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HomeMy WebLinkAbout01-13-2020 BAC MinutesCITIZENS 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. Pledae of Alleaiance 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 Cards 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 ADDointeel Mr. Napier introduced Mr. Lewin and welcomed him as a Committee member. Selection of Chairoerson Mr. Napier asked for motions. Mr. Hoffman made a motion to nominate Mr. Larry Napier as Chairperson. Ms. Cards seconded the motion. Hearing no further nominations, the motion was approved by voice vote of six ayes and one nay. VI. Selection of Vine-Chairoerson 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. Cards 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 herfacts 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. Its 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. Vill. 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 Budoet Calendar and Discuss Next Meetinc 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 thatthe 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. Bv: ��...y W. " L C-q-Qti Date: 44' & Charman Larry Napier J9