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HomeMy WebLinkAbout08-03-2020 BAC MinutesCITIZENS BUDGET REVIEW ADVISORY COMMITTEE MINUTES OF REGULAR MEETING AUGUST 3, 2020 Chairman Napier called the Citizens Budget Review Advisory Committee meeting to order at 6:00 p.m. Pledae of Allegiance was recited by all. III. Roll Call Present: Mr. Lewin Mr. Hall Mr. Napier Ms. Cerda Mr. Hoffman Mr. Herlihy (via Zoom) Absent: Mr. Keerthi Weragoda (a) Also Present: Paul Carlisle, City Manager Ken Killgore, Administrative Services Director/CFO Barbara Brooke -Reese, MIS Manager Janet Graham, Technical Writer (via Zoom) IV. ADDroval of Minutes A. Meeting of July 20, 2020 Mr. Napier asked if all Committee members had reviewed the Minutes of July 20, 2020. All indicated they had. He called for a motion. A motion to accept the Minutes as presented was made by Mr. Lewin, seconded by Ms. Cerda, and approved unanimously via voice vote. V. Presentation and Anoroval of Third Quarter Financial Raoort by Ken Killoore. Administrative Services Director/CFO Mr. Killgore gave a PowerPoint presentation (SEE ATTACHED) reviewing that this is the third quarter report that he will be presenting to City Council on August 26th. If this Commission has any comments or suggestions, those can be passed on to City Council at that time. Included is the Resolution that adopts any changes that were made to the budget during the quarter that need approval by City Council. There is one item from the use of the R&R fund. Also reported are the adjustments that the City Manager made during the quarter. There were a couple of additional revenue receipts. There was an CITIZENS BUDGET REVIEW ADVISORY COMMITTEE PAGE 2 MINUTES OF AUGUST 3, 2020 adjustment for the incentive awards that were given for the second quarter. There were also a couple of items which were being adjusted between projects, both in the Recreation Impact Fee Fund the CRA and Local Option Gas Tax Fund. In reviewing the various reports, it was pointed out that above the General Fund Summary in the narrative in the third line the 52% figure should be 74% of departmental funds having been spent as of June 30th, and 72.2% of revenues have been received. The General Fund Balance Forecast ties in with the projected numbers that were used for additional revenues and ties to budget projection sheets that were used in the draft budget for FY2021. A balance of almost $4.8 million is slightly below the $5 million target. Considering the present circumstances, he considers that the City will be doing well to go into the next year with that balance. He has nothing new to report on the hurricane reimbursements. There still remains approximately $140,000.00 due on Hurricane Matthew. Mr. Killgore reviewed the Stornwater Fund and the three enterprise funds. The Fund Summaries provide detail on each fund and each department in the City. He stated he included in this years reports the Interfund Loans, which show what transactions there have been over the year and how those are being addressed in the budget. Also shown is what action will be taken in next year's budget to be paying those down. The balance of the Quarterly Report are the accomplishments that the various departments reported. Mr. Killgore then asked for questions or comments from the Committee. Mr. Lewin inquired regarding the Unassigned Reserve which shows a projection of $4.8 million instead of the $5 million that has been maintained up to this time. He asked if there is any chance of reestablishing that $5 million, or is a new lower number being targeted. Mr. Killgore responded that the lower number is being targeted at this point unless something positive happens that has not been anticipated. He stated that in next year's budget the City will be doing well just to keep that $4.8 million. It all depends on whether the City has any additional unexpected allocations or any unexpected revenues. Mr. Lewin asked If there Is a minimum number that the City would be comfortable with. Mr. Killgore staled the $5 million is a number that has been constant over the years that is a safe amount. He did an analytical study regarding if a certain portion of that fund had to be used because of hurricanes or other happenings that paid that reserve down. He projected the timing of when there would be reimbursement from FEMA or other insurance reimbursements and when the City could replenish it. The only way to replenish the Items that are not reimbursable in some fashion is to have more revenues coming in during future years than are budgeted to spend. Mr. Carlisle commented that the $5 million is not thought about just regarding storm coverage, but the City also has to look at the liabilities such as retirement and payouts for leave. Those things are also captured in those reserves. If there is a long-term employee CITIZENS BUDGET REVIEW ADVISORY COMMITTEE PAGE 3 MINUTES OF AUGUST 3, 2020 who decides to retire, and the City has to pay out all of those funds, that has to come out of those reserves. Those are unfunded liabilities. Mr. Lewin commented that, as that number is lowered, the City's risk becomes greater. Mr. Carlisle stated that the only way it can be raised is H the revenue sharing from the State can be increased or if taxes are raised or through special assessments to offset General Fund expenditures. Mr. Hoffman stated that from what he has read, the City lost approximately $427,000.00 in the first three quarters. He attributes the shortfall in the first three quarters to a drop in the intergovernmental revenues. Mr. Killgore agreed and stated the biggest portion of that was the state revenue sharing, which really hurt. Mr. Hoffman asked regarding the franchise fees and utility taxes. Though they are down a bit, It is somewhat uncertain as to when those show up; they do not flow evenly over a certain period of time. Mr. Killgore stated that is correct. He stated that the City should hear sometime this month on the state revenue sharing. Mr. Hoffman asked regarding the $800,000.00 from the General Revenue Surplus, if there some way to annotate what makes up that $800,000.00. Mr. Killgore stated he can do that. Mr. Hoffman stated that would be helpful. Mr. Napier asked if the breakdown of that number is in the audit report. Mr. Killgore stated it is set forth in general terms. If Mr. Hoffman wants more detail, Mr. Killgore stated he would provide that. Mr. Hall inquired as to the contract for the school resource officers, whether that is paid on an annual basis. Mr. Carlisle said that is based on what the school sessions are. Their sessions now run from August through May, and the payments are divided up in quarterly payments based on that fimeframe. Then the rest of the time the City utilizes those officers for duties within the City. Mr. Hall also asked regarding the status of the false alarms that are made and whether there are any fines being collected forthe false alarms. Mr. Carlisle stated it depends on how repeated an offender is whether there is an actual fine involved. The first time a false alarm Is made, there is only a warning. Mr. Herlihy said he has a concern about revenue for next year. He states that at the meeting at the end of August, if Mr. Killgore has gotten the report from the state and it is horrible, that is something that this Committee must look at as far as the budget is concerned. Mr. Napier stated he is actually pleasantly surprised that it is not worse than it is. The Committee unanimously approved the Third Quarter Financial Report via voice vote. VI. Report on FY2021 Bucket Process by Ken Killgore. Administrative Services Director/CFO A. Proposed Millage of 3.1514 by City Council CITIZENS BUDGET REVIEW ADVISORY COMMITTEE PAGE 4 MINUTES OF AUGUST 3, 2020 Mr. Killgore stated that City Council did approve the 3.1514 millage for the proposed millage, and that will go on the tax notices. That is what they adopted as the trim notice. As far as revenue projections, he has not seen enough significant differences from the assumptions he has made at this point to change anything. There may be more information by the end of this month regarding the revenues from the State. B. Updates on Revenues and Labor Negotiations Mr. Killgore stated that as far as labor negotiations, he is waiting until the parties involved set a time to meet. C. Presentation to City Council on August 26, 2020, 1st Public Hearing on September 14, 2020 The presentation to City Council of the full budget will be on August 26. The first public hearing will be different than the original date he had sent out. It will now be held on September 14th. D. Consider Need for Committee Meeting on August 31st. Because of the uncertainty at this time, he thought the Committee would like to meet on August 31st to take a final look at the budget before the first public hearing. Mr. Carlisle stated that Mr. Killgore went through the tax rolls and the new items. It was not fell that there was enough of a discrepancy that would necessitate a meeting with the Property Appraiser. Mr. Napier asked for the Committee members' opinions on the need for a meeting on August 31st. The majority of the Committee agreed to the meeting on August 31 st. E. Comments by Committee Members Mr. Hall is concerned with having the meeting on August 31st, as that will be after the presentation of the budget to City Council. Mr. Killgore stated the August 26th meeting of City Council is only a workshop meeting. They would not necessarily be voting at the August 26th meeting. Mr. Hoffman asked regarding the City Council meeting on the 26th, since it is a workshop meeting does it begin at 5:00 or 6:00. Mr. Killgore stated it will start at 6:00 p.m. Mr. Hall commented that presenting the millage of 3.1514 gives City Council the opportunity to make up any shortfall there may be in the Fund Balance and/or any labor negotiations that have to be carried on. CITIZENS BUDGET REVIEW ADVISORY COMMITTEE PAGE 5 MINUTES OF AUGUST 3, 2020 Mr. Napier commented that staff did a greatjob in Implementing this budget considering the present situation regarding COVID-19. Vill. Comments by Staff — None IX. Public Comments Ken McDonough, Detective with the Sebastian Police Department. He is also the union representative for Sebastian. He stated he and two other officers, Mark Mason and School Resource Officer Daley, are present to represent the Police Department. Multiple members of the Department would like to be here, but it was thought that with the virus it would be more prudent to limit the number attending. Their purpose for being at this meeting is to notify everyone that the Police Department is here to help everyone in these unprecedented times and to help the City and its residents move on. The Committee thanked Detective McDonough for his comments. X. Adioum There being no further business, Mr. Napier adjourned the meeting at 6:35 p.m. By: &.� to. iId.1i— Date:_S_-)Y/Lozo ChYirman LanyNapler jg