HomeMy WebLinkAbout06172013BUD AgendaSEBASTIAN BUDGET REVIEW ADVISORY COMMITTEE
AGENDA
6:00 P.M. MONDAY —JUNE 17, 2013
CITY HALL
1225 MAIN STREET
1. Call to Order
2. Pledge of Allegiance
3. Roll Call
4. Approval of Minutes:
a. Meeting of March 18, 2013
5. Review Second Quarter Financial Report — As of March 31, 2013
6. Discussion of Police Car Usage /Numbers
7. Discussion of Member Interest or Concerns With the New Budget
8. Discuss Next Meeting Date (Monday, July 1, 2013)
9. Adjourn
Agenda Attachments:
Memorandum from Chairperson Ed Herlihy
Minutes for Meeting of March 18, 2013
Second Quarter Financial Report — As of March 31, 2013
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.
To: Members of the Sebastian Budget Review Committee
Copy: Al Minner, Ken Kilgore, Debbie Krueger
From: Edward H. Herlihy
Date: 6/11/2013
Re: Budget Meetings and considerations
It is that time of year again when the Budcom meets several times in a short period
of time to consider the new budget.
Meetings are scheduled for June 17, July 1, July 15 and August 5.
At our June 17 meeting, we will consider the second quarter financial results and a
discussion about police car usage /numbers with Police Chief Michelle Morris. We
also need to discuss any particular interests or concerns you may have with respect
to the upcoming budget. Please gather your questions for Mr. Minner so that staff
will have time to address them prior to the July 1 meeting.
At the July 1 meeting, the Budcom will receive a full -blown presentation of the new
budget by Mr. Minner. You will have a budget package prior to the meeting to
review. Please review that package in detail and prepare any questions or comments.
In the meantime, if you have questions or concerns, please contact Al Minner or Ken
Kilgore.
1
CITIZENS BUDGET REVIEW ADVISORY BOARD
MINUTES
6:00 P.M. MONDAY — MARCH 18, 2013
CITY COUNCIL CHAMBER, 1225 MAIN STREET, SEBASTIAN
Chairman Herlihy called the meeting to order at 6:00 p.m.
2. The Pledge of Allegiance was recited.
3. ROLL CALL:
Present:
Ed Herlihy Christine Vicars
Dionna Farmer Gary O'Hara
Not Present:
Tim Slaven(excused)
Bruce Hoffman (excused)
Harry Marshall (unexcused)
Also Present:
Don Wright, Vice Mayor
Al Minner, City Manager
Debra Krueger, Administrative Services Director
Ken Killgore, Finance Director
Jeanette Williams, Recording Secretary
Approval of Minutes:
a. Meeting of February 24, 2013
MOTION by Ms. Vicars and SECOND by Ms. Farmer to approve the February 24, 2013 minutes
passed with a voice vote of 4 -0.
5. Comments by City Manager
The City Manager stated the quarterly report looked good so far.
6. Review First Quarter Financial Report
The Finance Director directed the Board to the transmittal and resolution he plans to submit to
City Council outlining the budget changes in a new format. He explained the graphs depicted
areas of interest based on public comment; the fund summaries included three years of
comparison; the current City projects were listed in the capital project status report; and next
week there will be some maturities to invest even though there isn't much offered right now to get
a good rate of return.
He said the balance of the report was each Department's activities and offered to answer any
questions.
Citizens Budget Review Advisory Board
March 18, 2013
Page Two
Ms. Farmer complimented him on the easy to understand new format.
In response to Chairman Herlihy, the Finance Director said the new format will assist in
expediting the quarterly reports but cautioned the annual audit will always delay the first quarterly
report.
MOTION by Ms. Farmer and SECOND by Ms. Vicars to send the budget amendment to City
Council passed with a voice vote of 4 -0.
7. Discussion of any topics /ideas for upcoming budget
6:14 pm
6:25 pm
6:33 pm
Mr. O'Hara noted the City provides a lot of police service to the County and Roseland and
suggested the annexation of Roseland.
The City Manager stated he did not know where Council stood on that, but the initial wins would
quickly balance out the negatives. He noted the police services are reciprocal; it goes with the
territory with safety being the number one concern.
Mr. O'Hara explained if there was a serious crime on US 1 and our officers were injured in the
response, the City would be responsible; he did not want to abandon Roseland but if they had to
solely rely on the County, they would have problem.
The City Manager offered to pass Mr. O'Hara's comments along and report feedback.
Chairman Herlihy reported that Chief Morris would like to address the Board on the number of
police cars within the department and how their system operates.
Mr. O'Hara said he too spoke with Chief Morris, who said each officer is assigned a car per their
union contract and if taken away, they will lose officers so he wasn't sure how much money they
would be saving by sharing police cars.
The City Manager offered to have Chief Morris and Fleet Superintendent Greg Schmidt at the
next meeting to provide detail on the car policy and their thoughts behind the take -home cars.
He said the DST fund has helped with the police car change -out system.
Mr. O'Hara asked if money could be found to stop the furlough days. The City Manager said that
will probably be a key negotiation with PEA; it will be a struggle to replace the 5% budget gap; a
good number of PEA folks have accepted the furloughs; the biggest weakness will be the Building
Department with the increase of contractor demand. In the upcoming PEA negotiations, he would
like to discuss a shorter work week, not call it furloughs but a 1980 work week versus a 2080 work
week.
The City Manager said the Police Pension Board would be meeting tomorrow and they want to
discuss additional benefits in the pension plan. He said furloughs should be probed on the
police side if the work weeks are changed which will affect all retirement plans. He said a
decrease in salary with a normal work week could offset the increase the officers would like in
the pension plans. He cautioned that he did not know how the PBA or Council will react to this
suggestion.
Citizens Budget Review Advisory Board
March 18, 2013
Page Three
Vice Mayor Don Wright said there are a lot of things that will impact the budget to include what the
State is proposing for the retirement system that will affect the police pension plans; and he
expects the property tax revenue to be close to what it was last year.
6:38 pm
He said they should be careful about the spending plan without increasing taxes because he
didn't see the economy rebounding; there are a lot of maintenance items that need to be
included; everyone is concerned about the employee furlough days and lack of raises but during
the upcoming months the Board will need to be careful about where the income is coming from.
8. Discussion of next meeting date (Tuesday, June 17, 2013)
Chairman Herlihy suggested adding a meeting at the end of April /early May to discuss the Vice
Mayor's comments, some budget ideas, the police cars or other topics.
The City Manager offered to get a meeting scheduled for the first part of May and draft a memo
with Chairman Herlihy to the Board with some ideas and topics so they are proactive in the
process.
9. Being no further business, Chairman Herlihy adjourned the Citizens Budget Review Advisory
Board meeting at 6:40 p.m.
Citizens Budget Review Advisory Board Date
arf OF
SERAS!MN
HOME OF PELICAN ISLAND
City of Sebastian, Florida
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:
Al Minner, City Manager
Exhibits:
• Resolution No. R -13 -13
• Ouarterly Financial Re
City Attorney:
City Clerk:
Date Submitted: June 19, 2013
For Agenda of. June 26, 2013
for the Quarter Ended March 31, 2013
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.
No additional adjustments are necessary during the period requiring 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. This time, there were also a number of changes approved by the City
Council at regular meetings throughout the quarter. All these adjustments are summarized in Exhibit
"A" attached to the Resolution.
RECOMMENDED ACTION
Move to approve R- 13 -13.
RESOLUTION NO. R -13 -13
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, the City of Sebastian adopted Resolution No. R -13 -05 on March 27, 2013 documenting budget
changes during the quarter ending December 31, 2012; and
WHEREAS, an analysis of the revenues and expenditures for the three (3) months ended March 31, 2013
has indicated that no further approvals of adjustments are required 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 Jerome Adams
Councilmember Jim Hill
and, upon being put to a vote, the vote
The Mayor thereupon declared this Resolution duly passed and adopted this 26°i day of June 2013.
ATTEST:
Sally A. Maio, MMC
City Clerk
CITY OF SEBASTIAN, FLORIDA
IM
Mayor Bob McPartlan
Approved as to form and content for
reliance by the City of Sebastian only:
Robert A. Ginsburg,
City Attorney
EXHIBIT "A" of RESOLUTION R-13-13
SUMMARY OF BUDGET CHANGES -
___ FOR THE QUARTER ENDED MARCH 31, 2013
Amounts
C hancies Authorized by C i!Y Mane er:
!C6Fe-cfed a1pproved buldget to show the intended amount or t e Faga a Sign Program an�
Sewer Connection Program. I $
4,000
Transfer from Stormwater Division 1/4 round maintenance account to other contractual for
pepper tree removal 1 $
4,000
(Transfer from Fleet Maintenance operating accounts to capital equipment for replacement of
�a 13 year old tire changer that was not cost effective to repair. c $
3,929 i
Transfer from Roads Maintenance operating accounts to Training to learn about signage
requirements. $
440
Transfer from Golf Course contingency account to various accounts to cover advertising I
expenses, purchase of a vibratory plow, emergency electrical work at the cart barn and
extra _cost of scheduled equipment purchases. I $
18,057
!Transfer from Facilities Maintenance operating accounts for an air conditioner unit needed at
!the Senior Center. ! $
4,445
Appropriates insurance claim reimbursement for damages to the Cemetery arches to
account where repairs were charged. $
4,250
!Transfer from Roads Maintenance operating accounts to other contractural for cost of tree
removal. $
100
Transfer from City Clerk salaries account to small tools account for the purchase of two
scanners. $
846
_
Changes Approved by City Council: I
- - -- _
Established budget for Englar Street Paving at 01/23/13 meeting 1 $
36,173
Created budget for the Community Center Playground at 02/13/13 meeting.
$25,000
;Approved allocation for the Stormwater Master Plan Update at 02/27 /113 meeting $v32,500
J
Approved work on a sign inventory at 02/27/13 meeting. $�
,A _
14,500 E
—
Created budget for Senior Resources Survey at 03/14/13 meeting.!_ $
3,000 j
- _
!Additional Changes Submitted for City Council Approval
No changes are submitted at this time. I
i
r •°
HOME OF PELICAN ISLAND
QUARTERLY FINANCIAL REPORT
FOR THE QUARTER ENDED
MARCH 31, 2013
Prepared by
Administrative Services Department
CITY OF SEBASTIAN
QUARTERLY FINANCIAL REPORT
EXECUTIVE SUMMARY
OVERVIEW
THE OVERALL STATUS AT THE END OF THE 2 "'n QUARTER IS SATISFACTORY. GENERAL FUND REVENUES AND
EXPENDITURES GENERALLY APPEAR IN LINE WITH EXPECTATIONS AND CASH RESERVES ARE AT EXPECTED LEVELS
FOR THIS TIME OF THE YEAR, REVENUE COLLECTIONS AT BOTH THE GOLF COURSE AND BUILDING FUNDS ARE GOOD,
GENERALFUND
The graph below and left compares General Fund Revenues. Expenditures and Total Cash Reserves at the end of the current quarter to the end of the
prior fiscal year. Reserves Balances are at good levels for this point in the year. The graph below and right compares the 2 "d quarter of the current year
to the 2"' quarter of the prior 2 years. Revenues and amounts Expended appear in line with prior years' 2nd quarters and Reserves are at expected levels.
10,000,000
6,aaa;acrl
6,000,000
4,000,000
2,000,000 ...:
0
Revenues .pendad Reserves
9t=2012 9,684,999 - - 9,785,285 9.002,171 ---
3 V2013 5,637,015 1 4,637,152 1 5,602,034
7,000,000
5,000,000
5,000.000
4,000,000
3,000,000
2,000,000
1,000,000
Revenues
Expended Reserves
■3rd112011
5,635,405
4,872,057 6,375,748
036112012
5,314,684
4,932,667 5,484.454
031312013
5,637.015
1 4,837,152 5,802,034
The graph below and left shows collections through the 2"d 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 shores the percentage of Budgeted expenditures at the end of the 2nd quarter, The City Clerk's office is at
57.0% of budget due to annual renewals of equipment maintenance contracts and election costs. Administrative Services is at 54.6% due to payment of
annual audit fees and Non - Departmental is at 61.5% 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
2nd Qtr 2012 2nd Qtr 2013 2013 Budget 2013 Projection
❑ Electric Franchise SEiecfric Utifity Tax ■Half -cent Sales Tax ❑Totals of the Three
SPECIAL REVENUE FUNDS AND CAPITAL PROJECTS
For the most part, Special Revenue Funds provide the monies needed for capital projects. The graph below and left shows collections through the 2nd
quarter of the current year to the 2"d quarter of last year and shows the current annual budget and stafl's projection for this year for Local Option Gas
Taxes (LOOT), Discretionary Sales Tax (DST) and Stortriwater Fees. LIST collections are above budget expectations. 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 2 "a quarter. It reflects the cancellation of
the Cavcor paving project.
3 000 000
2.500.000
2,000.000
1,500000
1,000,000
500,000
LOU DST SlmTwater Fee
02nd Qtr 2012 82nd W 2013 02013 0udget 82013 ftiedixn
Page I of 2
2,000.,900
1,600,900
1,600,900
1, -000,009
1,200.,090
1,000,900
800,000
600,000 -
-0ao;aoa
200,000
0 .-
,01
0
tv fi�5 a� es c�FeZ6 a5�a+ t+t�
�5 stir°i e y`° des apco� ¢�
VIJ
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 "fax Bonds ($5,420.000 outstanding, maturing
4/01118) and the Stormwater Revenue Bonds ($3,505,000 outstanding, maturing 5/01122). The City also has a Bank Note for Street Repaving
($2,199,000 outstanding, maturing 12/01122) and a Sank Note For Golf Course Equipment ($51,9$3 outstanding, maturing 12/06 /15). The City i5 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 2 "d quarter to [lie end of the prior fiscal year. The
graph below and right compares Revenues, Expenses and Reserves for the 2 "d quarter of the current year to the 2nd quarter of the prior two years.
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
aw'000
600,000
400,000
200,000
0
1,3359,730
Reserves
53,923
1,ana,eaa
' l
I
MAO
I
l313V2011
�N 13112012
848,289
707.370
6aa,6aa
378,255
304,243
400,000
354,106
347,372
(57,744)
426,218 399,497 487,169
200,000
359,893 196,261 651,025
a
Revenues
Expended
Reserves
0 313112011
905,924
640,524
162.166)
■313112012
936,701
672.497
66,243
03MM13
942,867
766,909
53,923
AIRPORT
The graph below and left compares Airport Revenues, Expenses and Reserves at the end of the 2 "d quarter to the end of the prior fiscal year. The graph
below and right compares the 2 "d quarter of the current year to the 2 "d quarter of the prior two years. Reserves are net of liabilities For accrued leave
(about $63,000) but not long -term advances From other Funds. Receiving the DST construction advance during in 2011 caused reserves to appear high.
840,000
800; 000
400,060
200,000 _
9
Revenues Expended Reserves
9130/2012 645,579 _ 555,324 (84,860)
3/3112073 354,106 - 1 347,372 (57,744)
BUILDING
800.000
600,000
400,000
200,000
0
{2a6,o6a�
Reserves
Revenues Expended
406.000
l313V2011
�N 13112012
848,289
707.370
192,423
(47,006)
378,255
304,243
0 313112013
354,106
347,372
(57,744)
426,218 399,497 487,169
The graph below and left compares Building Department Revenues, Expenses and Reserves at the end of the 2"d quarter to the end of the prior fiscal
year. The graph below and right compares the 2 "d quarter of the current year to the 2nd quarter of the prior two years. 2"d quarter Revenues are higher
than received in the 2nd quarter for several years. Reserves are net of liabilities for accrued leave and advance payment of business taxes (about
$95,000).
800,000
66o-,0o-o-
406.000
200,000
- -
6
(200,900)
- Revenues Expended Reserves
9130!2012
426,218 399,497 487,169
3/3112013
359,893 196,261 651,025
Page 2 of 2
700.000
8010,000
500.660
400.090 IX
300,000
200,000
100,006
Revenues Evended Reserves
! 3/3112011 233,531 213,921 545,613
11319112012 241.6A 1 97.891 504,544
0313112013 359,893 196,281 851,925
CITY OF SEBASTIAN
FUND SUMMARIES
QUARTER ENDING 03/31/13
LOCAL OPTION GAS TAX
2009/2010
2010/2011
2011/2012
2012/2013
2012/2013
2012/2013
TAXES
2nd QTR
2nd QTR
2nd QTR
2nd QTR
ANNUAL
PERCENT
INTERGVT'L REVENUE
ACTUALS
ACTUALS
ACTUALS
ACTUALS
BUDGET
OF BUDGET
GENERALFUND
- 2,463,052
-1,144
-13
-85
-1,630
5.22%
TAXES
- 4,824,326
- 4,201,952
- 3,888,945
- 4,112,452
- 6,480,333
63.46%
LICENSES & PERMITS
- 16,813
- 12,425
- 13,226
- 18,731
- 28,950
64.70%
INTERGVT'L REVENUE
- 813,304
- 770,955
- 800,481
- 840,493
- 1,919,700
43.78%
CHARGES FOR SERVICE
- 151,601
- 134,576
- 145,027
- 180,828
- 373,347
48.43%
FINES AND FORFEITS
- 34,485
- 37,323
- 31,378
- 31,448
- 70,500
44.61%
MISC. REVENUE
- 106,343
- 109,813
- 90,058
- 173,966
- 269,113
64.64%
TRANSFERS IN
- 382,444
- 368,364
- 345,569
- 280,000
- 565,399
49.52%
FROM FUND BALANCES
-
-
-
-
- 31,481
0.00%
GENERAL FUND REVENUE
- 6,329,315
- 5,635,406
- 5,314,684
- 5,637,918
- 9,738,823
57.89%
CITY COUNCIL
22,278
21,584
22,836
24,175
51,717
46.74%
CITY MANAGER
116,187
104,272
108,976
109,899
233,387
47.09%
CITY CLERK
154,065
128,773
165,432
161,816
283,667
57.04%
LEGAL
50,925
48,917
48,855
40,180
102,360
39.25%
FINANCE /ACCOUNTING
247,835
246,059
257,341
261,466
478,561
54.64%
M.I.S. DIVISION
113,227
114,496
87,000
77,795
163,290
47.64%
POLICE TOTAL
2,214,526
2,208,726
2,174,169
2,094,730
4,199,206
49.88%
PUBLIC WORKS
1,670,847
1,451,628
1,504,453
1,472,606
3,205,770
45.94%
GROWTH MANAGEMENT
175,469
165,923
116,978
116,264
242,980
47.85%
NON - DEPARTMENTAL
491,361
381,680
446,648
478,222
777,885
61.48%
GENERAL FUND EXPENDITURES
5,256,721
4,872,057
4,932,687
4,837,152
9,738,823
49.67%
LOCAL OPTION GAS TAX
50,000
50,000
50,000
-
-
0.00%
TAXES
- 252,677
- 235,440
- 239,702
- 234,204
- 560,000
41.82%
INTERGVT'L REVENUE
-
-
-
-
-9,474
0.00%
MISC. REVENUE
- 2,463,052
-1,144
-13
-85
-1,630
5.22%
TRANSFERS IN
-
-
-
-
- 14,500
0.00%
FROM FUND BALANCES
-
-
-
-
175,000
0.00%
LOGT FUND REVENUE
- 2,715,729
- 236,584
- 239,715
- 234,289
- 585,604
40.01%
OPERATING EXPENSES
138,118
105,414
98,595
95,819
222,500
43.06%
DEBT SERVICE
1,180,439
132,207
132,783
122,241
243,076
50.29%
GRANTS AND AIDS
50,000
50,000
50,000
-
-
0.00%
TRANSFERS OUT
88,288
949,587
62,500
200,016
275,000
72.73%
TO FUND BALANCES
-
-
-
-
20,028
0.00%
LOGT FUND EXPENDITURES
1,456,846
1,237,208
343,878
418,075
585,604
71.39%
DISCRETIONARY SALES TAX
TAXES
- 972,596
- 978,640
- 1,012,949
- 1,067,515
- 2,414,900
44.21%
MISC. REVENUE
-9,726
-519
-2,221
-2,255
- 21,975
10.26%
TRANSFERS IN
- 222,000
-
-
-
-
0.00%
FROM FUND BALANCES
-
-
-
-
- 308,746
0.00%
DST FUND REVENUE
- 1,204,322
- 979,158
- 1,015,170
- 1,069,770
- 2,745,621
38.96%
TRANSFERS OUT
1,120,494
909,191
1,418,280
924,506
2,745,621
33.67%
DST EXPENDITURES
1,120,494
909,191
1,418,280
924,506
2,745,621
33.67%
RIVERFRONT REDEVELOPMENT FUND
MISC. REVENUE
-1,653
-1,450
-1,163
-301
-3,064
9.82%
TRANSFERS IN
- 430,036
- 297,620
- 255,069
- 266,323
- 264,809
100.57%
FROM FUND BALANCES
-
-
-
-
- 192,167
0.00%
RRD REVENUE
- 431,689
- 299,070
- 256,232
- 266,624
- 460,040
57.96%
OPERATING EXPENSES
52,674
60,134
65,325
65,596
114,040
57.52%
CAPITAL OUTLAY
4,024
-
-
-
-
0.00%
GRANTS AND AIDS
-
40,875
17,000
-
36,000
0.00%
TRANSFERS OUT
38,302
207,085
32,841
33,354
310,000
10.76%
RRD EXPENDITURES
95,000
308,094
115,166
98,950
460,040
21.51%
0
CITY OF SEBASTIAN
FUND SUMMARIES
QUARTER ENDING 03/31/13
2009/2010 2010/2011 2011/2012 2012/2013 2012/2013 2012/2013
2nd QTR 2nd QTR 2nd QTR 2nd QTR ANNUAL PERCENT
ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET
PARKING IN LIEU OF FUND
- 713,877
- 693,837
- 683,597
- 882,741
- 1,006,957
87.66%
MISC. REVENUE
-
-5,741
-6,909
-6,925
- 13,850
50.00%
FROM FUND BALANCES
-
-
-
-
- 26,482
0.00%
PARKING IN LIEU OF REVENUE
-
-5,741
-6,909
-6,925
40,332
17.17%
TO FUND BALANCES
-
-
-
-
40,332
0.00%
PARKING IN LIEU OF EXPENDITURE
-
-
-
-
40,332
0.00%
LAW ENFORCE FORFEITURE FUND
RECREATION IMPACT FEE FUND
FINES AND FORFEITS
-1,177
-800
-
-
-8,000
MISC. REVENUE
- 20,673
- 13,722
- 27,392
- 70,735
- 41,535
170.30%
FROM FUND BALANCES
-
-
-
-
- 313,465
0.00%
RECREATION IMPACT FEE REVENUE
- 20,673
- 13,722
- 27,392
- 70,735
- 355,000
19.93%
CAPITAL OUTLAY
-
-
-
5,523
-
0.00%
TRANSFERS OUT
16,586
57,254
89,755
100,591
355,000
28.34%
RECREATION IMPACT FEE EXPENSE
16,586
57,254
89,755
106,114
355,000
29.89%
STORMWATER UTILITY FUND
MISC. REVENUE
- 713,877
- 693,837
- 683,597
- 882,741
- 1,006,957
87.66%
FROM FUND BALANCES
-
-
-
-
- 47,551
0.00%
STORMWATER FUND REVENUE
- 713,877
- 693,837
- 683,597
- 882,741
- 1,054,508
83.71%
OPERATING EXPENSES
-
-
-
24,443
45,100
54.20%
TRANSFERS OUT
535,754
469,439
620,338
469,704
1,009,408
46.53%
STORMWATER FUND EXPENSE
535,754
469,439
620,338
494,147
1,054,508
46.86%
LAW ENFORCE FORFEITURE FUND
FINES AND FORFEITS
-1,177
-800
-
-
-8,000
0.00%
MISC. REVENUE
-4,922
-81
-85
-85
-2,125
3.98%
LAW ENFORCE FORFEITURE REVENUE
-6,099
-881
-85
-85
- 10,125
0.84%
OPERATING EXPENSES
4,079
1,260
-
-
-
0.00%
CAPITAL OUTLAY
-
5,881
-
-
-
0.00%
TO FUND BALANCES
-
-
-
-
10,125
0.00%
LAW ENFORCE FORFEITURE EXPENSE
4,079
7,141
-
-
10,125
0.00%
DST 2003 DEBT SERVICE FUND
MISC. REVENUE -1,287 -2,166 -5,759 -2,541 - 22,365 11.36%
TRANSFERS IN - 517,932 - 498,779 - 498,696 - 497,310 - 994,621 50.00%
FROM FUND BALANCES - - - - -1,137 0.00%
DST DEBT SERVICE FUND REVENUE - 519,219 - 500,945 - 504,454 - 499,852 - 1,018,123 49.10%
OPERATING EXPENSES 675 675 300 675 300 225.00%
DEBT SERVICE 889,947 897,841 915,138 925,596 1,017,823 90.94%
DST DEBT SERVICE FUND EXPENSE 890,622 898,516 915,438 926,271 1,018,123 90.98%
STORMWATER 2003 DEBT SERVICE FUND
MISC. REVENUE
-310
-110
-92
-373
-1,056
35.33%
TRANSFERS IN
- 219,120
- 219,439
- 219,261
- 219,704
- 439,408
50.00%
STORMWATER DEBT FUND REVENUE
- 219,430
- 219,549
- 219,353
- 220,077
- 440,464
49.96%
DEBT SERVICE
89,118
439,410
79,999
74,399
439,048
16.95%
TO FUND BALANCES
-
-
-
-
1,416
0.00%
STORMWATER DEBT FUND EXPENSE
89,118
439,410
79,999
74,399
440,464
16.89%
M m-
CITY OF SEBASTIAN
FUND SUMMARIES
QUARTER ENDING 03/31/13
AIRPORT
CHARGES FOR SERVICE
2009/2010
2010/2011
2011/2012
2012/2013
2012/2013
2012/2013
MISC. REVENUE
2nd QTR
2nd QTR
2nd QTR
2nd QTR
ANNUAL
PERCENT
TRANSFERS IN
ACTUALS
ACTUALS
ACTUALS
ACTUALS
BUDGET
OF BUDGET
GOLF COURSE FUND
-
-
-
-
-7,309
0.00%
CHARGES FOR SERVICE
- 841,700
- 871,224
- 903,172
- 839,781
- 1,357,775
61.85%
MISC. REVENUE
- 29,624
- 37,699
- 35,529
- 102,906
- 91,396
112.59%
GOLF COURSE FUND REVENUE
-871,324
,
-938,701
-942,687
-19449,171
65. 5 6
PERSONAL SERVICES
119,288
116,059
100,459
105,037
218,529
48.07%
OPERATING EXPENSES
147,617
174,526
182,600
201,141
345,669
58.19%
CAPITAL OUTLAY
-
4,699
25,311
58,176
-
0.00%
DEBT SERVICE
7,375
-
-
-
-
0.00%
TRANSFERS OUT
-
-
18,281
41,834
65,000
64.36%
TO FUND BALANCES
-
-
-
-
9,400
0.00%
ADMINISTRATION
274,280
295,285
326,651
406,188
638,598
63.61%
OPERATING EXPENSES
274,536
273,317
272,403
279,360
583,185
47.90%
CAPITAL OUTLAY
10,000
-
-
1,107
65,476
1.69%
DEBT SERVICE
-
-
-
5,518
15,638
35.28%
MAINTENANCE
284,536
273,317
272,403
285,985
664,299
43.05%
PERSONAL SERVICES
35,771
35,075
36,575
34,813
77,089
45.16%
OPERATING EXPENSES
42,492
36,948
36,868
41,923
69,185
60.60%
CAPITAL OUTLAY
-
-
-
-
-
0.00%
GOLF COURSE CARTS
78,263
72,023
73,443
76,737
146,274
52.46%
GOLF COURSE FUND EXPENSES
637,079
640,624
672,497
768,909
1,449,171
o
AIRPORT
CHARGES FOR SERVICE
- 20,628
-6,296
-8,152
-3,391
- 25,000
13.56%
MISC. REVENUE
- 753,943
- 639,993
- 370,102
- 350,715
- 413,319
84.85%
TRANSFERS IN
- 10,520
-
-
-
-
0.00%
FROM FUND BALANCES
-
-
-
-
-7,309
0.00%
AIRPORT REVENUE
-
-
-241,629
-
7 .4 o
PERSONAL SERVICES
109,895
104,233
115,616
85,695
176,456
48.56%
OPERATING EXPENSES
115,953
124,334
131,326
141,473
232,597
60.82%
CAPITAL OUTLAY
781,937
188,803
57,301
119,462
-
0.00%
DEBT SERVICE
-
-
-
-
16,575
0.00%
TRANSFERS OUT
-
290,000
-
-
-
0.00%
ADMINISTRATION EXPENSES
1,007,785
707,370
304,243
346,630
425,628
81.44%
OPERATING EXPENSES
-
-
-
742
20,000
3.71%
ECONOMIC DEVELOPMENT EXPENSES
-
-
-
742
20,000
3.71%
AIRPORT EXPENSES
-1,007,785
707,370
4 ,
445,628
77.95%
BUILDING
LICENSES & PERMITS
- 213,392
- 228,957
- 233,913
- 350,863
- 406,150
86.39%
CHARGES FOR SERVICE
-1,687
-1,809
-2,909
-5,964
-6,300
94.67%
FINES AND FORFEITS
-1,800
-1,859
-2,893
-1,871
-5,500
34.01%
MISC. REVENUE
-4,349
-906
-1,914
-1,194
-3,600
33.18%
BUILDING REVENUES
-
-
-241,629
-359,893
85.37%
PERSONAL SERVICES
178,298
166,374
152,891
155,264
319,884
48.54%
OPERATING EXPENSES
55,942
47,547
45,000
40,997
91,116
44.99%
TO FUND BALANCES
-
-
-
-
10,550
0.00%
BUILDING EXPENSES
5 o
CITY OF SEBASTIAN
GENERAL FUND DEPARTMENTS
QUARTER ENDING 03/31/13
2009/2010 2010/2011 2011/2012 2012/2013 2012/2013 2012/2013
2nd QTR 2nd QTR 2nd QTR 2nd QTR ANNUAL PERCENT
ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET
CITY COUNCIL
183,067
179,607
192,820
195,757
397,206
49.28%
PERSONAL SERVICES
11,390
11,382
11,381
11,370
22,745
49.99%
OPERATING EXPENSES
10,887
10,202
11,455
12,805
28,972
44.20%
CITY COUNCIL
22,278
21,584
22,836
24,175
51,717
46.74%
CITY MANAGER
92,566
91,289
56,712
54,803
117,955
46.46%
PERSONAL SERVICES
113,547
103,280
107,654
107,744
229,837
46.88%
OPERATING EXPENSES
2,640
992
1,323
2,155
3,550
60.70%
CITY MANAGER
116,187
104,272
108,976
109,899
233,387
47.09%
CITY CLERK
PERSONAL SERVICES
109,870
108,074
119,331
132,182
245,832
53.77%
OPERATING EXPENSES
44,195
20,699
46,101
29,634
37,835
78.32%
CITY CLERK
154,065
128,773
165,432
161,816
283,667
57.04%
LEGAL
226,575
219,736
250,547
222,329
497,327
44.70%
OPERATING EXPENSES
50,925
48,917
48,855
40,180
102,360
39.25%
LEGAL
50,925
48,917
48,855
40,180
102,360
39.25%
ADMINISTRATIVE SERVICES
PERSONAL SERVICES
183,067
179,607
192,820
195,757
397,206
49.28%
OPERATING EXPENSES
64,768
66,452
64,520
65,708
81,355
80.77%
ADMINISTRATIVE SERVICES
247,835
246,059
257,341
261,466
478,561
54.64%
M.I.S. DIVISION
PERSONAL SERVICES
92,566
91,289
56,712
54,803
117,955
46.46%
OPERATING EXPENSES
19,361
23,207
26,109
22,992
40,335
57.00%
CAPITAL OUTLAY
1,301
-
4,178
-
5,000
0.00%
M.I.S. DIVISION
113,227
114,496
87,000
77,795
163,290
47.64%
POLICE ADMINISTRATION
PERSONAL SERVICES
246,255
222,383
268,065
228,370
501,230
45.56%
OPERATING EXPENSES
64,807
58,270
54,384
57,729
103,685
55.68%
POLICE ADMINISTRATION
311,062
280,653
322,449
286,099
604,915
47.30%
POLICE PATROL
226,575
219,736
250,547
222,329
497,327
44.70%
PERSONAL SERVICES
1,012,813
1,056,008
1,066,989
1,084,028
2,060,690
52.61%
OPERATING EXPENSES
76,818
106,852
104,384
110,924
193,135
57.43%
CAPITAL OUTLAY
30,781
30,118
-
3,647
-
0.00%
POLICE PATROL
1,120,412
1,192,978
1,171,372
1,198,599
2,253,825
53.18%
CODE ENFORCEMENT DIVISION
PERSONAL SERVICES
54,274
63,825
69,950
67,532
143,719
46.99%
OPERATING EXPENSES
8,688
9,570
10,557
12,327
20,680
59.61%
CODE ENFORCEMENT DIVISIO
62,961
73,395
80,507
79,859
164,399
48.58%
POLICE INVESTIGATIONS
PERSONAL SERVICES
448,211
396,079
299,099
260,650
580,024
44.94%
OPERATING EXPENSES
45,304
44,965
48,814
47,194
98,716
47.81%
CAPITAL OUTLAY
0
919
1,381
-
-
0.00%
POLICE INVESTIGATIONS
493,515
441,963
349,293
307,844
678,740
45.36%
POLICE COMMUNICATIONS
PERSONAL SERVICES
225,764
217,385
246,402
220,518
489,592
45.04%
OPERATING EXPENSES
811
2,352
2,150
1,811
7,735
23.41%
CAPITAL OUTLAY
-
-
1,996
-
-
0.00%
POLICE COMMUNICATIONS
226,575
219,736
250,547
222,329
497,327
44.70%
0
CITY OF SEBASTIAN
GENERAL FUND DEPARTMENTS
QUARTER ENDING 03/31/13
ROADS AND DRAINAGE
PERSONAL SERVICES
348,775
300,433
304,269
301,576
622,687
48.43%
OPERATING EXPENSES
67,783
48,502
39,848
37,613
108,733
34.59%
CAPITAL OUTLAY
-
-
-
38,579
39,000
98.92%
ROADS AND DRAINAGE
416,558
348,935
344,117
377,769
770,420
49.03%
STORMWATER UTILITY DIVISION
-
-
-
-
63,561
0.00%
PERSONAL SERVICES
281,410
267,411
224,379
243,808
496,889
49.07%
OPERATING EXPENSES
190,379
211,810
218,870
118,032
405,890
29.08%
CAPITAL OUTLAY
1,572
-
-
-
1,200
0.00%
STORMWATER UTILITY DIVIS
473,362
479,220
443,249
361,841
903,979
40.03%
CENTRAL GARAGE
PERSONAL SERVICES
77,160
46,329
83,872
88,296
182,300
48.43%
OPERATING EXPENSES
17,534
13,579
8,879
8,160
20,537
39.74%
CAPITAL OUTLAY
12,000
-
1,006
3,929
3,929
100.00%
CENTRAL GARAGE
106,693
59,907
93,757
100,385
206,766
48.55%
FACILITIES MAINTENANCE
PERSONAL SERVICES
53,497
50,682
74,767
68,472
137,847
49.67%
OPERATING EXPENSES
60,778
44,562
43,917
51,377
110,331
46.57%
CAPITAL OUTLAY
-
-
-
12,487
44,445
28.10%
FACILITIES MAINTENANCE
114,275
95,243
118,684
132,336
292,623
45.22%
PARKS /RECREATION
PERSONAL SERVICES
361,490
310,741
315,962
310,808
652,045
47.67%
OPERATING EXPENSES
121,512
108,417
114,928
110,537
229,683
48.13%
CAPITAL OUTLAY
2,475
1,430
10,679
19,190
33,000
58.15%
PARKS /RECREATION
485,477
420,587
441,569
440,536
914,728
48.16%
CEMETERY
PERSONAL SERVICES
63,501
39,476
43,189
42,474
86,814
48.93%
OPERATING EXPENSES
10,981
8,260
11,089
17,265
30,440
56.72%
CAPITAL OUTLAY
-
-
8,800
-
-
0.00%
CEMETERY
74,482
47,736
63,078
59,739
117,254
50.95%
GROWTH MANAGEMENT
PERSONAL SERVICES
168,591
142,349
107,568
107,391
222,280
48.31%
OPERATING EXPENSES
6,878
23,574
9,410
8,873
20,700
42.87%
GROWTH MANAGEMENT
175,469
165,923
116,978
116,264
242,980
47.85%
NON - DEPARTMENTAL
PERSONAL SERVICES
11,095
8,154
80,717
60,571
210,981
28.71%
OPERATING EXPENSES
480,267
373,527
365,931
416,933
503,343
82.83%
GRANTS AND AIDS
-
-
-
718
-
0.00%
TRANSFERS OUT
-
-
-
-
63,561
0.00%
NON - DEPARTMENTAL
491,361
381,680
446,648
478,222
777,885
61.48%
TOTAL GENERAL FUND
PERSONAL SERVICES
3,863,279
3,614,885
3,673,124
3,586,351
7,400,673
48.46%
OPERATING EXPENSES
1,345,313
1,224,705
1,231,523
1,172,250
2,148,015
54.57%
CAPITAL OUTLAY
48,128
32,467
28,040
77,833
126,574
0.00%
GRANTS AND AIDS
-
-
-
718
-
0.00%
TRANSFERS OUT
-
-
-
-
63,561
0.00%
TOTAL GENERAL FLUND
5,256,721
4,872,057
4,932,687
4,837,152
9,738,823
49.67%
101
CAPITAL PROJECT STATUS REPORT
3/31/2013
FUND 310 GENERAL CAPITAL PROJECTS
Project
Number Description
A1310
Police Vehicle Replacement
A1311
Old City Hall Windows
A1312
FDLE Firewall
A1313
Diesel Fuel Tanks
A1314
Stormwater Equipment
FUND 320 CAPITAL IMPROVEMENT PROJECTS
Project
56,722.91 - (722.91)
Number
Description
C0921
Schumann Park Improvements
C1123
Bark Park Amenties
C1124
Lift Station - Riverview Park
C1125
Riverview Park Irrigation Fountains
A1222
Blueway Signage
A1223
Bleacher Shields
A 1224
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)
A1325
Community Center Playground
FUND 330 TRANSPORTATION CAPITAL PROJECTS
Project
56,722.91 - (722.91)
Number
Description
C1126
Presidental Streets
C1132
Gateway Enhancement
P0001
Road Paving
A1231
Cav Corp Enhancements
A1233
Indian River Drive Parking
A1234
Davis Street Sewer
A1330
Barber Street Bridge Repairs
FUND 363 STORMWATER IMPROVEMENT FUND
Project
Number Description
P0004 1/4 Round Swale Rehab
C1601 Stormwater Master Plan
FUND 455 AIRPORT PROJECTS
Project
56,722.91 - (722.91)
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
56,722.91 - (722.91)
101.29%
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
- 216,039.00 13,961.00
0.00%
321,000.00
56,722.91 216,039.00 48,238.09
17.67%
Percent
Project Expenditures Funds Expended/
Budget To Date Encumbrances Remaining Encumbered
246,460.00
239,945.77
5,377.26
1,136.97
97.36%
100,000.00
11,478.50
6,300.00
82,221.50
11.48%
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
99,718.00
4,566.69
25,715.31
76.71%
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
873.06
168,000.00
16,126.94
0.47%
25,000.00
-
-
25,000.00
0.00%
1,272,046.50
423,225.83
184,243.95
664,576.72
33.27%
Percent
Project Expenditures Funds Expended/
Budget To Date Encumbrances Remaining Encumbered
43,000.00 24,777.49
I6,939.00 1,283.51 57.62%
164,400.00 96,558.83
64,571.89 3,269.28 58.73%
Percent
Project
Expenditures
81,510.89 1,204,552.79 1.16
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%
363,615.57
239,570.28
-
124,045.29
65.89%
825,000.00
52,172.46
17,967.56
754,859.98
6.32%
125,000.00
55,117.74
2,500.00
67,382.26
44.09%
150,000.00
5,463.00
-
144,537.00
3.64%
60,000.00
-
-
60,000.00
0.00%
2,022,115.57
385,502.92
20,467.56
1,616,145.09
19.06%
Percent
Project Expenditures Funds Expended/
Budget To Date Encumbrances Remaining Encumbered
43,000.00 24,777.49
I6,939.00 1,283.51 57.62%
164,400.00 96,558.83
64,571.89 3,269.28 58.73%
Percent
Project
Expenditures
81,510.89 1,204,552.79 1.16
Funds
Expended/
Budget
To Date
Encumbrances
Remaining
Encumbered
467,500.00
280,445.80
66,180.70
120,873.50
59.99%
60,000.00
27,500.00
32,500.00
-
45.83%
527,500.00
307,945.80
98,680.70
120,873.50
58.38%
Percent
Project Expenditures Funds Expended/
Budget To Date Encumbrances Remaining Encumbered
43,000.00 24,777.49
I6,939.00 1,283.51 57.62%
164,400.00 96,558.83
64,571.89 3,269.28 58.73%
1,200,000.00 -
- 1,200,000.00 0.00%
1,407,400.00 121,336.32
81,510.89 1,204,552.79 1.16
TOTAL OF ALL PROJECTS 5,550,062.07 1,294,733.78 600,942.10 3,654,386.19 57.62%
QUARTERLY INVESTMENT REPORT
FOR THE QUARTER ENDED
MARCH 31, 2013
As of March 31, 2013, the total available funds of the City were $13,733,489. $9,295,096 was held in
an interest bearing checking account and $3,575,223 was invested with the State Board of
Administration. All of the remaining investments in government securities matured during the quarter.
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
INVESTMENT ALLOCATION PERCENT
General Fund + Performance Deposits
50.82%
Discretionary Sales Tax Fund
23.94%
Riverfront Redevelopment Fund
2.81%
Parking In- Lieu -Of Fund
0.93%
Recreation Impact Fee Fund
0.57%
Law Enforcement Forfeiture Fund
1.67%
Golf Course Projects Fund
1.89%
Building Department Fund
10.23%
Cemetery Trust Fund
7.14%
Total 100%
CURRENT
BALANCE
1,817,068.79
855,998.08
100,579.55
33,389.68
20,233.65
59,660.88
67,437.27
365,748.09
255,106.76
3,575,222.75
is
Memorandum
To: Mayor and City Council
Thru: Al Minner, City Manager
From: Kenneth W. Killgore, Director of Finance
Date: May 10, 2013
Re: 2nd Quarter Accomplishments Fiscal Year 2013
Enclosed please find the 2nd Quarter Accomplishments for City Departments as assembled and edited by the Administrative
Services Department for the three months ended March 31, 2013.
CITY CLERK
Legislative Support Matters
• Prepared agenda packets and minutes for six Regular City Council meetings, three CRA meetings, one Board of
Adjustment meeting — attended meetings for a total of 15.5 hours.
• Three resolutions adopted.
• One ordinance adopted, one ordinance passed on first reading.
• Five proclamations prepared and presented.
• Placed six 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.
• Provided notice to regional boards and committees of Council appointees.
• Coordinated attendance of clergy for Council meeting invocations.
• Prepared travel reimbursement for one Council Member for attendance to IEMO.
• Proofed and distributed two code book supplements.
Records Management Program
• Responded to 31 public records requests.
• 37 banker boxes of records that reached retention or were scanned & 15 bags of duplicate and OSA records destroyed
by Shred -It Recycling — 24 trees saved.
• Scanned into Laserfiche — 20 sets of minutes, 22 agenda packets, 3 Agendas Only, 4 Resolutions, 1 Ordinance, 2
agreements, 6 Election Documents, 1 Vehicle Document, 10 Cemetery files, and other documents.
Election Matters
• Pre - qualified one candidate for City Council in January.
• Prepared and posted Candidate Handbook for November 5, 2013 general election to website.
• Coordinated use of city facility by SOE for special Hospital District Election in January.
City Board Matters
• Filled two board vacancies.
• Prepared one certificates of appreciation for outgoing board members.
• City Clerk and Deputy recorded Jan and Feb CRA meetings.
• City Clerk and Deputy recorded Feb Board of Adjustment meeting.
• City Clerk recorded March CRA Meeting.
• RPM recorded Jan and Feb Natural Resources Board meetings.
• Deputy City Clerk recorded March Natural Resources Board meeting.
0
• RPM recorded Feb Budget Review Advisory Board meeting.
• Deputy recorded March Budget Review Advisory Board meeting.
• Deputy recorded Feb Veterans Advisory Board meeting.
• Deputy assisted with preparation for NRB Earth Day.
Cemetery Matters
• Certificates of Interment Rights issued for 11 locations for a total of $17,000.
Community /Staff Matters
• Responded to 60 a -mails to the General City of Sebastian e-mail address and/or forwarded to appropriate departments
for response.
• Deputy City Clerk weekly update of City Hall marquee.
• Clerk swore in one police officer.
• Deputy Clerk swore in two reserve police officers.
• Clerk and RPM volunteered at Fellsmere Frog Leg Festival.
Personnel/Educational Matters
• Deputy Clerk attended Laserfiche Version 9 Seminar in Winter Springs, FL — March 7.
• Deputy Clerk attended on site leadership training — Conflict Resolution — March 20.
• Reduced to two staff end of February for interim — new hire planned for summer.
ADMINISTRATIVE SERVICES
• Prepared the 1St Quarter 2013 Budget Amendment to the City Council.
• Worked with Auditors to complete the FY2012 audit and preparation of financial statements.
• Submitted FY2012 Comprehensive Annual Financial Report to the Government Finance Officers Association Awards
Program.
• Developed budget calendar for events that will keep preparation of the FY2014 budget on schedule.
• Handled normal processing of payroll, accounts payable and cashiering.
• 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.
POLICE DEPARTMENT
Administration
•
Incident Reports processed/dispersed to proper agencies and entered into IMC...
483
•
Arrest Reports ( Juveniles) ................................... ...............................
9
•
Arrests Reports ( Adults) ..................................... ...............................
91
•
Accident Reports/Driver Exchanges processed, dispersed/entered into IMC.......
96
•
Traffic Citations processed and entered into IMC ....... ...............................
207
(Civil — 141; Criminal — 31 ; Citation Arrests — 33; Voided - 2)
•
Parking Citations processed, followed up and entered into IMC .....................
5
•
Warning Citations processed, followed up and entered into IMC ...................
680
•
Subpoenas signed, processed and distributed ............. ...............................
251
•
Traffic Enforcements ......................................... ...............................
458
•
Code Violations, including parking ........................ ...............................
687
•
Public Records Request: Oct. 26; Nov. 23; Dec. 41 ..... ...............................
99
•
Conducted 911 Operator Interviews and hired 3 for open positions.
•
Hired 1 police officer to replace open position and 1 reserve police officer.
•
Continued review of agency policies as per accreditation standards.
•
Conducted 2 Mock assessments for Commission for Florida Law Enforcement Accreditation.
•
Administration attended 6 Council.
•
Attended over 30 Law Enforcement related meetings and 10 public meetings and/or speaking engagements.
•
Attended over 60 hours of training.
•
Completed a 12 week citizen's academy with 20 participants attending.
!1
Volunteers
• The Community Service Volunteers worked a total of 2,440 hours during this quarter.
• 41 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.
• 0 traffic control detail was assigned. These consist of directing traffic at city events, road closures, etc.
• 196 house watches /close patrols were completed.
• 37 vehicle transports were made consisting of taking the vehicles to different locations for repairs etc.
• 292 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.
• 185 area checks of banks were made. Visual marked units around the banks at various times helps to deter
crime.
• 71 Airport checks were made. Again the visibility helps to deter crime.
• 37 special details were assigned.
• 1 miscellaneous assist for law enforcement personnel.
• 133 paper runs i.e.: 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 3 traffic crash scene.
• 3 warnings for handicapped parking tickets issued and 1 warning for other parking issued.
• 38 citizen contacts.
• 446 Miscellaneous jobs.
• 56 hours of Funeral Escorts were done.
Road Patrol and Special Operations
• Officers were dispatched to 3,521 calls for service, and self - initiated 8,851 events.
• 91 adult and 9 juvenile arrest were made.
• Officers issued 207 citations, 5 parking citations, and 680 written warnings.
• Officers completed 383 offense reports and 96 crash reports.
Citations Warnings Incidents Arrests
• Traffic Homicides (0)
• Boat Ofc (ID 447) Temporarily assigned to Road Patrol
• K -9 Ofc's 137 101 13 11
• TOTALS 137 101 13 11
• K -9 Usage /Activity Reports: 15
• K -9 Training hours 360 combined hours.
• K -9 Demonstrations 6
• K -9 Apprehensions 3 misdemeanor and 2 felony
• K -9 Narcotic Searches 15
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
• 60 cases were assigned. Numerous vehicle burglaries, residential burglaries, frauds, sexual battery, thefts, possession
of narcotics, stolen vehicle.
• 3 arrest and 6 warrants for arrests were obtained.
• 26 total cases were cleared.
• 72 reports /supplements were completed.
101
Communications Division
• 12,536 calls entered into C.A.D. (IMC) of that:
• 3,539 were dispatched calls for service.
• 1,419 were Code Enforcement Initiated calls.
• 6,671 were Officer Initiated calls.
• 535 were Volunteer Initiated calls.
• Total 911 calls received 2,238 of that the breakdown of the lines are as follows:
• Wireless 911 calls — 1,660 (cell phones)
• Wire -line 911 calls — 395 (residential and/or business land lines)
• VOIP 911 calls — 175
• 749 of the calls were transferred to other agencies.
• 186 were hang -ups.
• Total Admin Lines calls:
• Incoming 10,785
• Outgoing 5,246
• Transferred 794
• Training attended:
• 1 Dispatcher IMC Training.
• 4 Dispatchers had to renew State Certification.
• 1 FDLE Regional Work Group Meeting.
• One set of Dispatcher interviews.
• 2 Dispatchers resigned, 3 Dispatchers were hired.
• FDLE Audit.
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.
Alarm Assessments
• $1,030 in alarm permits
• $400 in false alarms fines
• 162 alarm responses by officers, 73 of these were false.
• 72 New permits issued.
Code Enforcement Division
• Issued 268 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.
• 76 property inspections for title companies and 138 sign violations.
• 841 Code Services.
• 488 re- inspections, 43 violations were not complied with, 173 were posted for abatement, 53 abated by vendors.
• 222 violations complied.
• 48 Liens filed, 51 liens released.
• 173 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 quarter.
13
PUBLIC WORKS DEPARTMENT
Engineering
Traffic Division
• Regulatory signs 110
• Warning Signs 34
• Guide signs 79
• Specialty signs 96 This includes Temp signs and Aframe/ Marquise signs setup for events.
• Pavement Markings. 3000 Ft.
• Straightening /Maintenance. 60hra.This includes pothole repair.
Roads and Maintenance
• Built 8 catch basins for stormwater.
• Worked on Schumann Tennis court Rest room.
• Weed eat along the railroad track on Schumann Dr. and Essex Lane.
• Repair lights on I.R.D.
• Clean up in the compound.
• Work on lights at Main at boat ramp.
• Patch potholes throughout the City.
• Clean quarter round for stormwater.
• Trim trees at the golf course.
• Haul dirt to the airport and grade the ends of the taxi ways.
• Install new flag light at the war memorial at Riverview Park.
• Repair photo cell at Garden Club Park.
• Supply Bob M. to help at the Cemetery.
• Work on handicap parking spot at the Police Department.
• Install memorial benches in the parks.
• Set up and break down for the Fine Art Festival.
• Repair electric at Riverview Park.
• Repair welcome sign on the west end of 512 new light fixture and battery.
• Had concrete poured at Creative Playground. Hauled off old concrete and cleaned up and tied down the picnic tables. .
• Repaired lights at Easy Street Park.
• Picked up equipment for the garage.
• Trimmed trees off sidewalk on Easy Street.
• Put railing up on Orange Aveme after the pipe and sidewalk was repaired.
• Repaired golf course driving range net.
• Install new parking stops at street parking area at Capt Hiram's.
• Hauled brush out of the Cemetery.
• Repaired barricades.
• Worked on cemetery gate, arch and brick column.
• Replaced lights at the Skate Park.
• Cleaned up in the big building.
• Repair screen on the fence at the compound.
• Worked on sign inventory.
• Installed safety glasses cleaning station at the compound.
• Installed two cabinets in the break room at City Hall.
• Repaired Main Street parking lot.
• Painted safety yellow though out the City.
• Installed new signs at the Art and Senior Center.
• Made changes at the Senior Center.
• Repaired docks and lights at all City Docks...
• Picked up dead animals throughout the City.
• Put dirt on edge of road after roads were paved.
• Hauled extra dirt out of the Cemetery from the graves that were dug.
• Cleaned up around the guardrails and bridges approaches through out the City.
• Cut trees back off the road through out the City.
• Cut tree off stop signs through out the City.
Q5)
• Cut ditch on 512 and New park.
• Cleaned up the fill pile.
• Hauled dirt for the Golf Course.
• Installed all new light bulbs at Easy Street Park.
• Set up and break down for the Pelican Island. Festival.
• Bolted down the new tire changer.
• Repaired electric box at Riverview Park that got hit at the Pelican Island Festival.
• Repaired lights at the compound.
• Worked on pricing for sealing the parking spots at Capt Hiram's.
• Built two boxes for the Garage.
• Sweeper is broke.
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
• Replaced 11 irrigation valves on U.S.1 medians.
• Repaired 2 pumps & vehicle damage on U.S. 1 medians.
• Fertilized all turf areas on all City Properties and medians on U.S. 1 & Schumann Dr.
• Set up for rentals, replaced tables & chairs at Yacht Club.
• Zone tested all irrigation systems in the City.
• Replaced fountain pump, repaired playground, installed 2 new picnic tables and 4 new grills, graded volleyball courts
and repaired playground fence in Riverview Park.
• Set up and maintained Riverview Park for Fine Art & Music Festival, 4 Concerts in the Park, Craft Shows, Art Shows
and the Pelican Island Wildlife Festival.
• Delivered, set up and closed stage for Church event in Vero Beach.
• Delivered bleachers to S.R.H.S. ROTC.
• Installed 2 new grills, ran Easter Egg Hunt and set up for Sunrise Service at east Riverview Park by twin piers.
• Replaced 2 tennis nets, 4 basketball nets and repaired lighting at Schumann Park
• Repaired stairs, benches and removed exotic plants at Storm Water Park.
• Repaired fence at Bryant Court Park.
• Replaced touch control, 2 feature valves, low flow monitor and installed 2 new grills at Splash Pad. Replaced 2 lights
and repaired playground at Hardee Park
• Set up for 4 Chaplains Service and Veterans Day at Veterans Memorial.
• Treated for ants and repaired swing at George St. Park.
Fleet Management
• The Fleet Management staff completed 316 repair work orders, 48 preventive maintenance services, 15 service calls
and 7 road trips to pick up repair parts.
• In addition to the in -house vehicle /equipment work orders, 42 vehicle and equipment repairs were scheduled and
completed by outside vendors.
• The Fleet Management Division has completed the following projects in the past quarter:
• Prepared and put into service- (3) pick -ups for Police and Public Works. Emergency lights, radios, safety
equipment, tool boxes, decals /striping.
• The sales of vehicle /equipment using Gov /Deals.com sold for a net total of $7,308 and between (3/2012 —
3/2013) for a total of $79,413.48.
• Purchase (1) ton Pick -up for Stormwater Dept.
• Fuel costs as of April 1, 2013 are as follows:
• $3.27 per gallon of gasoline, increase of .003% over the past 90 days.
• $3.57 per gallon of diesel fuel, increase of 2.5% over the past 90 days.
Facilities Maintenance
• Repaired A/C Golf Course (east a/c hallway Eagles Nest).
• Conducted quarterly sprinkler tests.
• Repaired A/C Old City Hall (art center condenser fan).
• Replaced and repaired condenser coil for #2 A/C Senior Center.
• Replaced 1.5" water service to Art and Senior Center.
• Pumped septic tank and replace lift station pump Hardee Park.
• Overhead door repair maintenance building at Golf Course.
• Completed annual backflow inspection.
• Completed annual fire alarm inspection.
• Repaired A/C City Hall (MIS server room A /C).
• Reprogrammed A/C RTU -ps2 at Police Station.
• Set up and tear down tables and seating for meetings in Council Chambers.
• Continued monthly preventive maintenance on lift stations and A/C filter replacement.
• Continued daily maintenance, cleaning and repair of all public work facilities.
Stormwater
• 37 driveway culverts replaced.
• Pipe replacements
• 1325 LF of 12" pipe
• 250 LF of 18" pipe
• 130 LF of 24" pipe
• 2 catch basins installed.
• 4 side ditches piped.
• '/< round maintenance.
• Mowed Stormwater Park.
• Cut back right of way.
• Vac Truck — 23 driveway culverts, 3 road crossings.
GOLF COURSE
• Total revenue for 2nd quarter: $521,049.
• Golf Rounds for 2nd quarter: 16,636
• Green Fee revenue for 2nd quarter: $231,005.
• Cart Fee revenue for 2nd quarter: 239,277.
• Golf shop revenue for 2 "d quarter: $15,862.
• Driving range revenue for 2nd quarter: $16,682.
• Discount Card revenue for 2nd quarter: $7,419.
• Club Rental & Club Storage revenue for 2nd quarter: $1,168, an increase of $201 over Fiscal 11 -12 2 "d quarter.
• Computerized golf handicap revenue for 2 "d quarter: $700, an increase of $140 over Fiscal 110 -12 2nd quarter.
• Rents & Royalty revenue for 2 "d quarter: $6,580.
• Professional golf lesson revenue for 2 "d quarter: $1,626, an increase of $378 over Fiscal 11 -12 2 "d quarter.
• Annual Membership /Initiation revenue for 2 "d quarter: $1,747.
• Charity, Corporate and special Golf Tournaments for 2 "d quarter included New Year's Day Golf Tournament (120
players) Sebastian River High School Baseball Boosters Tournament (40 players), Sebastian Men's Golf Association
President's Cup, Vista Gardens Homeowners Association (90 players), 2 "d Annual Michael Nichols Memorial Golf
Tournament (148 players), Sebastian Eagles (72 players), Vista Del Mar Homeowners Association (60 players),
Sebastian Elks Lodge (80 players).
• Charity, Corporate and Special Golf Tournaments scheduled for 3Td quarter (2012 -13) include Sebastian Rotary, St.
Sebastian Catholic Church, Sebastian Orioles, Brevard Rugby, Sebastian Chamber of Commerce, Piper Aircraft &
Sandy's Grille.
• 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.
• Tee re- leveling project completed on #17 (white tee). Due to several factors, this tee became extremely unlevel since
summer of 2001. Entire tee had sod removed, earth was leveled with appropriate slope and sod was replaced.
Customers offered numerous positive comments about this project.
• Entered in free advertising agreement with Cumulus Radio in which Golf Course will receive 200 radio
advertisements.
• 2nd Annual Michael Nichols Memorial Golf Tournament was a huge success. 148 players participated and over $6,000
was raised toward the Alex P. Nichols Trust Fund.
!b
7
BUILDING DEPARTMENT
• For the second quarter of this fiscal year a total of 47new single - family homes were issued building permits. This is
more than twice as many that were reported in the first quarter of this fiscal year and more than 4 times as many
reported in the fourth quarter of last fiscal year. Other permits of significance include 0 new mobile homes, 1 new
commercial building, 0 commercial additions, 8 commercial alterations, 1 commercial build out, 2 residential
additions and 18 residential alterations. In all, 745 building permits were issued in the second quarter. This is a 57%
increase over the number of permits issued in the first quarter. Residential construction in the PUD's continues to be
strong and permitting in other areas has picked up as well.
• Total number of inspections for the fourth quarter was 2047 for an average of 35 inspections per working day. The
number of inspections has increased by approximately 62% in comparison to the first quarter of this fiscal year.
• The Building Department issued 16 certificates of occupancy for new single family residences during the second
quarter.
• The Building Department, in conjunction with Planning and Zoning, has implemented the Veteran's Assistance
Program. Eleven eligible applicants have received site visits from the Building Official to assess repairs requested.
Estimate forms were prepared and distributed to all eligible applicants for their use in obtaining bids from licensed
contractors. A number of bids have been awarded to contractors through the program and work is progressing. So far,
the program has been very successful in helping our veterans that are in need.
• The following lists the Business Tax Receipts that were issued in the second quarter: New Businesses -28, Renewals -
16, Transfers -5, Duplicates -2, Home Based Businesses -12, Commercial Businesses -16, Insurance Companies -0, and
Solicitor Permits -15. In addition, there have been 51requests from lien/title companies for permit records on properties
within the city.
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.
10-7