HomeMy WebLinkAbout03-16-2020 BAC Agendarnva
SES
HOME OF PELICAN ISLAND
SEBASTIAN BUDGET REVIEW ADVISORY COMMITTEE
AGENDA
6:00 P.M. MONDAY — MARCH 16, 2020
CITY HALL
1225 MAIN STREET
a. Call to Order
b. Pledge of Allegiance
c. Roll Call
d. Approval of Minutes:
a. Meeting of January 13, 2020
e. Review of First Quarterly Report — FY 2020
f. Review of Presentation to City Council of Budget Process
g. Review of Fiscal Year 2020-21 Budget Objectives
h. General Discussion by Members
i. Comments by Staff
j. Public Comments
k. Next Scheduled Committee Meeting: June 15, 2020
I. Adjourn
Agenda Attachments:
• Minutes for Meeting of January 13, 2020
• First Quarterly Report — FY 2020
• Presentation to City Council of Budget Process
• Fiscal Year 2020-21 Budget Objectives
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.
CITIZENS BUDGET REVIEW ADVISORY COMMITTEE
MINUTES OF REGULAR MEETING
JANUARY 13, 2020
I. Chairman Napier called the Citizens Budget Review Advisory Committee meeting
to order at 6:00 p.m.
II. Pledge of Alleoiance was recited by all.
III. Roll Call
Present
Mr. Gilbert Lewin
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
Mr. Ralph Holmes -- Excused
Also Present
Mr. Paul Carlisle, City Manager
Mr. Ken Killgore, Administrative Services Director/CFO
Ms. Cindy Watson, Human Resources Manager
Ms. Janet Graham, Technical Writer
IV. Introduction of Members � Name and A000intee]
Mr. Napier introduced Mr. Lewin and welcomed him as a Committee member.
V. Selection of Chaimerson
Mr. Napier asked for motions. Mr. Hoffman made a motion to nominate Mr. Larry Napier
as Chairperson. Ms. Cerda seconded the motion. Hearing no further nominations, the
motion was approved by voice vote of six ayes and one nay.
VI. Selection of Vice -Chairperson
Mr. Napier asked for motions. Mr. Hoffman made a motion to nominate Mr. Ed Herlihy.
CITIZENS BUDGET REVIEW ADVISORY COMMITTEE PAGE 2
MEETING MINUTES OF JANUARY 13, 2020
Mr. Napier seconded the motion. Hearing no further nominations, the motion was
approved unanimously by voice vote.
VII. Aooroval of Minutes. Meetina of Auaust 19, 2019
Mr. Napier called for any corrections or additions to the Minutes. Ms. Ring indicated she
had several that she would like to address.
• She stated she preferred that the Minutes be prepared verbatim rather than having
a summary. She referred to the discussion that was held after Mr. Hall had spoken.
She feels that the Committee came to a different conclusion than what is stated in
the Minutes.
Mr. Napier asked the Committee members for their opinions on this subject.
Mr. Herlihy stated no other Committee or Board has done verbatim transcripts because
there is an accurate video recording which is kept by the City Clerk. Also, he stated the
expense of verbatim transcripts should be considered.
Ms. Cerda stated she does not see a need for it. She added that, even though it's a
summary, the summary can be adjusted.
Mr. Hoffman is satisfied with the way the Minutes are presented.
Mr. Napier asked Mr. Carlisle for input on the subject.
Mr. Carlisle stated he does not see a need for it. A person can go back and listen to the
audio tape. A person can also go back and look at the video tape, as they are on line.
That way, one can see if the transcript of the Minutes matches the conclusions that were
reached by the board or committee. If not, then the member could bring it forward at the
next meeting and ask for changes. It would then be up to the board or committee if they
agreed with those changes or not. The majority of the board would then make a
determination as to whether the summary minutes were deemed accurate and make
adjustments as needed.
Ms. Ring stated she has a copy of the video, and it is her opinion that the Minutes do not
match the video.
Mr. Napier asked Ms. Ring to identify what specifically she is talking about.
CITIZENS BUDGET REVIEW ADVISORY COMMITTEE PAGE 3
MEETING MINUTES OF JANUARY 13, 2020
Ms. Ring stated there is a motion that had been made that is not on the video, but it is
stated in the Minutes.
Mr. Napier asked how that could be, as the video camera runs the whole time throughout
the meeting.
Ms. Ring stated these Minutes have been edited from day 1. The video has been edited
since day 1 also.
Mr. Napier asked who made a motion that was not on the video.
Ms. Ring stated she has the video, and the motion is not on it.
Mr. Herlihy inquired of Mr. Carlisle if there are audio recordings still being done as had
been done in the past.
Mr. Carlisle stated no, that everything is captured on live video now, and it's backed up
by YouTube. The YouTube video cannot be edited.
Mr. Herlihy recalled that in the past cassettes were used.
Mr. Carlisle stated that that technology is antiquated. Cassettes are not easily available
anymore. There is no way to back up a cassette; the meeting videos are all backed up
on servers.
Mr. Napier suggested Ms. Ring get all her facts together and submit them at the next
meeting, and the Committee will address it. He asked Ms. Ring if she wanted to identify
what motion was made that is not on the video. She stated it was a motion made by Mr.
Hoffman.
Mr. Carlisle explained that he was told by the IT personnel that the computer that the
Recording Secretary uses is a separate recording than what is going over the airwaves,
and that is a transcript that is separate from the other system, and it is an exact duplicate
of what goes out over the air.
Ms. Ring inquired if that could be gotten in writing.
Ms. Cerda stated that if it can be proven that there were errors made, that would be a
reason to move forward with a verbatim transcript.
CITIZENS BUDGET REVIEW ADVISORY COMMITTEE PAGE 4
MEETING MINUTES OF JANUARY 13, 2020
Mr. Napier stated it seems to be the consensus of the Committee as well as the City
Manager that verbatim minutes are not necessary, and he asked Ms. Ring to get her facts
together and bring them forward at the next meeting.
• Mr. Hoffman called attention to the Minutes on Page 2, the third sentence in the
first full paragraph where it says, "...the City should have a balance of
$4,917,000.00." He asked if that could be identified more specifically as the
Unassigned General Fund Balance.
Mr. Killgore stated that is accurate, and there is no problem in making that change.
Mr. Herlihy asked if all of it is unreserved.
Mr. Killgore stated that is correct. It's not committed.
Mr. Hoffman said there is another $800,000.00 to $900,000.00 that is assigned.
Mr. Killgore stated that is correct. This is the amount after deducting that from cash and
investments.
• Mr. Killgore pointed out that on Page 3 where it describes a motion on the proposed
Capital Improvements Program, that should read the motion was to approve the
Third Quarterly Report and not the Capital Improvements Program.
• Mr. Killgore pointed to Page 4 where it describes a motion on the Capital
Improvements Program, that should read the motion was to approve the currently
proposed Draft Budget Report and the Capital Improvements Program.
• Mr. Killgore pointed to Item VI, General Discussion by Members, the first line
should read Mr. Hall instead of Mr. Hill.
Mr. Napier asked if there were any other changes. Hearing none, he called for a motion
to approve the Minutes with the changes as noted above. A motion to accept the Minutes
with the proposed changes was made by Mr. Hoffman, seconded by Ms. Cerda and
approved by voice vote of six ayes and Ms. Ring voting nay.
VIII. Review of Fourth Quarterly Report
Mr. Killgore reviewed the fourth quarter of 2019 report for the end of the fiscal year,
September 30th. (SEE ATTACHED.) It's presented in the same typical format. It includes
CITIZENS BUDGET REVIEW ADVISORY COMMITTEE PAGE 5
MEETING MINUTES OF JANUARY 13, 2020
an Agenda Summary to City Council that includes the Resolution and all the budget
adjustments or changes that have been made for that quarter. Those are adjustments
that were approved by City Council during the quarter. The second section are the
adjustments that are being asked for at the end of the quarter. The last section sets forth
the adjustments that are within the City Manager's purview to move funds between
accounts.
He commented that there was an adjustment made at the end of the quarter as a result
of proceeds received from Hurricane Irma that came in during that year.
Mr. Carlisle further described that hurricane proceeds from FEMA went back into the
General Fund to reimburse the General Fund for the outlay. No hurricane funds were
used to pay out for a retiring employee.
Mr. Killgore stated the Executive Summary charts that are presented set forth a summary
of the General Fund, where the monies came from, how they compared to the budget,
and what the uses of those funds were. It is shown that at the end of the year there was
$5,119,073.00. When the budget was constructed for the current fiscal year of 2020-21,
it was assumed based on the projections that there would be $5,046,000.00. There is a
chart on hurricane recoveries. The City is still waiting on final determinations from FEMA
and the State. He reviewed that just recently the final payment on Irma was received.
He had mentioned in the past that there had been 100% reimbursement from Irma based
on what was submitted. But then FEMA did authorize an additional percentage of
reimbursement of the federal share. That finishes the reimbursements on Hurricane Irma.
Mr. Hoffman asked what happened to the $81,000.00 that was received from FEMA. Mr.
Killgore stated he has had correspondence with FEMA, and he has received written
correspondence that they were going to submit an invoice back to the City for
reimbursement of the $81,000.00. That has not been received. That $81,000.00 has
been put in a liability account, so when FEMA asks for reimbursement, it will not have any
effect on the budget.
Ms. Ring inquired how long the City has to hold that money. Mr. Killgore stated the
regulations allow FEMA five years to address it in an audit, and it may take a year after
that.
Mr. Killgore reviewed the four largest funds: Stormwater, Golf Course, Airport, and
Building funds. He reviewed the Capital Projects Status Report. There is a report on
where the City's funds are deposited. The balance of the report is the accomplishments
that the different departments have submitted to his office.
CITIZENS BUDGET REVIEW ADVISORY COMMITTEE PAGE 6
MEETING MINUTES OF JANUARY 13, 2020
He stated work is being done on devising a strategic plan to establish some benchmarks
and items of priority to be working on. Once that is achieved, he stated he will be able to
supplement the more narrative portions of his report with more meaningful data.
Mr. Killgore then asked for any questions or comments from any members of the
Committee.
Mr. Hoffman stated it appears the City did extremely well in controlling operating
expenses. He asked for an explanation for the section of the General Fund Departments
report labeled "Non -Departmental." Mr. Killgore stated that includes $447,241.00 that
was included to balance the budget. Mr. Killgore stated the percentage of spending for
all the departments in the General Fund worked out to 96.5%, which usually is up in the
97% to 98% range.
Mr. Hoffman asked about the status of the Clear Village software case.
Mr. Carlisle stated that is not an issue. The City has sent Clear Village a demand letter,
and they did not respond. So the City is basically done with Clear Village.
Mr. Herlihy reinforced what Mr. Hoffman said. He stated the City has done a marvelous
job of operating within the budget. He commended the City employees, Mr. Carlisle, and
Mr. Killgore for a job very well done. He opined that the City is in good financial shape.
Mr. Napier concurred.
IX. Review Budaet Calendar and Discuss Next Meeting Date (Monday. March 16,
2020
Mr. Napier asked for any comments from the Committee members. There were none.
X. General Discussion by Members
Mr. Lewin:
• Stated he appreciates being a member of this Committee and is looking forward
to working with everyone.
Mr. Hoffman:
CITIZENS BUDGET REVIEW ADVISORY COMMITTEE PAGE 7
MEETING MINUTES OF JANUARY 13, 2020
• Inquired about the status of the audit. Mr. Killgore stated he has been promised
to receive a draft any day. He estimates that the audit will be completed sometime
in March. He also stated that the auditors to this time have not indicated anything
they have issues with. He said that pretty much what he stated in the quarterly
reports are the final numbers.
• Regarding the Comprehensive Plan, which is being worked on, he inquired if the
$55,000.00 which was taken out of the Unassigned Reserves is going to be
sufficient to cover the costs. Mr. Killgore estimates that it will be sufficient.
• Inquired if there will be a section in the Comprehensive Plan on the financial status
of the City or its intentions. Mr. Carlisle stated that budget is not typically part of
the Comprehensive Plan. It relates more to land use, transportation, etc.
• Regarding the motel on Indian River Drive, he asked about its status. Mr. Carlisle
stated he has had inquiries about the hotel, and Council Member Gilliams wants it
on the agenda to talk about the hotel.
Mr. Herlihy:
• Inquired of Mr. Carlisle whether there will be any significant changes in the budget.
Mr. Carlisle stated there were some changes made when he came on board with
the City. With those changes comes more transparency and accountability.
• Asked Mr. Carlisle when he estimates the strategic plan is going to become public.
Mr. Carlisle stated that will probably be towards the middle of the year. There have
been meetings with staff and the heads of different departments to get their input.
Ms. Ring:
• Stated there was a grant received for $50,000.00 to put in another baffle box, but
that money went to the Boy Scouts and the oyster project. She said the Indian
River Lagoon Council has offered to provide someone to write grants, and she
thinks that should be considered.
• Opined that the City should think about installing two more baffle boxes. Mr. Napier
stated he thinks grants should be funneled through the City Manager's office to
make its way to the budget. Ms. Ring stated she thinks she should be able to
request it in this setting.
Mr. Hall:
• Stated he thinks that anybody on this Committee should be able to make requests
that should be considered. Mr. Napier stated that is the case, and that occurs
when this Committee makes their recommendations to City Council.
CITIZENS BUDGET REVIEW ADVISORY COMMITTEE PAGE 8
MEETING MINUTES OF JANUARY 13, 2020
Mr. Napier:
• Commented that he is very pleased with the changes that have been made over
the last three years, and he thinks the City is in very sound financial shape.
XI. Public Comments -- None
XII. Adjourn
There being no further business, Chairman Napier concluded the meeting at 6:46 p.m.
By:
Chairman Larry Napier
Jg
Date:
anaF
HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL FORM
COUNCIL MEETING DATE: March 18, 2020
AGENDA ITEM TITLE: Resolution Accepting the 1St Quarter Financial Report and
Recognizing Necessary Amendments and Adjustments to
the FY 2019-2020 Annual Budget.
RECOMMENDATION: Move to approve Resolution R-20-04.
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 approval of the Community Development Block Grant Program and to replace a
Mower in the Leisure Services Department. Formal approval is requested for Staff's use of the
General Fund Renewal and Replacement Account (R&R) for replacing the sound mixer unit in
the City Council Chambers, repairing the lightning protection system at City Hall and the Police
Station, as well as replacing the sewage pumps at the Splash Pad restrooms.
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
were necessary during the quarter. 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 Resolution
Fund to Be Utilized for Appropriation: N/A
Administrative Services Department Review:
ATTACHMENTS: Resolution No. R-20-04 and Exhibit "A"
Quarterly Financial Report for the Quarter Ended December 31, 2019
City Manager Authorization:
Date:
RESOLUTION NO. R-20-04
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, 2019 AND ENDING SEPTEMBER 30, 2020 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
December 31, 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, 2019 and ending September 30, 2020 has been amended and adjusted as necessary
within the quarter ending December 31, 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 18`h day of March 2020.
ATTEST:
Jeanette Williams, MMC
City Clerk
CITY OF SEBASTIAN, FLORIDA
.0
Mayor Ed Dodd
Approved as to form and content for
reliance by the City of Sebastian only:
Manny Anon
City Attorney
EXHIBIT "A" OF RESOLUTION R-19-34
SUMMARY OF BUDGET CHANGES
FOR THE QUARTER ENDED DECEMBER 31, 2019
ADJUSTMENTS PREVIOUSLY APPROVED BY CITY COUNCIL:
ADJUSTMENTS BEING SUBMITTED FOR CITY COUNCIL APPROVAL:
Budget Before
Budget
Budget After
Budget After
Project/Account
Change
Adjustment
Chanue
Reason for Adjustment
,CDBG Grant
0
($123,874)
($123,874)
8/13/19 Approval of Community
CDBG Expenditure/Capital Accounts
0
$123,874
$123,874
Develop_m__a_n_t_B__lo__c_k_G_ra_
Grant-
--------------------------------------------------------------
Appropriation from R&R Account
($23,417)
($36,580
($59,997)
12/11/19 Approval to replace Leisure
Vehicles and Equirment
$73,500
$36,580
$110,080
Services Mower.
ADJUSTMENTS BEING SUBMITTED FOR CITY COUNCIL APPROVAL:
Vehicles and Equipment
$10,500 $10,500 Pad Restroom Sewage Pumps
ADJUSTMENTS PREVIOUSLY AUTHORIZED BY THE CITY MANAGER:
Budget Before
Budget
Budget After
Budget After
Pro'ect/Account
Change
Adjustment
Chan a
Reason for Adiustment
Appropriation Com R&R Account
0
($912)
(1912)
Used General Fund R&R Reserve to
Vehicles and Equipment
0
$912
$912
replace Council Chamber Sound Mixer Unit.
Appropriation from R&R Reserve
(912)
($12,000)
($12,912)
Used General Fund R&R Reserve to repair
R&M Buildings -- ---------------------------------------------------------------------------------------------------------------
$75,000
$12,000
$87,000
City Hall & PD Lightning Protection System.
Appropriation from R&R Reserve
($12,912)
($10,505)
($23,417)
Used General Fund R&R to replace Splash
Vehicles and Equipment
$10,500 $10,500 Pad Restroom Sewage Pumps
ADJUSTMENTS PREVIOUSLY AUTHORIZED BY THE CITY MANAGER:
$2,048
Budget Before
Budget
Budget After
Additional Compensation
Project/Account
Change
Adjustment
Change
Reason for Adjustment
Workers Compensation
$26,068
($2,218)
$23,850
Adjustment between Leisure Services
Improvements Other Than Buildings
$30,000
$2,218
$32,218
accounts for Bark Park Shade Structure.
---------- -------------------------------------
Vehicles and Equipment
-------------------
$10,505
------------------------------------------
$5,000
$15,505
-----------------------
Adjustment to replace Air Conditioner at
R&M Buildings
--- -- -- -- --------------------
$80,000
-- -- ---- -- ------
($5,000)
----------
-- $75,000
the Community Center.
-
Various General Fund Expenditures
0
$85,264
$85,264
Adjustment to carry forward obligated
General Fund Reserves
$5,924,061
($85,264)
$5.838,797
purchases atxear end___
- ------- _
Workers Compensation
$29,214
($1,750)
---------- -
$27,464
--- ---------------
Adjust for increased cost to purchase
Equipment
Vehicles and Equip
$32,800
$1,750
$34,550
r P
Pickup foubliW
c orks Director_
Me- mberships/R&M Irrigation Expense
$6,515
($548)
$5,967
Adjustment to cover costs to trim Palm
R&M Grounds Maintenance
$1,500
_ _ $548
$2,04.8
Trees in high profile areas_ of Golf Course.
R&M Irri ation Ex ense
g p
$5,217
($200)
$5,017
Adjustment between Golf accounts for cost
R&M Grounds Maintenance
$2,048
$200
$2,248
overrun in R&M Grounds Maintenance.
Additional Compensation
$36,100
($32,650)
($3,450)
Adjustments to --c- o__v_e_rcosts -o 12/13/19
Various Regular Salary Accounts
- --
$7,579,450
$32,650
$7,612,100-
Holiday Bonuses_
R&M Buildings
$87,000
($8,000)
$79,000
Adjustment to cover costs of
Janitorial Services
$96,320
$8,000
$104,320
cleaning/buffinci Community Center floors.
CITY OF SEBASTIAN QUARTERLY FINANCIAL REPORT
FIRST QUARTER ENDING DECEMBER 31, 2019 SUMMARY
THE FIRST QUARTER FOR GENERAL FUND ENDED WITH 37%
OF TOTAL BUDGETED REVENUES BEING RECEIVED.
DEPARTMENTS SPENT 30% OF THE BUDGETED AMOUNTS,
RESULTING IN A NICE INCREASE TO OVERALL RESERVES.
ENDING NET UNASSIGNED RESERVES EQUALED $5,142,482,
WHICH IS 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
4,000
3,500
3,000
M 2,500
o 2,000
1,500
1,000
500
General Fund Revenue
OAdjusted Budget Mearto Date
r L L r
Old�ni0105 *of S-f'e9 eia5 g�9` �c0 Oat "'e"' %0
, NO 0'
00,J ,rfl
ADJUSTED RESERVES TOTAL $5,908,539. LOANS TO GOLF
COURSE AND AIRPORT, INVENTORIES, PREPAYMENTS
AND RESTRICTED LAW ENFORCEMENT FUNDS LEAVE NET
UNASSIGNED RESERVES OF $5,142,482.
GENERAL FUND BALANCE FORECAST
Fund Balance R&R Account
Beginning Reserves 10101/19 $ 5,924,061 5 275,060
Year to Date Revenue 4,737,088
Fund Balance/R&R Changes to Date:
Unfinished 2019 Projects
Failed MIS Equipment
Replace Lightning Protection
Replace Splash Pad Pump
Replace Parks Mower
Year to Date Uses $
Other Expenditures
Current Reserves g
Expected Changes to Year End:
Additional Revenues
Additional Expenditures
Ending Reserves
Adjust R&R to $275,000
Adjusted Reserves
Assigned Funds
Net Unassigned Reserves $
Total Unassigned Reserves
Projected in 2020 Budget
(85,264)
$
Budget
(912)
YTD
%
Beginning Balance
$
2/b,000
$
6,199,061
159,997)
Ad Valorem Taxes
5
3,951,497
215,003
3,447,539
87.2%
Franchise Fees
$
1,401,716
Matthew Irma i 00rian Totals
369,518
26.4%
Utility Taxes
$1,438,079 $547,325 so 51,985,404
3,017,973
156,025
5.2%
Hurricane Recoveries
143,666
14,706
10.2%
Intergovernmental
2,958,872
438,439
14.8%
Charges for Service
698,866
144,342
20.7%
Licenses and Other
659,345
160,269
24.3%
Transfers In
25,000
6,250
25.0%
Total Revenues
$
12,856,935
$
4,737,088
36.81lo
From Fund Balance
145,261
(145,261)
Total Sources
$
13,002,196
4,591,827
35.3%
City Council
63,080
11,977
19.0%
City Manager
276,527
65,935
23,8%
City Clerk
229,861
83,313
36.2%
City Attorney
106,291
27,702
26.1%
Admin Services
695,567
146,317
21.0%
MIS Division
537,772
137,873
25.6%
Police Department
6,407,322
2,096,591
32.7%
Roads and Drainage
990,467
261,564
26.4%
Public Facilities
940,808
223,649
23.8%
Leisure Services
1,194,420
276,134
23.1%
Community Dev.
589,724
104,771
17.8%
Non -Departmental
970,357
461,743
47.6%
Total Uses
$
13,002,196
$
3,897,569
30.0%
Ending Unappropriated Fund
Balance
$
6,893,319
4,000
3,500
3,000
M 2,500
o 2,000
1,500
1,000
500
General Fund Revenue
OAdjusted Budget Mearto Date
r L L r
Old�ni0105 *of S-f'e9 eia5 g�9` �c0 Oat "'e"' %0
, NO 0'
00,J ,rfl
ADJUSTED RESERVES TOTAL $5,908,539. LOANS TO GOLF
COURSE AND AIRPORT, INVENTORIES, PREPAYMENTS
AND RESTRICTED LAW ENFORCEMENT FUNDS LEAVE NET
UNASSIGNED RESERVES OF $5,142,482.
GENERAL FUND BALANCE FORECAST
Fund Balance R&R Account
Beginning Reserves 10101/19 $ 5,924,061 5 275,060
Year to Date Revenue 4,737,088
Fund Balance/R&R Changes to Date:
Unfinished 2019 Projects
Failed MIS Equipment
Replace Lightning Protection
Replace Splash Pad Pump
Replace Parks Mower
Year to Date Uses $
Other Expenditures
Current Reserves g
Expected Changes to Year End:
Additional Revenues
Additional Expenditures
Ending Reserves
Adjust R&R to $275,000
Adjusted Reserves
Assigned Funds
Net Unassigned Reserves $
Total Unassigned Reserves
Projected in 2020 Budget
(85,264)
$
215,003
(912)
$1,750
(12,000)
b,1i33,b39
(10,505)
2/b,000
(36,580)
(85,264) $
159,997)
(3,897,569)
5
5,678,316 $
215,003
8,119,847
(9,104,627)
5,693,536
$
215,003
(59,997)
$1,750
59,997
b,1i33,b39
aa Eligible ■ Received I
2/b,000
(766,057)
$1,000
-
4,867,482
5
275.000
$
5,142,482
$
5,046,649
General Fund Expenditures
OAdjusted Budget OYearto Date
6,000
5,000
4400
3400
2,000
1,000 � L -IL a,
� �r� r
60 OP 0P 06 o,"'�s0 Pa s Geo ��As
a
1
$143,666 ON MATTHEW REMAINS UNPAID. IRMA'S FEMA
SHARE WAS INCREASED BY $14,706 AND RECEIVED. WE
SHOULD ALSO BE RECEIVING $34,104 ON DORIAN.
$2,250
Hurricane Reimbursements
$2,000
$189,973 More Due
$1,750
$1,500
aa Eligible ■ Received I
$1,250
$1,000
$750
$500
$250
Matthew Irma i 00rian Totals
■ Eligible
$1,581,745 $547,325 $34,104 $2,163,174
■ Re[eived
$1,438,079 $547,325 so 51,985,404
5
CITY OF SEBASTIAN QUARTERLY FINANCIAL REPORT
FIRST QUARTER ENDING DECEMBER 31, 2019 SUMMARY
STORMWATER FUND REVENUES EXCEED BUDGETED
AMOUNTS AND OPERATING EXPENDITURES WERE WELL
WITHIN BUDGETED AMOUNTS. NET AVAILABLE FUNDS ARE
$90,181 ABOVE AMOUNTS PROJECTED WHEN THE 2020
BUDGET PROJECTIONS WERE MADE.
STORMWATER FUND SUMMARY
$
98,956
Budget
483,973
YTD
Beginning Fund Balance
$
799,532
$
889,713
Stormwater Fees
85,710
1,940,000
18,582
1,567,761
Sale of Fixed Assets
Fines and Forfeits
152,483
26.8%
38,250
Interest
251,439
36,083
347,065
3,778
Total Revenues
$
1,976,083
$
1,609,789
Total Sources
$
2,775,615
$
2,499,502
Operating Expenditures
Capital Outlay
1,550,647
47.3%
256,736
Capital Outlay
-
145,000
$ 569,683
$
Transfer to Capital Projects
22.9%
275,000
$
-
Total Uses
$
1,970,647
$
256,736
Ending Fund Balance
$
804,968
$
2,242,766
Expected Change to Year End:
(651,380)
9/30/20 Ending Resources
Additional Revenues
$
595,077
Projected in 2020 Budget
366,294
Additional Expenditures
518,466
(1,293,911)
Additional Capital Outlay
(145,000)
Transfers to Capital Projects
(275,000)
9130/20 Net Available Funds
$
895,149
Projected in 2020 Budget
$
804,968
o�
80.8%
nla
10.5%
81.5%
90.1%
16.6%
0.0%
0.0%
13.0%
REVENUES AND EXPENSES FOR THE AIRPORT DO NOT
INCLUDE GRANT RECEIPTS AND EXPENSES HANDLED IN THE
AIRPORT CONSTRUCTION FUND. TOTAL ENDING
RESOURCES WERE MUCH BETTER THAN PROJECTED WHEN
2020 BUDGET PROJECTIONS WERE MADE.
AIRPORT FUND SUMMARY
Budget YTD %
Beginning Resources
Rents
Investment Income
Miscellaneous
Total Revenues
Total Sources
Operating Expenses
General Fund Advance
DST Fund Loans
Capital Outlay
Contingency
Total Uses
Total Ending Resources
Expected Change to Year End:
Additional Revenues
Addditional Uses
9130119 Ending Resources
Projected in 2020 Budget
$ •
$
98,956
Budget
483,973
Beginning Resources
132,516
27.4%
-
Licenses and Permits
1,385
nla
85,710
Charges for Service
18,582
21.7%
569,683
Fines and Forfeits
152,483
26.8%
$ 569,683
$
251,439
347,065
Golf Fund Loan Payments
103,734
29.9%
25,000
Total Sources
6,250
25.0%
30,500
Operating Expenses
-
0.0%
43,800
Capital Outlay
20,714
47.3%
123,318
Contingency
-
0.0%
$ 569,683
$
130,698
22.9%
168,686
$
120,741
$
417,200
(315,667)
222,274
5,626
GOLF COURSE BALANCES ARE AFFECTED BY LOANS FROM
THE GENERAL FUND AND BUILDING FUND FOR
IRRIGATION/CLUBHOUSE WORK. ENDING RESOURCES ARE
NOT AS GOOD AS PROJECTED WHEN THE 2020 BUDGET
PROJECTIONS WERE MADE.
Beginning Resources
Charges for Service
Pro Shop Sales
Rent
Miscellaneous
Total Revenues
Total Sources
Operating Expenses
Pro Shop Purchases
Cart Loan Payments
Total Operating Expense
General Fund Payment
Building Fund Payment
Total Uses
Total Ending Resources
Expected Change to Year End:
Additional Revenues
Additional Uses
9130120 Ending Resources
Projected in 2020 Budget
GOLF FUND SUMMARY
Budget
$
$
1,231,368
100,000
30,000
9,460
1,370,828
1,370,828 $
1,206,070 $
70,000
56,391
1,332,461
38,367
1,370,828 $
YTD
(672,196)
334,681
22,027
7,500
4,937
369,145
(303,051)
289,047
19,496
14,073
322,616
9,592
332,208
(635,259)
27,2%
2H%
25.0%
52,2%
26.9%
rda
24.0%
27.9%
25.0%
24.2;0
nla
25,0%
1,001,683
(1,038,620)
$ (672,196)
$ (625,944)
R
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
$
$
573,806
Licenses and Permits
770,500
205,216
Charges for Service
12,200
4,284
Fines and Forfeits
6,500
2,648
Miscellaneous
13,770
2,826
Golf Fund Loan Payments
38,367
9,592
Total Sources
841,337
224,566
Operating Expenses
797,493
168,686
Capital Outlay
22,573
Contingency
21,271
Total Uses
$ 841,337
$
168,686
Total Ending Resources
$
629,686
Expected Change to Year End:
Additional Revenues
616,771
Additional Uses
(651,380)
9/30/20 Ending Resources
$
595,077
Projected in 2020 Budget
$
518,466
26.6%
35.1%
40.7%
20.5%
25.0%
26.7%
21.2%
0.0%
nla
20.0%
CITY OF SEBASTIAN
FUND SUMMARIES
QUARTER ENDING 12/31/19
2016/2017
2017/2018
2018/2019
2019/2020
2019/2020
2019/2020
1st QTR
list QTR
1st QTR
1st QTR
ANNUAL
PERCENT
ACTUALS
ACTUALS
ACTUALS
ACTUALS
BUDGET
OF BUDGET
GENERALFUND
TAXES
-3,869,494.99
-3,944,677.20
-4,020,700.39
-3,973,081.51
-8,371,186.00
47.46%
LICENSES & PERMITS
-86,469.07
-95,691.26
-90,431.31
-88,074.92
-162,200.00
54.30%
INTERGVT'L REVENUE
-383,571.79
-418,393.84
-808,087.08
-453,145.34
-3,102,538.00
14.61%
CHARGES FOR SERVICE
-71,147.58
-91,873.43
-103,876.29
-144,341.68
-698,866.00
20.65%
FINES AND FORFEITS
-12,041.99
-11,563.44
-10,288.48
-8,789.23
-39,800.00
22.08%
MISC. REVENUE
-37,131.04
-49,200.57
-105,778.54
-63,405.17
-457,345.00
13.86%
TRANSFERS IN
-164,999.97
-181,249.98
-64,999.99
-6,249.99
-25,000.00
25.00%
FROM FUND BALANCES
0.00
0.00
0.00
0.00
-145,261.00
0.00%
GENERAL FUND REVENUE
-4,624,856.43
-4,792,649.72
-5,204,162.08
-4,737,087.84
-13,002,196.00
36.43%
CITY COUNCIL
11,991.41
11,619.31
10,808.30
11,976.94
63,080.00
18.99%
CITY MANAGER
62,061.58
63,570.89
68,365.42
65,935.04
276,527.00
23.84%
CITY CLERK
56,767.85
78,713.84
51,516.65
83,313.49
229,861.00
36.25%
LEGAL
16,234.00
8,087.14
29,083.29
27,702.34
106,291.00
26.06%
ADMINISTRATIVE SERVICES
101,979.62
134,481.91
144,032.43
146,316.78
695,567.00
21.04%
M.I.S. DIVISION
44,585.56
101,512.47
120,476.15
137,873.20
537,772.00
25.64%
AUDIO VISUAL/BROADCAST
28,260.13
24,935.79
0.00
0.00
0.00
0.00%
POLICE DEPARTMENT
1,391,703.73
1,163,627.48
1,877,682.65
2,096,590.89
6,407,322.00
32.72%
ENGINEERING
126,137.61
93,791.85
0.00
0.00
0.00
0.00%
ROADS AND DRAINAGE
96,359.00
137,502.86
193,464.49
261,564.03
990,467.00
26.41%
STORMWATER UTILITY DIVIS
142,163.14
183,245.55
0.00
0.00
0.00
0.00%
CENTRAL GARAGE
44,781.73
48,420.31
63,809.73
48,900.26
212,349.00
23.03%
FACILITIES MAINTENANCE
95,193.03
60,082.32
83,415.98
127,775.66
548,783.00
23.28%
PARKS/RECREATION
209,621.35
206,882.41
242,107.86
276,133.82
1,194,420.00
23.12%
CEMETERY
32,484.78
49,327.25
44,562.59
46,972.96
179,676.00
26.14%
COMMUNITY DEVELOPMENT
36,364.27
78,914.56
82,412.79
104,771.31
589,724.00
17.77%
NON -DEPARTMENTAL
379,135.20
394,648.88
477,513.59
461,742.29
970,357.00
47.58%
GENERAL FUND EXPENDITURES
2,875,823.99
2,839,364.82
3,489,251.92
3,897,569.01
13,002,196.00
29.98%
LOCAL OPTION GAS TAX
TAXES
-113,744.04
-121,634.57
-115,619.10
-123,926.77
-736,320.00
16.83%
INTERGVT'L REVENUE
0.00
0.00
0.00
0.00
-13,694.00
0.00%
MISC. REVENUE
-445.25
-749.36
-2,335.30
-1,514.05
-5,347.00
28.32%
FROM FUND BALANCE
0.00
0.00
0.00
0.00
-453,331.00
0.00%
LOGT FUND REVENUE
-114,189.29
-122,383.93
-117,954.40
-125,440.82
-1,208,692.00
10.38%
OPERATING EXPENSES
3,760.25
1,349.24
4,051.51
0.00
5,400.00
0.00%
CAPITAL OUTLAY
0.00
0.00
0.00
0.00
106,000.00
0.00%
DEBT SERVICE
14,336.60
121,251.10
120,126.80
117,992.80
243,802.00
48.40%
TRANSFERS OUT
0.00
195.00
409,683.00
236,673.22
664,491.00
35.62%
TO FUND BALANCE
0.00
0.00
0.00
0.00
188,999.00
0.00%
LOGT FUND EXPENDITURES
18,096.85
122,795.34
533,861.31
354,666.02
1,208,692.00
29.34%
DISCRETIONARY SALES TAX
TAXES
-418,337.50
-447,555.75
-480,026.51
-487,010.43
-3,659,032.00
13.31%
MISC. REVENUE
-4,127.93
-5,343.76
-18,110.00
-14,496.42
-73,272.00
19.78%
FROM FUND BALANCES
0.00
0.00
0.00
0.00
-4,872,627.00
0.00%
DST FUND REVENUE
-422,465.43
-452,899.51
-498,136.51
-501,506.85
-8,604,931.00
5.83%
OPERATING EXPENSES
0
0
1,500.00
3,580.00
21,275.00
16.83%
TRANSFERS OUT
231,343.71
306,170.97
372,187.35
556,609.34
8,583,656.00
6.48%
DST FUND EXPENDITURES
231,343.71
306,170.97
373,687.35
560,189.34
8,604,931.00
6.51%
RIVERFRONT REDEVELOPMENT FUND
MISC. REVENUE
-9,987.82
-11,146.62
-12,217.67
-10,071.71
-54,750.00
18.40%
TRANSFERS IN
-342,240.96
-366,531.86
-404,673.34
-403,239.68
-397,816.00
101.36%
FROM FUND BALANCES
0.00
0.00
0.00
0.00
-198,458.00
0.00%
RRD REVENUE
-352,228.78
-377,678.48
-416,891.01
-413,311.39
-651,024.00
63.49%
OPERATING EXPENSES
34,833.81
68,087.10
86,757.74
89,169.26
345,024.00
25.84%
CAPITAL OUTLAY
0.00
0.00
0.00
0.00
136,000.00
0.00%
GRANTS AND AIDS
0.00
15,000.00
0.00
15,000.00
70,000.00
21.43%
TRANSFERS OUT
0.00
0.00
0.00
0.00
100,000.00
0.00%
RRD EXPENDITURES
34,833.81
83,087.10
86,757.74
104,169.26
651,024.00
16.00%
PARKING IN LIEU OF FUND
MISC. REVENUE
FROM FUND BALANCES
PARKING IN LIEU REVENUE
CAPITAL OUTLAY
TO FUND BALANCES
PARKING IN LIEU EXPENDITURES
RECREATION IMPACT FEE FUND
MISC. REVENUE
FROM FUND BALANCES
REC. IMPACT FEE REVENUE
TRANSFERS OUT
REC. IMPACT FEE EXPENDITURES
STORMWATER UTILITY FUND
MISC. REVENUE
STORMWATER FUND REVENUE
PERSONAL SERVICES
OPERATING EXPENSES
CAPITAL OUTLAY
TRANSFERS OUT
TO FUND BALANCES
STORMWATER EXPENDITURES
LAW ENFORCE FORFEITURE FUND
FINES AND FORFEITS
MISC. REVENUE
FORFEITURES FUND REVENUE
OPERATING EXPENSES
CAPITAL OUTLAY
GRANTS AND AIDS
TO FUND BALANCES
FORFEITURES EXPENDITURES
STORMWATER DEBT SERVICE FUND
MISC. REVENUE
TRANSFERSIN
STORMWATER DEBT REVENUE
DEBT SERVICE
TO FUND BALANCE
STORMWATER DEBT EXPENDITURES
CITY OF SEBASTIAN
FUND SUMMARIES
QUARTER ENDING 12/31/19
2016/2017 2017/2018 2018/2019
1 st QTR 1st QTR 1 st QTR
ACTUALS ACTUALS ACTUALS
2019/2020 2019/2020 2019/2020
1st QTR ANNUAL PERCENT
ACTUALS BUDGET OF BUDGET
-5,598.13
-4,741.08
-338.84
-434.25
-1,342.00
32.36%
0.00
0.00
0.00
0.00
0.00
0.00%
-5,598.13
-4,741.08
-338.84
-434.25
-1,342.00
32.36%
0.00
0.00
0.00
0.00
0.00
0.00%
0.00
0.00
0.00
0.00
1,342.00
0.00%
0.00
0.00
0.00
0.00
1,342.00
0.00%
-23,277.92
-25,787.50
-32,192.39
-36,206.68
-146,184.00
24.77%
0.00
0.00
0.00
0.00
-439,770.00
0.00%
-23,277.92
-25,787.50
-32,192.39
-36,206.68
-585,954.00
6.18%
0.00
0.00
37,636.00
255,180.44
5,859,954.00
4.35%
0.00
0.00
37,636.00
255,180.44
5,859,954.00
4.35%
-800,702.96
-814,958.01
-1,634,010.74
-1,609,789.46
-1,976,083.00
81.46%
-800,702.96
-814,958.01
-1,634,010.74
-1,609,789.46
-1,976,083.00
81.46%
0
0
203,097.95
159,732.38
735,344.00
21.72%
3,461.84
679.28
78,596.70
97,003.70
815,303.00
11.90%
0.00
0.00
15,778.00
0.00
145,000.00
0.00%
252,526.56
174,999.99
5,544.00
0.00
275,000.00
0.00%
0.00
0.00
0.00
0.00
5,436.00
0.00%
255,988.40
175,679.27
303,016.65
256,736.08
1,976,083.00
12.99%
-25,911.00
-25.00
-100.00
0.00
-1,000.00
0.00%
-120.15
-166.85
-271.68
-95.08
-250.00
38.03%
-26,031.15
-191.85
-371.68
-95.08
-1,250.00
7.61%
1,101.04
409.62
0.00
0.00
0.00
0.00%
0.00
0.00
0.00
0.00
0.00
0.00%
0.00
1,500.00
0.00
0.00
0.00
0.00%
0.00
0.00
0.00
0.00
1,250.00
0.00%
1,101.04
1,909.62
0.00
0.00
1,250.00
0.00%
-277.62
-753.59
-1,380.44
-635.54
-3,500.00
18.16%
-100,740.75
-100,947.99
-100,728.51
-100,338.75
-401,355.00
25.00%
-101,018.37
-101,701.58
-102,108.95
-100,974.29
-404,855.00
24.94%
126,678.75
16,538.80
13,329.65
10,068.60
402,138.00
2.50%
0.00
0.00
0.00
0.00
2,717.00
0.00%
126,678.75
16,538.80
13,329.65
10,068.60
404,855.00
2.49%
CITY OF SEBASTIAN
FUND SUMMARIES
QUARTER ENDING 12/31/19
2016/2017
2017/2018
2018/2019
2019/2020
2019/2020
2019/2020
1st QTR
1st QTR
1st QTR
1st QTR
ANNUAL
PERCENT
ACTUALS
ACTUALS
ACTUALS
ACTUALS
BUDGET
OF BUDGET
GOLF COURSE FUND
CHARGES FOR SERVICE
-335,953.14
-308,860.05
-393,052.92
-356,714.72
-1,331,368.00
26.79%
MISC. REVENUE
-2,400.15
-50,970.76
-9,328.04
-12,430.09
-39,460.00
31.50%
TRANSFERS IN
0.00
-248,260.79
0.00
0.00
0.00
0.00%
GOLF COURSE FUND REVENUE
-338,353.29
-608,091.60
-402,380.96
-369,144.81
-1,370,828.00
26.93%
PERSONAL SERVICES
62,102.76
61,750.41
66,702.50
66,553.55
294,675.00
22.59%
OPERATING EXPENSES
73,990.56
88,077.29
80,872.60
74,375.66
305,156.00
24.37%
CAPITAL OUTLAY
0.00
248,260.79
0.00
0.00
0.00
0.00%
TRANSFERS OUT
0.00
0.00
9,591.99
9,591.99
38,367.00
25.00%
TOTAL ADMINISTRATION
136,093.32
398,088.49
157,167.09
150,521.20
638,198.00
23.59%
OPERATING EXPENSES
178,370.29
140,207.70
143,458.38
145,872.86
577,948.00
25.24%
TOTAL MAINTENANCE
178,370.29
140,207.70
143,458.38
145,872.86
577,948.00
25.24%
PERSONAL SERVICES
20,081.45
7,523.56
22,237.28
21,573.38
96,347.00
22.39%
OPERATING EXPENSES
862.94
157.37
348.93
167.77
1,944.00
8.63%
CAPITAL OUTLAY
0.00
19,536.40
0.00
0.00
0.00
0.00%
DEBT SERVICE
14,351.61
4,699.20
23,496.00
14,073.00
56,391.00
24.96%
TOTAL GOLF COURSE CARTS
35,296.00
31,916.53
46,082.21
35,814.15
154,682.00
23.15%
GOLF COURSE FUND EXPENDITURES
349,759.61
570,212.72
346,707.68
332,208.21
1,370,828.00
24.23%
AIRPORT FUND
CHARGES FOR SERVICE
-2,295.53
-4,311.89
-3,332.79
0.00
0.00
0.00%
MISC. REVENUE
-110,219.39
-124,588.56
-158,403.44
-152,483.49
-569,683.00
26.77%
TRANSFERS IN
0.00
0.00
0.00
0.00
0.00
0.00%
AIRPORT REVENUE
-112,514.92
-128,900.45
-161,736.23
-152,483.49
-569,683.00
26.77%
PERSONAL SERVICES
46,184.07
48,312.15
33,735.29
17,218.24
73,409.00
23.46%
OPERATING EXPENSES
53,583.00
58,902.48
92,495.10
86,516.22
273,656.00
31.61%
CAPITAL OUTLAY
0.00
0.00
3,495.00
20,713.99
43,800.00
47.29%
DEBT SERVICE
0.00
0.00
0.00
0.00
30,500.00
0.00%
TRANSFERS OUT
2,499.99
6,249.99
9,999.99
6,249.99
25,000.00
25.00%
TO FUND BALANCES
0.00
0.00
0.00
0.00
123,318.00
0.00%
AIRPORT ADMINISTRATION
102,267.06
113,464.62
139,725.38
130,698.44
569,683.00
22.94%
BUILDING FUND
LICENSES & PERMITS
-148,786.40
-179,414.57
-222,011.63
-205,215.83
-770,500.00
26.63%
CHARGES FOR SERVICE
-2,617.89
-3,048.45
-3,333.50
-4,284.25
-12,200.00
35.12%
FINES AND FORFEITS
-900.00
-1,041.00
-1,450.00
-2,648.00
-6,500.00
40.74%
MISC. REVENUE
-2,372.43
-1,957.52
-3,799.87
-2,826.03
-13,770.00
20.52%
TRANSFERS IN
-6,249.99
0.00
-9,591.99
-9,591.99
-38,367.00
25.00%
BUILDING REVENUES
-160,926.71
-185,461.54
-240,186.99
-224,566.10
-841,337.00
26.69%
PERSONAL SERVICES
104,065.58
116,909.66
133,829.76
146,863.14
663,901.00
22.12%
OPERATING EXPENSES
22,639.69
19,774.40
33,930.74
21,822.79
133,592.00
16.34%
CAPITAL OUTLAY
0.00
0.00
0.00
0.00
22,573.00
0.00%
TRANSFERS OUT
17,839.91
0.00
0.00
0.00
0.00
0.00%
TO FUND BALANCE
0.00
0.00
0.00
0.00
21,271.00
0.00%
BUILDING EXPENDITURES
144,545.18
136,684.06
167,760.50
168,685.93
841,337.00
20.05%
CITY OF SEBASTIAN
GENERAL FUND DEPARTMENTS
QUARTER ENDING 12/31/19
2016/2017
2017/2018
201812019
2019/2020
2019/2020
2019/2020
1st QTR
1st QTR
1st QTR
1st QTR
ANNUAL
PERCENT
ACTUALS
ACTUALS
ACTUALS
ACTUALS
BUDGET
OF BUDGET
CITY COUNCIL
PERSONAL SERVICES
5,687.45
5,690.58
5,696.63
5,690.46
22,738.00
25.03%
OPERATING EXPENSES
6,303.96
5,928.73
5,111.67
6,286.48
40,342.00
15.58%
TOTAL
11,991.41
11,619.31
10,808.30
11,976.94
63,080.00
18.99%
CITY MANAGER
PERSONAL SERVICES
60,556.24
62,170.73
65,421.71
60,249.79
260,782.00
23.10%
OPERATING EXPENSES
1,505.34
1,400.16
2,943.71
5,685.25
15,745.00
36.11%
TOTAL
62,061.58
63,570.89
68,365.42
65,935.04
276,527.00
23.84°/6
CITY CLERK
PERSONAL SERVICES
34,300.55
37,822.00
39,101.39
40,539.13
175,111.00
23.15%
OPERATING EXPENSES
22,467.30
40,891.84
12,415.26
42,774.36
54,750.00
78.13%
TOTAL
56,767.85
78,713.84
51,516.65
83,313.49
229,861.00
36.25%
LEGAL
OPERATING EXPENSES
16,234.00
8,087.14
29,083.29
27,702.34
106,291.00
26.06%
TOTAL
16,234.00
8,087.14
29,083.29
27,702.34
106,291.00
26.06%
ADMINISTRATIVE SERVICES
PERSONAL SERVICES
93,830.35
123,916.65
134,311.06
130,172.05
557,951.00
23.33%
OPERATING EXPENSES
8,149.27
10,565.26
9,721.36
16,144.73
137,616.00
11.73%
TOTAL
101,979.62
134,481.91
144,032.42
146,316.78
695,567.00
21.04%
M.I.S. DIVISION
PERSONAL SERVICES
19,258.19
51,965.28
63,551.48
81,523.39
348,448.00
23.40%
OPERATING EXPENSES
25,327.37
49,547.19
56,924.67
55,437.70
188,412.00
29.42%
CAPITAL OUTLAY
0.00
0.00
0.00
912.11
912.00
100.01%
TOTAL
44,585.56
101,512.47
120,476.15
137,873.20
537,772.00
25.64%
AUDIO VISUAL/BROADCAST
PERSONAL SERVICES
23,549.37
18,597.32
0.00
0.00
0.00
n/a
OPERATING EXPENSES
4,710.76
6,338.47
0.00
0.00
0.00
n/a
TOTAL
28,260.13
24,935.79
0.00
0.00
0.00
n/a
POLICE ADMINISTRATION
PERSONAL SERVICES
196,145.21
158,317.50
232,644.13
336,269.04
919,839.00
36.56%
OPERATING EXPENSES
23,632.22
27,877.16
26,978.23
30,610.38
147,440.00
20.76%
CAPITAL OUTLAY
0.00
0.00
0.00
0.00
20,000.00
0.00%
TOTAL
219,777.43
186,194.66
259,622.36
366,879.42
1,087,279.00
33.74%
POLICE PATROL
PERSONAL SERVICES
719,366.36
541,208.46
1,094,096.31
1,121,598.06
3,079,499.00
36.42%
OPERATING EXPENSES
49,496.08
56,536.04
78,845.21
56,418.02
286,217.00
19.71%
CAPITAL OUTLAY
0.00
6,144.99
5,999.00
9,772.00
60,000.00
16.29%
TOTAL
768,862.44
603,889.49
1,178,940.52
1,187,788.08
3,425,716.00
34.67%
CODE ENFORCEMENT DIVISION
PERSONAL SERVICES
35,993.67
39,094.18
40,543.85
41,748.69
171,471.00
24.35%
OPERATING EXPENSES
3,642.68
4,848.90
4,121.34
3,397.90
20,038.00
16.96%
TOTAL
39,636.35
43,943.08
44,665.19
45,146.59
191,509.00
23.57%
POLICE INVESTIGATIONS
PERSONAL SERVICES
188,811.56
158,401.86
221,897.65
314,629.24
891,625.00
35.29%
OPERATING EXPENSES
25,728.20
25,134.39
29,935.33
35,105.27
131,361.00
26.72%
CAPITAL OUTLAY
0.00
0.00
0.00
4,125.17
26,000.00
15.87%
TOTAL
214,539.76
183,536.25
251,832.98
353,859.68
1,048,986.00
33.73%
POLICE COMMUNICATIONS
PERSONAL SERVICES
144,761.33
143,420.98
139,955.61
140,288.60
642,992.00
21.82%
OPERATING EXPENSES
4,126.42
2,643.02
2,665.99
2,628.52
10,840.00
24.25%
TOTAL
148,887.75
146,064.00
142,621.60
142,917.12
653,832.00
21.86%
CITY OF SEBASTIAN
GENERAL FUND DEPARTMENTS
QUARTER ENDING 12/31/19
2016/2017
2017/2018
2018/2019
2019/2020
2019/2020
2019/2020
1st QTR
1st QTR
1st QTR
1st QTR
ANNUAL
PERCENT
ACTUALS
ACTUALS
ACTUALS
ACTUALS
BUDGET
OF BUDGET
ENGINEERING
PERSONAL SERVICES
73,213.49
34,597.59
0.00
0.00
0.00
n/a
OPERATING EXPENSES
52,924.12
59,194.26
0.00
0.00
0.00
n/a
TOTAL
126,137.61
93,791.85
0.00
0.00
0.00
n/a
ROADS AND DRAINAGE
PERSONAL SERVICES
86,884.54
114,470.29
115,593.25
136,148.84
600,329.00
22.68%
OPERATING EXPENSES
9,474.46
23,032.57
76,286.24
86,224.94
350,588.00
24.59%
CAPITAL OUTLAY
0.00
0.00
1,585.00
39,190.25
39,550.00
99.09%
TOTAL
96,359.00
137,502.86
193,464.49
261,564.03
990,467.00
26.41%
STORMWATER UTILITY DIVISION
PERSONAL SERVICES
93,631.24
104,205.45
0.00
0.00
0.00
n/a
OPERATING EXPENSES
48,531.90
79,040.10
0.00
0.00
0.00
n/a
CAPITAL OUTLAY
0.00
0.00
0.00
0.00
0.00
n/a
TOTAL
142,163.14
183,245.55
0.00
0.00
0.00
n/a
CENTRAL GARAGE
PERSONAL SERVICES
39,864.32
42,994.05
52,188.66
43,669.98
185,884.00
23.49%
OPERATING EXPENSES
4,917.41
5,426.26
5,776.06
5,230.28
26,465.00
19.76%
CAPITAL OUTLAY
0.00
0.00
5,845.01
0.00
0.00
0.00%
TOTAL
44,781.73
48,420.31
63,809.73
48,900.26
212,349.00
23.03%
FACILITIES MAINTENANCE
PERSONAL SERVICES
24,952.00
24,821.44
41,459.65
68,083.43
279,543.00
24.36%
OPERATING EXPENSES
67,441.03
34,815.00
41,956.33
44,320.23
253,735.00
17.47%
CAPITAL OUTLAY
2,800.00
445.88
0.00
15,372.00
15,505.00
99.14%
TOTAL
95,193.03
60,082.32
83,415.98
127,775.66
548,783.00
23.28%
PARKS/RECREATION
PERSONAL SERVICES
130,075.91
130,189.59
166,199.94
181,520.35
819,797.00
22.14%
OPERATING EXPENSES
79,545.44
76,692.82
51,211.92
51,823.33
229,455.00
22.59%
CAPITAL OUTLAY
0.00
0.00
24,696.00
42,790.14
145,168.00
29.48%
TOTAL
209,621.35
206,882.41
242,107.86
276,133.82
1,194,420.00
23.12%
CEMETERY
PERSONAL SERVICES
27,900.74
37,343.22
39,865.32
40,224.80
151,217.00
26.60%
OPERATING EXPENSES
4,584.04
3,493.07
4,697.27
6,748.16
28,459.00
23.71%
CEMETERY
32,484.78
49,327.25
44,562.59
46,972.96
179,676.00
26.14%
COMMUNITY DEVELOPMENT
PERSONAL SERVICES
32,818.91
74,252.07
78,331.57
80,147.18
424,545.00
18.88%
OPERATING EXPENSES
3,545.36
4,662.49
4,081.22
9,974.63
145,179.00
6.87%
CAPITAL OUTLAY
0.00
0.00
0.00
14,649.50
20,000.00
73.25%
TOTAL
36,364.27
78,914.56
82,412.79
104,771.31
589,724.00
17.77%
NON -DEPARTMENTAL
PERSONAL SERVICES
67,076.82
42,198.09
51,375.35
54,681.02
287,800.00
19.00%
OPERATING EXPENSES
305,808.39
299,469.77
405,681.24
407,061.27
682,557.00
59.64%
TRANSFERS OUT
6,249.99
52,981.02
20,457.00
0.00
0.00
0.00%
NON -DEPARTMENTAL
379,135.20
394,648.88
477,513.59
461,742.29
970,357.00
47.58%
ALL DEPARTMENTS
PERSONAL SERVICES
2,098,678.25
1,945,677.33
2,582,233.56
2,877,184.05
9,819,571.00
29.30%
OPERATING EXPENSES
768,095.75
825,624.64
848,436.34
893,573.79
2,855,490.00
31.29%
CAPITAL OUTLAY
2,800.00
15,081.83
38,125.01
126,811.17
327,135.00
38.76%
TRANSFERS OUT
6,249.99
52,981.02
20,457.00
0.00
0.00
0.00%
TOTAL GENERAL FUND
2,875,823.99
2,839,364.82
3,489,251.91
3,897,569.01
13,002,196.00
29.98%
CITY OF SEBASTIAN
CAPITAL PROJECT STATUS REPORT AS OF DEC 31, 2019
GRAND TOTAL $ 15,323,603 $ 1,045,108 $ 2,607,805 $ 3,652,914 23.84% $ 1,306,325 .$ 10,364,364
Current
Prior
Project
Budget Share
Project
Year
Year
Expenditures
Percent
Funds
Number
Description
Budget Sources
Sin Thousands of $1
Bud et
Exnenditures
Expenditures
To Date
Expended Encumbrances
Remaining
FY2018
A1811
Generators
DST
140.7
140,692
27,118
27,118
19.27%
-
113.574
A1823
Cemetery Improvements
CTF
150
150,000
1,390
2,998
4,388
2.93%
7,875
137.737
A1824
Working Waterfront Phase 3
DST
26
25,700
-
19,875
19,875
77.34%
5,825
A1860
Stonecrop Drainage
DST
19
19,145
-
11,229
11,229
58.65%
7,916
A1854
Taxiway C Construction
FAA/FDOT/DST
2,216/109.6/178
2,503,596
73,001
2,211,833
2,284,834
91.26%
233,239
(14,477)
TOTAL
$ 2,855,195
$ 74,391
$ 2,289,116
$ 2,363,507
82.78% $
254,855
$ 236,833
FY2019
A1920
Working Waterfront Phase 3
FIND/DST
170/250
420,000
-
19,671
19,671
4.68%
2,997
397,332
A1921
Pickleball
DST/RIF
197/423
619,762
245,470
120,751
366,221
59.09%
128,814
124,727
A1922
Bark Park Shade Structures
RIF
14
14,000
9,710
129
9,839
70.28%
4,161
-
A1925
Park Signage
RIF
125
125,000
-
22,990
22,990
18.39%
-
102.010
A1928
Yacht Club Pier
RIF
40
40,000
-
0.00%
40.000
A1930
Indian River Drive Corridor Improvements
LOGT
100
100,000
53,419
53,419
53.42%
46,581
A1931
Street Repaving & Reconstruction (COMPLETE)
LOGT
8
8,000
,
8,000
8,000
100.00°/
-
A1932
CavCorp Parking Lot
DST
56.8
56,810
42,790
-
42,790
75.32%
14,020
A1933
Relocate Public Facilities Compound (CLOSED)
DST
0
-
-
-
0.00°/
-
A1960
Stonecrop Drainage
DST
14.5
14,500
12,000
12,000
82.76%
2,500
-
A 1952
Construct Hangar D
FDOT/DST
1,800/450
2,250,000
4,578
69,199
73,778
3.28%
2,176,222
TOTAL
$ 3,648,072
$ 302,549
$ 306,159
$ 608,708
17% $
152,492
$ 2,886,872
FY2020
A2000
ServerHost/Update
DST
43.2
43,196
-
-
0.00%
43.195
1
A2001
PD & City Computers
DST
85
85,000
80,643
-
80,643
94.87%
308
4,049
A2002
Audio Visual Equipment
DST
5
5,000
-
-
0.00%
-
5,000
A2003
Network Infrastructure
DST
26.8
26,804
9,984
9,984
37.25%
16,820
A2004
PD Vehicles & Equipment
DST
355
355,000
14,670
14,670
4.13%
337.875
2,456
A2005
PD Dispatch Radios & Equip
DST
191
191,000
2,385
2,385
1.25%
136.364
52,251
A2006
Evidence Compound Paving & Carport
DST
40
40,000
-
-
0.00%
-
40,000
A2007
CDBG Grant Program
CDBG
123.7
123,674
0.001/.
123,674
A2020
BSSC Football Bleachers
RIF
20
20,000
-
-
-
0.00°/
-
20,000
A2021
BSSC, Baseball Dugouts
RIF
40
40,000
0.000/0
40,000
A2022
BSSC Field Fencing
RIF
18
18,000
-
0.00%
18,000
A2023
Playground Improvements
RIF
30
30,000
0.00%
30,000
A2024
Park Improvements
RIF
20
20,000
-
-
-
0.001/.
-
20,000
A2025
Community Center Office
DST
40
40,000
0.00%
40,000
A2026
Renovate Golf Tees
DST
50
50,000
0.000/0
50,000
A2027
GC Clubhouse Water Hookup
DST
60
60,000
0.00%
60,000
A2030
Relocate Public Facilities Compound
DST
5088.9
5,088,899
0.00%
5,088,899
A2031
Street Reconstruction
LOGT/DST
108.8/333.3
442,173
429,319
-
429,319
97.09%
12,854
A2032
Cape & MicroSeal Roadways
LOGT
304
304,017
-
0.00%
304,017
A2033
Cape Seal Roadways
LOGT
52
52,046
-
-
0.00%
52,046
A2034
Milling&Paving
LOGT
153
152,997
127,823
127,823
83.55%
25,174
-
A2060
Roadway Swale Work
SW
60
60,000
-
-
0.00%
-
60,000
A2061
Canal Improvements
SW
500
500,000
0.000/0
500,000
A2062
Stonecrop Drainage
FEMA/DST
645/215
860,000
0.00%
860,000
A2063
Septic to Sewer Grant Program
IRLC/CRA
100/100
200,000
3,345
3,345
1.67%
196,655
$ 8,807,806
$ 668,168
$
$ 668,168
7.59% $
898,978
S 7,240,659
GRAND TOTAL $ 15,323,603 $ 1,045,108 $ 2,607,805 $ 3,652,914 23.84% $ 1,306,325 .$ 10,364,364
QUARTERLY INVESTMENT REPORT
FOR THE QUARTER ENDED DECEMBER 319 2019
At December 31, 2019, the total of the City's cash and investments were $17,568,898.12. Of this, $13,183,328.92 was held in an
interest bearing checking account at Seacoast National Bank, $3,855,213.70 was invested with the State Board of Administration
and $530,355.50 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 1.85%
for the Bank and 1.76% for the State Board. The average annualized return over the 3 months of this quarter from the deposit with
Florida Trust was 1.91 %.
SEACOAST NATIONAL BANK
STATE BOARD OF ADMINISTRATION (SBA)
CURRENT
CURRENT
CASH BALANCE ALLOCATION
BALANCE
PERCENT
INVESTMENT ALLOCATION
BALANCE
PERCENT
General Fund
$ 4,856,028.49
36.83%
General Fund
$ 1,043,153.37
27.06%
Local Option Gas Tax Fund
210,370.45
1.60%
Local Option Gas Tax Fund
103,515.50
2.69%
Discretionary Sales Tax Fund
4,494,042.72
34.09%
Discretionary Sales Tax Fund
494,988.91
12.84%
Riverfront Redevelopment Fund
427,928.42
3.25%
Riverfront Redevelopment Fund
255,318.07
6.62%
Parking In -Lieu -Of Fund
-
0.00%
Parking In -Lieu -Of Fund
56,425.63
1.46%
Recreation Impact Fee Fund
142,010.30
1.08°/
Recreation Impact Fee Fund
136,196.87
3.53%
Stonnwater Utility Fund
1,669,211.00
12.66%
Stormwater Utility Fund
566,655.18
14.70%
Law Enforcement Forfeiture Fund
15,985.54
0.12%
Law Enforcement Forfeiture Fund
21,165.71
0.55%
Stormwater Series 2003 Debt Service Fund
110,607.41
0.84%
Stormwater Series 2003 Debt Service Fund
-
0.00%
Capital Projects Fund
(14,669.58)
-0.11%
Capital Projects Fund
0.00%
Capital Improvements Fund
-
0.00%
Capital Improvements Fund
-
0.00%
Transportation Fund
(0.10)
0.00%
Transportation Fund
0.001%
Stonnwater Projects Fund
243,828.35
1.85%
Stormwater Projects Fund
0.001/
Golf Course Fund
5,056.28
0.04%
Golf Course Fund
0.00%
Airport Fund
203,798.07
1.55%
Airport Fund
0.00%
Airport Projects Fund
65,795.58
0.50%
Airport Projects Fund
-
0.001/6
Building Department Fund
542,851.75
4.12%
Building Department Fund
224,447.50
5.82%
Cemetery Trust Fund
199,734.24
1.52%
Cemetery Trust Fund
861,006.96
22-33%
Performance Deposits Fund
10,750.00.
0.08%
Performance Deposits Fund
92,340.00
2.40%
Total Bank Balance
$ 13,183,328.92
100.00%
Total SBA Balance
$ 3,855,213.70
100.00
ana
HOME OF PELICAN ISLAND
To: Mayor and City Council
Thru: Paul Carlisle, City Manager
From: Kenneth W. Killgore, Administrative Services Director
Date: March 10, 2020
Re: V Quarter Accomplishments Fiscal Year 2020
The following are the 1St Quarter Accomplishments for City Departments as assembled and edited by the Administrative Services
Department for the three months ended December 31, 2019.
CITY CLERK
Leuislative Sunnort Matters
• City Clerk prepared agenda, attended/recorded four Regular City Council meetings and one Executive Session.
• Records Clerk attended one Regular City Council meeting.
• Completed follow up of approved Council matters — contracts, letters, e-mails, scanned to LF and indexed.
• Four resolutions adopted by Council.
• One proclamation prepared for presentation by Mayor.
• Provided monthly City calendars and revisions to Council, city staff and press.
• One advertisement placed with TCPahn.
• Coordinated attendance of clergy for Council meeting invocations.
• Notified regional boards of Council membership.
• Travel arrangements for one Council Member to IEMO.
• Recorded two documents with the Clerk of Court.
Records Manaeement Proitram
• Responded to 59 public records requests
• 120 cubic feet of paper records met retention along with duplicate and OSA records destroyed by shredding vendor.
• 10 boxes of Personnel Files and 2 boxes of Airport Projects were imported into Laserfiche for permanent and long term record.
• Transferred and documented seven bid records for storage.
Election Matters
• Six candidates submitted M9, G1, G2, G3 treasurer's reports; provided to press as requested.
• Administered oath to three Council Members.
• City Clerk and Records Clerk witnessed logic and accuracy of voting machines.
• City Clerk and Records Clerk canvassed the Sebastian Election (two meetings).
• City Clerk and Records Clerk witnessed manual recount.
• Provided orientation materials to three Council Members.
• Updated and distributed regional committee member information to respective committee staff.
Citi Board Matters
• Noticed vacancies, prepared seven board appointments, notified and provided info to appointees, updated Board Handbook and
distributed pages.
• City Clerk prepared agenda, attended/recorded two CRA meetings within Council Meetings.
• Records Clerk published all scanned City board packets to City website and Laserfiche and provided to press and Council.
• Prepared one certificate of appreciation for outgoing board member.
• Sent holiday appreciation gift to all board members.
• Coordinated board/committee meeting minutes between staff and technical writer.
Cemetery Matters
• Certificates of Interment Rights issued for 18 locations for a total of $22,200.
• Scanned all cemetery records as sold or amended for permanent retention.
CITY CLERK (Continued)
Personnel/Educational Matters
• City Clerk and Records Clerk attended three project management meetings.
• City Clerk and Records Clerk attended one meeting for the Strategic Planning Project.
• Administered oath to two Police Officers.
Communitv Matters
• Responded to or forwarded CITYSEB emails to appropriate departments.
• Records Clerk volunteered for the Holloween Costume Contest Event.
ADMINISTRATIVE SERVICES
• Worked with the State and FEMA to pursue remaining reimbursements due on Hurricane Matthew and Irma.
• Provided administrative support to the Police Pension Board.
• Closed accounting records at year-end.
• Responded to questions from the Auditors.
• Prepared 4a` Quarter Budget Amendment and made presentation to Budget Committee and City Council..
• 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.
• Recruited, interviewed and hired replacements for vacant positions.
• Handled normal processing of payroll, accounts payable and cashiering..
• 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 Records Specialist I, Records Specialist II and 911 dispatcher positions.
• Hired 2-911 dispatchers and 2 police officers and promoted 1 employee to Records Specialist II.
• Attended 3 special event meetings with city staff and participated in several events to include Veteran's Day, Coffee with a Cop,
Christmas Parade, Light Up Night, Clam Bake, Salvation Army Bell Ringing, Turkey Drive, Toy Drive, River Challenge Triathlon and
Shop with a Cop.
• Continued our quarterly auditing and inspection of the police building and equipment.
• Administration attended 5 Council meetings.
• Attended over 75 Law Enforcement related meetings and 8 public meetings and/or speaking engagements.
• Administrative personnel attended over 50 hours of training to enhance professional development.
• Continued to collect statistical data to include: personnel, community, crime, etc.
• Responded to 5 public records requests.
• Continued our Community Outreach Program focusing on enriching our relationship with our citizens hosting events.
Volunteers
• The Community Service Volunteers worked a total of 2,413 hours during this quarter.
• 55 bank deposit details were made. This service is done for City Hall so employees do not have to leave their assigned duties.
• 0 traffic control details were assigned. These consist of directing traffic at city events, road closures, etc.
• 448 house watches/close patrols were completed.
• 41 vehicle transports were made consisting of taking the vehicles to different locations for repairs, etc.
• 424 business checks were made. These business checks are conducted to help patrol officers keep an eye on the business community
which helps reduce crime.
• 108 area checks of banks were made. Visual marked units around the banks at various times helps to deter crime.
• 55 Airport checks were made. The visibility helps to deter crime.
• 128 special details were assigned.
• 3 miscellaneous assist for law enforcement personnel.
• 123 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.
• 6 citizen contacts.
• 515 miscellaneous jobs.
0 30 hours of Escorts were completed.
School Resource Officers
Patrol hours
Mentor lunches
Crossing Guard contacts
Reports
GREAT classes taught
Life Skills classes taught
Area/school checks
0 20 40 60 80
Ir"
100 120 140 160
Dec.
■ N ov.
■ Oct.
Area/school checks 110 145
150
405
Life Skills classes taught 1 5
29
35
GREAT classes taught 0 0
0
0
Reports 0 4
4
8
[Crossing Guard contacts 7 22
7
36
Mentor lunches 2 8
25
35
Patrol hours 32 64
16
112
Community event hours 3 1
6
10
Road Patrol and Special Operations
• Officers were dispatched to 7156 calls for service, and self -initiated 4574 events_
• 102 adult and 3 juvenile arrests were made.
• Officers issued 301 citations, 2 parking citations, and 919 written warnings.
• Officers completed 467 offense reports and 84 crash reports.
Special Operations
Incident
Citations Warnings Reports Arrests
Traffic Unit (462) 0 0 0 0
Boat Officers (Assigned to shift coverage.)
K-9 Ofc's (41/38/59/42) 34 137 42 6
TOTALS 34 137 42 6
K-9 Unit
• K-9 Training Hours: 460
• Misdemeanor Arrests: 1
• Felony Arrests: 9
• Narcotic Searches: 16
• Activity Reports: 6
• K-9 Demonstrations: 3
• Schools Attended: Lock Picking and Bypassing, Narcotic Detection Certification.
• Additional Training Hours: 236 SRT, In-house, and New Hires.
• Agency Assisted: 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
Detectives
Call Outs
a
Supplements
0
Subpoenas
1
1
1
Arrests
2
0
0
Warrants
2
0
1
Training/Meeting
8
Arrests
16
Subpoenas
67
95.5
42.5
Hours
�ASSISGNED CASES
5
3
Follow -Ups
10
17
16
Active Cases
19
22
18
Assigned Cases
14
15
11
Cleared Cases
4
5
4
Inactive Cases
9
6
6
Supplements
18
16
14
Call Outs
2
3
1
Call Outs
a
Supplements
0
Inactive Cases
I WARRANTS
Cleared Cases
6
Assigned Cases
8
Active Cases
"1,........
Follow -Ups
r
Training/Meeting Hours
� FOLLOW-UPS
Warrants
8
Arrests
16
Subpoenas
4
0 50 100 150 200 250
Communit. Policing & Crime Prevention Officer
3
2
3
205
43
59
40
13
21
48
6
Series4
Series3
Series2
Seriesl
JARRESTS
4
3
0
7
I WARRANTS
2
6
0
8
�TRAININGIMEETINGS (hours)
8
8
10
26
� FOLLOW-UPS
5
8
3
16
JACTIVE CASES
4
2
3
9
�ASSISGNED CASES
5
3
5
13
CLEARED CASES
3
3
4
10
INACTIVE CASES
0
0
0
1
SUPPLEMENTS
10
3
5
18
SURVEILLANCE (HOURS)
20
40
20
80
4
COPE QUARTERLY REPORT
ACTIVITY HOURS
Community Events:
Agency Outreach: Regional Outreach:
Admin &Research:
COMMUNITY EVENTS
43
Honor Flight - 6
Movie Night - 10 Crime 5tappe:s -:
Pension Board - 2
AGENCY OUTREACH EVENTS
24
Christmas Parade - 5
Community Night Out -12 Torch Rtin - E
Special Events - i
Light Up Night - 5
Turkey Drive - 4
Awards - 2
COMMUNITY MEETINGS I
47
Hiram's Triathlon - 10
Toy Drive - 6
T3 Maint. - 2
SC:,!Ca71_ r;ELATED F_`•�ENT
8
Clambake -18
Shop w/ a Cop - 6 SRO: -146
COPE Meeting - 2
r�
Sebastian.Church Fall
Road Coverage 8Banquet-20
g -
PUBLIC TRAINING CLASSES
38
Festival - 4
Honor Guard - 8
Lip Sync Video - 2
REGIONAL OUTREAC
54
Costume Contest - 6
Community Ings: �
6mj Coverage
18
Home Depot -3
tub -6
ib6
Exchange[ 6
EOC-1 Explorer Post
Social Media
EXPLORER POST ACTIVITIES I
II
96 V
Coffee w/ a Cop - 3
Park Place Block Captain
Free - t Activities: 30
Velera
Management:
TRAINING AND SCHOOLS
258
Meeting- 1
Veteran's Cauntil .1
'
ook, Twitter,
IN-SERVICE INSTRUCTION
16
Salvation Army Bell Ring 3
5000 Relaird Events. Training and
Instagram} - 24
Instag
Lip Sync Battle - 6
, _ , , Schools:
SOCIAL MEDIA MANAGEMENT
24
Public Training Classes:
In Service - 8
In -Service Inst
ADMINISTRATION & RESEARCH
52
S.A.F.E. Women -6
Below 100 - 4
Vehicle Ops - 8
ROAD PATROL COVERAGE
0
Rad Kids -32
Humvee - 1
ACTIVITY
COMMUNITY EVENTS
AGENCY OUTREACH EVENTS
146
30
13
COMMUNITY MEETINGS
g
SCHOOL -RELATED EVENTS
PUBLIC TRAINING CLASSES
24
REGIONAL OUTREACH
8
84
SRO Coverage
`I4
31
EXPLORER POST ACTIVITIES
TRAINING AND SCHOOLS
15 J
z 0
g
IN-SERVICE INSTRUCTION
38 7
SOCIAL MEDIA MANAGEMENT
10
-.
ADMINISTRATION & RESEARCH
ROAD PATROL COVERAGE
Communications Division
October - December 2019
MonthQuarter
•nth
2
Month 3 Totals
Uisp. Calls For Service
1,571
1,496
1,571 4,638
Officer Initiated Calls
1,300
1,651
1,457 4,408
Code Enf. Initiated Calls
805
789
757 2,351
Volunteer Initiated Calls
454
257
336 1,047
Calls Entered Into CAD
4,197
4,277
4,191 12,665
911 Calls Received
730
710
781 2,221
911 Calls Transferred Out
354
351
401 1,106
911 Hand -up Calls
39
39
22 100
Admin. Calls Received
1,804
1,705
1,848 5,357
f Admin. Calls Transferred
397
357
383 1,137
Outgoinq Admin. Calls
895
966
1,023 2,884
Training/Meeting Hours
31
34
33 98
Disp. Calls For Service
1,571
1,496
1,571 4,638
Officer Initiated Calls
1,300
1,651
1,457 4,408
5
Training/Meeting Hours
Outgoing Admin. Calls
Admin. Calls Transferred
Admin. Calls Received
911 Hang-up Calls
911 Calls Transferred Out
911 Calls Received
Calls Entered Into CAD
Volunteer Initiated Calls
Code Enf. Initiated Calls
Officer Initiated Calls
Disp. Calls For Service
Crime Scene/Evidence
0 1,000 2,000 3,000 4,000 5,000
Month 3
Month 2
Month 1
Items Received
220
43
82
345
Evidence Processed In-
house
10
21
20
51
j Evidence Outsourced
23
16
8
47
Items Returned
24
5
6
35
Items Purged
82
30
21
133
Cars Impounded
0
0
0
0
Video Redaction Hours
0
0
16
16
Video's Burned
43
22
23
88
Supplements Written
1
2
4
7
Evidence Processing
57
73
95
225
Hours
Crime Scene Processing
21
22
0
43
Hours
Training Hours
40
12
12
64
Call Outs
2
2
0
4
Call Outs
Training Hours
Crime Scene Processing Hours 1
Evidence Processing Hours
Supplements Written
Video's Burned
Video Redaction Hours
Cars Impounded
Items Purged
Items Returned
Evidence Outsourced 1
Evidence Processed In-house
Items Received
0
50 100 150 200 250
2
r Dec
■ Nov
■ Oct
Code Enforcement
• Issued 576 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.
• 136 property inspections for title companies and 112 sign violations.
• 716 Code Services.
• 887 re -inspections, 98 violations were not complied with, 124 were posted for abatement, 8 abated by vendors.
• 658 violations complied.
• 1 Liens filed, 11 liens released.
• 113 violation letters sent for various reasons such as grass and weeds too tall, trash and debris, overgrown lots, etc. to gain compliance.
• There were no calls for water violation during the first quarter.
Alarm Assessment
• $610.00 in alarm permits (new and renew).
• $100.00 in false alarms fines.
• 116 alarm responses by officers, 56 of these were false.
• 24 New permits issued.
ROADS
Asphalt
• 57 Tons.
• Repaired multiple road crossing where road pipe was replaced.
• Repaired various pothole complaints all over city limits.
• Repaved section of old runway that attaches to airport taxiway.
Concrete
• Dug out, formed and poured 4 large pads at airport for runway directional signs. 41/2 pallets of sakrete.
• Stripped and repaired Lake Dr. bridge wall with new concrete extension.
• Poured repair sections of sidewalks along Indian River Dr.
• Cut back driveway on Schooner that protruded into roadway where new road reconstruction was taking place.
• Grinded trip hazards at memorial on Indian River Dr.
• Grinded Trip hazards in Schumann area.
Miscellaneous
• Mowed city spillways and bridges (x2 monthly).
• Mowed Harbor Lights hotel. (x2 monthly).
• Edged and cleaned sidewalks along Fleming Dr.
• Edged and cleaned sidewalks along south side of Barber St.
• Edged and cleaned medians at Main St. and Fleming St.
• Edged and cleaned sidewalks along Orange Ave.
• Mowed and trimmed Powerline Rd. hedges.
• Assisted parks with work at pickle ball courts.
• Regrade of overflow parking lot. (x2).
• Spread millings at airport to make road to new dump site.
• Spread dirt at temporary dumpsite at airport.
• Pushed millings into pile at airport that was dumped by road contractors.
• Restriped training lines at airport for CDL training.
• Assisted with prep work for city clambake.
• M.O.T. training and Stormwater erosion control.
MEW of ways
• Crew cut back all vacant lots along Laconia St.
• Cut back all vacant lots between Laconia St. and Bevan.
• Cut back all vacant lots between Bevan Dr. and Stonecrop St.
• Cut back vacant lots along George St. and Melrose Ln.
• Cut back both side of city alleyway parallel with 512 from Wimbrow Dr. to Laconia St.
• Cut back any complaints that were turned in from residents.
Sign Shop
• Signage and Installation No.
• Created: 364
• Signs Installed: 97
• Signs straightened 12
• Traffic Studies: 1
• GIS Location: 532
• Decals: 12
• Pavement Markings
• Stop Bars 0
• Yellow Line Striping 2254 Ln. ft.
• White Line Striping 0 Ln. ft.
• Parking Lots 0 Ln. Ft
• Cross Walks 0
• Special Projects
• Airport Taxiway signs: Completed.
• Skateboard Park Signs: Completed.
• Street/Stop Signs Section 2: In Process.
• Pedestrian Crossing Main St. @ Church: Completed.
• Pickleball Courts Signage: In Progress.
• Road Painting Section 1 : 50% Completed.
• New Projects
• Parking Lot Painting City Hall: Completed.
• Parking Lot Painting River Front: Pending.
• Painting Barber St. from USI to Bristol: Pending.
• M.O.T - Special Events 8.
• School Light Issues: 10.
• Citizen Request: 9 (All addressed and closed).
• Work Orders: 33 (All addressed and closed).
• Created Signs Breakdown
• Street signs : 336
• Regulatory 15
• Warning: 4
• Guide: 0
• Wayfmd: 0
• Wildlife: 0
• Aviation 11
• Golf Course 0
Facilities Maintenance
• Maintain City Flags.
• Maintain and Monitor all lift stations.
• Monthly AC Maintenance all City Building.
• Assist with Splash Pad Operation.
• Daily monitoring of City Marquees.
• Monthly monitoring and supplies for 16 AED stations.
• Perform daily maintenance and repairs to all City Building.
• Monitor daily activity Nash Janitorial.
• Facilities Maintenance: MSDS Master index binder.
• All City Building: Manufacture/Install date inventory of AC all units.
• Hangar A: Fire backflow repair.
• City Hall: Fire Backflow repair.
• Admin Building; Replace Duct detector, Roof vents (Leeward Roofing).
• Admin Building, Pull, Clean reinsulate 5 AC evaporators.
• Community Center: Replace AC unit #3 (Arnold).
• Riverview Park: Resurface restroom floors (Garage Enhancement).
• Imperial Dade: Price reduction.
• City Hall: LED Lighting.
• Harrison Restrooms: Fire Restoration (Legacy).
• Backflow Certification: Devroy Sharpe.
8
Cemetery
• Burials full 9
• Cremains: 11
• Showed public cem. Prop.
• Markers re -installed.
• Routine mowing, weed eating, edging, clean water cooler.
• Enhancements: True Green & plants.
• Quarterly gauge of rain: 10.7 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 electrical Memorial Park
• Repair electrical at Riverside Park
• Prep park for festival.
• Replace underground wiring lift station Creative Park.
• Site prep and trenching for Pickle Ball Park.
• Electrical install Pickle Ball Park.
• Mowing Storm Water Park.
Airport
• Install LED lighting inside Hangar B.
• Install lift pump Hangar B.
• Replace compressor motor Hangar B.
• Set up Temp. compressor, Hangar B.
• Assemble lighting for Airport Dr.
• Order lighting parts at Airport Dr.
Old School House
• Repair electrical front of building.
• Patch down spouting rear of building.
• City Hall
• Repair Misc. electrical.
• Indian River Dr.
• Repair lighting as needed.
• Estimates for lighting reconditioning.
• Lift Station adjustments and pump removal for repairs.
• Pier dock inspections.
• Install piling protectors at Yacht Club.
• General research for lighting and pricing on upcoming projects and repairs to older facilities.
Fleet Manap-ement:
• The Fleet Management Staff completed 239 repair work orders, 38 preventive maintenance services 13 service calls and lroad trips to picl
up parts.
• In addition to in-house vehicle/equipment work orders, 23 vehicle and equipment repairs were scheduled and completed by outside vendor
• Took delivery of the following units:
• (1) PW Truck.
• (1) Leisure Services Truck.
• (1) 15'Mower for Airport.
• (1) Dump Trailer for Leisure Services.
• (1) Cement Mixer for Public Works.
• Completed the prep (lights, rack, graphics, etc.) on the following units:
• Same as above.
• Completed the sale of equipment: (8) equipment//vehicles through Gov. Deals $49,925.25 net.
• Fuel Cost as of the 8 Jan. 2020 is as follows:
• $186 per gallon of gasoline an increase of .5% over the past 90 days.
0 $2.22 per gallon of diesel fuel an increase of 4.5% over the past 90 days.
LEISURE SERVICES
• Special Events Pren
• Cart prep and delivery, Clambake Event, Pearl Harbor Veterans, Christmas Parade.
• Maintenance
• Trimming of trees, debris removal, prep for concrete slabs as base for shade structures, apply rocks to bathroom foundation, add
asphalt millings, spread sand on bathroom foundation, assemble tables and chairs, pressure wash sidewalks, remove old
scoreboard, remove batting cage padding.
• Installation
• Windscreens/Overhead Shade Canopies.
• Tennis Net, Baseball Nets, Basketball Net.
• Table and Benches, bench assembly.
• Light Timer.
• Pallets of Sod, Mulch.
• Playground construction fencing and debris removal.
• Shade covers for playground.
• New Scoreboard.
• Repair
• Fence, Irrigation lines & heads, Irrigation line & fittings at Splash Pad, Playground.
• Repairs 10
• Maintenance 18
• Inspections 1
• Installation 15
• Special Event Prep 15
• Non nark activitv 5
• Worked Event 15
• In-house replacement 10
• Continued maintenance on parks and medians, mowing, edging, weed eating, trimming hedges, pulling weeds, pick up of trash.
STORMWATER DEPARTMENT
• Quarter Round Maintenance
• Brushfoot retention pond.
• Day Drive Removal of brush.
• Big Ditch on Easy/ Englar Drive.
• 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_ Insuections count by Phil and Eric
• 309 Inspections.
• Citizen Request Report
• October 2019- 104 Reouest
• 65 Stormwater — 11 Outstanding.
• 20 Other — 0 Outstanding.
• 14 Roads — 1 Outstanding.
• 5 Parks — 0 Outstanding.
• November 2019 —111 Requests
• 57 Stormwater — 8 Outstanding.
• 25 Other — 0 Outstanding.
• 23 Roads — 6 Outstanding.
• 4 Parks - 4 Outstanding.
• December 2019 — 84 Outstandinq
• 38 Stormwater — 11 Outstanding.
• 23 Other — 1 Outstanding.
• 21 Roads — 11 Outstanding.
• 2 Parks — Outstanding.
10
GOLF COURSE
Revenue 19-20 18-19 Difference+/-
• 1St Quarter Rev. $386,404 $418,855 -$32,451
• YTD Tot. Rev. $386,404 $418,855 -$32,451
• 1St Quarter Rounds 9,809 11,186 -1,377
• YTD Tot. Rds. 9,809 11,186 -1,377
•
1" O. Green Fee $91,442 $101,101 -$9,659
• 1St D. Cart Fee $128,658 $151,570 -$22,912
• 1St O. Annual Member $92,146 $88,741 +$3,405
• YTD Ann. Mem. $92,146 $88,741 +$3,405
•
1" O. USGA Hdcv. $4,488 $4,260 +$228
• YTD USGA Hdcp. $4,488 $4,260 +$228
• 1St O. Disct. Card $24,861 $24,907 -$46
• YTD Disct. Cd. $24,861 $24,907 -$46
•
1" O. Driving Range $8,769 $10,729 -$1,960
• YTD Dr. RiLe. $8,769 $10,729 -$1,960
• 1St O. Club Rental $667 $695 -$28
• 1St 0. Club Storave $3,144 $2,978 +$166
• YTD CR & CS $3,811 $3,673 +$138
• 1St O. Golf Shop Retail $22,027 $27,232 -$5,205
• YTD Shou Retail $22,027 $27,232 -$5,205
• 1St O. PGA Pro Lesson $680 $325 +$355
• YTD Lesson $680 $325 -$355
• 1St O. Restaurant Rent $7,500 $4,847 +$2,653
• YTD Rest. Rent $7,500 $4,847 +$2,653
• Rain amount 15.2" 3.7" +11.5"
• Comments: Rainfall amounts were significant in 1St Quarter, with over 15 inches of rain. First Quarter of 18-19 entailed (only) 3.7
inches of rain. October of this Quarter entailed over 6 inches and December entailed over 7 inches of rain. On all rain days, staff was
cut-back. Despite the rainfall amounts, Annual Memberships increased in revenue despite no increase in the Annual Membership fee
(received 6 new Annual Members). Golf Course continues to be in very good condition, including the most important factor; greens.
• Charity, Corporate and special Golf Tournaments for the 1' quarter included Central Baptist Church (56 players), Palm Bay Golf
Association (16 players), Sebastian Italian -American Club (131 players), Len Eddy 3 -Day Invitational (20 players), Barefoot Bay
Christmas for Kids Tournament (71 players), Solid Rocket Booster League (rained -out), Sebastian 2 -Person Team Championship (62
players), Sebastian Rotary (68 players) and Habitat Golf League (16 players).
• Charity, Corporate and Special Golf Tournaments scheduled for 2nd quarter (19-20) include New Year's Day Golf Tournament, Orioles
Lodge #272 Tournament, 9th Annual Michael Nichols Memorial benefiting the Leukemia and Lymphoma Society, Friendship Christian
Church Golf Tournament, Brevard Golf Association, Knights of Columbus Golf Tournament and Palm Bay Golf Association.
• In conjunction with the Indian River Golf Foundation, conducted 10 junior golf clinics.
• Offered 6 Demo Days, which is an excellent way to attract new golfers and golfers who have had a long absence, back to the game.
AIRPORT
• Clearing of trees at approach end of Runway 5
• Repaired 15ft of open fencing in NE corner of Airport
• Cleared all brush at end of Runway 5
• Repaired Runway 10 PAPI lights with new control board
• Upgraded Pilot Controlled Antenna
• Replaced Velocity's air compressor
• Developed new brush zone east of old runway
• Assisted with taxiway projects
11
BUH,DING DEPARTMENT
• hi the first quarter of this fiscal year, a total of 42 new single-family homes were issued building permits. New single family
residence permits remains steady. Other permits of significance include 5 new manufactured homes, 2 new commercial buildings,
0 commercial additions, 2 commercial alterations, 0 commercial build outs, 1 residential addition, 2 new multi -family and 97
residential alterations. In all, 815 building permits were issued in the first quarter. Permits issued in the first quarter were roughly
18% less than the fourth quarter. This is likely due to the holidays.
• Total number of inspections for the first quarter was 2323 for an average of 30 inspections per working day. The number of
inspections is significantly reduced from what was reported in the fourth quarter. Reduction can be attributed to the holiday season
and to the new ability to target only building related inspections from the new computer system providing more accurate record
keeping.
• The Fire Prevention office has continued to conduct annual inspections as requested from businesses that need annual inspections
for their licensure requirements. Follow up as needed on deficiencies found from Compliance Engine reports provided by Indian
River County Fire Dept..
• The number of Certificates of Occupancy issued for the fourth quarter included 46 new single family residences, 1 manufactured
home, 1 multi -family, 0 commercial certificates of occupancy, 0 commercial temporary certificates of occupancy and 0
commercial certificates of completion.
• The following lists the Business Tax Receipt activity for the first quarter: new businesses -12, renewals -665, transfers -4, duplicates
0, home based businesses -8, commercial businesses -4, insurance companies -1 and solicitor registrations -11. In addition, there have
been 83 requests for permit records on properties within the city from lien/title companies.
• The building department continues to implement the new building department computer program. Customers are becoming
accustomed to the new system with very few issues.
12
City of Sebastian 1
Budget Process
Presentation to CitV Council
Wednesday February 12, 2020
Prepared By:
Ken Killgore
Administrative Services Director/CFO
City of Sebastian
Presentation Tor)ics
Budgeted Funds & Capital Program (CIP)
Budget Calendar and Timeline Summary
Draft Creation and Review Process
Dealing with Budget Shortfalls
Publishing the Draft Budget & CIP
Budget Board & Reviews by Other Boards
City Council Adoption and "TRIM" Laws
Flow Chart/Controls/Citizen Participation
2/12/2020
1
3
City of Sebastian
Budgeted Funds &Capital Proaram
•Budget Includes Entities Known as
Funds That Are Separately Balanced:
•General Fund
$ 12.9 Million
•Special Revenue Funds
9.2
'Debt Service Fund
.4
Capital Project Funds
7.7
Enterprise Funds
2.7
Less Interfund Transfers
6.6
Actual Dollars Budgeted
$26.3 Million
City of Sebastian 4
Budaeted Funds & Caaital Proaram
'General Fund - Unrestricted Taxes or Fees.
Used for City Council, City Attorney, City Clerk,
City Manager, Administrative Services, Police,
Community Development, Public Facilities, Street
Operations and Leisure Services
"Special Revenue Funds ® Revenue Limited to
Specific Uses. Includes Gas Tax, Discretionary
Sales Tax, Recreation Impact Fees, CRA Tax
Increment, Parking -In -Lieu -Of Funds, Stormwater
Utility Fees & Law Enforcement Forfeitures
2/12/2020
2
City of Sebastian 5
Budgeted__Funds & Capital Proqram
'Debt Service Fund —Accounts For
Discretionary Sales Taxes Transfers for
Stormwater Debt Payments.
*Capital Proiect Funds —Accounts for
Capital Expenditures Paid With Transfers
from Other Funds or Grant Proceeds.
Enterprise Funds - Charges to Customers
to Operate Golf Course, Airport and Building
Department.
City of Sebastian
Annual Operatinq Budqet
•Financial Plan for the Next Fiscal Year —
October 1St to September 30th
'Shows Expected Operating Costs and
Spending on Equipment and Capital Projects
'Shows Expected Revenue to be Available
and Any Increase or Decrease in the Amount
of Reserve Funds
'Each Fund Must be Balanced.
2/12/2020
3
City of Sebastian
Capital Improvement Program (CIP)
Forecast Financial Needs for Next Budget
Year and the Following Five Years:
*Assumes Pay & Benefit Changes
*Assumes Operating and Maintenance Costs
'Assumes Capital Projects and Equipment
'Shows Revenue Projections for the Next
Budget Year and the Following Five Years
•Shows Each Fund's Remaining Balances
"Annual Update Allows Gradual Adjustments
8
City of Sebastian
Budget Calendar
"Provided at 1st Meeting of January
List Deadlines and Meeting Dates
Allows For Input in a Timely Manner
10 Keeps Steady Progress to Adoption
.Insures Legal Requirements Are Met
2/12/2020
0
City of Sebastian 10
Draf4 Creation and Review
Information Gathering:
Departments Submit Request for Capital
Items for Next 6 Years, Staffing Changes
and Operating Account Spending
Finance Calculates Salary & Benefit Costs
,*Finance Projects Revenues
'Administrative Services Review:
Verify Submittals Accuracy & Completeness
Compile Budget and CIP Working Draft
Calculate Funding Shortages
2/12/2020
5
City of Sebastian 9
Budget Timeline
January
Set Calendar, Budget Board Intro
Feb. — Mar.
Departments Submit CIP Request
April — May
Departments Submit Budget
June
Review/Balancing, Presentation to
Budget & Parks/Recreation Boards
•July
Council Sets Proposed Millage
•August
CIP to Planning/Zoning Board,
Workshop for City Council
September
Public Hearings, Millage, Budget
and CIP Adoption
City of Sebastian 10
Draf4 Creation and Review
Information Gathering:
Departments Submit Request for Capital
Items for Next 6 Years, Staffing Changes
and Operating Account Spending
Finance Calculates Salary & Benefit Costs
,*Finance Projects Revenues
'Administrative Services Review:
Verify Submittals Accuracy & Completeness
Compile Budget and CIP Working Draft
Calculate Funding Shortages
2/12/2020
5
City of Sebastian
Draft Creation and Review
Initial Review by City Manager:
City Manager Meets with Department
Heads, Finance, HR and Purchasing
'Detailed Discussion/Review of Request
•Initial Approval or Request for More Details
•City Manager Has Day -To -Day Involvement
and Knows Each Department's Operations
and Areas Needing Attention
• Funding Shortfalls Are Recalculated
City of Sebastian 12
Handlinq Budqet Shortfalls
'Review Revenue Projections for Updates
Review Expenditures for Desires VS. Needs
•Extra Allocations for Non -Specific Expenditures
'Cushions for Uncertain Cost Increases
°Assume R&R for "Just -in -Case" Replacements
Defer Additional Personnel or New Activities
11 Use Special Revenue Funds If Eligible
Negotiate Cost/Benefits of Insurance
*Negotiate With Collective Bargaining Units
2/12/2020
n
2/12/2020
City of Sebastian 13
Issue Draft Budget/CIP
When Funding Shortfalls Have Been
Addressed & All Funds Are Balanced
'Publish Draft Budget/CIP Document
Provide Draft to Budget Review
Advisory Board and City Council
Post Draft on City Website
Usually in June (June 10 in 2020)
City of Sebastian 14
Budget Review Advisory Board
'Briefed on Budget Working Draft
Assumptions on Millage and Revenues
Reasons for Changes in Expenditures
Board Agrees With Draft or Decides
to Recommend Something Different
Role is Oversight and Review
Focus is Big -Picture and Balanced Budget
2/12/2020
City of Sebastian 15
Reviews by Other Boards
Parks & Recreation Advisory Committee
Briefed on Uses of Recreation Impact
Fees and Other Leisure Services Items
'Planning & Zoning Commission Briefed
on Capital Improvement Program and
the Commission Votes on Whether It
Complies With the Comprehensive Plan
City of Sebastian 16
City Council Adoration
General Fund Briefing and City Council
Adoption of Proposed Millage in July
'Recommended Millage, Draft Budget &
CIP Presented to City Council in August
'"Tentative" Millage & Budget Adopted and
Advertised, Then Public Hearing on
"Final" Millage & Budget
• 1St Class Mail if Millage Above "Proposed"
10If Above "Rolled -Back, Ad Says Tax Increase
17
City of Sebastian
TRIM Legislation F.S. 200.065
"Truth in Millage" Law - Since 1980
Mandates "TRIM Notice", Budget/Millage
Public Hearings and Advertising Rules
Requires "Rolled -Back Rate" and Setting
"Proposed Millage" for "TRIM Notices"
Requires "Tentative" Adoption of Millage
and Budget at the 1 st Public Hearing and
"Final" Adoption at the 2nd Public Hearing
FEBRUARY THROUGH JULY 1s
FROM START TO SUBMITTAL OF DR420
Staff Public Review
Dept. Request Budget Board
1%7 Introductions
[ Revenues
CM Meetings
Taxable Est.
IV%T
Balance Draft & I
Put on WebsiteT11 I
ILI I Discuss GIF Budget
Receive D11420 & Draft & Millage
Compute Millage
I Submit DR420 It
Citv Council
t IProvided Draft
(June 10th 2020)
Budget Board
Suggestions I Discuss GIF & Set
Proposed Millage
I
2/12/2020
X
AUGUST THROUGH SEPTEMBER 19
FROM FINAL RECOMMENDATION TO ADOPTION
Staff
Public Review
City Council
CIP Review by P&R
P&R Committee &
Committee and P&Z
P&Z Commission
Commission
Updated Budget/CIP
OilProvided Updates
Put on Website
Update Budget Board
Ky
Additional Budget
Bo_ar_d_Suggestions
_
Budget Workshop
Agenda 151 Hearing
Public Hearing
Tentative Approval
Advertise & Agenda
public Hearing
Final Approval
Final Public Hearing
Publish/Send to Tax
Collector & State
City of Sebastian 20
Budaet Control/Citizen ParticiDation
'Computer System Stops Budget Overruns.
'Monthly Budget Reports to Departments
"Project Status Meetings Identify Problems
'Quarterly Report Presentations to Budget
Review Advisory Board and City Council
' Budget Variances Questioned by Auditors
'Comprehensive Annual Financial Report
Reports Budget Changes for the Year
2/12/2020
10
City of Sebastian 21
Budget Control/Citizen Participation
Budget is Essentially a Year -Round Process
"Involves Many People and Affects Everyone
'Opportunities for Public Input and Monitoring:
Serve on the Budget ReviewAdvisory Board or
Attend Their Meetings
•Attend City Council Budget Meetings and
Public Hearings on Millage and Budget
"Videos and Documents Posted on Website
•Call or Meet With CFO For Questions
22
City of Sebastian
Budqet Process
Questions?
2/12/2020
11
City of Sebastian Fiscal Year 2020-21 Budget Objectives
• General Fund
• Limit overall increases to O&M accounts to no more than current year amounts.
• Limit personnel additions and provide for pay and benefit increases as necessary to remain competitive.
• Insure that Reserves are maintained at no less than the minimum of $5,000,000.
• Make every effort to balance the budget using the calculated "rolled -back" millage.
• Special Revenue Funds
• Project revenues at realistic but conservative expectations.
• Keep expenditures and transfers within amounts that also allow for funding of future projects.
• Use Local Option Gas Taxes for roadway paving or reconstruction according to the Paving Plan.
• Use Discretionary Sales Taxes for acquiring or replacing major infrastructure and equipment:
• Payment of principal and interest on Stormwater Revenue notes (until May 1, 2022).
• Updates to computer technology.
• Replacement and purchases of Police Department vehicles and equipment.
• Completion of Public Facilities Compound.
• Replacement of major public works equipment with useful lives greater than five years.
• Major improvement to Stormwater systems.
• Matching requirement on grant funded Airport projects, if Airport funds are insufficient.
• Use Riverfront CRA Tax Increment toward increasing taxable values within that area:
• Provide grant funding for sign improvements and sewer connections.
• Provide funding in support of special events.
• Provide maintenance and repairs to Working Waterfront facilities.
• Provide ongoing maintenance of Riverview Park and rights -of -ways.
• Provide funds to implement tree preservation program at Riverview Park.
• Use Recreation Impact Fees on identification signage, playgrounds and parks.
• Use Stormwater Fees to improve and maintain the Stormwater system:
• Ongoing staffing, operational expenditures and equipment replacements.
• Matching requirements for grant funded improvements.
• Expenditures to manage vegetative growth within spending levels that can be sustained.
• Use Parking -In -Lieu -of Fund balances collected in the toward public parking projects.
• Use Law Enforcement Forfeiture Fund balances for Police Department items needed but not budgeted.
• Golf Course
• Budget sufficiently to operate and maintain the facilities in good condition.
• Provide for repayment of loans from General Fund and Building Fund.
• Consider measures to increase participation.
• Airport
• Budget sufficiently to operate and maintain the facilities in good condition.
• Provide for repayment of loans from the Discretionary Sales Tax Fund.
• Continue providing additional facilities for rentals and efforts to create an emergency cash reserve.
• Building
• Ensure compliance with Florida Statute 553.80(7):
• Total revenues may not exceed the total estimated annual expenses.
• Additional Balances carried forward from FY2019-20 may not exceed the average operating budget
for the past four years since July 2019 of $820,066.