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HomeMy WebLinkAbout02082010Budget AgendaSEBASTIAN BUDGET REVIEW ADVISORY COMMITTEE AGENDA 6:00 P.M. MONDAY FEBRUARY 8, 2010 CITY HALL 1225 MAIN STREET 1. Call to Order 2. Pledge of Allegiance 3. Roll Call 4. Introduction of Members 5. Comments by City Manager 6. Review First Quarterly Report FY 2010 7. Roundtable Discussion Regarding Committee Functions and Changes for 2010 8. Set Meeting Schedule 9. Adjourn Agenda Attachments: Preliminary Budget Calendar First Quarterly Report FY 2010 FISCAL YEAR 2010 -2011 BUDGET CALENDAR (PRELIMINARY 02/03/10) DATE DAY EVENT 02/08/10 Monday Budget Advisory Committee meeting @6:00 p.m. 03/24/10 Wednesday City Council approves Budget Calendar 04/02/10 Friday Departments receive instructions on Capital Improvements Program 04/12/10 Monday Budget Instruction packets distributed to Department Directors 04/16/10 Friday Departments submit Capital Improvements Program Request to Finance Director 04/29/10 Thursday Departments submit Budget Request to Finance Director 05/17/10 Monday Budget Advisory Committee meeting @6:00 p.m. 05/19/10 Wednesday City Manager meets with Departments for budget review and to consider Capital 05/26/10 Wednesday Improvements Program 06/01 /10 Tuesday Estimate of Property Value received from Property Appraiser 06/11/10 Friday City Manager's Recommended Budget sent to Budget Advisory Committee 06/11/10 Friday Capital Improvements Program submitted to City Council and Planning Board 06/14/10 Monday Budget Advisory Committee meeting 6:00 p.m. 06/17/10 Thursday Capital Improvements Program approved by Planning Board 07/01/10 Thursday Property Appraiser certifies the taxable value on Form DR -420 07/07/10 Wednesday Capital Improvements Workshop with City Council @5:30 p.m. 07/16/10 Friday Fiscal Year 2010 -2011 Proposed Budget to City Council 07/19/10 Monday Budget Advisory Committee meeting @6:00 p.m. 07/28/10 Wednesday City Council approval of proposed millage and Capital Improvements Program 07/29/10 Thursday DR -420 certification delivered to Property Appraiser 08/23/10 Monday Council Budget Workshop @5:30p.m. Special Meeting 09/02/10 Thursday Final Adoption of County School Board Budget @7:00 p.m. 09/08/10 Wednesday First Reading of County Budget @5:01 p.m. 09/13/10 Monday First Public Hearing on City Budget @6:00p.m. Special Meeting 09/15/10 Wednesday Final Adoption of County Budget @5:01 p.m. 09/18/10 Saturday Advertising the final millage rate and budget 09/22/10 Wednesday Resolution adopting CRA Budget @5:30 p.m. Special CRA Meeting Final Public Hearing on City Budget @6:00 p.m. Special Meeting 09/23/10 Thursday Resolutions adopting final millage and budget sent to Property Appraiser and Tax Collector Subject: Resolution No. R -10 -04 Adopting Amendments to the Fiscal Year 2009 -10 Budget. Approved for Submittal by: Al Minner, City Manager Agenda No. Department Origin: Administrative Services: City Attorney: City Clerk: Date Submitted: February 17, 2010 For Agenda of: February 24, 2010 Exhibits: Resolution No. R -10 -04 1st Quarter Comparison of Actual to Budget Capital Project Status Reports as of December 31, 2010 Schedule of Investments as of December 31, 2010 l Quarter Accomplishments SUMMARY Pursuant to City financial policies, budget reviews and adjustments are presented to the City Council quarterly. Capital project status reports, investment reports and accomplishments are also included. We have instituted some format changes to compare actual amounts at the end of the quarter to actual amounts at the end of the same quarter the prior two years. This report and those changes were reviewed at the February 8th Budget Committee meeting and the Committee concurred that the report should be forwarded to the City Council for approval. There are no changes to the General Fund budget which require budget amendment approval by the City Council. In accordance with the Annual Budget Resolution, the City Manager may approve budget transfers within a Department and make adjustments necessary to "implement programs, projects and expenditures authorized by the City Council Accordingly, the City Manager approved an adjustment to record additional revenues and expenditures in General Fund for a $28,329 FDLE Grant. The City Manager also adjusted the budget for unspent balances on prior year projects that were not completed by year end that were funded by the Discretionary Sales Tax Fund for $588,463, Recreation Impact Fee Fund for $51,246 and Stormwater Utility Fund for $76,214. However, approval by City Council is needed for a $3,179 adjustment to the Law Enforcement Forfeiture Fund. These monies are controlled by State Statutes and are intended to be a source of funds for necessary law enforcement expenditures that can not be provided for from the regular budget. Expenditures have been for the DARE Program, vehicle towing charges and drug investigation monies. In addition, the City Council should approve a $10,000 adjustment to the Golf Course budget for the emergency purchase of a reconditioned fairway cutting unit. This replacement was scheduled for next year but the 22 year old unit's frame could no longer be repaired sufficiently to keep it in operation. All the above amounts are identified in Exhibit "A" attached to Resolution No. 10 -04. Move to approve R- 10 -04. HOME OF PELEUN ISLAND City of Sebastian, Florida RECOMMENDED ACTION A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA ADOPTING AN AMENDED BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2009 AND ENDING SEPTEMBER 30, 2010 AS PROVIDED FOR IN EXHIBIT "A PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, on September 23, 2009, the City of Sebastian adopted Resolution No. R -09 -37 providing for the adoption of the City's 2009 -10 budget; and WHEREAS, an analysis of the revenues and expenditures for the three (3) months ended December 31, 2009 has indicated that adjustments are necessary, 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, 2009 and ending September 30, 2010 be amended, a copy of which is attached hereto and more particularly identified as Exhibit "A which are hereby adopted and the revised appropriations set out therein are hereby 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. 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 Richard H. Gillmor Vice -Mayor Jim Hill Councilmember Andrea Coy Councilmember Don Wright Councilmember Eugene Wolff The Mayor thereupon declared this Resolution duly passed and adopted this 24 day of February 2010. ATTEST: Sally A. Maio, MMC City Clerk RESOLUTION NO. R 10 04 CITY OF SEBASTIAN, FLORIDA By: Mayor Richard H. Gillmor Approved as to form and content for reliance by the City of Sebastian only: Robert A. Ginsburg, City Attorney FUND TITLE GENERAL Revenues Expenditures LOCAL OPTION GAS TAX Revenues Expenditures DISCRETIONARY SALES TAX Revenues Expenditures RECREATION IMPACT FEE Revenues Expenditures STORMWATER UTILITY FEE Revenues Expenditures LAW ENFORCEMENT FORFEITURE Revenues Expenditures COMMUNITY REDEVELOPMENT Revenues Expenditures DST DEBT SERVICE FUND Revenues Expenditures STORMWATER DEBT SERVICE Revenues Expenditures CAPITAL PROJECTS FUNDS Revenues Expenditures GOLF COURSE Revenues Expenses AIRPORT Revenues Expenses BUILDING Revenues Expenses TOTAL BUDGET EXHIBIT "A" BUDGET BEFORE ADJUSTMENTS 10,893,852 10,893,852 818,000 818,000 2,863,367 2,863,367 200,000 200,000 938,340 938,340 10,200 10,200 605,402 605,402 1,036,869 1,036,869 438,360 438,360 3,614,144 3,614,144 1,585,913 1,585,913 388,219 388,219 489,334 489,334 23,882,000 FY 2010 1ST QUARTER ADJUSTMENTS 28,329 28,329 588,463 588,463 51,246 51,246 76,214 76,214 3,179 3,179 10,000 10,000 757,431 AMENDED BUDGET AFTER ADJUSTMENTS 10,922,181 10,922,181 818,000 818,000 3,451,830 3,451,830 251,246 251,246 1,014,554 1,014,554 13,379 13,379 605,402 605,402 1,036,869 1,036,869 438,360 438,360 3,614,144 3,614,144 1,595,913 1,595,913 388,219 388,219 489,334 489,334 24,639,431 Description GENERAL FUND SUMMARY TAXES LICENSES PERMITS INTERGOVERNMENTAL REVENUES CHARGES FOR SERVICES FINES AND FORFEITS MISCELLANEOUS REVENUES TRANSFER FROM OTHER FUNDS TOTAL REVENUES BEGINNING CASH RESERVES TOTAL SOURCES CITY COUNCIL CITY MANAGER CITY CLERK LEGAL ADMINISTRATIVE SERVICES MANAGEMENT INFO SERVICES POLICE DEPARTMENT PUBLIC WORKS GROWTH MANAGEMENT NON DEPARTMENTAL TOTAL EXPENDITURES ENDING CASH RESERVES TOTAL USES Property tax collections during the first quarter this year are about 11% lower than last year, probably as a result of the economy. Business Licenses are now being accounted for in the, Building Enterprise Fund. Fines and Forfeits include collection of Code Enforcement liens, which have increased over prior years. Higher than normal Miscellaneous Revenues is the result of proceeds from the auction of surplus equipment. Total Sources includes the amount of actual and estimated cash reserves.ln 2010, we anticipated using $84,021 from cash reserves. It is also noted that actual Beginning Cash Reserves as of October 1, 2009 were $5,166,99, which was $88,328 less than the $5,255,327 we had estimated when we adopted the 2010 Annual Budget. Although a bit short of expectations, we are pleased that our estimate was much closer than previous years. Spending by all the Departments are all within the 25% of budget (one -fourth of the fiscal year) except the City Clerk. The reason the City Clerk is greater than 25% is because of the payment to Indian River County for the costs of the election. The Non departmental category is over 25% of budget because the City's contribution to the CRA Fund was made in the first quarter. LOCAL OPTION GAS TAX FUND TOTAL REVENUES BEGINNING CASH RESERVES TOTAL SOURCES DEBT SERVICE OTHER EXPENDITURES TRANSFERS TO OTHER FUNDS TOTAL EXPENDITURES ENDING CASH RESERVES TOTAL USES As anticipated, we are seeing a decline in gas taxes. Staff is working on refinancing the Paving Loan, which will provide funds for additional paving work and lower the annual debt service requirement. DISCRETIONARY SALES TAX FUND TOTAL REVENUES BEGINNING CASH RESERVES TOTAL SOURCES TRANSFERS TO OTHER FUNDS TOTAL EXPENDITURES ENDING CASH RESERVES TOTAL USES CITY OF SEBASTIAN, FLORIDA COMPARISON OF ACTUAL TO BUDGET END OF 1ST QUARTER FISCAL YEARS 2008, 2009 AND 2010 FY2008 FY2009 1st Qtr YTD BUDGET 1st Qtr YTD BUDGET 4,126,112 8,003,249 51.6% 3,764,595 7,934,958 47.4% 3,432,196 7,531,430 45.6% 104,506 173,000 60.4% 6,284 55,200 11.4% 9,758 51,400 19.0% 336,749 2,293,004 14.7% 298,486 2,052,529 14.5% 283,430 1,723,105 16.4% 79,372 310,969 25.5% 69,351 327,301 21.2% 62,189 289,147 21.5% 11,080 59,600 18.6% 15,911 59,600 26.7% 16,871 55,000 30.7% 49,387 487,489 10.1% 42,451 490,759 8.7% 78,853 423,190 18.6% 146,529 744,561 19.7% 205,625 949,080 21.7% 191,222 764,888 25.0% 4,853,735 12,071,872 40.2% 4,402,703 11,869,427 37.1% 4,074,519 10,838,160 100.0% 5,619,935 5,074,000 110.8% 5,534,856 6,131,749 90.3% 5,166,999 5,255,327 98.3% 10,473,670 17,145,872 61.1% 9,937,559 18,001,176 55.2% 9,241,518 16,093,487 57.4% 12,815 61,068 21.0% 12,485 54,065 23.1% 10,708 52,117 20.5% 58,510 261,287 22.4% 62,288 269,986 23.1% 58,549 254,480 23.0% 67,744 280,288 24.2% 68,593 297,087 23.1% 96,273 296,444 32.5% 47,780 226,034 21.1% 92,475 194,494 47.5% 16,642 125,340 13.3% 166,981 625,284 26.7% 137,617 578,543 23.8% 117,659 492,658 23.9% 42,206 247,952 17.0% 60,300 266,344 22.6% 52,161 266,913 19.5% 1,115,914 4,605,009 24.2% 1,158,581 4,826,931 24.0% 1,079,782 4,675,788 23.1% 940,813 4,295,268 21.9% 955,923 4,319,990 22.1% 788,993 3,694,008 21.4% 83,353 389,567 21.4% 75,417 382,856 19.7% 85,260 437,156 19.5% 428,349 1,080,115 39.7% 459,001 679,131 67.6% 343,563 627,277 54.8% 2,964,464 12,071,872 24.6% 3,082,679 11,869,427 26.0% 2,649,590 10,922,181 24.3% 7,509,206 5,074,000 148.0% 6,854,880 6,131,749 111.8% 6,591,928 5,171,306 127.5% 10,473,670 17,145,872 61.1% 9,937,559 18,001,176 55.2% 9,241,518 16,093,487 57.4% 118,797 762,559 15.6% 172,834 140,000 123.5% 291,631 902,559 32.3% 300,000 0.0% 46,916 203,699 23.0% 0.0% 46,916 503,699 9.3% 244,715 398,860 61.4% 291,631 902,559 32.3% 375,787 2,807,500 2,411,939 2,626,000 2,787,726 5,433,500 13.4% 91.8% 51.3% 794,141 3,195,183 24.9% 794,141 3,195,183 24.9% 1,993,585 2,238,317 89.1% 2,787,726 5,433,500 51.3% 112,881 226,792 339,673 51,734 62,500 114,234 225,439 339,673 353,467 2,478,000 1,404,945 1,904,156 1,758,412 4,382,156 Ok 754,800 15.0% 152,559 148.7% 907,359 37.4% 300,000 0.0% 204,800 25.3% 250,000 25.0% 754,800 15.1% 152,559 147.8% 907,359 37.4% FY2010 1st Qtr YTD BUDGET 98,521 705,006 14.0% 82,854 155,405 53.3% 181,375 860,411 21.1% 300,000 0.0% 52,866 293,000 18.0% 43,749 225,000 19.4% 96,615 818,000 11.8% 84,760 42,411 199.9% 181,375 860,411 21.1% 14.3% 331,194 2,732,445 12.1% 73.8% 683,036 941,385 72.6% 40.1% 1,014,230 3,673,830 27.6% 317,426 3,267,957 9.7% 579,711 3,673,830 15.8% 317,426 3,267,957 9.7% 579,711 3,673,830 15.8% 1,440,986 1,114,199 129.3% 434,519 0.0% 1,758,412 4,382,156 40.1% 1,014,230 3,673,830 27.6% With the additional amounts we had to transfer in 2009 to the Debt Service Fund due to the rating downgrade of the insurer of our bond reserve requirement, our unobligated cash reserve balance will be depleted by the end of this year. Description 1st Qtr YTD BUDGET 1st Qtr YTD BUDGET 1st Qtr YTD BUDGET RECREATION IMPACT FEE FUND TOTAL REVENUES 18,302 125,000 14.6% 9,523 135,000 7.1% 5,878 56,247 10.5% BEGINNING CASH RESERVES 1,325,089 1,300,000 101.9% 1,033,393 884,464 116.8% 1,095,485 913,393 119.9% TOTAL SOURCES 1,343,391 1,425,000 94.3% 1,042,916 1,019,464 102.3% 1,101,363 969,640 113.6% TRANSFERS TO OTHER FUNDS 2,500 510,000 0.5% TOTAL EXPENDITURES 2,500 510,000 0.5% ENDING CASH RESERVES 1,340,891 915,000 146.5% TOTAL USES 1,343,391 1,425,000 94.3% Impact fee collections have declined. STORMWATER UTILTY FUND TOTAL REVENUES 605,450 890,200 68.0% BEGINNING CASH RESERVES 1,161,570 1,141,387 101.8% TOTAL SOURCES 1,767,020 2,031,587 87.0% OTHER EXPENDITURES 3,500 0.0% TRANSFERS TO OTHER FUNDS 247,500 936,873 26.4% TOTAL EXPENDITURES 247,500 940,373 26.3% ENDING CASH RESERVES 1,519,520 1,091,214 139.3% TOTAL USES 1,767,020 2,031,587 87.0% Stormwater fee collections have declined due to property owners receiving their properties. LAW ENFORCEMENT FORFEITURE FUND TOTAL REVENUES BEGINNING CASH RESERVES TOTAL SOURCES EXPENDITURES ENDING CASH RESERVES TOTAL USES 2,350 24,206 26,556 26,556 26,556 CITY OF SEBASTIAN, FLORIDA COMPARISON OF ACTUAL TO BUDGET END OF 1ST QUARTER FISCAL YEARS 2008, 2009 AND 2010 FY2008 FY2009 11,500 20.4% 23,000 105.2% 34,500 77.0% 11,500 0.0% 23,000 115.5% 34,500 77.0% 175,000 175,000 1,042,916 844,464 1,042,916 1,019,464 594,811 897,200 66.3% 590,195 877,344 67.3% 1,012,003 651,397 155.4% 795,650 336,270 236.6% 1,606,814 1,548,597 103.8% 1,385,845 1,213,614 114.2% 238,159 238,159 1,368,656 1,606,814 1,370 51,947 53,317 2,763 50,553 53,317 3,500 0.0% 1,452,635 16.4% 1,456,135 16.4% 92,462 1480.2% 1,548,597 103.8% 11,000 12.5% 20,970 247.7% 31,970 166.8% 15,500 17.8% 16,470 306.9% 31,970 166.8% 0.0% 1,556 0.0% 1,556 123.5% 1,099,808 102.3% 1,101,363 234,561 234,561 1,151,284 1,385,845 FY2010 251,246 0.6% 251,246 0.6% 718,394 153.1% 969,640 113.6% 100 0.0% 1,020,454 23.0% 1,020,554 23.0% 193,060 596.3% 1,213,614 114.2% credits allowed by the Ordinance for stormwater facilities they made to 732 54,018 54,750 3,179 51,571 54,750 10,200 7.2% 46,647 115.8% 56,847 96.3% 0.0% 56,847 90.7% 56,847 96.3% These funds are used for the DARE Program, for vehicle towing charges pending reimbursement and to provide drug investigation monies. A budget amendment to allocate $3,179 from projected Ending Cash Reserves is requested to cover year -to -date expenditures. DISCRETIONARY SALES TAX BOND FUND TRANSFER FROM OTHER FUNDS MISC. REVENUES TOTAL REVENUES BEGINNING CASH RESERVES TOTAL SOURCES OPERATING EXPENDITURES DEBT SERVICE TOTAL EXPENDITURES ENDING CASH RESERVES TOTAL USES At the end of 2009, with the rating downgrade of the insurer of our bond reserve, additional funds had to be transferred to the Bond Fund Cash Reserves. Thus, the YTD Actual Beginning and Ending Cash Reserves in 2010 are showing much higher than originally budgeted. STORMWATER UTILITY BOND FUND TRANSFER FROM OTHER FUNDS MISC. REVENUES TOTAL REVENUES BEGINNING CASH RESERVES TOTAL SOURCES DEBT SERVICE TOTAL EXPENDITURES ENDING CASH RESERVES TOTAL USES 350,000 1,033,619 33.9% 1,017 1,975 51.5% 351,017 1,035,594 33.9% 211,353 210,000 100.6% 562,370 1,245,594 45.1% 300 0.0% 166,809 1,035,294 16.1% 166,809 1,035,594 16.1% 395,561 210,000 188.4% 562,370 1,245,594 45.1% 258,239 283 258,523 338,906 597,429 156,478 156,478 440,950 597,429 1,032,957 1,974 1,034,931 214,358 1,249,289 300 1,034,631 1,034,931 214,358 1,249,289 25.0% 14.4% 25.0% 158.1% 47.8% 0.0% 15.1% 15.1% 205.7% 47.8% 258,966 199 259,165 1,409,493 1,668,658 At the end of 2009, with the rating downgrade of the insurer of our bond reserve, additional funds had to be transferred to the Bond Fund Cash Reserves. Thus, the YTD Actual Beginning and Ending Cash Reserves in 2010 are showing much higher than originally budgeted. 1,035,869 25.0% 1,000 19.9% 1,036,869 25.0% 338,906 415.9% 1,375,775 121.3% 375 300 125.0% 1,036,569 0.0% 375 1,036,869 0.0% 1,668,283 338,906 492.3% 1,668,658 1,375,775 121.3% 122,500 436,873 28.0% 110,034 440,135 25.0% 109,560 438,240 25.0% 98 875 11.2% 11 875 1.2% 5 120 3.8% 122,598 437,748 28.0% 110,044 441,010 25.0% 109,565 438,360 25.0% 20,541 20,470 100.3% 85,876 20,686 415.1% 144,635 85,876 168.4% 143,139 458,218 31.2% 195,920 461,696 42.4% 254,200 524,236 48.5% 95,936 437,748 21.9% 92,943 441,010 21.1% 89,118 438,360 20.3% 95,936 437,748 21.9% 92,943 441,010 21.1% 89,118 438,360 20.3% 47,203 20,470 230.6% 102,978 20,686 497.8% 165,082 85,876 192.2% 143,139 458,218 31.2% 195,920 461,696 42.4% 254,200 524,236 48.5% Description CITY OF SEBASTIAN, FLORIDA COMPARISON OF ACTUAL TO BUDGET END OF 1ST QUARTER FISCAL YEARS 2008, 2009 AND 2010 FY2008 FY2009 1st Qtr YTD BUDGET 1st Qtr YTD BUDGET GOLF COURSE FUND CHARGES FOR SERVICE 376,109 1,669,325 22.5% 390,575 1,613,050 24.2% 374,168 1,483,200 25.2% MISC. REVENUES 10,510 78,052 13.5% 12,347 172,627 7.2% 8,617 112,713 7.6% TOTAL REVENUES 386,618 1,747,377 22.1% 402,922 1,785,677 22.6% 382,785 1,595,913 24.0% BEGINNING CASH RESERVES 767,043 766,000 100.1% 542,988 764,318 71.0% (57,832) 256,839 22.5% TOTAL SOURCES 1,153,661 2,513,377 45.9% 945,910 2,549,995 37.1% 324,953 1,852,752 17.5% PERSONAL SERVICES OPERATING EXPENSES CAPITAL OUTLAY DEBT SERVICE TOTAL EXPENDITURES ENDING CASH RESERVES TOTAL USES AIRPORT FUND LEASE REVENUES MISC. REVENUES TOTAL REVENUES BEGINNING CASH RESERVES TOTAL SOURCES PERSONAL SERVICES OPERATING EXPENSES TOTAL EXPENDITURES ENDING CASH RESERVES TOTAL USES 79,987 401,342 19.9% 85,001 386,301 22.0% 75,433 350,023 21.6% 206,116 997,845 20.7% 258,386 995,642 26.0% 208,902 922,790 22.6% 6,333 42,000 15.1% 87,199 98,744 88.3% 10,000 0.0% 306,190 0.0% 304,990 0.0% 1,075 313,100 0.3% 292,436 1,747,377 16.7% 430,585 1,785,677 24.1% 285,410 1,595,913 17.9% 861,225 766,000 112.4% 515,324 764,318 67.4% 39,543 256,839 15.4% 1,153,661 2,513,377 45.9% 945,910 2,549,995 37.1% 324,953 1,852,752 17.5% Shortfalls in actual revenues required the use of Cash Reserves to meet total expenditures over the past couple of years.It is normally our intent to maintain Cash Reserves exceeding liabilities but at the end of 2009, we would not have enough cash on hand to pay off accrued compensated absenses and refund prepaid memberships and customer credits. This is the last year of debt service on the Bonds and we expect that we can correct this. 45,157 11,283 400.2% 90,387 378,560 23.9% 67,732 371,219 18.2% 1,460 11,283 12.9% 797 30,000 2.7% 4,081 17,000 24.0% 46,617 22,566 206.6% 91,185 408,560 22.3% 71,813 388,219 18.5% 84,081 155,000 54.2% 10,346 65,784 15.7% (51,651) (14,679) 351.9% 130,698 177,566 73.6% 101,531 474,344 21.4% 20,162 373,540 5.4% PERSONAL SERVICES 52,108 215,779 24.1% 55,935 232,065 24.1% 55,405 231,369 23.9% OPERATING EXPENSES 62,151 147,086 42.3% 40,011 101,031 39.6% 72,539 148,300 48.9% TRANSFER TO PROJECTS 180,000 0.0% 13,148 75,464 17.4% 4,795 0.0% DEBT SERVICE 0.0% 0.0% 8,550 0.0% TOTAL EXPENDITURES 114,259 542,865 21.0% 109,094 408,560 26.7% 132,739 388,219 34.2% ENDING CASH RESERVES 16,439 (365,299) -4.5% (7,564) 65,784 -11.5% (112,577) (14,679) 766.9% TOTAL USES 130,698 177,566 73.6% 101,531 474,344 21.4% 20,162 373,540 5.4% Cash Reserves have been used to meet total expenditures and required grant matching funds over the past several years. It is normally our intent to maintain Cash Reserves exceeding liabilities but at the end of each year, we have not had enough cash on hand to pay off accrued compensated absenses and other liabilities. BUILDING FUND TOTAL REVENUES 121,514 580,923 20.9% 152,098 536,207 28.4% 210,004 489,334 42.9% BEGINNING CASH RESERVES 1,008,089 1,035,000 97.4% 795,913 779,429 102.1% 651,126 628,794 103.6% TOTAL SOURCES 1,129,603 1,615,923 69.9% 948,011 1,315,636 72.1% 861,130 1,118,128 77.0% 104,141 435,352 23.9% 90,188 398,841 22.6% 87,482 379,674 23.0% 43,617 145,571 30.0% 31,028 137,366 22.6% 23,734 109,660 21.6% 147,758 580,923 25.4% 121,216 536,207 22.6% 111,215 489,334 22.7% 981,846 1,035,000 94.9% 826,794 779,429 106.1% 749,915 628,794 119.3% 1,129,603 1,615,923 69.9% 948,011 1,315,636 72.1% 861,130 1,118,128 77.0% Ending Cash Reserves have steadily declined due to the economic slump. However, Beginning Cash Reserves for 2010 were slightly higher than anticipated. OA FY2010 1st Qtr YTD BUDGET OA Description GENERAL FUND DETAIL ON DEPARTMENTS CITY COUNCIL Personnel Operating Totals CITY MANAGER Personnel Operating Totals CITY CLERK Personnel Operating Totals LEGAL Personnel Operating Totals ADMINISTRATIVE SERVICES Personnel Operating Totals MANAGEMENT INFO SERVICES Personnel Operating Capital Outlay Totals POLICE DEPARTMENT Personnel Operating Capital Outlay Totals PUBLIC WORKS Personnel Operating Capital Outlay Totals GROWTH MANAGEMENT Personnel Operating Totals NON DEPARTMENTAL Personnel Operating Transfers to Other Funds Totals TOTAL EXPENDITURES Personnel Operating Capital Outlay Transfers to Other Funds Totals ENDING CASH RESERVES TOTAL USES CITY OF SEBASTIAN, FLORIDA COMPARISON OF ACTUAL TO BUDGET END OF 1ST QUARTER FISCAL YEARS 2008, 2009 AND 2010 FY2008 FY2009 1st Qtr YTD BUDGET 1st Qtr YTD BUDGET 5,718 7,097 12,815 56,426 2,083 58,510 55,380 12,364 67,744 46,602 1,177 47,780 140,376 26,605 166,981 35,171 6,155 879 42,206 80,868 2,485 83,353 2,029,972 881,661 52,831 0 22,782 25.1% 38,286 18.5% 61,068 21.0% 253,937 22.2% 7,350 28.3% 261,287 22.4% 239,756 23.1% 40,532 30.5% 280,288 24.2% 211,219 22.1% 14,815 7.9% 226,034 21.1% 535,190 26.2% 90,094 29.5% 625,284 26.7% 227,417 15.5% 20,535 30.0% 0 0.0% 247,952 17.0% 963,641 4,055,549 23.8% 151,245 491,483 30.8% 1,027 57,977 1.8% 1,115,914 4,605,009 24.2% 645,789 2,773,960 23.3% 244,100 1,383,221 17.6% 50,924 138,087 36.9% 940,813 4,295,268 21.9% 357,132 22.6% 32,435 7.7% 389,567 21.4% 0 10,000 0.0% 428,349 845,115 50.7% 0 225,000 0.0% 428,349 1,080,115 39.7% 8,686,942 23.4% 2,963,866 29.7% 196,064 26.9% 225,000 0.0% FY2010 1st Qtr YTD BUDGET 5,703 22,755 25.1% 5,700 22,742 25.1% 6,783 31,310 21.7% 5,009 29,375 17.1% 12,485 54,065 23.1% 10,708 52,117 20.5% 58,244 265,486 21.9% 55,473 250,455 22.1% 4,045 4,500 89.9% 3,075 4,025 76.4% 62,288 269,986 23.1% 58,549 254,480 23.0% 56,643 252,302 22.5% 54,070 240,794 22.5% 11,949 44,785 26.7% 42,203 55,650 75.8% 68,593 297,087 23.1% 96,273 296,444 32.5% 77,867 81,636 95.4% 0 0 0.0% 14,608 112,858 12.9% 16,642 125,340 13.3% 92,475 194,494 47.5% 16,642 125,340 13.3% 110,403 499,528 22.1% 90,660 408,939 22.2% 27,213 79,015 34.4% 26,999 83,719 32.2% 137,617 578,543 23.8% 117,659 492,658 23.9% 47,767 217,279 22.0% 45,660 206,855 22.1% 12,534 24,065 52.1% 5,201 28,735 18.1% 0 25,000 0.0% 1,301 31,323 4.2% 60,300 266,344 22.6% 52,161 266,913 19.5% 1,028,428 4,352,783 23.6% 980,123 4,250,025 23.1% 123,842 438,548 28.2% 99,659 398,892 25.0% 6,310 35,600 17.7% 0 26,871 0.0% 1,158,581 4,826,931 24,0% 1,079,782 4,675,788 23.1% 661,584 2,910,076 22.7% 596,141 2,563,799 23.3% 290,849 1,389,114 20.9% 180,852 1,118,209 16.2% 3,490 20,800 16.8% 12,000 12,000 100.0% 955,923 4,319,990 22.1% 788,993 3,694,008 21.4% 72,526 366,446 19.8% 83,028 372,436 22.3% 2,891 16,410 17.6% 2,233 64,720 3.4% 75,417 382,856 19.7% 85,260 437,156 19.5% 0 5,000 0.0% 0 15,000 0.0% 459,001 674,131 68.1% 343,563 612,277 56.1% 0 0 0.0% 0 0 0.0% 459,001 679,131 67.6% 343,563 627,277 54.8% 2,119,164 8,973,291 23.6% 1,910,855 8,331,045 22.9% 953,715 2,814,736 33.9% 725,435 2,520,942 28.8% 9,800 81,400 12.0% 13,301 70,194 18.9% 0 0 0.0% 0 0 0.0% 2,964,464 12,071,872 24.6% 3,082,679 11,869,427 26.0% 2,649,590 10,922,181 24.3% 7,509,206 5,074,000 148.0% 6,854,880 6,131,749 111.8% 6,591,928 5,171,306 127.5% 10,473,670 17,145,872 61.1% 9,937,559 18,001,176 55.2% 9,241,518 16,093,487 57.4% GENERAL CAPITAL PROJECTS FUND 310 Project Number Description C1011 Police Vehicle Replacement CAPITAL IMPROVEMENT PROJECTS FUND 320 Project Number Description C6206 Barber Street Sports Complex Special Needs Access (All Zones) C0721 Hardee Park Improvement (Zone A) C0823 Yacht Club Finger Pier C0824 Periwinkle Stomrwater Park Enhancements 00921 Schumann Park Improvements C0922 CRA Triangle Flagpole C0923 Englar Stormwater Park (RIF) C1021 Splash Park Canopy (RIF) C1022 Skate Park Office (RIF) TRANSPORTATION CAPITAL PROJECTS FUND 330 Project Number Description C4303 Pedestrian Bridges (DST) C0735 Powerline Road C0834 512 Corridor (DST FDOT Grant) C0931 Schumann/Barber Intersection (DST) C'1041 Cavcor Parking Area P0001 Road Paving P0002 Sidewalk/Bikepath Program STORMWATER IMPROVEMENT FUND FUND 363 Project Number Description C4603 Periwinkle Drive Improvements (DEP Grant $313,000) 572,091.00 566,011.03 6,079.80 0.17 98.94% C4604 Middle Stonecrop Improvements 382,301.00 164,504.59 6,915.00 210,881.41 43.03% C4606 Collier Creek Improvements (DEP GRANT $500,000) 5,495,326.00 4,054,890.83 738,901.16 701,534.01 73.79% C0762 Blossom Ditch Phase II 312,000.00 6,248.25 305,751.75 2.00% C0763 Stonecrop Street Crossing 67,971.90 67,971.90 100.00% C0961 Potomac Road Crossing 125,000.00 21,649.99 5,860.00 97,490.01 49.45% C0962 George Street Ditch Rehabilitation 98,000.00 15,786.63 82,016.75 196.62 0.00% P0003 1/4 Round Swale Rehab (DST) 1,697,720.00 839,525.70 19,097.50 839,096.80 0.00% 8,972,410.00 5,736,588.92 862,812.21 2,373,008.87 63.94% AIRPORT PROJECTS FUND 455 Project Status 1 CAPITAL PROJECT STATUS REPORT 12/31/2009 Years Balance To -Date to Budget Expenditures Encumbrances Complete Complete 385,000.00 9,583.00 375,417.00 0.00% 0.00% 385,000,00 9,583.00 375,417.00 0.00% Years Balance To -Date to Budget Expenditures Encumbrances Complete Complete 25,000.00 25,000.00 0.00% 50,000.00 14,294.78 35,705.22 28.59% 15,000.00 12,168.81 2,711.24 119.95 0.00% 6,000.00 4,861.39 1,138.61 81.02% 175,000.00 131,897.74 3,295.00 39,807.26 75.37% 22,378.00 22,377.48 0.52 100.00% 16,000.00 9,451.41 6,548.59 59.07% 50,000.00 50,000.00 0.00% 50,000.00 50,000.00 0.00% 409,378.00 195,051.61 6,006.24 208,320.15 47.65% Years Balance To -Date to Budget Expenditures Encumbrances Complete Complete 627,825.00 589,705.02 38,119.98 93.93% 1,161,250.00 102,129.86 74,825.00 984,295.14 8.79% 279,528.00 18,167.21 2,300.00 259,060.79 6.50% 281,174.00 281,174.00 0.00% 747,622.00 10,000.00 737,622.00 0.00% 81,218.57 8,336.00 72,882.57 10.26% 59,019.00 22,966.50 36,052.50 38.91% 3,237,636.57 741,304.59 87,125.00 2,409,206.98 22.90% Years Balance To -Date to Budget Expenditures Encumbrances Complete Complete Years Balance ,Project To -Date to Number Description Budget Expenditures Encumbrances Complete Complete C3502 Construct Access Road (828081.00 Grant) 990,086.00 425,879.22 478,285.08 85,921.70 43.01% C5505 Hangar Construction (1,1400,000 grant)- Lopresti 1,425,000.00 1,371,831.42 53,168.58 96.27% C0951 Construct Hangars (1,160,000 grant) 1,450,000.00 1,450,000.00 0.00% C1051 Rehabilitate R/W 4/22 403,954.00 32,319.20 55,073.00 316,561.80 8.00% 4,269,040.00 1,830,029.84 533,358.08 1,905,652.08 0.00% CITY OF HOME OF PELICAN ISLAND QUARTERLY INVESTMENT REPORT FOR THE QUARTER ENDED DECEMBER 31, 2009 Prepared by Finance Department As of December 31, 2009, the total available funds of the City was $16,921,832. $6,315,306 was held in an interest bearing checking account and $10,606,526 was invested in the SBA and other investment vehicles. The investments consist of the following: Investment Type Amount State Board of Administration (SBA) 6,045,692 Certificate of Deposits (CDs) 1,651,844 US Government Agency Bonds 2,908,990 Total Investments $10,606,526 The details of each investment types are presented on the following pages. CURRENT INVESTMENT ALLOCATION PERCENT BALANCE General Fund Performance Deposits 34.83% 1,471,267.51 Local Option Gas Tax Fund 0.38% 16,241.58 Discretionary Sales Tax Fund 0.01% 404.47 Riverfront Redevelopment Fund 15.99% 675,587.61 Recreation Impact Fee Fund 16.65% 703,445.47 Stormwater Utility Fund 1.27% 53,853.58 Law Enforcement Forfeiture Fund 1.17% 49,348.24 Discretionary Sales Tax, Series 2003 and 2003A Debt Service Fund 0.00% Stormwater Series 2003 Debt Service Fund 0.00% Capital Projects Fund 0.00% Capital Improvements Fund 0.00% Transportation Fund 0.00% Stormwater Projects Fund 1.53% 64,814.06 Golf Course Fund 1.25% 52,794.02 Airport Fund 0.00% Building Department Fund 10.26% 433,349.69 Cemetery Trust Fund 16.65% 703,203.18 Sub -Total 100% 4,224,309.41 Stormwater Utility Bond Reserve 100% 629,748.05 Stormwater Utility GIC Balances 100% 1,191,634.86 TOTAL INVESTMENTS HELD WITH THE STATE BOARD OF ADMINISTRATION 6,045,692.32 cashsba1209 1/21/2010 CITY OF SEBASTIAN SCHEDULE OF INVESTMENTS 12/31/2009 STATE BOARD OF ADMINISTRATION cashsba1209 1/21/2010 CITY OF SEBASTIAN SCHEDULE OF INVESTMENTS 12/31/2009 CERTIFICATES OF DEPOSIT DATE OF PURCHASE MATURITY INSTITUTION PURCHASE PRICE YIELD DATE National City 06/15/08 540,759.14 2.956% 12/15/09 National City 12/15/08 1,111,084.44 2.900% 12/15/10 TOTAL 1,651,843.58 CURRENT INVESTMENT ALLOCATION PERCENT BALANCE General Fund 100.00% 1,651,843.58 TOTAL 1,651,843.58 ASSET NAME INVESTMENT ALLOCATION TOTAL cashsba1209 SCHEDULE OF INVESTMENTS 12/31/2009 CUSTODIAL ACCOUNT COUPON/ DATE OF PURCHASE MATURITY CUSIP YIELD PURCHASE PRICE DATE NUMBER Fed. Home Loan Mortgage Corporation 0.690% 04/07/09 1,050,420 01/15/10 9 31359MFG3 Federal Home Loan Bank Bonds 0.870% 04/07/09 1,000,298 04/07/10 9 3133XTGS9 Federal Home Loan Bank Bonds 0.967% 04/07/09 858,272 05/14/10 9 3133MBJA6 TOTAL 2,908,990 FFCB FHLMC FHLB Totals 001 General Fund 858,272 858,272 120 Local Option Gas Tax Fund 130 Discretionary Sales Tax Fund 450,000 450,000 140 Riverfront Redevelopment Fund 160 Recreation Impact Fee Fund 350,420 350,420 163 Stormwater Utility Fund 230 DST Bonds 1,000,298 1,000,298 310 Capital Projects Fund 320 Capital Improvements Fund 330 Transportation Fund 363 Stormwater Projects Fund 410 Golf Course Fund 455 Airport Fund 480 Building Department Fund 250,000 250,000 601 Cemetery Trust Fund 1,050,420 1,858,570 2,908,990 Memorandum To: Mayor and City Council Thru: Al Minner, City Manager From: Kenneth W. Killgore, Director of Finance Date: February 17, 2010 Re: 1st Quarter Accomplishments and Operating Statement Fiscal Year 2010 Enclosed please find the 1 s Quarter Accomplishments for City Departments as assembled and edited by the Finance Department for the three months ended December 31, 2010. CITY CLERK Legislative Support Matters Prepared agenda packets and minutes for 5 Regular City Council meetings, 1 Special Council Meeting, 1 Council workshop, 2 CRA meetings, and 1 Board of Adjustment meeting attended meetings for total of 14.5 hrs. 4 ordinances adopted 7 Council resolutions adopted 1 CRA resolution adopted no recorded official documents w /Clerk of Court Coordinated with recipients for preparation and presentation of 2 proclamations Placed 3 courtesy meeting ads in the Press Journal Placed 2 legal notices in Press Journal Provided monthly City calendars and revisions to Council, city staff and press Provided monthly regional and county board meeting calendars to Council Prepared travel for 1 Council member to attend FLC Institute for Elected Municipal Officials Coordinated attendance of clergy for Council meeting invocations Prepared and distributed 1 code supplement Records Management Program Responded to 51 public records requests 48 boxes of records that reached retention or were scanned 18 bags of duplicate and OSA records destroyed by Shred -It Recycling 7 trees saved Scanned into Laserfiche 34 sets of minutes, 21 agenda packets, 9 Resolutions, 4 Ordinances, 34 agreements and 30 Cemetery files 25 other documents 150 Building Contractor Files and Permit Folders with Plans scanned by the Building Dept. Submitted annual Public Records Compliance from to State of Florida Election Matters Provided final City street address verification report to SOE Chaired and attended 5 Canvassing Board Meetings for total of 10 hrs prepared minutes Prepared resolution and transmittal for election results Advertised 2 special referendum legal ads Received G2, G3, G4 reports from candidates and committees and scanned to Laserfiche Prepared results information for Web, Channel 25, front lobby and Pelican Brief Prepared materials for and conducted swearing for new Council at special meeting Prepared plaque for outgoing member Provided materials /conducted orientation w/ City Manager and City Attorney for 1 Council member City Board Matters Placed Code required bi- annual ad for vacancies Filled 7 board vacancies Prepared 5 Certificates of Appreciation for presentation to board members by Mayor RPM attended and recorded 4 Natural Resources Board meetings Cemetery Matters Certificates of Interment Rights issued for 8 locations for a total of $12,000 Community Matters Participated in Christmas Parade transmittal, meetings and advertisement Responded to and/or forwarded to appropriate departments 59 City of Sebastian website (cityseb) e-mail requests /questions RPM participated in Pepper Busting Project at Stonecrop Park w/NRB All participated in Student Government Day October 20 prepared goody bags, city information, mock meeting agenda and transmittal Prepared goody bags and City information for visits by Boy Scout troop and Christian School group Personnel /Educational Matters Deputy City Clerk attended FACC Class in October Deputy City Clerk Records Program Manager attended 3 hours of supervisory training provided by IR State College in November ADMINISTRATIVE SERVICES Worked on format revisions for the Quarterly Budget Review Adjusted budget document for final changes and sent to printer. Submitted budget document to GFOA awards program. Assisted Auditors with interim audit work. Completed the annual Single Audit for grant compliance. Closed financial records for year -end and opened up the new budget year on the accounting software. Began preparation of the financial statements for the year ending September 30, 2009. Handled normal processing of payroll, accounts payable and cashiering. Transferred Dottie Reed from PD Communications to fill position vacated by Jenny Murray. Coordinated the quarterly employee investment meetings with ICMA Hosted the Annual Awards Banquet in December. Recruited, interviewed, and hired replacements for vacant positions. Conducted selection process for Investment Advisor and Financial Advisor. MIS Continued to monitor the Building Department's New IMS web -based real time interface Fought off every attempt to breach our security. Tracked and stopped 252 attacks. Continued to maintain all communications equipment and operate free from any interruption in services. Completed an upgrade of the Police Depaitinent to the latest version of IMC. Completed a new City website and a new Airport website. Responded to 2,241 work orders. Ran broadcast station Channel 25 and provided 9 websites to inform the residents. Performed 98 Workstation Preventive Maintenance task. POLICE DEPARTMENT Administration Hired 1 person for vacant part-time dispatch position. Continued review of agency policies as per accreditation standards. Administration attended 8 Council and Special Meetings. Attended over 50 Law Enforcement related meetings and 10 public meetings and /or speaking engagements. Instituted various energy and cost saving procedures. Worked on sergeant promotional process. Completion of updates with records management and video systems. Road Patrol Officers responded to 9,541 calls for service, and self initiated 6,054 events. 123 adult and 18 juvenile arrests were made. Officers issued 157 citations, 22 parking citations, and 534 written warnings. Breakdown of Incident Reports: Incidents Arrest Burglary 61 9 Theft/Vehicle 63 1 Thefts 177 30 Fraud 28 11 Murder 1 3 Drug/Narc /Equip 8 School Resource Officers 37 DARE classes running through a 10 week period. 3 RAD Kids classes, running a 5 week period giving the kids 10 hours of training. Began G.R.E.A.T. training in the month of December. There were 2 police reports written during this period for a missing person and a sex offense. 50 counseling of students ranging from behavior to school violations and general behavior. 8 school meetings attended with faculty, parents, staff and school administration. Assisted with planning of the Citizens Academy. Planned and coordinated a Health and Safety Fair held in October. Community Policing Completed 10 community contact/meetings. Such as HOA meetings: Sebastian Lakes, Park Place, Sebastian River Landings, and Neighbor Watch Program. Attended business contacts /meetings. Such as numerous financial institutions, Chamber of Commerce, Substance Awareness Council, Law Enforcement Special Olympics Torch Run and other local businesses. Officer Marcinik gave 5 department tours, including Boy scouts, Girl scouts, Student Government Day and applicants interested in the depaitinent. Completed 30 hours of patrol duties assisting the road patrol to handle calls for service. Officer Marcinik completed approximately 120 hours on backgrounds for applicants. Officer Marcinik conducted 1 hour of car seat education to the public. Completed 10 hours crossing guard certification training: classroom and observation at their posts. Officer Marcinik also had 4 hours of community problem solving /intervention. This activity is responding to various neighborhood issues and helping with crime prevention. Officer Marcinik had 20 officer initiated activities. Officer Marcinik had 4 hours of Recruiting. This includes phone calls and walk -in inquiries. Officer Marcinik participated in a Health and Safety Fair held in October. Planned and coordinated the Citizens Police Academy which began 01 -14 -2010. Community Volunteer Unit The Community Service Volunteers worked a total of 2197 hours during this quarter. 59 bank deposit details were made. This service is done for City Hall saving time for the employees by not having to leave their assigned duties. 20 traffic control details were assigned. These consist of directing traffic at city events, road closures, etc. 417 house watches were completed. 77 vehicle transports were made consisting of taking the vehicles to different locations for repairs etc. 103 business checks were made. These business checks are done and help the patrol officers keep an eye on the business community which cuts down on crime. 133 area checks of banks were made. Visual marked units around the banks at various times helps to deter crime. 39 Airport checks were made. Again the visibility helps to deter crime. 102 special details were assigned. 5 miscellaneous assists for law enforcement personnel. 144 paper runs ie: State Attorneys Office, Sheriff's Office, etc. The volunteers pick up and deliver packages such as council packages, State Attorney packets and what ever other items are needed. Assisted with traffic control on 15 traffic crash scenes. Training Unit Processed numerous schools for the department which totaled 488 course hours of training. Set up sponsored in- house training class for our agency and other agencies to attend. Body Fluids and Trace Evidence. Began the planning for our annual in -house training for all sworn personnel. Investigations Detectives completed 110 hours of training in the following classes. Controlled Voice Stress Analysis (CVSA) Body Fluid Trace Evidence Handwriting ID /Forgery Detection Instructors Conference MFD Task Force Officers School Close Quarters Deadly Force Criminal Intelligence Systems Operating Safeguarding Privacy Civil Rights 94 cases were assigned. Numerous vehicle burglaries, residential burglaries, frauds, sexual battery, thefts, possession of narcotics, deceased person, homicide and armed robbery. 8 felony arrests were made. 23 cases being cleared. 127 reports /supplements were completed. 18 warrants were obtained for possession of narcotics, stolen vehicle, burglary of dwelling, burglary of vehicles, sexual offense of a child, harassing phone calls and possession of marijuana. 314 active cases are currently assigned Communications Division 9,539 calls entered into C.A.D. (IMC) of that 3,485 were dispatched calls for service 1,323 were Code Enforcement calls 4,148 were Officer Initiated calls 600 were Volunteer Initiated calls Total 911 calls received 1,760 of that: 669 calls were transferred to other agencies 131 hang -ups The breakdown of the lines is as follows: Wireless 911 calls 943 (cell phones) Wire -line 911 calls 810 (residential and/or business lines) VOIP 911 calls 3 (computer phone) Unknown line 4 Incoming Admin Lines answered on black phones only are 7,624 of that: 1,523 was transferred out of dispatch 674 were abandoned Unknown total calls received on the Siemens phones. Equipment Repairs Training attended: (2) FDLE eAgent FCIC/NCIC Hands On (1) APCO 40 hour Basic Public Safety Telecommunicators Course (1) FDLE Regional Workgroup Meeting (1) Dispatcher transferred to another Division (1) Dispatcher Hired During this quarter as in all quarters, Communications provided the Citizen of Sebastian with house watch requests and cancellation services, citation sign off's, information, phone numbers and other services by contacting other Agencies and/or Departments for them. Communications takes and dispatches all non emergency and emergency phone calls, as well as requests for Law Enforcement, Code Enforcement and Volunteer services. Communications assist the Officers, Detectives, Code Enforcement and Volunteers with placing phone calls to citizens, parents of juveniles, State Attorney, Court House, Tag Office, Drivers License Office, key holders and any other agency requests they may have as well as sending teletype messages to DHSMV, FCIC/NCIC and other Law Enforcement Agencies regarding cases our agency is working. We also provide service to non resident's by answering questions, giving phone numbers, referring them to the proper agency, etc. We assist other agencies with information and/or request they may have. Alarm Assessments 1. $260.00 in alarm permits 2. $450.00 in false alarms fines 3. 148 alarm responses by officers. 4. 131 false alarms. Code Enforcement Division 1. Issued 338 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. 2. 324 Code Violations. 3. 366 Code Services. 4. 487 re- inspections. 300 of the violations were complied with, 64 were not complied with, 50 were posted for abatement, 72 abated by vendors, 1 written warning. 5. 296 Closed cases. 6. 111 Liens filed. 7. 201 violation letters sent. For various reasons such as grass and weeds too tall, trash and debris, overgrown Lots, etc. In an attempt to gain compliance. 8. 95 sign violations. Signs in the right of way or illegally posted. Signs were removed and or owners were advised to have them removed. All complied. 9. 50 properties posted for abatement. 10. 72 properties abated by a vendor. PUBLIC WORKS DEPARTMENT Engineering Assisted on a daily basis in resolution of numerous drainage and signage inquiries and complaints from residents. Reviewed and coordinated numerous permitting and site plan review items with Building Department and Growth Management. Reviewed for approval numerous FEMA FIRM flood map revisions (in conjunction with Growth Management). Continued working with Collier Canal Stormwater Retrofit; Periwinkle Stormwater Worked on the DOT Barber St. project Handled 5 new pool construction inspections. Handled 56 new home construction inspections. Handled 6 new home drainage permits. Handled 23 new fence permits. Set elevation for 1/4 round project driveway pipes. Set elevation and grade for 6 road crossing pipes Coordinate with Growth Management on 5 FEMA applications. Worked with FPL on the installation of new street lights. Traffic Division Installed or replaced 80 Regulatory Signs ie stop, speed,etc. Installed 22 warning signs Installed 8 briteside strips Installed 42 Guide Signs ie street names, bike routes, etc. Installed 46 Temporary signs Installed 12 Specialty signs Installed 2608 ft of pavement markings Installed 12 arrows Installed 25 Rpm's Spent 40 hours on beacon maintenance Spent 320 hours on straightening posts Roads and Maintenance Graded Hardee Park parking lot. Cut trees back at Ocean Breeze, Lanfair. Concha and Glentry Repair the approaches and grade the parking lot at the Community Center. Cut trees off road at Columbus and Easy St. Cut trees off road at Capri. Grade road at the Cemetery. Put bollards around the light pole at Indian River Dr. and Jefferson St. Cut pepper trees off the road and from around the telephone poles on Flint, Admiral, Dahl and Marsh Finish striping the parking lot at the compound. Clean up the island at Easy St. Park. Clean up right of way on South Windrow. Fix lights in the Garage Gen. room. Clean Stage and the fuel tank in the Compound. Redeck lowboy trailer and the roller trailer. Take unit 9 and 607 to Orlando for a recall. Repair lights at the skate park. Clean up the trash after the right of way was cut back on Schumann Englar Capri Osceola Aetna Flint Admiral Dahl Mensh Empress South Easy Ormond and Caprona Move furniture out of airport to City Hall. Board up house where a car hit it and put barricades in front of it. Clean garbage from behind 901 Beach. Cut around all guardrails and bridge approaches. Haul concrete and old docks to landfill and get pipe for Se Cline. Remove a palm tree from around a stop sign at Roseland and Doctor Ave. Clean equipment for student government day and show them the equipment. Build catch basin for Georgia Blvd. Finish repair at Skate Park. Set up and break down for the Clam Bake. Remove Guardrail at Hardee Bridge for SE Cline. Repair ruts at old Wal -Mart parking lot after Clam Bake. Cut trees back off roads the roads thought the city of Sebastian. Set up break down for 5K run. Haul dirt for George St. project. Repair street light at main St Boat ramp. Replace photocell at Jackson St for the street lights. Replace photocell at the good guy Docks. Repair trash can holder at Friendship Park. Build two pads for catch basin for Storm water. Remove old elec. Panel at Riverview Park. Replace door at Riverview park restroom storage room. Replace metal roofs on signs on the river it Riverview Park. Repair wood fence rail at Indian River Dr. and Good Guys. Build wishing well at Riverview Park. Paint Skate Park. Finish Flagpole at 512 triangle. Fix Garden Club pavilion. Finish painting Friendship Park pavilions. Weed eats at the main St. Boat ramp. Repair parking stop thought the city of Sebastian. Cut trees back off the road thought the city of Sebastian. Paved 4 road crossings. Remove dead oak tree from Easy St Park. Remove invasive from behind the Garden Club Park. Weed eat and clean up both sides of the Main St ditch. Parks and Recreation Set up and maintained Riverview Park for Clam Bake Assisted with Veterans Day and Pearl Harbor Day Ceremonies. Ran Halloween Costume Contest at Riverview Park. Installed irrigation system for 512 Flagpole Project. Rebuilt picnic tables at Schumann Park and Riverview Park Maintained Christmas Tree. Replaced irrigation pump in Riverview Park Repair fence and playground at Riverview Park Repaired irrigation and replaced trees damaged by traffic accidents on U.S. 1 Installed new landscaping to north side of Community Center. Replaced circulation pump, fill valve and control valves at Splash Pad. Replaced chlorine and acid feeders at Splash Pad. Replaced touch sensor at Splash Pad. Built and installed six new benches at Schumann Park. Replaced two tennis nets and repaired broken net stanchion at Schumann Park. Assisted with Christmas Parade. Repaired benches and tables at Filbert Park. Replaced irrigation damaged by contractor at Airport. Installed water stain preventer at Airport Repaired fencing and installed safety netting behind fields 2 3 at BSSC. Continued regular maintenance. Cemetery The Cemetery Division continued regular routine maintenance of mowing, weed eating and edging. Fertilized and applied weed killer. Made necessary irrigation repairs. Installed all necessary memorial plaques. City Garage Continued working with other operating departments to identify their vehicle and equipment needs in the event of an emergency Continued maintaining the fuel facility in accordance with E.P.A. requirements and assuring fuel is always available to our fleet. The unleaded gas tank was recently sanded and repainted to meet EPA standards. We are maintaining a relatively low backlog on vehicle 's and equipment, except for those cases that need to be outsourced and depend on the availability of funds each depainnent has. We continue to monitor our inventory monthly. The new procedure for distributing miscellaneous parts and inventory is working well, and seems to have cut back on the amount of items being used or signed out for. The forklift obtained last quarter is utilized several times a week and has proven to be very useful and a back saver. Building Maintenance Replaced broken toilet at Schumann Tennis Courts Quarterly testing of fire sprinkler systems at City Hall, PD. Lopresti Hanger Relocated airport employees to new location at Airport Painted the floors at the PW Compound Replaced burned out AC compressor at Airport Admin Bldg Installed 2 designated elec circuits in server room at Airport Admin Bldg for Nation Air Equip. Repainted empty detective office at the Police Depaitment Pumped septic tank at Riverview park and supplied garbage bags, toilet paper etc for clambake Set up and tear down council chambers for various meetings and events. Pumped septic tank at Schumann Tennis Courts Painted mens and ladies room floors at creative playground and football field restrooms Quarterly Inspections on AC controls and equipment Installed backflow preventers at Riverview Park, Splash Pad, Community Center, Public Works Compound, and Airport security house, (mandated by I >R >C> utilities) Completed 34 work orders. Stormwater 46 driveways were replaced Pipe replacements 2270 feet total o 12" pipe -1,530 LF o 15" pipe- 280 LF o 18" pipe- 220 LF o 24" pipe- 160 LF o 36" pipe- 80 LF Road crossings replaced 8 Rear ditch excavation approximately 9,000 LF 20,500 LF of Armadillo drainage work Units 15, Unit 1 and 2 40,000 LF of long arm mowing 9,000 LF of rear ditch excavation Vac Truck cleaned o 182 driveway culverts o 35 road crossing pipes o 35 catch basins o 4 side yard pipes Front swale round drainage work by contract- Approximately 8,805 LF GROWTH MANAGEMENT Site Plan Reviews (major, minor and administrative): Subdivision and PUD Reviews Site Plan herings /approvals 2 Site Plan (commercial) inspections 12 Appeals 0 Extensions 3 Division of a single lot 0 Preliminary plats 0 Construction plans 0 Final plats 0 Extensions 0 Annexations: 1, Bridgeton Properties Covenant Land Use and Zoning changes: 1 FEMA: Flood zone determinations 21 LOMR (Letter of Map Revision) Applications 5 Code Amendments: Land Development 1 (Roseland Buffer) Comprehensive Plan 0 Discussions 0 Zoning Applications: Variances 1 Conditional use permits 0 Overlay District waivers 0 Special events /Temporary use permits 7 Accessory Structures (over 500 sq. ft.) 1 Model home permits (new renewals) 5 Sign permits 18 total 9 permanent, 9 temporary, 0 A -frame Release of Unity of Titles 0 Abandonment of Easements 0 ROW Dedications 0 Residential/Commercial Inspections: Final tree inspections- 29 Land clearing permits 27 12 Residential, 0 Commercial Tree Removal permits 19 Dewatering 1 Erosion Sediment 12 5' Code Enforcement Nuisance 54 The Growth Management Department has been quite busy with inquiries regarding available "for sale" residential and commercial properties regarding allowed uses, approved plans, setbacks, etc. Staff also provided support for servaral committees, icluding Safety Committee, Working Waterfronts Committee, FSL Grant Review Committee, as well as Planning and Zoning Commission and the Natural Resources Board. Staff completed the application for the National Arbor Day Foundation, for recertification in the Tree City USA program the City's 10 year of participation. City Coucil approved transmitting a modification to the State for the working waterfronts program, modifying the boundaries to include the Offshore Marina property. This request was approved by FCT and appraisals are underway. In December, Staff received notice from the ISO Insurrance Service Office that the City's Flood Insurance Rating was reviewed, the resulting reduction in previous rating should result in lower flood insurance rates for the entire community. BUILDING DEPARTMENT Permitting activity over all has declined this quarter. In October there were 3 new single family residential permit, in November, there were 2 new single family residential permits and in December there was only 1 new single family residential permits. Commercial permitting activity continued to decline with only 4 commercial alteration permits. Total building permits issued for the quarter includes 187 for October, 125 for November and 102 for December. These figures are lower than the previous quarter. Total inspections for the Quarter included 481 for October, 357for November and 374 for December. Inspection totals have slightly decreased slightly from the previous quarter. The following Business Tax Receipts were issued from October 1 to December 31st: New Businesses -44, Renewals -121, Transfers -3, Duplicates -2, Home Based Businesses -24, Commercial Businesses -17, Insurance Companies -3, Solicitor Permits -8. Staff continues to provide daily inspection services on the Collier Creek Canal seawall and dredging project. Staff continues to send out month end expired permit notices. The response over all is good and allows us to make final inspections and close out open permits. GOLF COURSE Golf Rounds for 1 quarter: 12,417 Charity, Corporate and special Golf Tournaments for 1st Quarter included Italian- American Club Tournament (116 players), Central Baptist Golf Tournament (44 players), Indian River County High School Tournament (18 players), Thrivent Lutheran Tournament (48 players), AAU Junior October Golf Tournament (18 players), St. Sebastian Catholic Church Tournament (120 players), Patrick Air Force Base Retired Officers Outing (36 players), Ladies Twin County Tournament (52 players), Palm Bay Golf Association (48 players), Brevard Rugby Tournament (140 players), 2009 Sebastian Open (108 players) and AAU Junior December Golf Tournament (8 players). Charity, Corporate and special Golf Tournaments scheduled for 2 quarter include: The Junior Players Tour, Sebastian Men's Golf Association President's Cup, No Name Medical Benefit, Sebastian Eagles, Vista Del Mar Homeowners and Vista Gardens Homeowners Association. Sebastian Municipal Golf Course 2009 Sebastian Open, which was November 21 22 entailed a field of 108 players. Numerous players offered positive comments regarding course conditions. This golf tournament is considered the premiere golf tournament for Sebastian Golf Course. New golf course maintenance contractor, International Golf Management, Inc. (IGM) officially began work at SMGC on October 1 2009. Numerous customers have noticed improvement to golf course grounds, turf and putting green issues since IGM has been on property. Director of Golf and Head Professional has worked closely with IGM Head Superintendent, Sean Gillen. Since the inception of Sebastian River High School, Sebastian Golf Course served as the home course for the Boy's and Girls golf teams. SMGC PGA Director of Golf Greg Gardner served as the Head Boys Golf Coach and the team compiled a record of 19 -1 -1 and finished 2" at the District Championship and 4 at the Regional Championship. Purchased a reconditioned Toro Parkmaster Fairway cutting unit for golf course maintenance. This unit has greatly improved the quality of "cut" to fairway turf, thus making for a more playable and aesthetic appearance to fairway turf. Scheduled the Junior Players Tour Sebastian Classic for the weekend of February 27 28, 2010. The Junior Players Tour is a developmental junior tour which is monitored by the majority of college golf coaches throughout the country. Through an arrangement with Monet Eye Center in Sebastian, offered golf course customers complimentary vision screenings on Tuesday, October 27, 2009. Donated rounds of golf and/or golf course merchandise to numerous charitable fundraisers and events. By donating to worthy causes, SMGC provides key support to numerous community endeavors.