094,456.28 -1,102,136.12 -1,014,980.38 -2,076,431.58 -1,743,461.00 119.10% PERSONAL SERVICES 0.00 0.00 0.00 848,907.51 891,152.00 95.26% OPERATING EXPENSES 50,699.07 12,015.15 231,119.90 536,317.47 700,351.00 76.58% CAPITAL OUTLAY 0.00 0.00 0.00 18,198.16 18,199.00 100.00% TRANSFERS OUT 769,499.49 1,198,073.88 700,000.00 133,758.75 133,759.00 100.00% TO FUND BALANCE 0.00 0.00 0.00 0.00 0100 0.00% STORMWATER EXPENDITURES 820,198.56 1,210,089.03 931,119.90 1,537,181.89 1,743,461.00 88.17% LAW ENFORCE FORFEITURE FUND INTERGOVERNMENTAL REVENUE 0.00 0.00 0.00 -11,780.00 0.00 100.00% FINES AND FORFEITS -1,048.33 -26,431.00 -550.00 -150.00 -1,000.00 15.00% MISC. REVENUE -27,743.61 -2,100.00 -854.41 -2,494.33 -145.00 1720.23% FORFEITURES FUND REVENUES -28,791.94 -28,531.00 -1,404.41 -14,424.33 -1,145.00 1259.77% OPERATING EXPENSES 5,647.86 2,475.61 5,007.03 2,566.04 0.00 0.00% CAPITAL OUTLAY 15,158.69 10,523.50 0.00 16,425.00 0.00 0.00% GRANTS AND AIDS 3,000.00 3,000.00 1,500.00 2,500.00 0,00 0.00% TO FUND BALANCES 0.00 0.00 0.00 0.00 1,145.00 0.00% FORFEITURE FUND EXPENDITURES 23,806.55 15,999.11 6,507.03 21,491.04 1,145.00 1876.95% DST DEBTS ERVICE FUND MISC. REVENUE -914.74 336.69 0.00 0.00 0.00 0.00% TRANSFERS IN -868,341.96 -354,853.76 0.00 0.00 0.00 0.00% FROM FUND BALANCES 0.00 0.00 0.00 0.00 0.00 0.00% DST DEBT SERVICE REVENUE -869,256.70 -354,517.07 0.00 0.00 0.00 0.00% OPERATING EXPENSES 0.00 0.00 0.00 0.00 0.00 0.00% DEBT SERVICE 1,028,624.80 354,517.90 0.00 0.00 0.00 0.00% TO FUND BALANCES 0.00 0.00 0.00 0.00 0.00 0.00% DST DEBT SERVICE EXPENDITURES 1,028,624.80 354,517.90 0.00 0.00 0.00 0.00% STORMWATER DEBT SERVICE FUND MISC. REVENUE -918.42 -1,316.08 -3,771.12 -5,464.46 -900.00 607.16% TRANSFERS IN -401,141.04 -402,963.00 -403,792.00 -402,914.00 -403,792.00 99.78% FROM FUND BALANCES 0.00 0.00 0.00 0.00 0.00 0.00% STORMWATER DEBT REVENUE -402,059.46 -404,279.08 -407,563.12 -408,378.46 -404,692.00 100.91% DEBTSERVICE 400,499.00 402,357.50 404,077.60 403,659.30 403,659.00 100.00% TO FUND BALANCES 0.00 0.00 0.00 0.00 1,033.00 0.00% STORMWATER DEBT EXPENDITURES 400,499.00 402,357.50 404,077.60 403,659.30 404,692.00 99.74% CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 09/30/19 2015/2016 2016/2017 2017/2018 2018/2019 2018/2019 2018/2019 4TH QTR 4TH QTR 4TH QTR 4TH QTR Annual Percent ACTUALS ACTUALS ACTUALS ACTUALS BUDGET of Budget GOLF COURSE FUND INTERGOVERNMENTAL REVENUE 0.00 0.00 0.00 0.00 0.00 0.00% CHARGES FOR SERVICE -1,044,300.49 -985,744.12 -1,169,526.97 -1,300,490.26 -1,291,294.00 100.71% MISC. REVENUE -44,347.67 -150,950.99 -72,919.30 -41,937.08 -44,580.00 94.07% TRANSFERS IN 0.00 -353,530.96 -11,320.00 0.00 0.00 0.00% GOLF COURSE FUND REVENUE -1,088,648.16 -1,490,226.07 -1,253,766.27 -1,342,427.34 -1,335,874.00 100.49% PERSONAL SERVICES 273,207.00 272,220.92 258,594.37 276,152.02 277,455.00 99.53% OPERATING EXPENSES 454,844.23 457,841.91 526,517.56 310,855.40 297,919.00 104.34% CAPITAL OUTLAY -1,073,247.23 -371,194.12 -281,537.87 3,232.97 0.00 100.00% TRANSFERS OUT 408,363.76 39,361.70 7,118.00 38,368.00 38,368.00 100.00% ADMINISTRATION 63,167.76 398,230.41 510,692.06 628,608.39 613,742.00 102.42% OPERATING EXPENSES 578,949.62 572,528.73 578,142.63 566,101.47 567,335.00 99.78% CAPITAL OUTLAY 0.00 0.00 0.00 0.00 0.00 0.00% MAINTENANCE 578,949.62 572,528.73 578,142.63 566,101.47 567,335.00 99.78% PERSONAL SERVICES 92,368.95 85,335.97 89,401.02 91,581.61 96,856.00 94.55% OPERATING EXPENSES 4,833.25 4,680.85 987.10 1,365.07 1,550.00 88.07% CAPITAL OUTLAY 0.00 89,408.00 19,536.40 0.00 0.00 0.00% DEBTSERVICE 7,272.27 5,370.49 56,390.40 6,394.17 56,391.00 11.34% GOLF COURSE CARTS 104,474.47 184,795.31 166,314.92 99,340.85 154,797.00 64.17% GOLF COURSE FUND EXPENSE 746,591.85 1,155,554.45 1,255,149.61 1,294,050.71 1,335,874.00 96.87% AIRPORT CHARGES FOR SERVICE -20,176.12 -18,302.18 -21,270.12 -3,332.79 -18,800.00 17.73% MISC. REVENUE -617,748.11 -427,682.16 -476,746.54 -567,729.33 -544,371.00 104.29% TRANSFERS IN 0.00 -82,967.44 0.00 0.00 0.00 0.00% FROM FUND BALANCE 0.00 0.00 0.00 0.00 -21,624.00 0.00% AIRPORT REVENUE -637,924.23 -528,951.78 -498,016.66 -571,062.12 -584,795.00 97.65% PERSONAL SERVICES 141,689.20 216,083.96 141,470.78 122,345.87 136,402.00 89.70% OPERATING EXPENSES 633,038.93 549,774.70 556,115.87 272,231.40 270,479.00 100.65% CAPITALOUTLAY -126,400.00 0.00 0.00 14,665.62 48,271.00 30.38% DEBT SERVICE 19,376.00 0.00 19,452.10 0.00 30,500.00 0.00% TRANSFERS OUT 0.00 10,000.00 0.00 63,321.20 43,321.00 146.17% TO FUND BALANCES 0.00 0.00 0.00 0.00 55,822.00 0.00% ADMINISTRATION 667,704.13 775,858.66 717,038.75 472,564.09 584,795.00 80.81% ECONOMIC DEVELOPMENT 12,754.98 0.00 0.00 0.00 0.00 0.00% AIRPORT EXPENSE 680,459.11 775,858.66 717,038.75 472,564.09 584,795.00 80.81% BUILDING FUND LICENSES & PERMITS -782,501.73 -724,375.39 -890,339.36 -841,623.60 -774,700.00 108.64% CHARGES FOR SERVICE -12,635.85 -11,322.28 -13,928.68 -13,193.39 -12,800.00 103.07% FINES AND FORFEITS -6,502.35 -4,866.00 -5,011.00 -7,833.50 -5,800.00 135.06% MISC. REVENUE -13,660.26 -16,886.67 -30,507.64 -17,381.38 -9,200.00 188.93% TRANSFERS IN 0.00 -29,544.00 -7,118.00 -38,368.00 -38,368.00 100.00% FROM FUND BALANCE 0.00 0.00 0.00 0.00 -13,633.00 0.00% BUILDING REVENUES -815,300.19 -786,994.34 -946,904.68 -918,399.87 -854,501.00 107.48% PERSONAL SERVICES 428,764.31 454,375.22 531,662.91 593,832.74 656,556.00 90.45% OPERATING EXPENSES 117,874.68 132,374.53 122,768.31 100,860.97 128,397.00 78.55% CAPITAL OUTLAY 0.00 0.00 10,375.59 0.00 19,750.00 0.00% TRANSFERS OUT 104,085.96 323,317.98 0.00 0.00 0.00 0.00% TO FUND BALANCES 0.00 0.00 0.00 0.00 49,798.00 0.00% BUILDING EXPENSE 650,724.95 910,067.73 664,806.81 694,693.71 854,501.00 81.30% CITY OF SEBASTIAN GENERAL FUND DEPARTMENTS QUARTER ENDING 09/30/19 2015/2016 2016/2017 2017/2018 2018/2019 2018/2019 2018/2019 4TH Qtr 4TH Qtr 4TH Qtr 4TH Qtr Annual Percent ACTUALS ACTUALS ACTUALS ACTUALS BUDGET of Budget CITY COUNCIL PERSONAL SERVICES 22,821.49 22,729.31 22,727.75 22,735.77 22,743.00 99.97% OPERATING EXPENSES 25,898.03 31,021.65 30,936.30 29,523.02 33,165.00 89.02% TOTALS 48,719.52 53,750.96 53,664.05 52,258.79 55,908.00 93.47% CITY MANAGER PERSONAL SERVICES 277,444.59 261,054.74 386,538.71 325,131.33 326,059.00 99.72% OPERATING EXPENSES 10,324.04 6,870.24 39,317.14 11,545.95 19,230.00 60.04% CAPITAL OUTLAY 0.00 0.00 0.00 0.00 0.00 0.00% TOTALS 287,768.63 267,924.98 425,855.85 336,677.28 345,289.00 97.51% CITY CLERK PERSONAL SERVICES 287,489.64 150,152.33 159,304.31 170,673.19 167,445.00 101.93% OPERATING EXPENSES 65,589.89 30,545.40 47,955.43 20,636.24 24,591.00 83.92% CAPITAL OUTLAY 0.00 0.00 0.00 13,982.75 15,000.00 93.22% TOTALS 353,079.53 180,697.73 207,259.74 205,292.18 207,036.00 99.16% LEGAL OPERATING EXPENSES 94,682.00 68,346.44 100,267.05 105,408.63 105,414.00 99.99% TOTALS 94,682.00 68,346.44 100,267.05 105,408.63 105,414.00 99.99% ADMINISTRATIVE SERVICES_ PERSONAL SERVICES 452,107.90 461,830.44 525,069.64 540,447.79 559,019.00 96.68% OPERATING EXPENSES 98,050.61 105,234.45 125,635.34 131,553.48 134,436.00 97.86% CAPITAL OUTLAY 0.00 4,050.00 0.00 0.00 0.00 0.00% TOTALS 550,158.51 571,114.89 650,704.98 672,001.27 693,455.00 96.91% M.I.S. DIVISION PERSONAL SERVICES 130,874.64 113,737.28 246,755.40 314,098.20 330,872.00 94.93% OPERATING EXPENSES 68,352.44 51,455.97 138,266.77 126,311.18 118,758.00 106.36% CAPITAL OUTLAY 0.00 0.00 0.00 24,319.52 27,304.00 0.00% TOTALS 199,227.08 165,193.25 385,022.17 464,728.90 476,934.00 97.44% AUDIO VISUAL DIVISION PERSONAL SERVICES _ 102,068.78 92,766.78 0.00 0.00 0.00 0.00% OPERATING EXPENSES 25,365.03 14,354.48 0.00 0.00 0.00 0.00% CAPITAL OUTLAY 35,819.15 0.00 0.00 0.00 0.00 0.00% TOTALS 163,252.96 107,121.26 0.00 0.00 0.00 0.00% POLICE ADMINISTRATION PERSONAL SERVICES 873,843.67 883,813.77 919,623.58 922,050.55 924,151.00 99.77% OPERATING EXPENSES 122,937.29 120,668.60 119,784.95 133,313.60 137,882.00 96.69% CAPITAL OUTLAY 23,302.61 0.00 36,465.00 0.00 0.00 0.00% TOTALS 1,020,083.57 1,004,482.37 1,075,873.53 1,055,364.15 1,062,033.00 99.37% POLICE PATROL PERSONAL SERVICES 2,238,074.07 2,382,211.78 2,727,327.16 3,123,135.10 3,148,800.00 99.18% OPERATING EXPENSES 211,527.70 270,954.06 294,834.83 290,786.83 300,039.00 96.92% CAPITAL OUTLAY 8,241.00 19,372.80 23,288.53 21,778.25 21,778.00 100.00% TOTALS 2,457,842.77 2,672,538.64 3,045,450.52 3,435,700.18 3,470,617.00 98.99% CODE ENFORCEMENT DIVISION PERSONAL SERVICES 162,772.10 149,565.89 159,672.41 165,800.76 166,598.00 99.52% OPERATING EXPENSES 15,944.75 15,138.06 18,914.38 18,609.68 17,374.00 107.11% TOTALS 178,716.85 164,703.95 178,586.79 184,410.44 183,972.00 100.24% POLICE INVESTIGATIONS PERSONAL SERVICES 669,523.48 603,082.70 648,578.78 669,327.53 699,164.00 95.73% OPERATING EXPENSES 125,100.40 106,216.72 106,053.66 115,848.10 111,613.00 103.79% CAPITAL OUTLAY 15,444.18 5,188.16 0.00 37,445.95 37,447.00 100.00% TOTALS 810,068.06 714,487.58 754,632.44 822,621.58 848,224.00 96.98% POLICE COMMUNICATIONS PERSONAL SERVICES 531,446.20 600,680.55 590,499.50 611,731.25 629,788.00 97.13% OPERATING EXPENSES 8,442.63 10,348.61 8,563.06 10,306.96 13,118.00 78.57% TOTALS 539,888.83 611,029.16 599,062.56 622,038.21 642,906,00 96.75% CITY OF SEBASTIAN GENERAL FUND DEPARTMENTS QUARTER ENDING 09/30/19 2015/2016 2016/2017 2017/2018 2018/2019 2018/2019 2018/2019 4TH Qtr 4TH Qtr 4TH Qtr 4TH Qtr Annual Percent ACTUALS ACTUALS ACTUALS ACTUALS BUDGET of Budget ENGINEERING PERSONAL SERVICES 0.00 300,441.09 0.00 0.00 0.00 0.00% OPERATING EXPENSES 0.00 239,137.92 24.29 0.00 0.00 0.00% CAPITAL OUTLAY 0.00 64,920.50 0.00 0.00 0.00 0.00% TOTALS 0.00 604,499.51 24.29 0.00 0.00 0.00% ROADS AND DRAINAGE PERSONAL SERVICES 631,615.62 392,581.39 462,677.65 505,969.60 546,310.00 92.62% OPERATING EXPENSES 83,688.14 72,499.71 338,184.19 325,438.76 363,150.00 93.13% CAPITAL OUTLAY 29,106.61 3,639.35 7,544.00 55,742.95 89,300.00 8.45% TOTALS 744,410.37 468,720.45 808,405.84 887,151.31 998,760.00 88.83% STORMWATER UTILITY DIVISION PERSONAL SERVICES 615,511.81 344,650.74 630,001.61 0.00 0.00 0.00% OPERATING EXPENSES 448,749.18 377,194.87 487,987.12 0.00 0.00 0.00% CAPITAL OUTLAY 3,302.90 0.00 2,262.95 0.00 0.00 0.00% TOTALS 1,067,563.89 721,845.61 1,120,251.68 0.00 0.00 0.00% CENTRAL GARAGE PERSONAL SERVICES 202,532.69 184,642.47 194,427.68 194,159.14 200,981.00 96.61% OPERATING EXPENSES 26,331.08 27,228.20 24,420.76 28,523.59 36,481.00 78.19% CAPITAL OUTLAY 28,524.99 2,334.99 0.00 9,595.01 10,750.00 89.26% TOTALS 257,388.76 214,205.66 218,848.44 232,277.74 248,212.00 93.58% FACILITIES MAINTENANCE PERSONAL SERVICES 101,865.18 94,487.05 133,131.12 160,658.79 161,705.00 99.35% OPERATING EXPENSES 159,783.93 225,941.26 232,158.37 219,247.05 230,020.00 95.32% CAPITAL OUTLAY 6,986.00 108,472.68 124,194.56 18,374.00 29,455.00 62.38% TOTALS 268,635.11 4281900.99 489,484.05 398,279.84 421,180.00 94.56% PARKS/ RECREATION PERSONAL SERVICES 615,126.36 531,236.85 505,974.54 759,730.03 849,112.00 89.47% OPERATING EXPENSES 234,660.75 394,222.92 369,163.23 244,647.75 260,069.00 94.07% CAPITAL OUTLAY 37,874.92 10,880.00 4,368.00 140,639.51 141,159.00 99.63% TOTALS 887,662.03 936,339.77 879,505.77 1,145,017.29 1,250,340.00 91.58% CEMETERY PERSONAL SERVICES 146,746.72 140,364.64 149,727.85 145,725.26 156,804.00 92.93% OPERATING EXPENSES 30,318.22 26,011.40 27,909.19 32,307.62 29,666.00 108.90% CAPITAL OUTLAY 3,300.00 0.00 8,490.96 0.00 0.00 0.00% TOTALS 180,364.94 166,376.04 186,128.00 178,032.88 186,470.00 95.48% COMMUNITY DEVELOPMENT PERSONAL SERVICES 235,558.82 180,910.10 357,598.49 318,631.07 322,717.00 98.73% OPERATING EXPENSES 17,970.06 33,677.39 37,941.95 47,574.33 73,430.00 64.79% TOTALS 253,528.88 214,587.49 395,540.44 366,205.40 396,147.00 92.44% NON -DEPARTMENTAL PERSONAL SERVICES 230,284.00 284,765.30 291,741.15 278,439.04 259,727.00 107.20% OPERATING EXPENSES 631,265.38 611,345.09 634,267.89 712,594.27 743,352.00 95.86% CAPITALOUTLAY 0.00 1,765.00 2,918.00 0.00 0.00 0.00% TRANSFERS OUT 343,700.00 594,237.73 636,029.27 23,243.95 23,244.00 100.00% TO FUND BALANCE 0.00 0.00 0.00 0.00 447,241.00 0.00% TOTALS 1,205,249.38 1,492,113.12 1,564,956.31 1,014,277.26 1,473,564.00 68.83% TOTAL GENERAL FUND 11,568,291.67 11,828,979.85 13,139,524.50 12,177,743.33 13,066,461.00 93.20% CITY OF SEBASTIAN CAPITAL PROJECT STATUS REPORT AS OF SEPT 30, 2019 Project Number Description FY2018 A1811 Generators (Design/Build underway, adding funds in 2020) A1823 Cemetery Improvements (Road designed, plans underway) A1824 Working Waterfront Phase 3 (Design and monitoring) A1854 Taxiway C Construction (Pending retainage payment) A1860 Stonecrop Drainage (Design work for FEMA Grant) TOTAL Project Budget Share Budget Sources lin Thousands of S1 DST 60.7 CTF 150 DST 25.7 FAA/FDOT/DST 2,216/109.6/178 DST/GRANT 19.1/0 Project Expenditures Percent Funds Budget To Date Expended Encumbrances Remaining 60,692 27,118 44.7% 4.7% 33,574 150,000 2,998 2.0% 9,265 137,737 25,700 19,875 77.3% 5,825 - 2,503,596 2,211,833 883% 291,763 0.9% 19,145 11,229 58.79/6 7,916 100 $ 3,989,436 $ 3,503,357 87.8% $ 314,769 $ 171,311 FY2019 A 1920 Working Waterfront Phase 3 (Contractor scheduled) FIND/DST 170/250 420,000 19,671 4.7% 2,997 397,332 *1921 Pickleball Courts (Construction underway) DST/RIF 197/283 479,762 120,751 25.2% 326,929 32,082 A1922 Bark Park Shade Structures (Doing concrete pad) RIF 14 14,000 129 0.9% 9,710 4,161 A1925 Park Signage (Samples being made for review) RIF 100 100,000 22,990 23.0% - 77,010 A1928 Yacht Club Pier (Working on permits) RIF 40 40,000 - 0.0% 40,000 A1930 Indian River Dr. (Planning to do Riverview Park Sidewalks) LOGT 100 100,000 53,419 53.4% 46,581 A1931 Street Repaving & Reconstruction (Underway in 2020) LOGT 414.7 414,750 8,000 1.9% 406,750 A1932 CavCorp Parking Lot (Underway in 2020) DST 56.8 56,810 0.0% 56,810 A1933 Public Facilities Compound (Working on estimated cost) DST 1737.7 1,737,649 - 0.0% 1,737,649 A 1960 Stonecrop Drainage (More Design work for FEMA Grant) DST 14.5 14,500 12,000 82.8% 2,500 - A1952 Construct Hangar D (Design underway) FDOT/DST 1,800/450 2,250,000 69,199 3.1% 4,579 2,176,221 S 5,627,471 S 306,159 5A4% $ 346,716 $ 4,974,596 GRAND TOTALS $ 9,616,907 $ 3,809,516 39.61% S 661,484 $ 5,145,907 QUARTERLY INVESTMENT REPORT FOR THE QUARTER ENDED SEPTEMBER 30, 2019 At September 30, 2019, the total of the City's cash and investments were $14,945,062.24. Of this, $10,581,828.64 was held in an interest bearing checking account at Seacoast National Bank, $3,835,323.08 was invested with the State Board of Administration and $527,910.52 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 2.18% for the Bank and 2.04% for the State Board. The average annualized return over the 3 months of this quarter from the deposit with Florida Trust was 2.49%. SEACOAST NATIONAL BANK STATE BOARD OF ADMINISTRATION (SBA) CURRENT CURRENT CASH BALANCE ALLOCATION BALANCE PERCENT INVESTMENT ALLOCATION BALANCE PERCENT General Fund $ 3,612,339.50 34.14% General Fund $ 1,087,449.37 28.35% Local Option Gas Tax Fund 426,253.17 4.03% Local Option Gas Tax Fund 53,076.08 1.38% Discretionary Sales Tax Fund 4,279,749.33 40.44% Discretionary Sales Tax Fund 392,951.01 10.25% Riverfront Redevelopment Fund 138,982.75 1.31% Riverfront Redevelopment Fund 254,000.78 6.62% Parking In -Lieu -Of Fund - 0.00% Parking In -Lieu -Of Fund 55,885.38 1.46% Recreation Impact Fee Fund 261,162.11 2.47% Recreation Impact Fee Fund 234,978.23 6.13% Stormwater Utility Fund 307,767.90 2.91 Stormwater Utility Fund 563,731.57 14.70% Law Enforcement Forfeiture Fund 4,172,20 0.040/a Law Enforcement Forfeiture Fund 21,056.50 0.55% Stormwater Series 2003 Debt Service Fund 110,607.41 1.05% Stormwater Series 2003 Debt Service Fund - 0.001% Capital Projects Fund - 0.00% Capital Projects Fund 0.00% Capital Improvements Fund 68,604.57 0.65% Capital Improvements Fund - 0.00% Transportation Fund (0.10) 0.00% Transportation Fund 0.00°/ Stormwater Projects Fund 209,755.51 1.98% Stormwater Projects Fund 0.00% Golf Course Fund 57,278.20 0.54% Golf Course Fund 0.00•/ Airport Fund 271,583.79 2.57% Airport Fund 0.001% Airport Projects Fund 120,373.02 1.14% Airport Projects Fund - 0.00% Building Department Fund 524,388.31 4.96% Building Department Fund 223,289.48 5.82% Cemetery Trust Fund 178,060.97 1.68% Cemetery Trust Fund 856,564.68 22.33% Performance Deposits Fund 10,750.00 0.10% Performance Deposits Fund 92,340.00 2.41% Total Bank Balance $ 10,581,828.64 100.00% Total SBA Balance $ 3,835,323.08 100.00% aver S M HOME OF PELICAN ISLAND To: Mayor and City Council Thru: Paul Carlisle, City Manager From: Kenneth W, Killgore, Administrative Services Director Date: December 11, 2019 Re: 4' Quarter Accomplishments Fiscal Year 2019 The following are the 4`h Quarter Accomplishments for City Departments as assembled and edited by the Administrative Services Department for the three months ended September 30, 2019. CITY CLERK Legislative Sunoort Matters • City Clerk prepared agenda, attended/recorded seven Regular meetings and one Special Council Meeting. • Completed follow up of approved Council matters — contracts, letters, e-mails, scanned to LF and indexed. • Twelve resolutions adopted by Council. • Three ordinances passed on first reading. • Five proclamations prepared for presentation by Mayor. • Provided monthly City calendars and revisions to Council, City staff and press. • Piaced three advertisements with TCPalr.n. • Coordinated attendance of clergy for Council meeting invocations. • Recorded three docuraents at the Court House. F.•Pcords Manai�en:ent Proeram • Responded. to 44 public records re4(uests.. • 158 cubic feet of paper records niet retention along with dupi_cee and GSA records destroyed by shredding vendor. • Seven boxes of personnel files were imported into Laserfiche for permanent and long tern= records. • Transferred and documented ten Administrative Services boxes for storage. Election Matters • Qualified six candidates for the 2019 Election. • Prepared ballot • .th Supervisor Swan. • Accepted 18 campaign treasurer's reports. City Board Matters • Prepared one certificate of appreciation for outgoing board member. • Noticed vacancies, prepared three board appointments, notified and provided info to appointees, updated Board Handbook. • City Clerk prepared agenda, attended/recorded two CRA, within Council Meetings. • Records clerk attended one Council Meeting and one Planning and Zoning Commission Meeting. • Records Clerk published all scanned board packets to City website, Laserfiche and also provided to press and Council. Cemetery Matters • Certificates of Interment Rights issued for 22 locations for a total of $28,700. • Scanned all cemetery records as sold or amended for permanent retention. Personnel/Educationai Matters • City Clerk and Records Clerk attended three project management meetings. • City Clerk attended Taxiway Dedication. • City Clerk attended the Free Library Dedication. o City Clerk and Records Clerk attended three strategic planning meetings. o City Clerk and Records Clerk attended one hurricane emergency meeting & prepared for Hurricane Dorian impact. • City Clerk swore in two new police officers. • City Clerk and Records Clerk interviewed three part-time scanner candidates. Community Matters • Responded to or forwarded CITYSEB emails to appropriate departments. ADMINISTRATIVE SERVICES • Continued to monitor FEMA website for activity on the reimbursements due on the Hurricanes. • Provided administrative support to the Police Pension Board. • Prepared 3rd Quarter Budget Amendment and made presentation to Budget Committee and City Council. • Presented Capital Improvement Program to the Planning and Zoning Board. • Prepared Final FY2020 Budget and Capital Program Documents and had required public hearings. • Assisted with negotiations of new PEA and PBA Labor Agreements. • 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. • Solicited proposals from local financial institutions and selected Seacoast National Bank as our main depository bank. • Worked on review and updating of records on contracts and agreements. • Worked on review and updating of the purchasing procedures. POLICE DEPARTMENT Administration • Continued review of agency policies per accreditation standards. • Conducted interviews for police officer and 911 dispatcher positions. • Hired 1911 dispatcher. • Attended 3 special event meetings with city staff and participated in several events to include July 4th, Christmas in July, Grill Out Night, 9-11 Remembrance, and Gold Star Mothers Luncheon. • Continued our quarterly auditing and inspection of the police building and equipment. • Administration attended 6 Council meetings. • Attended over 90 Law Enforcement related meetings and 19 public meetings and/or speaking engagements. • Administrative personnel attended over 120 hours of training to enhance professional development. • Continued to collect statistical data to include: personnel, community, crime, etc. • Responded to 13 public records requests. • Continued Community Outreach Program focusing on enriching our relationship with our citizens hosting events. • Hurricane Dorian Preparation. Volunteers • The Community Service Volunteers worked a total of 2,304 hours during this quarter. • 45 bank deposit details were made. This is done for City Hall so employees do not have to leave their assigned duties. • 6 traffic control details were assigned. These consist of directing traffic at city events, road closures, etc. • 1,290 house watches/close patrols were completed. • 53 vehicle transports were made consisting of taking the vehicles to different locations for repairs, etc. • 452 business checks were made. These business checks are conducted to help patrol officers keep an eye on the business community which helps reduce crime. • 118 area checks of banks were made. Visual marked units around the banks at various times helps to deter crime. • 56 Airport checks were made. The visibility helps to deter crime. • 79 special details were assigned. • 4 miscellaneous assist for law enforcement personnel. • 142 paper runs, i.e.: State Attorney's Office, Sheriff's 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 12 traffic crash scenes. • 0 warnings for handicapped parking tickets issued and 0 warnings for other parking infractions issued. • 19 citizen contacts. • 494 miscellaneous jobs. • 41 hours of Escorts were completed. 2 School Resource Officers '1�: trot hours y Mentor lurches mi 4 Crossing Guam: co,Aacts ri Reports I GREAT classes t.n'J`m # Lke :Sidils classes taught t i 1.r ;?..(School checks �...r•. 1 © 100 200 300 -•?3 j Sept. u August a.Iuly Area/school checks 22 116 Life Skills classes taught 0 f 0 j GREAT classes taught 0 0 Reports 8 5 j Crossing Guard contacts 0 21 Mentor lunches 0 22 Patrol hours 340 155 Community event hours 2 0 Road Patrol and Special Onerations • Officers were dispatched to 6778 calls fcr service, and self --initiated 4255 events • 83 adult and 2 by juvenile arrests were made. • Officers issued 201 citations, 17 parking citations, and 670 written warnings. • Officers completed 467 offense reports and 84 crash reports. Special Operations Incident Citations Warnings Reports Arrests 139 4 0 2 17 31 20 153 0 0 17_ 15 5 220 2 Traffic Unit (462) 0 0 0 0 K-9 Ofc's (41/38/59/42) 16 103 19 4 TOTALS 16 103 19 4 K-9 tint • K-9 Training Hours: 240 • Misdemeanor Arrests: 0 • Felony Arrests: 1 • Narcotic Searches: 7 • Activity Reports: 6 • K-9 Demonstrations: 5 • Schools Attended: 0 • Additional Training Hours: SRT, In-house: 78 • Agency Assisted: Indian River 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 Detectives Warrants 2 5 2 9 Training/Meeting Hours 44 41.5 63 148.5 Follow -Ups 19 25 27 71 Active Cases 22 17 14 53 Assigned Cases 25 17 13 55 Cleared Cases 10 15 8 33 inactive Cases_ 9 6 3 18 Supplements 22 28 12 62 Call Outs 2 2 2 6 i I Call Outs 18 24 8 50 5u pple me nts inactive Cases Cleared Cases`+ Assigned Cases' i Series4 Active Cases Vii_ Series3 Follow -Ups r. Series2 Training/Meeting Hours w Seriesl i Warrants F Arrests 1 i Subpoenas f 200 Communitv PoHcine & Crime Prevention Officer JARRESTS 1 2 1 4 WARRANTS 1 2 1 4 TRAINING/MEETINGS (hours) 5 3 12 20 FOLLOW-UPS 6 5 4 15 JACTIVE CASES 3 4 2 9 +ASSISGNED CASES 6 4 5 15 CLEARED CASES 4 3 3 10 INACTIVE CASES 0 0 0 0 (SUPPLEMENTS 10 5 5 20 ISURVEILLANCE (HOURS) 18 24 8 50 4 COPE OUARTERLY REPORT Ragiorial 0utreach ACTIVITY HOURS Community Events: COMMUNITY EVENTS 43 Honor Flight - 6 T3 Maint. -16 Honor Guard - 2 Park Place - 2 AGENCY OUTREACH EVENTS 24 goys N Girls Club -9 COMMUNITY MEETINGS 47 Library Event-4 ---- - - Exchange Ci..b.i Learning Nest - 4 Community Night Out -24 8 Women's Club - 2 PUBLIC TRAINING CLASSES 38 Grill Out Night - 6 - - J GSar-LO Free a 9/11-4 Social Media 54 Grandkids Day - 6 SRO Coverage 18 July 4th - 20 i EXPLORER POST ACTIVITIES 96 Fundraisers -10 TRAINING AND SCHOOLS 258 Public Training IN-SERVICE INSTRWM_ ON 16 Classes: kOCIAL MEDIA MANAGEMENT 24 S.A.F.E. Women -6 Rad Kids-32 1DMINISTRATION & RESEARCH 52 -EVeO=s i ROAD PATROL COVERAGE 0 I i Active Shooter - 24 i 96 i 18 I i Ragiorial 0utreach f i i Christmas in July -12 8 Awards - 1 Fun Day -10 me Siripi.+ers - f, T3 Maint. -16 Honor Guard - 2 _ t. �3 Calls Entered Into CAD 0 Communications Division Agency Outreach: Ragiorial 0utreach Admin & Research: Christmas in July -12 FCF:.•uc Awards - 1 Fun Day -10 me Siripi.+ers - f, T3 Maint. -16 Honor Guard - 2 _ COPE Meeting - 8 Calls Entered Into CAD SRO., -18 Traininers Meeting -1 Community Meetings: Road Coverage - 0 g Ruck March - 2 Exchange Ci..b.i 747 Community Night Out -24 P.OtaIV Ou'a-2 POP -2 336 EOC-2, 35 41 J GSar-LO Free a Explorer Post Social Media Veteran's CcJr,.4- 6 Activities: Management: — Meetings - 22 {Facebook, Twitter, Training and Schools: Fundraisers -10 Instagram, SPD App} - 24 In -Service - 8 Boot Camp - 64 2 RAD - 90 5 DAVID User/Usage Audit CPTED - 16 si:fmol Re In -Service Inst Crime Prevent - 80 -EVeO=s instructor - 16 CIT - 40 Active Shooter - 24 258 350 0 52 __- 0 ■ ACTIVITY— ■ COMMUNITY EVENTS AGENCY OUTREACH EVENTS >� COMM UNiTY MEETINGS Y SCHOOL -RELATED EVENTS • PUBLIC TRAINING CLASSES ■ REGIONAL OUTREACH ■ SRO Coverage EXPLORER POST ACTIVITIES • TRAINING AND SCHOOLS ■ IN-SERVICE INSTRUCTION SOC: ,-JAL MEDIA MANAGEMEMr k-D6,1—NIISTRATION & RESEARCH ,0AD PATROL COVERAGE Officer Initiated Calls 2,480 2,520 2,403 Code Enf. Initiated Calls 1,016 1,046 908 Volunteer Initiated Calls 650 610 543 Calls Entered Into CAD 4,774 4,775 4,592 911 Calls Received 767 759 747 911 Calls Transferred Out 417 396 336 911 Hang-up Calls 35 41 96 Admin. Calls Received 1,788 1,748 1,863 Admin. Calls Transferred 405 352 306 Outgoing Admin. Calls 933 927 979 F/NCIC Validation Records 2 6 5 DAVID User/Usage Audit 10 0 0 Training/Meeting Hours 74 28 30 I 4,/Ol 7,403 2,970. 1,803 14,141 2,273 1,149 172 5,399 1,063 2,839 13 10 132 DAVID User/Usage Audit 9 F/NCIC Validation Records t Outgoing Admin. Calls` Property Sent to Lab Admin. Calls Transferred a Admin. Calls Received-�r�e.- 20 911 Hang-up Calls j 911 Calls Transferred Out r 911 Calls Received f Calls Entered Into CAD' 3 2 F Volunteer Initiated Calls - a Code Enf. Initiated Calls 1 Officer Initiated Calls 0 Disp. Calls For Service Video's Burned 27 fi 1.7 0 1,000 2,000 3,000 4,000 5,000 6,000 Crime Scene/Evidence Month 3 a Month 2 ■ Month 1 Property Processed 9 5 16 30 Property Sent to Lab 1 12 7 20 Property Returned 6 13. 7 24 Property Disposed 31 3 2 F 134. 493 Cars Impounded 1 0 1 Video's Burned 27 fi 1.7 62 Supplements Written 11 10 3 29 Training Hours 116 12 60 128 Call Outs 0 0 1 Ca` Outs Ti a nhig, Hours Supplements Virritte:i ti Vkeo's 3urred �- Cars ;mpounded Sens:_ i Prope( ty 0,Snosed /a iuu5t i goner*y let urned a. lu! Code Enforcement • Issued 1,011 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. • 156 property inspections for title companies and 130 sign violations. • 614 Code Services. • 1,218 re -inspections, 112 violations were not complied with, 114 were posted for abatement, 7 abated by vendors. • 977 violations complied. • 3 Liens filed, 3 liens released. • 132 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 no calls for water violation during the 4th quarter. Alarm Assessment • $460.00 in alarm permits (new and renew) • $0.00 in false alarms fines • 154 alarm responses by officers, 58 of these were false. • 31 New permits issued. FACILITIES MAINTENANCE DEPARTMENT Roads Division Asphalt • 36 tons of asphalt (due to availability). • Repaired multiple sections along the sidewalk on Schumann Dr. • Paved road crossing on Blossom, Capon, Azine, and Bayfront. • Repaired many various sized potholes throughout the City of Sebastian. Concrete • Poured multiple sections of seawall at the Yacht Club. • Poured 10 yards of concrete at Yacht Club for new sidewalk & pavilion pad. • Ground down trip hazards on sidewalks along Schumann Dr. & various side roads in the neighborhood. Miscellaneous • Inspected & maintained bridges. • Scraped sidewalks along Schumann Dr. • Scraped sidewalks along Lake Dr. • Scraped sidewalk along Brushfoot Dr. • Weed whacked guard rail along Brushfoot. • Cleaned curb & gutter in Schumann zone. • Removed dead tree from Hardee Park. • Assisted with finishing Yacht Club. • Equipment training at airport. • Hurricane Prep. Richt of ways • Trimmed back lots with John Deere tractor. • Zoned the north side of 512 and worked west. • Began trimming of south side of 512 along Laconia & worked west to the Stonecrop area. • Trimmed oak tree at Historical Park. • Maintained right of way & curb along Powerline Road. • Maintained right of way and curb along Fleming. • Maintained right of way along Shakespeare and onto lighthouse. • Trimmed back sections of Alley impeding traffic. Sian Shop • Signage and Installation: • Created: 162 • Signs Installed: 77 • Signs straightened 15 • Decals: 30 7 Pavement Markings: • Stop Bars 36 • Yellow Line Striping 0 Ln. ft. • White Line Striping 8251 Ln. ft. • Parking Lots 4 Ln. Ft. (Crab -E -Bills) • Cross Walks 14 • Special Projects: • School Zones: Completed • Airport taxiway C : Signs completed, install in progress • New Projects: • Road Painting Section 1 : 50% Completed. • Parking Lot Painting City Hall : Completed. • Parking Lot Painting River Front: Completed. • Boys & Girls Club Lot Painted: Completed. • Tennis Court Lot Painted: Completed. • Skate Park Signs: In Progress. • Section 2 signs and painting: Bid now being accepted for materials. • M.O.T: • Special Events 4 • School Light Issues: 23 • Citizen Request: 6 (all addressed and closed) • Work Orders: 25 (All addressed and closed) • Created Signs Breakdown: • Street signs : 42 • Regulatory: 29 • Warning: 31 • Guide: 0 • Wayfind: 0 • Wildlife: 9 • Misc. 6 • School 25 • Airport 10 Facilities Maintenance • City Hall Buildings: Window Cleaning (Best Choice). • Riverview Park: Replace roof, soffit and facia (Coffey Const). • Police Dept: Carpet replacement (Empire). • Police Dept: Replace UCM and surge protector (lightning) Trane. • Airport: Install AED and cabinet. • Friendship Park: Replace electrical panel (Post Electric). • Football Field: Repair Septic and lift station (Reliable). • Creative Playground: Paint interior restrooms. • Creative Playground: Floor resurfacing (Garage Enhancements). • Yacht Club: AC unit replacement (Jimmy AC). • All City Building: Hurricane preparations: Shutters. • Memorial Park: Replace fountain pump motor. • City Hall/Old School: Elevator license and inspections. • Fire and Sprinkler testing. • Maintain City Flags. • Maintain and monitor all lift stations. • Monthly AC maintenance all buildings. • Assist with Splash Pad Operations. • Daily monitoring of City Marquees. • Monthly monitoring and supplies for 16 AED stations. • Monitor daily activity Nash Janitorial Maintain City Flags. 8 Cemetery • Routine mowing, weed eating, & edging. • Burials full 6. • Cremains: 5. • Showed public cem. Prop. • Markers re -installed. • Routine mowing, weed eating, edging, clean water cooler. • Enhancements : True Green & plants. • Monthly gauge of rain: 40 inches. • Survey pins. • Fixed irrigation, cleaned storm drains. • Sealed niches. • Power washed gazebo on going. • Check for items that don't belong in cemetery on going. • Parts run. Construction Specialist • Parks: • Install new lighting bathrooms Riverside Park. • Replace and install photo cells bathroom Riverside Park. • Prep and repairs (electrical) events Riverside Park. • Repair Seawall Yacht Club. • Pour sidewalks at Yacht Club. • Build and install pavilion Yacht Club. • Estimates for Pickle Ball Courts. • Mowing Stormwater Park. • Repair lighting Friendship Park ball fields. • Replace hand dryers Hardee Park. • Repair lighting Hardee Park. • Stormwater: • Construct and pour new catch basin at golf course. • Catch basin inspections for repairs. • Riverfront; • Pier inspections. • Repair electrical and replaced lighting on south pier. • Start lighting replacement north pier 50% complete. • Repair lighting as needed. • Replace starter switch for street lighting. • Repair underground wiring for lighting. • Replace broken globes and bulbs as needed. • Cemetery: • Repair flag pole. • Repair lighting at pump house. • Repair Irg. Pump. • Golf Course: • Replace door at Bev. Shack. • Repair Parking lot lighting. • City Hall: • Repair and replace tank -less water heaters. • Replace lighting fixtures. • Tree trimming court yard. • Hurricane Prep: • Install Shutters, Equipment Prep, Site prep as needed. • General research for lighting and pricing on upcoming projects and repairs to older facilities. 9 Fleet kanagement: • The Fleet Management Staff completed 302 repair work orders, 47 preventive maintenance services 32 service calls and lroad trips to pick up parts. • In addition to in-house vehicle/equipment work orders, 17 vehicle and equipment repairs were scheduled and completed by outside vendors. • Took delivery of the following units: • (6) Police SUVs. • (3 Public Works & Stormwater Trucks. • Completed the prep (lights, rack, graphics, etc.) on the following units: • (6) Police SUVs. • (3) Public Works & Stormwater Trucks. • Completed the sale of equipment: (12) equipment//vehicles through Gov. Deals $8,701.33 net. • Fuel Cost as of the 10/16/2019 is as follows: • $185 per gallon of gasoline. • $2.1 per gallon of diesel fuel. LEISURE SERVICES • Special Events Prep. • Prepare for events at Airport, Riverview Park. • Maintenance. • Trimming of palm fronds, hauling in dirt at the pickleball court, removing debris, installed mulch, removing scoreboard on the football field, dismantling and removing old exercise equipment, maintain trimming trees and removing debris at Crab -E -Bills. • Installation. • Panels on scoreboard, mulch, basketball net, soccer net, post for outdoor library, parking curb, sod, irrigation pump, labels on exercise equipment, scoreboard only. • Irrigation lines, safety netting , removed irrigation pump, benches, fences, twin pier docks. • Repairs 14 • Maintenance 16 • Inspections 0 • Installation 16 • Special Event Prep 4 • Non park activity 1 • Worked Event 4 • In-house replacement 0 • Out sourced replacement 0 • Hurricane Prep/Cleanup 0 • Continue maintenance on all of the parks and medians, mowing edging, weed eating, trimming hedges, pulling weeds, emptying and picking up trash. STORMWATER DEPARTMENT • Quarter Round Maintenance. • 800 In. ft. • Road Crossing Pipes. • 120' installed 2 Catch Basins. • Vac Truck. • 6 Baffle Boxes Indian River Dr. 7 cubic yards removed. • Ongoing mowing and cleaning up Stormwater detention ponds. • Building Inspections count by Phil and Eric. • 316 Inspections. • Citizen Request Report. • July 26 Stormwater Request out of 64 (0 outstanding for Stormwater). • Aug. 149 Stormwater Request out of 227 (9 outstanding for Stormwater). • Sept. 58 Stormwater Request out of 110 (8 outstanding for Stormwater). 10 GOLF COURSE Revenue 18-19 17-18 Difference+/- • 4th Quarter Rev. $152,091 $177,137 -$25,046 • YTD Tot. Rev. $1,394,149 $1,235,231 +$158,918 • 4th Quarter Rounds 7,105 8,190 -1,085 • YTD Tot. Rds. 45,816 41,932 +3,884 • 4th Q. Green Fee $41,342 $50,705 -$9,363 • 4th Q. Cart Fee $86,014 $100,769 -$14,755 • 4th Q. Annual Member n/a n/a n/a • YTD Ann. Mem. $96,306 $84,877 +$11,429 • 4th Q. USGA Hdcp. n/a n/a n/a • YTD USGA Hdcp. $4,940 $4,500 +$440 • 4th Q. Disct. Card $93.46 $66.73 +$46.73 • YTD Disct. Cd. $32,244 $30,048 +$2,196 • 4th Q. Driving Range $4,939 $6,705 -$1,766 • YTD Dr. Rge. $45,651 $41,141 +$4,510 • 4th Q. Club Rental $222 $480 -$258 • 4th Q. Club Storage n/a n/a n/a • YTD CR & CS $5,929 $5,422 +$507 • 4th Q. Golf Shop Retail $11,277 $14,358 -$3,081 • YTD Shop Retail $87,463 $81,460 +$6,003 • 4th Q. PGA Pro Lesson $653 $529 +$124 • YTD Lesson $2,113 $2440 -$327 • 4th Q. Restaurant Rent $7,542 $3,500 +$4,042 • YTD Rest. Rent $27,464 $3,500 +$23,964 • Comments: Unfortunate rain event in August (15 inches in 14 days) and also lost 5-6 days due to Hurricane Dorian prep and day of and day after. Typically, there are no Annual Member, Handicap, Discount Card or Club Storage fees collected in the 4th Quarter. For the entire Fiscal Year, most categories showed improvement and increased revenue including Overall, Green Fees, Cart Fees, Annual Memberships, Discount Card, Driving Range, Golf Shop Retail and Restaurant Rent. • Charity, Corporate and special Golf Tournaments for the 4th quarter included Piper Aircraft (40 players), Habitat Golf Club Outing (20 players), Sebastian River High School Rugby (34 players), Sebastian River High School Football Boosters Touchdown Club (53 players) and J. Clark Birthday Outing (41 players). • Charity, Corporate and Special Golf Tournaments scheduled for 1st quarter (19-20) include Central Baptist Church, Palm Bay Golf Association, Sebastian Italian -American Club, Len Eddy Invitational, Barefoot Bay Christmas for Kids, Solid Rocket Booster League, Sebastian Rotary and The Fall 2 -Person Team Championship. • 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. • Golf Course conditions remain good to excellent, received numerous compliments from patrons. • Continue to serve as host course for the Sebastian River High School girls golf team and continue to offer junior golf clinics in conjunction with the Indian River Golf Foundation AIRPORT • Advanced Taxiway C construction to substantially complete status. • Exercised Emergency Storm Preparation Steps in advance of Hurricane Dorian. • Awarded Design -Build of Hangar D project to Johnson-Laux. • Removed + 100 trees from airport property that were deemed a hazard to air operations. • Reached 50% rental occupancy -Shade Hangars. • Replaced the primary wind sock. • Established datalink service to airport Automated Weather Observation System. 11 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 issued are slightly less than the third quarter where a significant increase was reported. Other permits of significance include 0 new manufactured homes, 0 new commercial buildings, 0 commercial additions, 6 commercial alterations, 0 commercial build outs, 1 residential addition, 0 new multi -family and 102 residential alterations. In all, 998 building permits were issued in the fourth quarter. Permits issued in the fourth quarter were roughly 18% less than the third quarter. • Total number of inspections for the fourth quarter was 3771 for an average of 60 inspections per working day. The number of inspections has remained about the same as the third quarter. • The Fire Prevention office has continued to conduct annual inspections as requested from businesses that need annual inspections for their licensure requirements. • The number of Certificates of Occupancy issued for the fourth quarter included 45 new single family residences, 4 commercial certificates of occupancy, 0 commercial temporary certificates of occupancy and 2 commercial certificates of completion. • The following lists the Business Tax Receipt activity for the fourth quarter: new businesses -44, renewals -750, transfers -10, duplicates 0, home based businesses -21, commercial businesses -23, insurance companies -18 and solicitor registrations -6. In addition, there have been 54 requests for permit records on properties within the city from lien/title companies. This is a busy time of the year due to business tax renewals. New business's increased significantly as compared to the third quarter. 12 CITY OF SEBASTIAN FISCAL YEAR 2020-2021 BUDGET CALENDAR DATE DAY EVENT 01/08/20 Wednesday City Council @6:OOpm — Approve Budget Calendar and Budget Objectives 01/13/20 Monday Budget Review Advisory Board @6:OOpm — Introductory Meeting and Review of 4th Quarter FY2019 Budget Report and Discussion of Budget Objectives 02/14/20 Friday Departments Receive Forms and Instructions for Capital Improvement Program 03/13/20 Friday Departments Submit Capital Improvement Program Request to Administrative Services 03/16/20 Monday Budget Review Advisory Board @ 6:OOpm- Review 151 Quarter Budget Report 03/25/20 Wednesday City Council @6:OOpm — Approve 1 st Quarter Budget Report 04/20/20 Monday Departments Receive Forms and Instructions on Operating Budget Preparation 05/15/20 Friday Departments Submit Operating Budget Request to Administrative Services 05/29/20 Friday Estimate of Property Values Received from Property Appraiser 06/05/19 Friday Complete Review of Department Request and Balancing of CIP and Draft Budgets 06/10/20 Wednesday City Council and Budget Review Advisory Board Provided Recommended CIP and Operating Budget documents 06/15/20 Monday Budget Review Advisory Board @6:OOpm — Presentation of Draft CIP and Operating Budget and Review of 2nd Quarter Budget Report 06/22/20 Monday Parks and Recreation Board @ 6:OOpm — Review of Recreation Impact Fee Uses in CIP 06/24/20 Wednesday City Council @6:OOpm — Approve 2nd Quarter Budget Report 06/30/20 Tuesday DR -420 Certified Property Values Received from Property Appraiser 07/13/20 Monday Budget Review Advisory Board @6:OOpm — Discussion on Proposed Millage to be Recommended to City Council 07/20/20 Monday Budget Review Advisory Board @6:OOpm — Continued Discussion on Proposed Millage to be Recommended to City Council, If Needed 07/22/20 Wednesday City Council @6:OOpm — Receive Budget Review Advisory Board Recommendation and Approve Proposed Millage to be Submitted to Property Appraiser 07/23/20 Friday Send DR -420 Proposed Millage Form to Property Appraiser 08/03/20 Monday Budget Review Advisory Board @6:OOpm — Review 3rd Quarter Budget Report and Update on Significant Changes to the Capital Improvement Program and Operating Budget (if any) 08/06/20 Thursday Planning and Zoning Board Provided the Draft CIP Summary 08/19/20 Wednesday City Council @6:OOpm — Approve 3rd Quarter Budget Report and Presentation on CIP and Budget Recommendations 08/20/20 Thursday Planning and Zoning Board @6:OOpm — Approval of Capital Improvement Program 09/02/20 Wednesday First Public Hearing on County Budget 09/09/20 Wednesday Final Public Hearing on County Budget 09/14/20 Monday Final Adoption of School Board Budget 09/16/20 Wednesday City Council @6:OOpm — Special Meeting for First Public Hearing on Millage and Budget/Approval of Capital Improvement Program/Financial Policies 09/19/20 Saturday Advertise the Tentative Millage and Proposed Budget 09/23/20 Wednesday CRA/City Council Meeting @6:OOpm — Approve Community Redevelopment Agency Budget/Final Public Hearing on Millage and Budget 09/24/20 Thursday Send Resolution Adopting Final Millage to Property Appraiser