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Home My WebLink About11-12-1999 City of Sebastian, Florida 1225 Main Street [] Sebastlan~ Florida 32958 Telephone ~561) 589-5330 [] Fax (561) 589-5570 City Council Information Letter November 12, 1999 Financial Assistance for Hurricane Irene Earlier this week, I received a telephone call from Mr. Dennis Coilten, Public Assistance Coordinator, Federal Emergency Management Agency (FEMA). He informed me of FEMA's current position with regard to processing financial assistance requests as a result of damage caused by both Hurricane Floyd and Hurricane Irene. You all will recall the process after Floyd, whereby both City of Sebastian and FEMA officials approved all appropriate documentation. We all anticipate a similar process to commence here at City Hall within the next few weeks or so. However, Mr. Coilten also explained that FEMA's first priority involves expedient delivery of funds to Floyd victims in North Carolina, a process expected to transpire during the next several weeks. As such, assistance to the City of Sebastian may not be delivered until sometime after the new year/millennium. Fortunately, both the City Council and Sebastian Budget Advisory COmmittee made the recommendation to establish a Disaster Emergency Reserve, with a beginning balance of $350,000. As such, all overtime, cleanup, capital repairs, etc. resulting from both storms will be programmed from this account (except the golf course which, as you know, employs it's own enterprise fund). Once funds are delivered from FEMA and insurance reimbursements, the Disaster Emergency Reserve will be replenished accordingly. The remaining balance of this account, after all relevant expenses would be $237,000 (a still relatively healthy fund for a community of our size and scope). This arrangement is fiscally prudent in that funds from other accounts are not to be drawn to finance emergency repairs. By the same token, no other city projects and/or programs will be delayed. This issue will again be raised during your meeting next Wednesday, so as to solicit formal authorization to program funds accordingly (an anticipated 'Agenda Modification' item). City Council Information Letter November 12, 1999 Page 2 Police Vehicle Maintenance ProRram Please find the attached financial analysis memorandum as compiled by Director of Finance Mark Mason that highlights a cost savings plan for police vehicle maintenance (illustrating cost differences associated with in-house scheduled vehicle maintenance and a contractual arrangement with Coastline Auto Garage. Some of you may recall this issue having been discussed and proposed by members of the Budget Advisory Committee, I felt that this suggestion warranted consideration being that a potential cost savings is eminent. As such, staff has recommended (with my affirmation and approval) to contract with Coastline for general police vehicle maintenance (i.e. oil changes, fluids, inspections, etc.). As outlined in the analysis, the City of Sebastian anticipates a potential savings of up to $43,000 in expenses associated with said scheduled maintenance. In addition, staff in our municipal garage will be in better position to periodically inspect and troubleshoot larger mechanical problems as they arise. WTVJ 25 Spotli.qht on the City of Sebastian Please be advised that Tom Donovan, News Anchor with WPBF Eyewitness News 25, West Palm Beach, will visit our fine community to profile a story on Sebastian, Florida, past, present and future. This arrangement is part of an initiative to showcase both Palm Beach and Treasure Coast Florida communities to its audience, as we begin the new millennium. As City Council Chairman, Mayor Chuck Neuberger has been asked to meet Mr. Donovan here at City Hall Wednesday, November 17th at 12:00 p.m. However, other City Councilmen should also feel free to join in, schedules permitting. Enclosure(s): Memorandums from Mark Mason Letters from WPBF TV 25 From: Date: Re: Terrence Moore, City Manager Mark C. Mason, Director of Finance November 12, 1999 Funding Emergency Repairs from Emergency Reserve as a result of Hurricanes Floyd & Irene Following contacts with the State of Florida Emergency Management offices, it may take, conservatively, six to nine months to realize reimbursements from FEMA for damages incurred as a result of Hurricanes Floyd and Irene. As such, funding must be secured for emergency services during the hurricanes, debris clean up, and repairing/replacing damaged or destroyed structures. Even though we have received insurance reimbursement for Humcane Floyd and expect to receive some reimbursement from Irene (building damages only), there are still several projects (damages) to be addressed and funded. It is recommended that the Emergency Reserve which was voted on as a resolution in September, 1999, be used as temporary funding for the emergency work to be perfom~ed. The Emergency Reserve will be refunded with reimbursements from FEMA. It should be noted that not all of the expenses associated with the Hurricanes will be reimbursed, however, the resolution states that a reserve of $350,000 shall be established and maintained. Following is a breakdown of the amounts to be appropriated from Emergency Reserve in the General Fund. Amount $ 62,000 Yacht Club Pier (Amount is in your agenda package for November 17, 1999) Personnel, emergency and debris cleanup, estimated 20,000 Unrecovered insurmme 1,000 Other damages, estimated 30,000 Total $113,000 Emergency Reserve $ 350,000 Balance $ 237.000 Any repairs for the Golf Course will be funded by the Golf Course. From: Date: Re: Terrence Moore, City Manager Mark C. Mason, Director of Finance November 12, 1999 Police Vehicles During the course of the Budget Advisory Committee meetings for the Fiscal year 2000 budget, suggestions were made to analyze and review the costs and procedures associated with maintenance work performed on Police vehicles during the course of the year. The purpose behind this was to lessen the down time on vehicles as well as, allow the mechanics at the garage additional time to concentrate their efforts on maintaining the Public Works fleet. While in the process of preparing the budget, the Police Chief checked with the County Sheriff's vehicle maintenance facility to determine if they could acconm~odate an additional thirty vehicles and, if so, how much. The response was that a new certified mechanic would have to be hired to service that many vehicles at an approximate cost of $45,000 per year and, in addition, there was no guarantee as to mm around time. The amount quoted significantly exceeded the proposed maintenance budget for the Police department and, therefore, management did not pursue this avenue of approach. Another approach was to analyze the labor cost for the City Garage and compare it to various businesses around the area for different kinds of work. Coastline was chosen for its closeness and comparable costs in the area. We began the process by selecting a fairly routine process - oil change costs - and compared them with various businesses to the City Garage labor rate and parts costs. Following is a breakdown of those costs: Oil Change (Approx 20 min) Parts Priority Police officer down time cost due to vehicle maintenance Cost to perform and time Coastline City Garage $14.95 approx. $23.00 included approx. 5.00 immediate immediate none hourly rate to 2 hours Total cost per vehicle $14.95 approx. $28.00 plus officer down time costs per hour. As can be seen from the analysis, it is double the cost to do this job in house as compared to subcontracting it out to a local business. Subcontracting oil changes will free up the garage personnel to concentrate effbrts on Public Works vehicles as well as reduce the overall operating costs associated with each vehicle. The total estimated cost to the Police department budget for subcontracting the oil changes is: Number of vehicles 32 Estimated number of oil changes approx every 3,000 miles 4 Cost $14.95 Total estimated cost $1,950 Mayor Martha Wininger 1225 Main St. Sebastian, FL 32958 October 7, 1999 Dear Mayor Wininger, By now you should have received our letter regarding our very special Hometown Countdown project. WPBF Eyewitness News 25 Anchor Tom Donovan will be profiling 25 towns throughout our region in an effort to provide our viewers with an historic perspective of our area as we enter the next millennium. Enclosed you will find an 18" by 18" canvas. Please decorate this canvas as you see fit, keeping in mind that it should display your towns rich history and culture. Please leave a 1" border so that we can bind all edges and not ruin your artwork. Producer Ralph Loglisci will be contacting you within the coming days to arrange Tom's visit to your toWn. If you have any questions, please feel free to call Ralph at 561-694- 2525, *250. We are very excited about this project and are thrilled that your town will be taking part. Sinqere~y, ~ News Dire&VSr/WPBF Eyewitness News 25 EYEWITNESS NEWS 25 ~ YOUR LOCAL NEWS SOURCE A HEARST-ARGYLE MANAGED TELEVISION STATION 3970 RCA BLVD., SUITE 7007 · PALM BEACH GAROENS, FLORIDA 334104231 · PHONE 561-694-2525 · FAX 561-624-1089 November 5, 1999 1225 Main St. Sebastian, FL 32958 Dear Mayor Wininger, We are currently working on a project called "Hometown Weather" for our new morning show, which is starting January 3, 2000. Each day we are going to highlight a specific community in our viewing area and give the forecast for that town. We were hoping you could send us a few pictures that best exemplify your town. Any size photos will suffice, and color pictures are preferred. Whether it is a picture of a welcome sign, a famous landmark, or a historical site, we would truly appreciate anything you could send us to best represent your community. If you have any further questions, feel free to call me in the Weather Center (my card is enclosed). Thanks so much for your time and energy in . this project! Kevin Skarupa Meteorologist WPBF-TV cc: Margaret Cronan, News Director EYEWITNESS NEWS £5 ~ YOUR LOCAL NEWS SOURCE A HEARST-ARGYLE MANAGED TELEVISION STATION 3970 RCA BLVD., SUITE 7007 · PALM 8EACH GARDENS, FLORIDA 334104231 · PHONE 561~q4-2525 · FAX 561-624-1089