HomeMy WebLinkAbout03182013BUD AgendaSEBASTIAN BUDGET REVIEW ADVISORY COMMITTEE
AGENDA
6:00 P.M. MONDAY — MARCH 18, 2013
CITY HALL
1225 MAIN STREET
1. Call to Order
2. Pledge of Allegiance
3. Roll Call
4. Approval of Minutes:
a. Meeting of February 24, 2013
5. Comments by City Manager
6. Review First Quarter Financial Report — As of December 31, 2012
7. Discussion of any topics /ideas for upcoming budget
8. Discuss Next Meeting Date (Tuesday, June 17, 2013)
9. Adjourn
Agenda Attachments:
Minutes for Meeting of February 24, 2013
First Quarter Financial Report — As of December 31, 2012
ANY PERSON WHO DECIDES TO APPEAL ANY DECISION MADE WITH RESPECT TO ANY MATTER CONSIDERED
AT THIS MEETING WILL NEED A RECORD OF THE PROCEEDINGS AND MAY NEED TO ENSURE THAT A
VERBATIM RECORD OF THE PROCEEDINGS IS MADE, WHICH RECORD INCLUDES THE TESTIMONY AND
EVIDENSE UPON WHICH THE APPEAL IS TO BE HEARS. (F. S.286.0105)
IN COMPLIANCE WITH THE AMERICAN WITH DISABILITIES ACT (ADA), ANYONE WHO NEEDS A SPECIAL
ACCOMODATION FOR THIS MEETING SHOULD CONTACT THE CITY'S ADA COORDINATOR AT 589 -5330 AT
LEAST 48 HOURS IN ADVANCE OF THIS MEETING.
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HOME OF PELICAN ISLAND
CITIZENS BUDGET REVIEW ADVISORY BOARD
MINUTES
TUESDAY, FEBRUARY 04, 2013 - 6:00 P.M.
City Council Chamber, 1225 Main Street, Sebastian
Mr. Ed Herlihy called the meeting to order at 6:00 p.m.
The Pledge of Allegiance was recited.
ROLL CALL:
Present:
Gary O'Hara
Ed Herlihy
Tim Slaven
Not Present:
Harry Marshall - Unexcused
Dionna Farmer
Christine Vicars
Bruce Hoffman
Staff Present:
Al Minner, City Manager
Debbie Krueger, Administrative Services Director
Donna Cyr, Recording Secretary
Introduction of Members: Mr. Herlihy introduced all the board members.
Selection of Chairperson: Mr. Minner asked for nominations for Chairperson of the
board and Mr. Slaven nominated Mr. Herlihy. Being no other nominations Mr. Herlihy
was named Chair.
Selection of Vice Chairperson: Mr. Herlihy asked for nominations for Vice Chairperson.
Mr. Herlihy nominated Ms. Vicars. Being no other nominations Ms. Vicars was named
Vice Chair.
Approval of Minutes: August 14, 2012 Regular meeting
MOTION by Mr. Hoffman and SECOND by Mr. O'Hara to approve the August 14, 2012
minutes as written, passed on a unanimous voice vote.
Comments by the City Manager:
Mr. Minner went over the Funding Sources and Uses report, explaining all the funds and
what money could be spent where. (see attached) He asked for questions from the
board and there were none.
9. Review of Fourth Quarterly Report — FY 2012:
All members had a chance to review the Fourth Quarterly Report and Mr. Herlihy asked
for questions. Ms. Farmer had none, Mr. Hoffman said he did have a couple questions
and received his answers from Mr. Minner earlier through emails. Mr. Herlihy had no
questions. Ms. Vicars said she had no questions but did have a comment that everyone
Budget Advisory Meeting
February 4, 2013
Page Two
came in on budget and everyone did a really good job. Mr. Minner said we were 97% on
total expenses which was good but we were 95% on revenue which was not good.
There were no questions from Mr. O'Hara or Mr. Slaven at this time.
10. Review Budget Calendar and Discuss Next Meeting Date:
Mr. Minner said staff followed the same guidelines as last year's calendar. He thinks
that 2014 should be interesting because both the PEA and PBA union contract are to be
renewed. He feels that there are three major issues that need to be addressed and that
is employees and second is street paving and the third are MIS issues, both software
and hardware. A server crashed and the City was without email for a week. He
commended staff for getting us back up and running but because of this situation and
other computer issues an outside consultant is being brought in to give a comprehensive
look at our MIS system and give an overview of what we need.
Mr. Minner also stated that he is optimistic that the City's franchise revenue should be
better and our past projections have been good. We should know more in June.
Mr. Hoffman asked if we had a priority list of the streets that need to be fixed. Mr.
Minner confirmed that there is a list and it already has been before Council. He said he
would get the board a copy of the list. Mr. Minner listed some of the streets as the other
half of Englar and Tulip. He said he will try to get some DST money for parking
improvements in the Laconia area of Tulip and Barber Street Sports Complex.
Ms. Farmer said she has a concern about spending money to pay a consultant to look at
our MIS needs even if it is a minute amount. Mr. Minner said we have great professional
staff and their suggestions and concerns were taken into consideration but having an
outside consultant would add fresh eyes to the global perspective and they will have a
better chance at selling the changes to the community. He said we are looking at
substantial costs. Ms. Krueger also added that staff doesn't have the time or resources
to do a thorough plan to present to Council.
Mr. Herlihy said it has been a struggle for MIS to keep it together. The equipment is old
and no longer supported. Mr. Herlihy did commend staff on doing a lot with what we
have. He suggested everyone compare the Sebastian website with the Vero Beach
website. Sebastian is far ahead with having records available on line.
Mr. Herlihy asked if the two labor contracts ended September 30th and Mr. Minner
stated they were. Mr. Herlihy asked if the board could get a list of vehicles operated by
the Police Dept. and what they are used for. Mr. Herlihy said he has had people ask him
about the amount of vehicles in the Police parking lot. Mr. Herlihy also asked about the
spending of money on economic development, are we spending for advertising, also
what our new sources of revenue are. Mr. Minner said the City set aside $20,000 for
economic development which is in Airport Fund. We did create that budget for
advertising but didn't spend it. Mr. Herlihy said he doesn't have any ideas on new
sources of revenue and asked the members to think about this and if they get any ideas
to contact Mr. Minner and discuss it with him.
11. Being no further business, Mr. Herlihy adjourned the meeting at 6:34 p.m.
Citizen Budget Advisory Board Chairperson Signature
Date
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SIE]BASTIAN
' .
HOME Of PELICAN ISLAND
city of Sebastian, r ioricia
Subject: Resolution Accepting Quarterly Financial Agenda No.
Report and Adopting Necessary Amendments to
the Fiscal Year 2012 -13 Budget. Department Origin:
Administrative Services:
Approved for Submittal by:
City Attorney:
City Clerk:
Al Minner, City Manager
Date Submitted: March 20, 2013
For Agenda of: March 27, 2013
Exhibits:
• Resolution No. R -13 -05
• Quarterly Financial Report for the Quarter Ended December 31, 2012
SUMMARY
Pursuant to City financial policies, budget reviews and any necessary adjustments are presented to the
City Council quarterly. A capital project status report, investment report and accomplishments are also
included. The format of financial information has been modified to include additional information on
reserve account balances.
No adjustments were necessary during the period that would require approval by the City Council. In
accordance with the Annual Budget Resolution, the City Manager has approved budget transfers
between accounts within Departments and made adjustments necessary to "implement programs,
projects and expenditures authorized by the City Council ". Thus, the City Manager's adjustments
included budget changes to reallocate funds to and from expenditure accounts and capital projects as
necessary during the quarter. These adjustments are summarized in Exhibit "A" attached to the
Resolution.
RECOMMENDED ACTION
Move to approve R- 13 -05.
RESOLUTION NO. R -13 -05
A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA
AMENDING THE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2012 AND
ENDING SEPTEMBER 30, 2013 AS PROVIDED FOR IN EXHIBIT "A "; PROVIDING FOR
CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City of Sebastian adopted Resolution No. R -12 -29 on September 26, 2012 approving the
City's 2012 -13 budget, also referred to as the Annual Budget Resolution; and
WHEREAS, an analysis of the revenues and expenditures for the three (3) months ended December 31,
2012 has indicated that no approvals of adjustments are required to be approved by the City Council; and
WHEREAS, the City Council and City Manager have previously approved any necessary adjustments in
accordance with the Annual Budget Resolution;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, THAT:
Section 1. The budget of the City of Sebastian, Indian River County, Florida for the Fiscal Year
beginning October 1, 2012 and ending September 30, 2013 be amended as necessary, a summary of such
amendments being attached hereto and more particularly identified as Exhibit "A ", the revised appropriations,
if any, are set out therein and 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
was as follows:
Mayor Bob McPartlan
Vice -Mayor Don Wright
Councilmember Andrea Coy
Councilmember Richard H. Gillmor
Councilmember Jim Hill
and, upon being put to a vote, the vote
The Mayor thereupon declared this Resolution duly passed and adopted this 27t" day of March 2013.
CITY OF SEBASTIAN, FLORIDA
By:
Mayor Bob McPartlan
ATTEST: Approved as to form and content for
reliance by the City of Sebastian only:
Sally A. Maio, MMC Robert A. Ginsburg,
City Clerk City Attorney
EXHIBIT "A" of RESOLUTION R -13 -05
SUMMARY OF BUDGET CHANGES
FOR THE QUARTER ENDED DECEMBER 31, 2012
Changes Authorized by City Manager:
Established budgets in the Capital Projects Funds for new approved projects.
Set aside amount of prior year savings on Health Reimbursement Account.
Transfer classification of approved MIS item to the proper account code.
Transfer from City Council travel account to computer supplies for I -Pads.
Adjustment for Golf Course for equipment and P &I payments on Bank Loan.
Additional Changes Submitted for City Council Approval:
No changes are submitted at this time.
Amounts
$ 3,473,888
$ 28,481
$ 5,000
$ 800
$ 78,436
QUARTERLY FINANCIAL REPORT
FOR THE QUARTER ENDED
DECEMBER 31, 2012
Prepared by
Administrative Services Department
CITY OF SEBASTIAN
QUARTERLY FINANCIAL REPORT
EXECUTIVE SUMMARY
GENERAL FUND
The graph below and left compares General Fund Revenues, Expenditures and Total Reserves (Committed and Uncommitted Reserves) at the end of
the current quarter to the end of the prior fiscal year. Most property tax payments are received the first quarter, so the Reserves balances are at a high
point of the year. The graph below and right compares the first quarter of the current year to the first quarter of the prior two years. Revenues and
amounts Expended appear in line with prior years' first quarters and Reserves are at expected levels.
10,000,000
8,000,000
6,000,000
4,000,000
2,000,000
0
Revenues
2 9,684,999
12 3,640,749
Expended Reserves
9,785,285 5,002,171
2,300,732 6,342,188
7,000,000
�
G
6,000,000
G�aa��Jarl`'a
�a�a�Qao`�,eO
pJ
5,000,000
4,000,000
3,000,000
2,000,000
1,000,000
0
Revenues Expended Reserves
■1213112010
3,729,492
2,362,529
6,959,390
0 12J311201
3,416,677
2,353,699
6,165,235
■12/3112012
3,640,749
2,300,732
6,375,747
The graph below and left shows collections through the first quarter of the three main sources of General Fund Revenue and of those three as a total.
Those three sources and property taxes are 68% of all budgeted revenue. About $28,000 of additional revenue above budget is projected from those
three sources. The graph below and right shows the percentage of budgeted expenditures by the end of the first quarter. The City Clerk's office is at
25.7% of budget due to annual renewals of equipment maintenance contracts and election costs. Non - Departmental is high due to the full transfer of the
City's CRA contribution.
4,000,000
3,500,000
3,000,000
2,500,000
2,000,000
1,500, 000
1,000,000
500,000
0
1 st Qtr 2012 1 st Qtr 2013 2013 Budget 2013 Projection
❑Electric Franchise ■Electric Utility Tax SHalf -cent Sales Tax ❑Totals of the Three
SPECIAL REVENUE FUNDS AND CAPITAL PROJECTS
45.
20.0%
15.0%
10.0%
5.0%
0.0%
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Pd '? GAO Nom
For the most part, Special Revenue Funds provide the monies needed for capital projects. The graph below and left shows collections through the first
quarter of the current year to the first quarter of last year and shows the current annual budget and staffs projection for this year for Local Option Gas
Taxes (LOGT), Discretionary Sales Tax (DST) and Stormwater Fees. The graph below and right shows the total amounts budgeted this year for capital
projects, as compared to amounts spent through the end of the first quarter.
3,000,000
2,500,000
2,000,000
1,500,000
1,000,000
500,000
LOGT DST Stomp Mer fee
01st Qtr 2012 ■ 1 st Otr 2013 02013 Budget 02013 Projection
Page 1 of 2
2,500,000
2,000,000
1,500,000
1,000,000
500,000
0
�
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as
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CITY OF SEBASTIAN
QUARTERLY FINANCIAL REPORT
EXECUTIVE SUMMARY (CONTINUED)
DEBT SERVICE FUNDS AND LONG -TERM DEBT
The City's bonded debt is accounted for in the two Debt Service Funds. They are the Discretionary Sales Tax Bonds ($5,420,000 outstanding, maturing
4/01/18) and the Stormwater Revenue Bonds ($3,505,000 outstanding, maturing 5/01/22). The City also has a Bank Note for Street Repaving
($2,199,000 outstanding, maturing 12/01/22) and a Bank Note for Golf Course Equipment ($56,436 outstanding, maturing 12/06/15). The City is in
compliance with covenants and repayment requirements on all these obligations.
GOLF COURSE
The graph below and left compares Golf Course Revenues, Expenses and Reserves at the end of the current quarter to the end of the prior fiscal year.
The graph below and right compares Revenues, Expenses and Reserves for the first quarter of the current year to the first quarter of the prior two years.
We have seen a steady reduction in the negative amount of Reserves. Reserves are net of liabilities for accrued leave and advance payment of fees
(about $90,000).
1,400,000
1,200,000
1,000,000
800,000
600,000
400,000
200,000
0
(200,000)
Revenues Expended Reserves
9/3012012 1,354,089 1,339,730 (148,613)
12/31/2012 415,034 318,192 (105,366)
F
(100,000)
(200,000)
(300,000)
500,000
Revenues
Expended
Reserves
400,000
212/31/2010
368,077
307,675
(275,544)
105,216
113,740
IN 1=112011
365,353
312,306
(188,505)
248,398
173,968
IM 12/31/2012
1 415,034
318,192
(105,366)
118,714
AIRPORT
The graph below and left compares Airport Revenues, Expenses and Reserves at the end of the current quarter to the end of the prior fiscal year. The
graph below and right compares the first quarter of the current year to the first quarter of the prior two years. Reserves are net of liabilities for accrued
leave (about $63,000).
800,000
600,000
400,000
200,000
0 zLi 40mw
(200'000) Reserves
Revenues Expended
9/30/2012 645,579 555,324 (64,860)
F1w--w012j 118,714 108,618 (72,920)
250,000
200,000
150,000
100,000
50,000
0
(50,000)
(100,000)
500,000
■12/31/2010
143,251
400,000
Revenues Expended
I
Reserves
■1213112010
105,216
113,740
(681899)
200,000
■12131/2011
248,398
173,968
(43,087)
❑12/3112012
118,714
108,818
(12,920)
BUILDING
The graph below and left compares Building Department Revenues, Expenses and Reserves at the end of the current quarter to the end of the prior
fiscal year. The graph below and right compares the first quarter of the current year to the first quarter of the prior two years. First quarter Revenues are
higher than received in the first quarter for several years. Reserves are net of liabilities for accrued leave and advance payment of business taxes (about
$95,000).
600,000
500,000
■12/31/2010
143,251
400,000
557,225
300,000
160,712
90,783
530,376
200,000
�12I31I2012
1 182,363
100,000
579,441
0
(100,000)
(200,000)
Revenues Expended Reserves
9/30/2012
426,218 399,497 487,169
12/31/2012
182,363 90,090 579,441
600,000
500,000
400,000
300,000
200,000
100,000
0
Revenues Expended Reserves
■12/31/2010
143,251
104,817
557,225
■12131/2011
160,712
90,783
530,376
�12I31I2012
1 182,363
90,090
579,441
Page 2 of 2
CITY OF SEBASTIAN
FUND SUMMARIES
QUARTER ENDING 12/31/12
LOCAL OPTION GAS TAX
TAXES
2009/2010
2010/2011
201112012
2012/2013
2012/2013
2012/2013
INTERGVT'L REVENUE
1ST QTR
1ST QTR
1ST QTR
1ST QTR
ANNUAL
PERCENT
MISC. REVENUE
ACTUALS
ACTUALS
ACTUALS
ACTUALS
BUDGET
OF BUDGET
GENERALFUND
- 98,521.06
- 97,240.18
- 92,712.00
- 92,115.96
- 571,104
16.13%
TAXES
- 3,432,196.27
- 3,120,718.97
- 2,835,606.83
- 3,011,530.23
- 6,466,854
46.57%
LICENSES & PERMITS
- 9,757.50
- 3,841.00
- 7,614.50
- 8,042.50
- 28,950
27.78%
INTERGVT'L REVENUE
- 283,429.80
- 285,827.81
- 295,506.46
- 309,992.95
- 1,919,700
16.15%
CHARGES FOR SERVICE
- 62,189.23
- 66,987.16
- 65,561.65
- 83,885.43
- 373,347
22.47%
FINES AND FORFEITS
- 16,871.27
- 18,682.73
- 12,509.54
- 13,996.14
- 70,500
19.85%
MISC. REVENUE
- 78,903.25
- 49,252.24
- 28,128.48
- 73,301.77
- 250,363
29.28%
TRANSFERS IN
- 191,221.98
- 184,181.79
- 171,750.03
- 140,000.01
- 565,399
24.76%
FROM FUND BALANCES
0.00
0.00
0.00
0.00
- 28,481
0.00%
GENERAL FUND REVENUE
- 4,074,569.30 - 3,729,491.70 - 3,416,677.49 - 3,640,749.03
- 9,703,594
37.52%
CITY COUNCIL
10,708.40
10,950.31
11,008.48
12,336.50
51,717
23.85%
CITY MANAGER
58,548.69
50,784.15
50,718.63
49,174.15
233,387
21.07%
CITY CLERK
96,273.49
71,661.99
96,436.75
72,828.88
283,667
25.67%
LEGAL
16,641.97
16,016.56
17,743.65
17,097.48
102,360
16.70%
FINANCE /ACCOUNTING
117,659.00
115,061.00
112,016.96
111,738.56
478,561
23.35%
M.I.S. DIVISION
52,161.14
57,148.87
30,244.42
35,612.93
163,290
21.81%
POLICE DEPARTMENT
1,079,781.52
1,062,527.62
993,685.60
959,306.01
4,199,206
22.84%
PUBLIC WORKS
788,992.96
648,852.48
717,363.45
680,033.47
3,228,464
21.06%
GROWTH MANAGEMENT
85,260.23
77,280.49
51,731.35
51,453.82
242,980
21.18%
NON - DEPARTMENTAL
343,563.07
272,245.95
272,949.22
311,150.57
719,962
43.22%
GENERAL FUND EXPENDITURES
2,649,590.47
2,382,529.42
2,353,898.51
2,300,732.37
9,703,594
23.71%
LOCAL OPTION GAS TAX
TAXES
- 98,503.81
- 96,529.99
- 92,673.09
- 92,024.20
- 560,000
16.43%
INTERGVT'L REVENUE
0.00
0.00
0.00
0.00
-9,474
0.00%
MISC. REVENUE
-17.25
- 710.19
-38.91
-91.76
-1,630
5.63%
LOGT FUND REVENUE
- 98,521.06
- 97,240.18
- 92,712.00
- 92,115.96
- 571,104
16.13%
OPERATING EXPENSES
52,866.23
48,577.63
51,548.03
48,393.25
208,000
23.27%
DEBT SERVICE
0.00
132,207.38
132,782.83
122,240.69
243,076
50.29%
TRANSFERS OUT
43,749.00
697,040.12
31,250.01
1,445.00
100,000
1.45%
TO FUND BALANCES
0.00
0.00
0.00
0.00
20,028
0.00%
LOGT FUND EXPENDITURES
96,615.23
877,825.13
215,580.87
172,078.94
571,104.00
30.13%
DISCRETIONARY SALES TAX
TAXES
- 326,840.88
- 330,733.98
- 331,630.14
- 355,496.32
- 2,414,900
14.72%
MISC. REVENUE
- 4,353.17
- 439.12
- 1,997.13
- 1,164.56
- 21,975
5.30%
TRANSFERS IN
- 222,000.10
0.00
0.00
0.00
0
0.00%
FROM FUND BALANCES
0.00
0.00
0.00
0.00
- 308,746
0.00%
DST FUND REVENUE
- 553,194.15
- 331,173.10
- 333,627.27
- 356,660.88
- 2,745,621
12.99%
TRANSFERS OUT
579,710.50
464,274.59
518,876.00
468,063.67
2,745,621
17.05%
RIVERFRONT REDEVELOPMENT FUND
MISC. REVENUE
- 351.06
- 1,296.84
- 1,070.90
163.17
-3,064
-5.33%
TRANSFERS IN
- 430,035.67
- 297,619.74
- 255,068.85
- 266,323.21
- 264,809
100.57%
FROM FUND BALANCES
0.00
0.00
0.00
0.00
- 192,167
0.00%
RRD REVENUE
- 430,386.73
- 298,916.58
- 256,139.75
- 266,160.04
- 460,040
57.86%
OPERATING EXPENSES
19,464.96
46,135.92
43,70670
50,488.74
114,040
44.27%
GRANTS AND AIDS
0.00
24,413.02
0.00
0.00
36,000
0.00%
TRANSFERS OUT
17,266.27
26,800.47
15,000.00
18,353.60
310,000
5.92%
RRD EXPENDITURES
36,731.23
97,349.41
58,706.70
68,842.34
460,040
14.96%
\sue
Page 1 of 3
CITY OF SEBASTIAN
FUND SUMMARIES
QUARTER ENDING 12/31/12
OPERATING EXPENSES
2009/2010
2010/2011
2011/2012
2012/2013
2012/2013
2012/2013
TRANSFERS OUT
1ST QTR
1ST QTR
1ST QTR
1ST QTR
ANNUAL
PERCENT
STORMWATER FUND EXPENSE
ACTUALS
ACTUALS
ACTUALS
ACTUALS
BUDGET
OF BUDGET
PARKING IN LIEU OF FUND
- 1,018,123
24.54%
375.00
0.00
0.00
375.00
MISC. REVENUE
0.00
0.00
- 3,451.95
- 4,611.40
- 13,850
33.30%
FROM FUND BALANCES
0.00
0.00
0.00
0.00
- 26,482
0.00%
PARKING IN LIEU OF REVENUE
0.00
0.00
- 3,451.95
- 4,611.40
- 40,332
11.43%
TO FUND BALANCES
0.00
0.00
0.00
0.00
40,332
0.00%
RECREATION IMPACT FEE FUND
0.00
5,881.00
0.00
0.00
0
0.00%
MISC. REVENUE
- 5,878.28
- 4,056.74
- 16,772.60
- 23,770.11
- 41,535
57.23%
FROM FUND BALANCES
0.00
0.00
0.00
0.00
- 288,465
0.00%
RECREATION IMPACT FEE REVENUE
- 5,878.28
- 4,056.74
- 16,772.60
- 23,770.11
- 330,000
7.20%
CAPITAL OUTLAY
0.00
0.00
0.00
2,517.41
0
0.00%
TRANSFERS OUT
1,555.57
13,536.13
28,281.78
98,318.00
330,000
29.79%
RECREATION IMPACT FEE EXPENSE
1,555.57
13,536.13
28,281.78
100,835.41
330,000
30.56%
STORMWATER UTILITY FUND
MISC. REVENUE
- 590,195.27
- 608,723.14
- 610,712.01
- 772,446.64
- 1,006,957
76.71%
FROM FUND BALANCES
0.00
0.00
0.00
0.00
- 47,551
0.00%
STORMWATER FUND REVENUE
- 590,195.27
- 608,723.14
- 610,712.01
- 772,446.64
- 1,054,508
73.25%
OPERATING EXPENSES
0.00
0.00
0.00
5,416.70
45,100
12.01%
TRANSFERS OUT
234,561.00
234,719.28
385,706.86
234,852.00
1,009,408
23.27%
STORMWATER FUND EXPENSE
234,561.00
234,719.28
385,706.86
240,268.70
1,054,508
35.28%
LAW ENFORCE FORFEITURE FUND
- 1,018,123
24.54%
375.00
0.00
0.00
375.00
FINES AND FORFEITS
- 627.00
- 800.00
0.00
0.00
-8,000
0.00%
MISC. REVENUE
- 104.84
-40.40
-39.02
-45.33
-2,125
2.13%
LAW ENFORCE FORFEITURE REVENUE
- 731.84
- 840.40
-39.02
45.33
- 10,125
0.45%
OPERATING EXPENSES
3,178.90
614.00
0.00
0.00
0
0.00%
CAPITAL OUTLAY
0.00
5,881.00
0.00
0.00
0
0.00%
TO FUND BALANCES
0.00
0.00
0.00
0.00
10,125
0.00%
LAW ENFORCE FORFEITURE EXPENSE
3,178.90
6,495.00
0.00
0.00
10,125
0.00%
DST SER 2003 DEBT SVC FUND
MISC. REVENUE
TRANSFERSIN
FROM FUND BALANCES
DST SER 2003 REVENUE
OPERATING EXPENSES
DEBT SERVICE
DST SER 2003 EXPENDITURE
STORMWATER 2003 DEBT SERV FUND
MISC. REVENUE
TRANSFERSIN
STORMWATER DEBT FUND REVENUE
DEBT SERVICE
TO FUND BALANCES
STORMWATER DEBT EXPENDITURES
- 199.14
- 459.87
- 293.68
- 1,212.41
- 22,365
5.42%
- 258,966.00
- 249,389.25
- 249,347.76
- 248,655.24
- 994,621
25.00%
0.00
0.00
0.00
0.00
-1,137
0.00%
- 259,165.14
- 249,849.12
- 249,641.44
- 249,867.65
- 1,018,123
24.54%
375.00
0.00
0.00
375.00
300
125.00%
0.00
0.00
375.00
0.00
1,017,823
0.00%
375.00
0.00
375.00
375.00
1,018,123
0.04%
-4.50
-41.93
-66.41
- 127.80
-1,056
12.10%
- 109,560.00
- 109,719.27
- 109,630.74
- 109,851.99
- 439,408
25.00%
- 109,564.50
- 109,761.20
- 109,697.15
- 109,979.79
- 440,464
24.97%
89,117.50 84,892.50 79,998.75 74,398.75 439,048 16.95%
0.00 0.00 0.00 0.00 1,416 0.00%
89,117.50 84,892.50 79,998.75 74,398.75 440,464 16.89%
Page 2 of 3
CITY OF SEBASTIAN
FUND SUMMARIES
QUARTER ENDING 12/31/12
OPERATING EXPENSES
2009/2010
2010/2011
2011/2012
2012/2013
201212013
2012/2013
CAPITAL OUTLAY
1ST QTR
1ST QTR
1ST QTR
1ST QTR
ANNUAL
PERCENT
DEBT SERVICE
ACTUALS
ACTUALS
ACTUALS
ACTUALS
BUDGET
OF BUDGET
GOLF COURSE FUND
130,075.52
133,939.83
134,828.62
142,681.09
662,759
21.53%
CHARGES FOR SERVICE
- 374,168.03
- 351,816.33
- 348,485.80
- 349,888.38
- 1,357,775
25.77%
MISC. REVENUE
- 8,617.00
- 7,325.59
- 8,180.51
- 65,146.05
- 91,396
71.28%
GOLF COURSE FUND REVENUE
- 382,785.03
- 359,141.92
- 356,666.31
- 415,034.43
- 1,456,671
28.49%
PERSONAL SERVICES
58,357.68
58,588.09
44,634.82
45,307.21
218,529
20.73%
OPERATING EXPENSES
44,665.01
74,089.48
88,024.26
82,338.97
340,652
24.17%
DEBT SERVICE
1,075.00
0.00
0.00
0.00
0
0.00%
TRANSFERS OUT
0.00
0.00
0.00
16,852.50
65,000
25.93%
TO FUND BALANCES
0.00
0.00
0.00
0.00
27,457
0.00%
ADMINISTRATION
104,097.69
132,677.57
132,659.08
144,498.68
651,638
22.17%
OPERATING EXPENSES
140,075.52
133,939.83
134,828.62
141,059.16
583,185
24.19%
CAPITAL OUTLAY
- 10,000.00
0.00
0.00
1,107.00
56,436
1.96%
DEBT SERVICE
0.00
0.00
0.00
514.93
15,638
3.29%
MAINTENANCE
130,075.52
133,939.83
134,828.62
142,681.09
662,759
21.53%
PERSONAL SERVICES
17,075.36
16,256.81
15,145.82
14,456.87
77,089
18.75%
OPERATING EXPENSES
24,161.06
15,865.61
20,985.74
16,555.03
65,185
25.40%
GOLF COURSE CARTS
41,236.42
32,122.42
36,131.56
31,011.90
142,274
21.80%
GOLF COURSE FUND EXPENSES
275,409.63
298,739.82
303,619.26
318,191.67
1,456,671
21.84%
AIRPORT
CHARGES FOR SERVICE
- 4,081.39
- 2,905.99
- 3,417.49
- 9,842.52
- 25,000
39.37%
MISC. REVENUE
- 67,731.68
- 90,787.99
- 88,544.42
- 108,871.66
- 413,319
26.34%
FROM FUND BALANCES
0.00
0.00
0.00
0.00
-7,309
0.00%
AIRPORT REVENUE
- 71,813.07
- 93,693.98
- 91,961.91
- 118,714.18
- 445,628
26.64%
ADMINISTRATION
PERSONAL SERVICES
55,404.93
51,689.35
52,242.50
42,981.39
176,456
24.36%
OPERATING EXPENSES
72,539.36
49,186.30
60,178.25
63,748.73
232,597
27.41%
CAPITAL OUTLAY
0.00
0.00
0.00
1,168.00
0
0.00%
DEBT SERVICE
0.00
0.00
0.00
0.00
16,575
0.00%
ADMINISTRATION
127,944.29
100,875.65
112,420.75
107,898.12
425,628
25.35%
ECONOMIC DEVELOPMENT
OPERATING EXPENSES
0.00
0.00
0.00
719.48
20,000
3.60%
AIRPORT EXPENSE
127,944.29
100,875.65
112,420.75
108,617.60
445,628
24.37%
BUILDING
LICENSES & PERMITS
- 138,915.42
- 141,808.03
- 158,085.03
- 179,386.88
- 406,150
44.17%
CHARGES FOR SERVICE
- 481.20
- 558.53
- 1,236.30
- 1,865.75
-6,300
29.62%
FINES AND FORFEITS
- 500.00
- 500.00
- 1,143.00
- 713.18
-5,500
12.97%
MISC. REVENUE
- 256.46
- 384.90
- 247.38
- 396.74
-3,600
11.02%
BUILDING REVENUES
- 140,153.08
- 143,251.46
- 160,711.71
- 182,362.55
- 421,550
43.26%
PERSONAL SERVICES
87,481.68
81,922.09
69,491.14
70,313.01
319,884
21.98%
OPERATING EXPENSES
23,733.80
22,895.38
21,291.77
19,777.34
91,116
21.71%
TO FUND BALANCES
0.00
0.00
0.00
0.00
10,550
0.00%
BUILDING EXPENDITURES
111,215.48
104,817.47
90,782.91
90,090.35
421,550
21.37%
Page 3 of 3
CITY OF SEBASTIAN
GENERAL FUND DEPARTMENTS
QUARTER ENDING 12/31/12
2009/2010 2010/2011 2011/2012 2012/2013 2012/2013 2012/2013
1ST QTR 1ST QRT 1ST QRT 1ST QUARTER ANNUAL PERCENT
ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET
CITY COUNCIL
PERSONAL SERVICES 5,699.68 5,695.20 5,694.60 5,688.87 22,745.00 25.01
OPERATING EXPENSES 5,008.72 5,255.11 5,313.88 6,647.63 28,972.00 22.95
TOTAL 10,708.40 10,950.31 11,008.48 12,336.50 51,717.00 23.85
CITY MANAGER
PERSONAL SERVICES 55,473.30 50,360.85 49,911.52 48,470.22 229,837.00 21.09
OPERATING EXPENSES 3,075.39 423.30 807.11 703.93 3,550.00 19.83
TOTAL 58,548.69 50,784.15 50,718.63 49,174.15 233,387.00 21.07
CITY CLERK
PERSONAL SERVICES 54,070.05 52,695.19 53,605.41 53,561.60 246,678.00 21.71
OPERATING EXPENSES 42,203.44 18,966.80 42,831.34 19,267.28 36,989.00 52.09
TOTAL 96,273.49 71,661.99 96,436.75 72,828.88 283,667.00 25.67
LEGAL
OPERATING EXPENSES 16,641.97 16,016.56 17,743.65 17,097.48 102,360.00 16.70
TOTAL 16,641.97 16,016.56 17,743.65 17,097.48 102,360.00 16.70
FINANCE /ACCOUNTING
PERSONAL SERVICES 90,660.40 87,979.02 86,907.88 85,814.38 397,206.00 21.60
OPERATING EXPENSES 26,998.60 27,081.98 25,109.08 25,924.18 81,355.00 31.87
TOTAL 117,659.00 115,061.00 112,016.96 111,738.56 478,561.00 23.35
M.I.S. DIVISION
PERSONAL SERVICES
45,660.08
44,400.59
25,094.88
24,521.87
117,955.00 20.79
OPERATING EXPENSES
5,200.54
12,748.28
5,149.54
11,091.06
40,335.00 27.50
CAPITAL OUTLAY
1,300.52
0.00
0.00
0.00
5,000.00 -
TOTAL
52,161.14
57,148.87
30,244.42
35,612.93
163,290.00 21.81
POLICE ADMINISTRATION
PERSONAL SERVICES 122,824.93 110,140.48 116,935.83 97,588.92 501,230.00 19.47
OPERATING EXPENSES 39,313.10 36,695.48 29,043.59 35,823.16 103,685.00 34.55
TOTAL 162,138.03 146,835.96 145,979.42 133,412.08 604,915.00 22.05
POLICE PATROL
PERSONAL SERVICES 501,359.37 516,346.97 485,515.29 503,183.41 2,060,690.00 24.42
OPERATING EXPENSES 33,907.11 40,970.79 47,660.37 58,989.93 193,135.00 30.54
TOTAL 535,266.48 557,317.76 533,175.66 562,173.34 2,253,825.00 24.94
CODE ENFORCEMENT DIVISION
PERSONAL SERVICES 27,164.07 30,873.50 31,716.46 30,726.43 143,719.00 21.38
OPERATING EXPENSES 5,280.53 4,754.00 4,930.70 6,324.29 20,680.00 30.58
TOTAL 32,444.60 35,627.50 36,647.16 37,050.72 164,399.00 22.54
POLICE INVESTIGATIONS
PERSONAL SERVICES 213,323.37 198,821.73 139,693.21 110,800.96 580,024.00 19.10
OPERATING EXPENSES 20,762.98 18,946.85 24,644.17 23,518.91 98,716.00 23.82
CAPITAL OUTLAY 6160 919.41 0.00 0.00 0.00 -
TOTAL 234,086.35 218,687.99 164,337.38 134,319.87 678,740.00 19.79
POLICE COMMUNICATIONS
PERSONAL SERVICES 115,451.19 103,429.45 113,094.72 91,506.29 489,592.00 18.69
OPERATING EXPENSES 394.87 628.96 451.26 843.71 7,735.00 10.91
TOTAL 115,846.06 104,058.41 113,545.98 92,350.00 497,327.00 18.57
Page 1 of 2
CITY OF SEBASTIAN
GENERAL FUND DEPARTMENTS
QUARTER ENDING 12131/12
2009/2010 2010/2011 2011/2012 2012/2013 2012/2013 2012/2013
1ST QTR 1ST QRT 1ST QRT 1ST QUARTER ANNUAL PERCENT
ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET
ROADS AND DRAINAGE
142,444.62
136,671.65
104,840.26
112,085.71
496,889.00 22.56
PERSONAL SERVICES
176,124.94
143,255.59
142,056.69
139,775.09
622,687.00 22.45
OPERATING EXPENSES
23,120.59
17,175.98
17,854.75
18,399.20
108,733.00 16.92
CAPITAL OUTLAY
0.00
0.00
0.00
0.00
39,000.00 -
TOTAL
199,245.53
160,431.57
159,911.44
158,174.29
770,420.00 20.53
STORMWATER UTILITY DIVISION
PERSONAL SERVICES
142,444.62
136,671.65
104,840.26
112,085.71
496,889.00 22.56
OPERATING EXPENSES
64,996.92
64,851.11
102,106.45
67,661.26
405,890.00 16.67
CAPITAL OUTLAY
0.00
0.00
0.00
0.00
1,200.00 -
TOTAL
207,441.54
201,522.76
206,946.71
179,746.97
903,979.00 19.88
CENTRAL GARAGE
PERSONAL SERVICES
39,085.97
17,789.82
38,248.58
41,303.25
182,300.00 22.66
OPERATING EXPENSES
9,404.72
7,713.42
4,067.12
2,963.94
24,466.00 12.11
CAPITAL OUTLAY
12,000.00
0.00
0.00
0.00
0.00 -
TOTAL
60,490.69
25,503.24
42,315.70
44,267.19
206,766.00 21.41
FACILITIES MAINTENANCE
PERSONAL SERVICES
26,955.06
25,499.30
50,799.01
38,069.86
160,541.00 23.71
OPERATING EXPENSES
16,201.48
11,038.80
12,731.62
18,500.84
114,776.00 16.12
CAPITAL OUTLAY
0.00
0.00
0.00
0.00
40,000.00 -
TOTAL
43,156.54
36,538.10
63,530.63
56,570.70
315,317.00 17.94
PARKS /RECREATION
PERSONAL SERVICES
179,734.59
155,667.05
145,790.85
146,003.13
652,045.00
22.39
OPERATING EXPENSES
62,023.41
45,453.19
52,687.12
52,599.04
229,683.00
22.90
CAPITAL OUTLAY
0.00
1,429.65
10,679.13
19,190.32
33,000.00
58.15
TOTAL
241,758.00
202,549.89
209,157.10
217,792.49
914,728.00
23.81
CEMETERY
0.00
0.00
17,013.69
13,195.61
210,981.00 6.25
PERSONAL SERVICES
31,795.95
19,613.17
20,295.77
19,601.07
86,814.00 22.58
OPERATING EXPENSES
5,104.71
2,693.75
6,406.11
3,880.76
30,440.00 12.75
CAPITAL OUTLAY
0.00
0.00
8,799.99
0.00
0.00 -
TOTAL
36,900.66
22,306.92
35,501.87
23,481.83
117,254.00 20.03
GROWTH MANAGEMENT
PERSONAL SERVICES 83,027.57 69,957.35 48,482.21 48,884.27 222,280.00 21.99
OPERATING EXPENSES 2,232.66 7,323.14 3,249.14 2,569.55 20,700.00 12.41
TOTAL 85,260.23 77,280.49 51,731.35 51,453.82 242,980.00 21.18
NON - DEPARTMENTAL
PERSONAL SERVICES
0.00
0.00
17,013.69
13,195.61
210,981.00 6.25
OPERATING EXPENSES
343,563.07
272,245.95
255,935.53
297,236.99
496,093.00 59.92
GRANTS AND AIDS
0.00
0.00
0.00
717.97
0.00 -
TRANSFERS OUT
0.00
0.00
0.00
0.00
12,888.00 -
TOTAL
343,563.07
272,245.95
272,949.22
311,150.57
719,962.00 43.22
ALL DEPARTMENTS
PERSONAL SERVICES
1,910,855.14
1,769,196.91
1,675,696.86
1,610,780.94
7,424,213.00
21.70
OPERATING EXPENSES
725,434.81
610,983.45
658,722.53
670,043.14
2,148,293.00
31.19
CAPITAL OUTLAY
13,300.52
2,349.06
19,479.12
19,190.32
118,200.00
16.24
GRANTS AND AIDS
0.00
0.00
0.00
717.97
0.00
-
TRANSFERS OUT
0.00
0.00
0.00
0.00
12,888.00
-
TOTAL GENERAL FUND
2,649,590.47
2,382,529.42
2,353,898.51
2,300,732.37
9,703,594.00
23.71
0
Page 2 of 2
CAPITAL PROJECT STATUS REPORT
12/31/2012
GENERAL CAPITAL PROJECTS
FUND 310
Project
Number Description
A1310 Police Vehicle Replacement
A1311 Old City Hall Windows
A1312 FDLE Firewall
A1313 Diesel Fuel Tanks
A1314 Stormwater Equipment
CAPITAL IMPROVEMENT PROJECTS
FUND 320
Project
Gateway Enhancement
Number
Description
C0921
Schumann Park Improvements
C1123
Bark Park Amenties
C1124
Lift Station - Riverview Park
C 1125
Riverview Park Irrigation Fountains
A1222
Blueway Signage
A1223
Bleacher Shields
A1224
Creative Playground
A1225
Handicapp Pier
A1320
Fish House Improvements
A1322
Schumann Park Playground
A1323
Volley Ball Court Lighting (RVP)
A1324
Multi -use Field Lighting (BBSC)
TRANSPORTATION CAPITAL PROJECTS
FUND 330
Project
Number Description
C1126
Presidental Streets
CI 132
Gateway Enhancement
P0001
Road Paving
A1231
Cav Corp Enhancements
A1233
Indian River Drive Parking
A1234
Davis Street Sewer
A1330
Barber Street Bridge Repairs
STORMWATER IMPROVEMENT FUND
FUND 363
Project
Number Description
P0004 1/4 Round Swale Rehab
AIRPORT PROJECTS
FUND 455
Project
Number Description
C1152 Install Security Cameras
A1251 Airport, Survey, Marking and Apron Rehab
A1351 Main Street Access Road
Percent
Project
Expenditures
Funds
Expended/
Budget
To Date Encumbrances
Remaining
Encumbered
56,000.00
- 52,318.00
3,682.00
93.43%
15,000.00
- -
15,000.00
0.00%
5,000.00
- -
5,000.00
0.00%
15,000.00
- -
15,000.00
0.00%
230,000.00
185,940.00
44,060.00
80.84%
321,000.00
185,940.00 52,318.00
82,742.00
74.22%
Percent
Percent
Project
Expenditures
Expended/
Funds
Expended/
Budget
To Date
Encumbrances
Remaining
Encumbered
246,460.00
226,810.82
3,525.64
16,123.54
93.46%
100,000.00
11,478.50
2,500.00
86,021.50
13.98%
100,586.50
62,862.49
-
37,724.01
62.50%
25,000.00
8,261.52
-
16,738.48
33.05%
25,000.00
-
-
25,000.00
0.00%
50,000.00
86.49
-
49,913.51
0.17%
130,000.00
98,318.00
-
31,682.00
75.63%
15,000.00
-
-
15,000.00
0.00%
325,000.00
-
-
325,000.00
0.00%
25,000.00
-
-
25,000.00
0.00%
20,000.00
-
-
20,000.00
0.00%
185,000.00
-
168,000.00
17,000.00
90.81%
1,247,046.50
407,817.82
174,025.64
665,203.04
46.66%
Percent
Percent
Project
Expenditures
Expended/
Funds
Expended/
Budget
To Date
Encumbrances
Remaining
Encumbered
473,500.00
33,179.44
-
440,320.56
7.01%
25,000.00
-
-
25,000.00
0.00%
327,442.57
23,928.73
213,741.55
89,772.29
72.58%
825,000.00
47,217.44
22,922.58
754,859.98
8.50%
125,000.00
43,182.74
4,000.00
77,817.26
37.75%
150,000.00
4,500.00
500.00
145,000.00
3.33%
60,000.00
-
-
60,000.00
0.00%
1,985,942.57
152,008.35
241,164.13
1,592,770.09
19.80%
Percent
Project
Expenditures
Funds
Expended/
Budget
To Date Encumbrances
Remaining
Encumbered
500,000.00
159,305.30 32,741.20
307,953.50
38.41%
500,000.00
159,305.30 32,741.20
307,953.50
38.41%
Percent
Project
Expenditures
Funds
Expended/
Budget
To Date
Encumbrances
Remaining
Encumbered
43,000.00
24,777.49
16,939.00
1,283.51
97.02%
164,400.00
26,479.50
93,596.22
44,324.28
73.04%
1,200,000.00
-
-
1,200,000.00
0.00%
1,407,400.00
51,256.99
110,535.22
1,245,607.79
11.50%
QUARTERLY INVESTMENT REPORT
FOR THE QUARTER ENDED
DECEMBER 31, 2012
As of December 31, 2012, the total available funds of the City were $13,733,489. $8,157,220 was held
in an interest bearing checking account, $3,573,329 was invested with the State Board of
Administration and $2,002,940 in government securities. All the remaining investments in government
securities will mature during the next quarter. At the Investment Committee's last meeting on
November 28, 2012, it was decided to defer further purchases until after some resolution was seen on
the "fiscal cliff' issue. At this time, the obtainable yields for maturities less than three years are less
than the yield received on our checking account.
STATE BOARD OF ADMINISTRATION
CURRENT
INVESTMENT ALLOCATION PERCENT BALANCE
General Fund + Performance Deposits
51.56%
1,842,388.89
Discretionary Sales Tax Fund
23.94%
855,544.69
Riverfront Redevelopment Fund
2.81%
100,526.28
Parking In- Lieu -Of Fund
0.87%
31,076.50
Recreation Impact Fee Fund
0.57%
20,222.94
Law Enforcement Forfeiture Fund
1.67%
59,629.28
Golf Course Projects Fund
1.21%
43,414.56
Building Department Fund
10.23%
365,554.36
Cemetery Trust Fund
7.14%
254,971.64
Total
100%
3,573,329.14
CUSTODIAL ACCOUNT
H
YIELD TO
DATE OF
PURCHASE
12/31/2012
MATURITY
CUSH,
ASSET NAME
MATURITY
PURCHASE
PRICE
FAIR VALUE
DATE
NUMBER
U.S. Treasury Note
0.7917%
03/31/11
996,836.00
1,000,860.00
02/28/13
912828QK9
FHLB Note
0.8641%
03/31/11
1,002,670.00
1,002,080.00
03/27/13
313372RK2
TOTAL
$ 1,999,506.00
S 2,002,940.00
FUND ALLOCATION
General
$ 1,399,294.00
$ 1,401,697.18
69.98%
Discretionary Sales Tax
100,053.00
100,224.83
5.00%
Riverfront CRA
200,106.00
200,449.67
10.00%
Stormwater Revenue
100,053.00
100,224.83
5.00%
Building
200,000.00
200,343.48
10.00%
TOTAL
S 1,999,506.00
$ 2,002,940.00
100.00%
H
Memorandum
To: Mayor and City Council
Thru: Al Minner, City Manager
From: Kenneth W. Killgore, Director of Finance
Date: March 8, 2013
Re: I" Quarter Accomplishments Fiscal Year 2013
Enclosed please find the I" Quarter Accomplishments for City Departments as assembled and edited by the Administrative
Services Department for the three months ended December 31, 2013.
CITY CLERK
Legislative Support Matters
• Prepared agenda packets and minutes for five Regular City Council meetings, one joint workshop with City of
Fellsmere — attended six meetings for 10 hours.
• Six resolutions adopted, two failed.
• Three ordinances adopted.
• 14 resolutions adopted.
• One official document recorded with Clerk of Court.
• Five proclamations prepared and presented.
• Placed two legal notices in Press Journal.
• Placed two legal notices in the Press Journal.
• Provided monthly City calendars and revisions to Council, city staff and press.
• Provided monthly regional and county board meeting calendars to Council.
• Provided notice to regional boards and committees of new Council appointees.
• Coordinated attendance of clergy for Council meeting invocations.
• Distributed one City Code supplement.
• Prepared travel reimbursement for one Council Member for Advanced Institute for Elected Municipal Officials.
Records Management Program
• Responded to 50 public records request.
• 11 boxes of records that reached retention or were scanned & 15 bags of duplicate and OSA records
destroyed by Shred -It Recycling - 17 trees saved.
• Scanned into Laserfiche - 20 sets of minutes, 28 agenda packets, 6 Resolutions, 3 Ordinance, 7
agreements and 55 Cemetery files — 60 other documents.
• 591 Building Contractor Files and Permit Folders with Plans scanned by the Building Dept.
Election Matters
• All Candidate and PAC G2, G3 and G4 reports timely submitted as well as some termination reports.
• Advertised two general election ads.
• Coordinated use of city facility and AV staff for two candidate forums.
• Clerk assisted with setup and opened /closed for SOE staff for eight day early voting in City Council Chambers.
• Swore in two newly elected Council members at 11/14/12 regular meeting.
• Orientation documents prepared and conducted for one new Council member with City Manager and City Attorney.
• One plaque prepared for presentation for departing Council member.
�O
City Board Matters
• Filled eight board vacancies.
• Prepared eight certificates of appreciation for outgoing board members.
• RPM attended and recorded three Natural Resources Board meetings.
• Deputy City Clerk attended and recorded Treasure Coast Council of Local Government meeting in October and
November.
• Clerk coordinated and attended Treasure Coast Council Local Government Luncheon in Ft. Pierce in November.
• Arranged four gifts for Treasure coast Council of Local Government leadership change.
• Deputy City Clerk attended and recorded three Veterans Advisory Committee meetings.
Cemetery Matters
• Certificates of Interment Rights issued for 14 locations for a total of $17,200.
Community /Staff Matters
• Placed three courtesy ads in Press Journal.
• Responded to a -mails to the General City of Sebastian e-mail address and/or forwarded them to the appropriate
departments for response.
• Deputy Clerk and Records Program Manager volunteered at Sebastian Clambake.
• Clerk volunteered for Salvation Army.
• Clerk coordinated Mayor Hill's greeting of Justin Riney who visited Sebastian in 167 mile Indian River Lagoon
paddle to promote lagoon awareness.
• Clerk obtained IRC permit, Council approval and assisted with coordination of Christmas parade and prepared ads and
certificates of appreciation to sponsoring organizations and PD volunteers.
• RPM weekly update of City Hall marquee.
• Deputy Clerk swore in two police officers.
Personnel/Educational Matters
• RPM attended the Annual FACC Fall Academy in October and obtained CMC Certification in December.
ADMINISTRATIVE SERVICES
• Prepared the 4th Quarter 2012 Budget Amendment to the City Council.
• Submitted the approved 2013 Operating Budget to the Government Finance Officers Association Awards Program.
• Assisted Auditors with interim audit work.
• 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, 2012.
• Handled normal processing of payroll, accounts payable and cashiering.
• Hosted the Annual Awards Banquet in December.
• Coordinated the quarterly employee investment meetings with ICMA.
• Monitored and completed required grant paperwork on Airport and other grants.
• Monitored and approved payments on major contracts.
• Recruited, interviewed, and hired replacements for vacant positions.
C/)/
2
POLICE DEPARTMENT
Administration
• Incident Reports processed/dispersed to proper agencies and entered into IMC... 473
• Arrest Reports ( Juveniles) ................................... ............................... 11
• Arrests Reports ( Adults) ..................................... ............................... 78
• Accident Reports/Driver Exchanges processed, dispersed/entered into IMC....... 72
• Traffic Citations processed and entered into IMC ....... ............................... 205
(Civil — 153; Criminal — 37 ; Citation Arrests — 15; Voided - 0)
• Parking Citations processed, followed up and entered into IMC ..................... 8
• Warning Citations processed, followed up and entered into IMC ................... 691
• Subpoenas signed, processed and distributed ............. ............................... 205
• Traffic Enforcements ......................................... ............................... 583
• Code Violations, including parking ........................ ............................... 623
• Public Records Request: Oct. 26; Nov. 23; Dec. 41 ..... ............................... 90
• Conducted 911 Operator Interviews for open positions.
• Conducted interviews and hired a Crime Analyst/Accreditation Manager to fill an open position.
• Continued review of agency policies as per accreditation standards.
• Administration attended 5 Council meetings.
• Attended over 50 Law Enforcement related meetings and 15 public meetings and/or speaking engagements.
• Conducted 2 mock assessments for Commission for Florida Law Enforcement Accreditation.
• Attended over 40 hours of training.
• Assisted Ft. Pierce PD with promotional process.
Volunteers
• Volunteers worked a total of 2,321 hours during this quarter.
• 35 bank deposit details were made. This service is done to save time for City Hall employees.
• 2 traffic control details were assigned. These consist of directing traffic at City events, road closures, etc.
• 474 house watches /close patrols were completed.
• 68 vehicle transports were made consisting of taking the vehicles to different locations for repairs, etc.
• 226 business checks were made. These business checks are done and help 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 help to deter crime.
• 30 Airport checks were made. Again, the visibility helps to deter crime.
• 61 special details were assigned, there were no miscellaneous assist for law enforcement personnel.
• 95 paper runs, i.e.: State Attorneys Office, Sheriffs Office, etc. Volunteers pick up and deliver packages such as
council packages, State Attorney packets and whatever other items are needed.
• Assisted with traffic control on 5 traffic crash scenes.
• 1 warnings /ticket for handicapped parking and 0 warnings /tickets for other parking were issued.
• 54 citizen contacts and 417 miscellaneous jobs.
• 11 Funeral Escorts were done.
• Clam Bake and 5K Run in November 2 n 3`a and 4th — 10 Volunteers with a total of 147 hours.
• Christmas Parade December 1" — 7 Volunteers with a total of 28 hours.
• 5K Run — December 15th — 5 Volunteers with 15 hours.
Road Patrol and Special Operations
• Officers were dispatched to 3,704 calls for service, and self - initiated 9,590 events.
• 78 adult and 11 juvenile arrest were made.
• Officers issued 205 citations, 8 parking citations, and 691 written warnings.
• Officers completed 473 offense reports and 72 crash reports.
Citations Warnings Incidents Arrests
• Traffic Homicides (0)
• Boat Ofc (ID 447) Temporarily assigned to Road Patrol
• K -9 Ofc's 157 98 26 17
• TOTALS 157 98 26 17
• K -9 Usage /Activity Reports: 32
• K -9 Training hours 360 combined hours.
• K -9 Demonstrations 6
• K -9 Apprehensions 3 misdemeanor and 2 felony
• K -9 Narcotic Searches 14
Road Patrol and Special Operations have continued to professionally serve the community by patrolling the city in
order to deter crime and maintain the community policing philosophy. Officers and sergeants maintain their skills by
attending mandatory and advanced training throughout the year.
Investigations
• 41 cases were assigned. Numerous vehicle burglaries, residential burglaries, frauds, sexual battery, thefts, possession
of narcotics, stolen vehicle.
• 2 arrest and 11 warrants for arrests were obtained.
• 17 total cases were cleared.
• 48 reports /supplements were completed.
Communications Division
• 13,294 calls entered into C.A.D. (IMC) of that:
• 3,704 were dispatched calls for service
• 1,481 were Code Enforcement Initiated calls
• 6,755 were Officer Initiated calls
• 753 were Volunteer Initiated calls
• Total 911 calls received 2,521 of that the breakdown of the lines are as follows:
• Wireless 911 calls — 1,777 (cell phones)
• Wire -line 911 calls — 566 (residential and/or business land lines)
• VOIP 911 calls — 178
• 817 of the calls were transferred to other agencies
• 186 were hang -ups
• Total Admin Lines calls:
• Incoming 5,404
• Outgoing 2,775
• Transferred 726
• Training attended:
• 1 Light Duty Officer took State Certification Test
• I FDLE Regional Work Group Meeting
• 1 FDLE FALCON Training
• One set of Dispatcher interviews.
• Dispatchers received new shirts.
During this quarter as in all quarters, we assisted the Citizens 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. We take and
dispatch all non - emergency and emergency phone calls, as well as requests for Law Enforcement, Code Enforcement and
Volunteer services. We 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 services to non- residents by answering questions, giving phone
numbers, referring them to the proper agency, etc. We also assist other agencies with information and/or requests they may
have.
0
Alarm Assessments
• $720 in alarm permits
• $850 in false alarms fines
• 161 alarm responses by officers, 89 of these were false.
• 38 New permits issued.
Code Enforcement Division
• Issued 263 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.
• 77 property inspections for title companies and 136 sign violations.
• 868 Code Services.
• 474 re- inspections, 28 violations were not complied with, 123 were posted for abatement, 81 abated by vendors.
• 244 violations complied.
• 57 Liens filed, 17 liens released.
• 174 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.
• There were no calls for water violation during the first quarter.
PUBLIC WORKS DEPARTMENT
Engineering
Traffic Division
• Regulatory signs 126
• Warning Signs 74
• Guide signs 102
• Specialty signs 187 This includes Temp signs and Aframe/ Marquise signs setup for events.
• Pavement Markings. 600 Ft.
• Straightening /Maintenance 100hrs. This includes pothole repair.
Roads and Maintenance
• Weed eat and edge sidewalks on Barber St.
• Work on Schumann Tennis court Rest room.
• Weed eat along the railroad track on Schumann Dr. and Essex Ln.
• Repair lights on I.R.D.
• Clean up in the compound.
• Trim trees on Essex Ln.
• Work on lights at Main st boat ramp.
• Set up and close roads for Homecoming.
• Trim trees of stop sign at Rolling hill and Damask.
• Patch potholes throughout the City of Sebastian
• Trim trees off the road and sidewalk on Engler and Power line road.
• Install memorial benches in the parks.
• Repair flag pole light on 512.
• Repair dock lights at the Yacht Club.
• Weed eat and edge Power Line road.
• Repair road crossing at South Winbrow.
• Repair lights at Easy St Park.
• Repair lights on Pedestrian Bridges.
• Do the repairs at Fishermen Landing.
• Do repair at the Senior Center.
• Remove dead pine tree off the Golf course.
• Repair the net at the driving range.
• Mow and weed eat the ditch at the Golf course.
• Paint safety yellow at River view Park, Main St boat ramp, Yacht Club, Main St sidewalk and City Hall Complex.
• Pick up dead animals throughout the city.
• Work on elec. at Schumann tennis courts.
• Repair elec. at River view Park.
• Clean up after the contractors at the Schumann restrooms.
• Set up and brake for 5k run. e
• Set up and brake down for Clam bake.
• Pick up 200 phone books off Miller Dr.in the right of way.
• Install bricks at the War Memorial.
• Put dirt on edge of road after the roads where paved.
• Repair the sign on UsI I.
• Trim new shrubs off the road on Power line road.
• Repair the mailbox on 132 Pelican Island Place.
• Trim trees at the Golf course.
• Trim trees at Boys and Girls Club.
• Remove broken bench and install new one at the War memorial.
• Build catch basin for Storm Water on Phelps St.
• Edge and weed eat and clean quarter round on Easy St.
• Clean up trash on Delaware ay.
• Build catch basin for Thomas St.
• Work at the Airport for pavement removal.
• Build catch basin for Layport Dr.
• Repair catch basin at the Cemetery.
• Haul extra dirt out of the Cemetery from the graves that where dug.
• Bob M. helping at the Cemetery
• Clean up around the guardrails through out the city.
• Help storm water clean quarter round through out the city.
• Repair the fence at the Compound.
• Cut trees back off the road through out the city.
• Clean up Big Building.
• Repair clock at Riverview Park.
• Cut tree off stop signs through out the city.
• Cut ditch on 512 and New pack.
• Pick up tree debris after the ditch cleaning crew.
• Clean up the fill pile.
• Sweep Streets 100miles 4 dumps 3 fills.
Cemetery
• The Cemetery Division continued regular routine maintenance of mowing, weed eating and edging.
• Made necessary irrigation repairs.
• Marked out grave sites.
• Handled burials.
Parks and Recreation
• Set up and maintained Riverview Park for Clam Bake
• Assisted with Veterans Day and Pearl Harbor Day Ceremonies.
• Cancelled Halloween Costume Contest at Riverview Park due to weather
• Assisted with Christmas Parade & 5K Run.
• Maintained Christmas Tree and fountain at Riverview Park
• Installed mulch in medians on Sebastian Blvd.
• Repaired fence around playground at Riverview Park
• Repaired irrigation from Clambake damage at Riverview Park.
• Repaired fence at Friendship Park Tennis Courts
• Added surface material to Clay Courts at Friendship Park.
• Rewired pump for fountain in pond at Blossom Park.
• Repaired fence at football field.
• Replaced 2 tennis nets at Schumann Park.
• Rewired and installed new breakers for lights at Schumann Park.
• Installed new Pirate Ship Playground and 2 Shade Canopies at BSSC.
• Repaired ramps at Skate Park.
• Repaired irrigation damage from vehicles on U.S. 1 & Sebastian Blvd.
• Continued regular maintenance.
0/5-
6
Fleet Management
• The Fleet Management staff completed 301 repair work orders, 41 preventive maintenance services, and 37 service
calls, and 4 road trips.
• In addition to the in -house vehicle /equipment work orders, 43 vehicle and equipment repairs were scheduled and
completed by outside vendors.
• The Fleet Management Division has completed the following projects in the past quarter:
• Purchased:
• (3) pick -ups for Police and Public works.
• CAT Front End Loader for the Airport
• Large Mower for Parks
• The sale of vehicle /equipment using GovDeals.com sold for a net total of $36,423. (For a yearly total of $70,600)
• Completed the project for the installation of (1) 16 yd Dump bed on Public Works — PW -14 Dump Truck.
• Completed the RFP for outside repair services.
• Upgraded the Fleet Management Hurricane Manual.
• Fuel costs as of Dec. 31, 2012 are as follows:
• $3.26 per gallon of gasoline, increase of 4% over the past 90 days.
• $3.66 per gallon of diesel fuel, increase of 1 cent over the past 90 days.
Facilities Maintenance
• Removed old floor Fisherman's Landing
• Repaired A/C Fisherman's Landing
• Installed new carpet Fisherman's Landing
• Cleaned kitchen and tiles At Fisherman's Landing
• Liquid termite treatment Fisherman's Landing
• Repaired A/C Golf Course (squirrel fan for Eagles Nest)
• Repaired A/C Golf Course (repaired leak Eagles Nest)
• Painted men's and ladies restrooms at Golf Course
• Started new custodial Crew
• Conducted quarterly sprinkler tests
• Installed new doors and hardware senior center
• Repaired A/C Old City Hall (unit 1a shorted low voltage line)
• Clean tiles and carpeting City Hall
• Roof repairs City Hall
• Added timer for lighting control at airport (Lopresti Hanger)
• Continued daily maintenance, cleaning and repair of public work facilities
Stormwater
• Driveway replacements 34 for 1/4 round installation
• Pipe replacements
• 980 LF of 12" pipe
• Replaced two Road Crossings
• Bush Hog mowing — Stormwater park- Periwinkle, Stonecrop area — unit 17 retention ponds
• % round Maintenance — Easy Street, South Easy Street, Columbus and Toledo Streets
• Filled edge of road from Paving Project on Miller Drive
• Completed numerous complaints
GOLF COURSE
• Total revenue for 1St quarter: $358,518.
• Golf Rounds for Is` quarter: 11,608.
• Green Fee revenue for 1St quarter: $98,261.
• Cart Fee revenue for 1St quarter: $140,157, an increase of $1,379 over Fiscal 11 -12 1` quarter.
• Golf shop revenue for I" quarter: $12,913.
• Driving range revenue for 1St quarter: $7,916.
• Discount Card revenue for Is` quarter: $24,618.
• Club Rental & Club Storage revenue for 1St h quarter: $2,580, an increase of $178 over Fiscal 11 -12 1St
quarter.
• Computerized golf handicap revenue for I" quarter: $4,120.
• Rents & Royalty revenue for l St quarter: $6,794, an increase of $428 over the Is` quarter of FY2010 -11.
• Professional golf lesson revenue for 1St quarter: $410.
• Annual Membership /Initiation revenue for Ist quarter: $59,321, an increase of $1,378 over Fiscal 11 -12 ls`
quarter.
• Charity, Corporate and special Golf Tournaments for 1St quarter included Central Baptist Church (40 players),
Sebastian Itlian- American Club (132), The Tiki Bar Golf Tournament (137 players), St. Sebastian Church Tournament
(60 players) and The Sebastian Amateur (60 players).
• Charity, Corporate and Special Golf Tournaments scheduled for 2 "d quarter (2012 -13) include Sebastian River High
School Baseball Boosters Tournament, Sebastian Men's Golf Association President's Cup, Vista Gardens
Homeowners Association, 2"d Annual Michael Nichols Memorial Golf Tournament, Sebastian Eagles, Vista Del Mar
Homeowners Association.
• 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.
• Golf course condition in excellent shape, several customers frequently offered positive comments about condition of
golf course and overall shape and speed of greens. Small landscaping projects accomplished throughout the property
and around the clubhouse.
• Since inception of Sebastian River High School (beginning in 1994), SMGC served as the home golf course for the
Sebastian River High School Boy's and girls golf teams. PGA Director of Golf, Greg Gardner, has served as golf
coach since 1996. Boys team finished with a season record of 11 wins and 2 losses and one player, Cole Thompson,
qualified for the State Regional Championship.
• Addressed serious wild hog problem on golf course property.
• Created a 30- second commercial which will be aired on Comcast /Golf Channel (Sebastian to West Palm market)
mainly during key PGA Tour golf tournaments, which includes the Honda Classic, WGC Doral, Arnold Palmer
Invitational, TPC Sawgrass and The President's Cup.
BUILDING DEPARTMENT
• In the 1St quarter of this fiscal year a total of 23 new single- family homes were issued building permits. This is more
than twice as many that were reported in the 4`h quarter of last fiscal year. Other permits of significance include 4 new
mobile homes, no new commercial buildings, no commercial additions, 7 commercial alterations, 1 commercial build
out, 1 residential addition and 9 residential alterations. In all, only 427 building permits were issued in the I" quarter.
This is an approximately the same pace as in the fourth quarter with a distinct increase in residential construction that
is taking place in several PUD's.
• Total number of inspections for the 1St quarter was 1,276 for an averaEe of 22 inspections per working day. The
number of inspections this quarter is approximately the same as the 4t quarter of last fiscal year.
• The building department issued 15 certificates of occupancy for new single family residences during the 1 st quarter.
• A proposed ordinance revising Chapter 46 of the City Code of Ordinances entitled "Floods" was presented to the City
Council. The ordinance changes were promulgated by the mandatory adoption of new floodplain maps provided by
FEMA and changes to floodplain management regulations that were previously only contained in local ordinances that
are now found in the Florida Building Code. The adoption of the ordinance was necessary for continuation in the NFIP
program. The changes were approved at first and second readings and adopted by City Council.
• The following list the Business Tax Receipts that were issued in the 4th quarter: New Businesses -35, Renewals -164,
Transfers -5, Duplicates -1, Home Based Businesses -27, Commercial Businesses -10, Insurance Companies -3, and
Solicitor Permits -18. In addition, there have been 52 requests from lien/title companies for permit records on
properties within the city.
0
AIRPORT
• Monitored FDOT Grant opportunities.
• Coordinated activities of the Airport, Building Department and Planning and Zoning
• Continued review of established policies and procedures
Economic Development
Continued review of established policies and procedures.
Considered best management practices to accomplish the department's goals and objectives.
®R