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12-13-FY 4th Quarter
RESOLUTION NO. R- 13 -43 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, the City of Sebastian adopted Resolution No. R -13 -13 on June 26, 2013 documenting budget changes during the quarter ending March 31, 2013; and WHEREAS, the City of Sebastian adopted Resolution No. R -13 -17 on August 28, 2013 documenting budget changes during the quarter ending June 30, 2013; and WHEREAS, an analysis of the revenues and expenditures for the three (3) months ended September 30, 2013 indicated an additional adjustment is required by the City Council; and WHEREAS, the City Council and City Manager have previously approved any other 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. "file 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 All resolutions or parts of resolutions in conflict herewith are hereby repealed.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 Hill Tile motion was seconded by COUneilmeimber McPartlan and, upon being put to a vote, tine vote was as follows: Mayor Bob McPartlan Vice -Mayor Jim Hill Councilmember Andrea Coy Councilmember Jerome Adams Councilmember Richard Gillmor aye aye absent aye ave The Mayor thereupon declared this Resolution duly passed and adopted this i P" day of December 2013. ATTEST.: Sally A. Maui. MMC City Clerk CITY OF SEBASTIAN. FLORIDA By. 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 SUMMARY OF BUDGET k FOR THE QUARTER l SEPTEMBER 30,2013 Changes Authorized by City Manager: Adjustment to close Road Paving, Indian River Drive Parking and Handicap Pier projects. Transfer from other Stormwater Maintenance Division operating accounts to purchase mower, rather than repair the old one at an estimated cost of $1,849. Transfer from other Stormwater Maintenance Division operating accounts to purchase concrete saw. Transfers between various accounts in MIS Division to do network audit, travel expenses and broadcast expenses that exceeded amounts budgeted. Transfer between City Clerk accounts to allow purchase of scanners needed for the records management program. Transfer between accounts in Parks and Recreation Division to cover the cost of repairs to the irrigation systems. Transfers between Airport accounts to cover expenses that exceeded amounts budgeted. Amounts S 87,986 S 2.584 $ 1,200 $ 5,000 S 1,800 S 2.342 S 8,845 Transfers between accounts in the Administrative Services Division to cover expenses that exceeded amounts budgeted. S Adjust for insurance claims versus proceeds and asset sales versus auction fees. $ Transfers between accounts in the Cemetery Division to cover the cost of relocating the road at the cemetery. S Transfer from account allocated for maintenance of Fisherman's Landing for a dumpster. S Transfers between accounts in the Cemetery Division to cover the cost of engineering work relating to relocating the road at the cemetery. $ Transfers between Cemetery Division accounts to cover the cost of repairs to a mower. S Transfer in City Clerk Division from Legal Ads account to cover Court Filing Fees. $ Transfer between maintenance accounts in the Airport Fund to correctly charge expenses. S Transfer between various accounts in the Police Department to correctly charge expenses. $ Adjust budget to use Greer Donation funds to replace a sick K -9. $ Transfers between accounts in Economic Development Division to cover advertising cost. $ 3,687 23,533 5,500 5,500 1,000 2,432 150 2.400 6,050 3;925 3,326 Adjustment to properly record receipt and disbursement of State Funds designated for the Police Officers Pension Fund. S 145.961 Adjustment to close completed projects (Creative Playground; Multi -use Field Lighting and Volley Ball Court Lighting.) $ 61,342 Adjustment to close the Cav Corp Project in the DST Fund. S 491.845 Adjustment to close the Runway Markings project. $ 5,531 Adjustment to close the FDLE Firewall project. S 2,139 Adjustment to close the 2013 Quarter Round project. $ 7,789 Changes Approved by City Council: Adjust budget for Airport Drive East project to amounts authorized by the FAA. S 275,000 Adjust budget to bid amount on the Barber Street Bridge Guardrail Replacement project. S 7.040 Additional Changes Submitted for City Council Approval: At year end, General Fund departments only expended 93.7% of the total budget but some departments exceeded budget due to uncontrollable or unanticipated expenses. These included Administrative Services short $7,000 due to leave payouts on a departing employee and drug testing and background check expenditures: Police Department short $88,242 resulting from overtime caused by absences due to work - related injuries and overages in the gas & oil accounts: and Planning Department short 514.295 due to expenditures on site plan reviews. S 109,537 CITY OF SEBASTIAN QUARTERLY FINANCIAL REPORT EXECUTIVE SUMMARY OVERVIEW THE OVERALL STATUS AT THE END OF THE 4TH QUARTER IS GOOD. GENERAL FUND REVENUES AND EXPENDITURES ARE IN LINE WITH EXPECTATIONS AND CASH RESERVES ARE AS EXPECTED. REVENUE COLLECTIONS AT THE GOLF COURSE AND AIRPORT ARE CLOSE TO LAST YEAR. BUILDING FUND REVENUES ARE SUBSTANTIALLY EXCEEDING PRIOR YEARS. GENERAL FUND 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. Calculated Reserves balances increased by $467,287 over the year but may be adjusted when audited. The graph below and right compares the 4th quarter of the current year to the 4th quarter of the prior 2 years. Amounts Expended appear in line with prior years' and Revenues increased to result in an increase in Reserves. 12,000,000 10,000,000 8,000,000 6,000,000 4,000,000 2,000,000 0 Revenues Expended Reserves 9/30/2012 9,684,999 9,785,285 5,002,171 9/30/2013 10,218,238 9,750,951 5,469,458 12,000,000 10,000,000 8,000,000 6,000,000 4,000,000 2,000,000 0 i 2,000,000 - Expended 1,500,000 - 1,000,000 500,000 � Reserves Revenues °`sooGas.��e�`oc`GFtP 0913012011 10,079,906 10,589,848 5,101,733 "0, °�aVo��pQ O`S�e� 0913012012 9,685,015 9,785,301 5,002,171 M9/30/20131 10,218,238 1 9,750,951 5,469,458 The graph below and left shows collections through the 4th 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 $161,000 of additional revenue above budget was received from those three sources. The graph below and right shows the percentage of budgeted expenditures by department at the end of the 4th quarter. In total, all departments expended 97.3% of amounts budgeted. 4,000,000 3,500,000 3,000,000 2,500,000 2,000,000 1,500,000 1,000,000 500,000 0 4th Qtr 2012 4th Qtr 2013 2013 Budget 2014 Projection ® Electric Franchise ■ Electric Utility Tax ■ Half -cent Sales Tax OTotals of the Three 97 oGtH Pa � �e�J5c pope � s�z9a �`a 5\ c 600006Pa � eg 0 UM G �o 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 4th quarter of the current year to the 4th quarter of last year and shows the current annual budget and staffs projection for next year for Local Option Gas Taxes (LOGT), Discretionary Sales Tax (DST) and Stormwater Fees. DST collections were 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 4th quarter. It reflects the large unexpended amounts for the Main Street Access Road Grant, Fish House, Presidential Streets, and Davis Street. 3,000,000 2,500,000 2,000,000 1,500,000 1,000,000 500,000 LOGT DST Stormater Fee 114th Qtr 2012 04th Qtr 2013 02013 Budget 0 Projection 2,500,000 2,000,000 1,500,000 - 1,000,000 500,000 � 0 ooaHSa\0�.��� °`sooGas.��e�`oc`GFtP °`et�e mQaA� g�o�o C� °oa "0, °�aVo��pQ O`S�e� Page I of 2 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 ($4,600,000 outstanding, maturing 4/01/18) and the Stormwater Revenue Bonds ($3,215,000 outstanding, maturing 5/01/22). The City is working on refunding all these bonds with Bank Notes. At 9/30/13, the City also has a Bank Note for Street Repaving ($2,099,000 outstanding, maturing 12/01/22) and a Bank Note for Golf Course Equipment ($42,972 outstanding, maturing 12/06/15). A $299,050 Bank Note for Golf Carts was given on 11/07/13. 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 4`h quarter to the end of the prior fiscal year. The graph below and right compares Revenues, Expenses and Reserves for the 4`h quarter of the current year to the 0 quarter of the prior two years. Reserves are net of liabilities for accrued leave and advance payment of fees (about $118,000). 1,400,000 ' r 1,200,000 ,1 1,000,000 800,000 600,000 I - -- 400,000 - - - -- - 200,000 0 (200,000) - Revenues Expended Reserves 9/30/2012 1,354,042 1,380,797 (159,446) 9/302013 1,264,696 1,398,798 (319,061) t,soo,aoo 1,000,000 500,000 0 (500,000) 00,000 600,000 Revenues Expended Reserves 400,000 800,000 ■9/30/2011 1,331,596 1,217,001 (132,691) - :91302012 1,354,042 1,380,797 (159,446) (200,000) ©91302013 1,284,696 1,398,798 (319,081) 678,771 628,701 (66,093) AIRPORT The graph below and left compares Airport Revenues, Expenses and Reserves at the end of the 4`h quarter to the end of the prior fiscal year. The graph below and right compares the 4`h quarter of the current year to the 4`h quarter of the prior two years. Reserves are net of liabilities for accrued leave (about $57,000) but not long -term advances from other Funds. The hangar project caused higher revenue and expended amounts for 2011. 1,000,000 00,000 600,000 1,000,000 / 400,000 800,000 - 200,000 - 200,000 (200,000) Revenues Expended Reserves 9/302012 678,771 628,701 (66,093) (200,000) 9/302013 794,498 809,024 (80,618) 1,200,000 1,000,000 800,000 600,000 400,000 200,000 0 (200,000) Revenues Expended Reserves 09/302011 862,676 1,067,940 (116,163) ■9/302012 678,771 628,701 (66,093) ®9/302013 794,498 809,024 (80,618) BUILDING The graph below and left compares Building Department Revenues, Expenses and Reserves at the end of the 4`h quarter to the end of the prior fiscal year. The graph below and right compares the 4`h quarter of the current year to the 4`h quarter of the prior two years. 4`h quarter Revenues are higher than received in the 4th quarter for several years due to increased activity. Reserves are net of liabilities for accrued leave and advance payment of business taxes (about $98,000). 800,000 1 600,000 400,000 200,000 _ "! 0 � tt:i/ - 11 i, (200,000) Revenues Expended Reserves 9/302012 426,443 399,855 487,394 6/302013 710,960 423,100 775,254 Page 2 of 2 800,000 600,000 400,000 200,000 0 Revenues Expended Reserves 09/302011 405,010 463,718 460,806 ■9/302012 426,443 399,855 487,394 ©9/302013 710,960 423,100 775,254 CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 9/30/13 CITY COUNCIL 2009/2010 2010/2011 201112012 2012/2013 2012/2013 201212013 CITY MANAGER 4TH QTR 4TH QTR 4TH QTR 4TH QTR ANNUAL PERCENT CITY CLERK ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET GENERAL FUND REVENUE 104,585.93 98,712.39 94,718.34 95,774.86 102,360.00 94% TAXES - 7,400,140.54 - 6,733,189.56 - 6,320,546.78 - 6,608,301.56 - 6,568,575.00 101% LICENSES & PERMITS - 32,982.00 - 23,645.50 - 22,430.50 - 45,499.50 - 28,950.00 157% INTERGVT'L REVENUE - 1,997,119.26 - 2,002,031.90 - 2,078,685.56 - 2,215,443.45 - 2,065,661.00 107% CHARGES FOR SERVICE - 282,530.01 - 260,838.43 - 290,950.76 - 370,905.70 - 380,899.00 97% FINES AND FORFEITS - 71,415.06 - 80,653.18 - 52,307.38 - 60,189.17 - 70,500.00 85% MISC. REVENUE - 285,633.26 - 242,820.70 - 227,378.04 - 352,499.75 - 310,314.00 114% TRANSFERS IN - 764,888.00 - 736,727.00 - 692,716.00 - 565,399.00 - 565,399.00 100% FROM FUND BALANCES 0.00 0.00 0.00 0.00 - 31,481.00 0% GENERAL FUND REVENUES - 10,834,708.13 - 10,079,906.27 - 9,685,015.02 - 10,218,238.13 - 10,021,779.00 102% CITY COUNCIL 48,017.05 47,059.42 49,224.38 49,608.05 51,717.00 96% CITY MANAGER 249,378.37 232,468.82 223,899.19 228,375.27 233,387.00 98% CITY CLERK 292,968.30 272,885.92 301,394.48 269,992.27 283,667.00 95% LEGAL 104,585.93 98,712.39 94,718.34 95,774.86 102,360.00 94% ADMINISTRATIVE SERVICES 489,025.12 481,050.21 478,043.38 485,361.87 485,561.00 100% M.I.S. DIVISION 265,375.28 274,796.85 161,526.33 161,616.17 163,290.00 99% TOTAL POLICE DEPARTMENT 4,968,164.04 5,073,183.87 4,515,750.62 4,435,260.97 4,435,934.00 100% TOTAL PUBLIC WORKS 3,541,757.74 3,201,253.78 3,112,210.93 3,038,250.18 3,226,780.00 94% GROWTH MANAGEMENT 410,050.32 349,387.54 237,574.77 235,652.38 237,665.00 99% NON - DEPARTMENTAL 622,565.28 559,049.39 610,958.10 751,059.40 801,418.00 94% GENERAL FUND EXPENDITURES 10,991,887.43 10,589,848.19 9,785,300.52 9,750,951.42 10,021,779.00 97% LOCAL OPTION GAS TAX - 2,912,912.65 - 2,365,241.17 - 2,491,405.61 - 2,614,014.94 - 2,378,679.00 110% TAXES - 595,746.07 - 557,929.65 - 550,702.22 - 551,238.83 - 560,000.00 98% INTERGVT'L REVENUE - 18,559.00 - 9,353.00 - 9,353.00 - 9,474.00 - 9,474.00 100% MISC. REVENUE - 2,453,442.45 - 9,624.53 - 2,301,061.35 -46.75 - 1,630.00 3% TRANSFERS IN 0.00 0.00 0.00 - 14,500.00 - 14,500.00 100% FROM FUND BALANCES 0.00 0.00 0.00 0.00 - 166,096.00 0% LOGT FUND REVENUES - 3,067,747.52 - 576,907.18 - 2,861,116.57 - 575,259.58 - 751,700.00 77% OPERATING EXPENSES 274,523.46 209,591.29 224,404.81 219,338.94 222,500.00 99% DEBT SERVICE 1,256,960.39 264,463.23 2,330,741.99 243,199.81 243,076.00 100% GRANTS AND AIDS 50,000.00 50,000.00 50,000.00 0.00 0.00 0% TRANSFERS OUT 189,031.64 1,386,944.68 124,257.59 266,095.50 266,096.00 100% TO FUND BALANCES 0.00 0.00 0.00 0.00 20,028.00 0% LOGT FUND EXPENDITURES 1,770,515.49 1,910,999.20 2,729,404.39 728,634.25 751,700.00 97% DISCRETIONARY SALES TAX 539,543.58 0.00 0.00 6,562.18 5,500.00 119% TAXES - 2,328,150.17 - 2,358,675.83 - 2,464,240.07 - 2,587,903.75 - 2,414,900.00 107% MISC. REVENUE - 25,315.91 - 5,377.34 - 27,165.54 - 26,111.19 - 21,975.00 119% TRANSFERS IN - 559,446.57 - 1,188.00 0.00 0.00 0.00 0% FROM FUND BALANCES 0.00 0.00 0.00 0.00 58,196.00 0% DST FUND REVENUES - 2,912,912.65 - 2,365,241.17 - 2,491,405.61 - 2,614,014.94 - 2,378,679.00 110% TRANSFERS OUT 2,492,641.90 2,120,894.54 2,099,275.43 1,921,864.28 2,378,679.00 DST FUND EXPENDITURES 2,492,641.90 2,120,894.54 2,099,275.43 1,921,864.28 2,378,679.00 81% RIVERFRONT REDEVELOPMENT FUND MISC. REVENUE - 6,835.50 - 9,418.61 - 13,440.27 - 7,511.61 - 3,064.00 245% TRANSFERS IN - 429,730.02 - 297,619.74 - 255,068.85 - 266,323.21 - 264,809.00 101% FROM FUND BALANCES 0.00 0.00 0.00 0.00 - 192,167.00 0% RRD REVENUES - 436,565.52 - 307,038.35 - 268,509.12 - 273,834.82 - 460,040.00 60% OPERATING EXPENSES 113,981.62 98,494.08 108,065.02 104,472.40 108,540.00 96% CAPITAL OUTLAY 539,543.58 0.00 0.00 6,562.18 5,500.00 119% GRANTS AND AIDS 15,369.60 78,424.05 32,902.81 20,583.00 36,000.00 57% TRANSFERS OUT 69,718.18 356,899.45 104,457.84 66,175.09 310,000.00 21% RRD EXPENDITURES 738,612.98 533,817.58 245,425.67 197,792.67 460,040.00 43% CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 9/30/13 200912010 2010/2011 2011/2012 2012/2013 2012/2013 201212013 4TH QTR 4TH QTR 4TH QTR 4TH QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET PARKING IN LIEU OF FUND MISC. REVENUE 0.00 - 12,631.70 - 13,833.40 - 13,972.08 - 13,850.00 101% FROM FUND BALANCES 0.00 0.00 0.00 0.00 - 26,482.00 0% PARKING IN LIEU OF REVENUES 0.00 - 12,631.70 - 13,833.40 - 13,972.08 - 40,332.00 35% TO FUND BALANCES 0.00 0.00 0.00 0.00 40,332.00 0% PARKING IN LIEU OF EXPENDITURES 0.00 0.00 0.00 0.00 40,332.00 0% RECREATION IMPACT FEE FUND MISC. REVENUE - 38,131.17 - 49,471.78 - 62,888.89 - 169,869.04 - 41,535.00 409% FROM FUND BALANCES 0.00 0.00 0.00 0.00 - 240,423.00 0% RECREATION IMPACT FEE REVENUES - 38,131.17 - 49,471.78 - 62,888.89 - 169,869.04 - 281,958.00 60% OPERATING EXPENSES 0.00 0.00 0.00 2,430.00 0.00 0% CAPITAL OUTLAY 0.00 5,117.54 0.00 5,522.91 0.00 0% TRANSFERS OUT 19,298.85 302,478.22 217,854.15 306,210.69 281,958.00 109% RECREATION IMPACT FEE EXPENDITURES 19,298.85 307,595.76 217,854.15 314,163.60 281,958.00 111% STORMWATER UTILITY FUND MISC. REVENUE - 870,750.41 - 816,412.38 - 813,004.25 - 1,007,220.94 - 1,006,957.00 100% FROM FUND BALANCES 0.00 0.00 0.00 0.00 - 45,096.00 0% STORMWATER UTILITY FUND REVENUES - 870,750.41 - 816,412.38 - 813,004.25 - 1,007,220.94 - 1,052,053.00 96% OPERATING EXPENSES 96.52 103.72 8,348.18 72,980.87 45,100.00 162% TRANSFERS OUT 1,057,207.91 954,995.58 1,087,257.29 1,007,374.83 1,006,953.00 100% STORMWATER UTILITY EXPENDITURES 1,057,304.43 955,099.30 1,095,605.47 1,080,355.70 1,052,053.00 103% LAW ENFORCE FORFEITURE FUND FINES AND FORFEITS - 19,533.00 - 880.00 - 5,268.37 0.00 - 8,000.00 0% MISC. REVENUE - 6,016.30 -26.09 - 9,290.94 - 492.82 - 2,125.00 23% LAW ENFORCE FORFEITURE REVENUES - 25,549.30 - 906.09 - 14,559.31 - 492.82 - 10,125.00 5% OPERATING EXPENSES 6,014.52 1,599.96 12,238.98 1,219.00 0.00 0% CAPITAL OUTLAY 0.00 5,881.00 0.00 0.00 0.00 0% GRANTS AND AIDS 0.00 0.00 0.00 500.00 0.00 0% TO FUND BALANCES 0.00 0.00 0.00 0.00 10,125.00 0% LAW ENFORCE FORFEITURE EXPENDITURES 6,014.52 7,480.96 12,238.98 1,719.00 10,125.00 17% DST 2003 DEBT SERVICE FUND MISC. REVENUE - 7,037.96 - 5,746.86 - 4,994.51 - 4,817.66 - 22,365.00 22% TRANSFERS IN - 1,162,586.37 - 1,015,787.40 - 1,016,206.15 - 1,012,795.20 - 994,621.00 102% FROM FUND BALANCES 0.00 0.00 0.00 0.00 - 1,137.00 0% DST 2003 REVENUES - 1,169,624.33 - 1,021,534.26 - 1,021,200.66 - 1,017,612.86 - 1,018,123.00 100% OPERATING EXPENSES 675.00 675.00 300.00 675.00 300.00 225% DEBT SERVICE 1,023,787.51 1,018,936.76 1,022,066.76 1,017,481.76 1,017,823.00 100% DST 2003 EXPENDITURES 1,024,462.51 1,019,611.76 1,022,366.76 1,018,156.76 1,018,123.00 100% STORMWATER 2003 DEBT SERVICE FUND MISC. REVENUE - 454.04 - 127.93 - 174.45 - 617.68 - 1,056.00 58% TRANSFERS IN - 476,221.03 - 440,018.07 - 439,673.91 - 439,829.63 - 439,408.00 100% STORMWATER DEBT FUND REVENUES - 476,675.07 - 440,146.00 - 439,848.36 - 440,447.31 - 440,464.00 100% DEBT SERVICE 438,360.00 440,077.00 440,289.50 439,089.50 439,048.00 100% TO FUND BALANCES 0.00 0.00 0.00 0.00 1,416.00 0% STORMWATER DEBT FUND EXPENDITURES 438,360.00 440,077.00 440,289.50 439,089.50 440,464.00 100% CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 9/30/13 OPERATING EXPENSES 2009/2010 2010/2011 2011/2012 2012/2013 201212013 2012/2013 CAPITAL OUTLAY 4TH QTR 4TH QTR 4TH QTR 4TH QTR ANNUAL PERCENT DEBT SERVICE ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET GOLF COURSE FUND 539,986.12 549,689.42 568,243.04 568,265.13 664,299.00 86% CHARGES FOR SERVICE - 1,263,859.73 - 1,298,369.63 - 1,310,963.72 - 1,224,340.82 - 1,357,775.00 90% MISC. REVENUE - 43,772.10 - 33,226.20 - 43,078.21 - 40,354.99 - 91,396.00 44% TRANSFERS IN 0.00 0.00 0.00 0.00 0.00 0% GOLF COURSE FUND REVENUES - 1,307,631.83 - 1,331,595.83 - 1,354,041.93 - 1,264,695.81 - 1,449,171.00 87% PERSONAL SERVICES 256,724.05 222,571.43 210,704.14 218,035.06 218,529.00 100% OPERATING EXPENSES 384,966.34 393,931.51 425,761.59 417,862.12 345,669.00 121% CAPITAL OUTLAY 0.00 0.00 0.00 - 104,189.99 0.00 0% DEBT SERVICE 21,699.64 0.00 0.00 0.00 0.00 0% TRANSFERS OUT 0.00 0.00 39,002.07 60,661.24 65,000.00 93% TO FUND BALANCES 0.00 0.00 0.00 0.00 9,400.00 0% TOTAL ADMINISTRATION EXPENSES 663,390.03 616,502.94 675,467.80 592,368.43 638,598.00 93% OPERATING EXPENSES 539,986.12 549,689.42 568,243.04 566,091.25 583,185.00 97% CAPITAL OUTLAY 0.00 0.00 0.00 0.00 65,476.00 0% DEBT SERVICE 0.00 0.00 0.00 2,173.88 15,638.00 14% TOTAL MAINTENANCE EXPENSES 539,986.12 549,689.42 568,243.04 568,265.13 664,299.00 86% PERSONAL SERVICES 76,380.84 74,709.37 73,423.81 70,043.25 77,089.00 91% OPERATING EXPENSES 64,258.26 63,540.90 63,661.95 64,921.66 69,185.00 94% CAPITAL OUTLAY 0.00 0.00 0.00 103,200.00 0.00 0% TOTAL CARTS EXPENSES 140,639.10 138,250.27 137,085.76 238,164.91 146,274.00 163% TOTAL GOLF COURSE EXPENSES 1,344,015.25 1,304,442.63 1,380,796.60 1,398,798.47 1,449,171.00 97% AIRPORT CHARGES FOR SERVICE - 19,113.23 - 16,924.03 - 17,205.46 - 9,643.33 - 25,000.00 39% MISC. REVENUE - 379,847.21 - 372,837.16 - 422,505.93 - 427,980.26 - 413,319.00 104% TRANSFERS IN - 10,520.13 0.00 0.00 0.00 0.00 0% FROM FUND BALANCES 0.00 0.00 0.00 0.00 - 7,309.00 0% AIRPORT REVENUES - 409,480.57 - 389,761.19 - 439,711.39 - 437,623.59 - 445,628.00 98% PERSONAL SERVICES 233,677.06 229,190.22 208,175.24 170,203.00 176,456.00 96% OPERATING EXPENSES 559,635.34 573,388.93 884,199.66 613,371.84 229,779.00 267% CAPITAL OUTLAY 0.00 0.00 0.00 0.00 2,818.00 0% DEBT SERVICE 8,550.00 8,550.00 16,575.00 16,575.00 16,575.00 100% TRANSFERS OUT 9,001.13 290,000.00 0.00 0.00 0.00 0% TOTAL ADMINISTRATION EXPENSES 810,863.53 1,101,129.15 1,108,949.90 800,149.84 425,628.00 188% OPERATING EXPENSES 0.00 0.00 0.00 19,928.72 20,000.00 TOTAL ECONOMIC DEVELOPMENT EXPENSES 0.00 0.00 0.00 19,928.72 20,000.00 100% TOTAL AIRPORT EXPENSE 810,863.53 1,101,129.15 1,108,949.90 820,078.56 445,628.00 184% BUILDING DEPARTMENT FUND LICENSES & PERMITS - 342,200.18 - 390,851.59 - 407,721.98 - 688,656.16 - 406,150.00 170% CHARGES FOR SERVICE - 2,945.41 - 4,573.21 - 5,124.83 - 12,831.83 - 6,300.00 204% FINES AND FORFEITS - 10,755.26 - 4,954.18 - 5,738.00 - 4,037.36 - 5,500.00 73% MISC. REVENUE - 14,386.87 - 4,996.30 - 7,633.19 - 5,434.43 - 3,600.00 151% BUILDING DEPARTMENT REVENUES - 370,287.72 - 405,375.28 - 426,218.00 - 710,959.78 - 421,550.00 169% PERSONAL SERVICES 375,457.97 366,796.39 311,877.46 334,686.08 319,884.00 105% OPERATING EXPENSES 121,342.19 103,975.63 87,977.29 88,413.72 91,116.00 97% TO FUND BALANCES 0.00 0.00 0.00 0.00 10,550.00 0% BUILDING DEPARTMENT EXPENSES 496,800.16 470,772.02 399,854.75 423,099.80 421,550.00 100% CITY OF SEBASTIAN GENERAL FUND DEPARTMENTS QUARTER ENDING 9/30113 2009/2010 201012011 2011/2012 2012/2013 2012/2013 2012/2013 4TH QTR 4TH QTR 4TH QTR 4TH QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET CITY COUNCIL PERSONAL SERVICES 22,413.42 22,746.84 22,745.64 22,723.76 22,745.00 100% OPERATING EXPENSES 24,819.73 24,312.58 26,478.74 26,884.29 28,972.00 93% CAPITAL OUTLAY 783.90 0.00 0.00 0.00 0.00 0% TOTAL 48,017.05 47,059.42 49,224.38 49,608.05 51,717.00 96% CITY MANAGER 87,356.90 82,516.53 78,081.01 84,932.76 84,638.00 100% PERSONAL SERVICES 243,715.74 229,006.77 220,243.59 224,306.41 229,837.00 98% OPERATING EXPENSES 5,662.63 3,462.05 3,655.60 4,068.86 3,550.00 0% TOTAL 249,378.37 232,468.82 223,899.19 228,375.27 233,387.00 98% CITY CLERK 44,833.28 43,142.30 38,642.02 47,534.90 42,599.00 112% PERSONAL SERVICES 240,519.04 242,477.77 247,926.74 229,172.94 239,982.00 95% OPERATING EXPENSES 52,449.26 30,408.15 53,467.74 36,816.29 39,635.00 93% CAPITAL OUTLAY 0.00 0.00 0.00 4,003.04 4,050.00 0% TOTAL 292,968.30 272,885.92 301,394.48 269,992.27 283,667.00 95% LEGAL OPERATING EXPENSES 104,585.93 98,712.39 94,718.34 95,774.86 102,360.00 94% TOTAL 104,585.93 98,712.39 94,718.34 95,774.86 102,360.00 94% ADMINISTRATIVE SERVICES 2,531.36 9,000.00 0.00 7,500.00 0.00 0% PERSONAL SERVICES 401,668.22 398,533.68 399,962.37 400,429.11 400,923.00 100% OPERATING EXPENSES 87,356.90 82,516.53 78,081.01 84,932.76 84,638.00 100% TOTAL 489,025.12 481,050.21 478,043.38 485,361.87 485,561.00 100% M.I.S. DIVISION 183,270.02 224,204.55 220,863.50 229,517.47 194,667.00 118% PERSONAL SERVICES 203,324.56 231,289.93 117,621.31 114,081.27 115,455.00 99% OPERATING EXPENSES 44,833.28 43,142.30 38,642.02 47,534.90 42,599.00 112% CAPITAL OUTLAY 17,217.44 364.62 5,263.00 0.00 5,236.00 0% TOTAL 265,375.28 274,796.85 161,526.33 161,616.17 163,290.00 99% POLICE ADMINISTRATION PERSONAL SERVICES 671,784.95 649,180.00 669,549.43 635,683.87 647,191.00 98% OPERATING EXPENSES 107,639.47 112,909.42 100,981.09 89,335.18 107,610.00 83% CAPITAL OUTLAY 2,531.36 9,000.00 0.00 7,500.00 0.00 0% TOTAL 781,955.78 771,089.42 770,530.52 732,519.05 754,801.00 97% POLICE PATROL PERSONAL SERVICES 2,319,598.54 2,395,857.77 2,185,020.98 2,183,233.99 2,103,973.00 104% OPERATING EXPENSES 183,270.02 224,204.55 220,863.50 229,517.47 194,667.00 118% CAPITAL OUTLAY 31,731.03 31,924.80 812.00 4,483.00 0.00 0% TOTAL 2,534,599.59 2,651,987.12 2,406,696.48 2,417,234.46 2,298,640.00 105% CODE ENFORCEMENT DIVISION PERSONAL SERVICES 111,852.04 139,837.52 142,209.76 139,892.30 143,719.00 97% OPERATING EXPENSES 21,107.69 19,487.82 23,155.45 22,917.22 20,680.00 0% TOTAL 132,959.73 159,325.34 165,365.21 162,809.52 164,399.00 99% POLICE INVESTIGATIONS PERSONAL SERVICES 954,641.34 912,572.67 598,853.96 549,229.56 580,024.00 95% OPERATING EXPENSES 86,482.70 89,177.91 99,773.43 100,748.36 98,716.00 102% CAPITAL OUTLAY 1,770.00 3,152.56 1,380.95 0.00 0.00 0% TOTAL 1,042,894.04 1,004,903.14 700,008.34 649,977.92 678,740.00 96% POLICE COMMUNICATIONS PERSONAL SERVICES 473,306.69 479,978.76 464,406.20 464,848.47 533,019.00 87% OPERATING EXPENSES 2,448.21 5,900.09 6,748.23 7,871.55 6,335.00 124% CAPITAL OUTLAY 0.00 0.00 1,995.64 0.00 0.00 0% TOTAL 475,754.90 485,878.85 473,150.07 472,720.02 539,354.00 88% CITY OF SEBASTIAN GENERAL FUND DEPARTMENTS QUARTER ENDING 9/30/13 2009/2010 2010/2011 201112012 2012/2013 201212013 2012/2013 4TH QTR 4TH QTR 4TH QTR 4TH QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET ROADS AND DRAINAGE 596,385.80 536,239.85 456,842.44 469,592.91 494,457.00 95% PERSONAL SERVICES 758,643.68 673,723.75 623,761.21 617,722.51 621,687.00 99% OPERATING EXPENSES 123,464.63 113,982.59 113,357.38 111,451.84 103,233.00 108% CAPITAL OUTLAY 32,281.30 1,665.00 0.00 38,579.25 39,000.00 0% TOTAL 914,389.61 789,371.34 737,118.59 767,753.60 763,920.00 101% STORMWATER UTILITY DIVISION PERSONAL SERVICES 596,385.80 536,239.85 456,842.44 469,592.91 494,457.00 95% OPERATING EXPENSES 457,621.65 489,067.09 465,276.39 331,059.18 402,106.00 82% CAPITAL OUTLAY 1,571.89 0.00 1,185.00 3,782.82 4,984.00 0% TOTAL 1,055,579.34 1,025,306.94 923,303.83 804,434.91 901,547.00 89% FLEET MAINTENANCE 0.00 0.00 3,413.45 717.97 0.00 0% PERSONAL SERVICES 163,772.52 116,266.61 174,211.05 181,492.67 182,300.00 100% OPERATING EXPENSES 34,904.02 26,550.60 19,555.20 17,640.89 20,537.00 86% CAPITAL OUTLAY 12,000.00 0.00 1,005.75 3,929.00 3,929.00 0% TOTAL 210,676.54 142,817.21 194,772.00 203,062.56 206,766.00 98% FACILITIES MAINTENANCE PERSONAL SERVICES 115,018.94 110,977.18 140,720.38 129,976.23 137,847.00 94% OPERATING EXPENSES 120,306.60 113,192.38 105,539.51 105,835.02 110,331.00 96% CAPITAL OUTLAY 0.00 0.00 2,414.00 18,161.80 44,445.00 0% TOTAL 235,325.54 224,169.56 248,673.89 253,973.05 292,623.00 87% PARKS /RECREATION PERSONAL SERVICES 747,688.44 677,068.36 650,016.92 617,928.86 652,045.00 95% OPERATING EXPENSES 230,092.11 226,768.10 226,488.21 227,422.97 245,683.00 93% CAPITAL OUTLAY 5,419.42 11,438.88 12,128.88 19,190.32 17,000.00 0% TOTAL 983,199.97 915,275.34 888,634.01 864,542.15 914,728.00 95% CEMETERY PERSONAL SERVICES 122,322.12 85,696.77 87,376.57 107,068.99 106,424.00 101% OPERATING EXPENSES 20,264.62 18,616.62 23,532.05 37,414.92 40,772.00 92% CAPITAL OUTLAY 0.00 0.00 8,799.99 0.00 0.00 0% TOTAL 142,586.74 104,313.39 119,708.61 144,483.91 147,196.00 98% GROWTH MANAGEMENT PERSONAL SERVICES 368,225.57 311,677.88 223,308.25 200,069.38 202,670.00 99% OPERATING EXPENSES 41,824.75 37,709.66 14,266.52 35,583.00 34,995.00 102% TOTAL 410,050.32 349,387.54 237,574.77 235,652.38 237,665.00 99% NON - DEPARTMENTAL PERSONAL SERVICES 20,039.64 31,163.26 105,610.10 134,451.31 210,981.00 64% OPERATING EXPENSES 602,525.64 527,886.13 501,934.55 552,329.12 526,876.00 105% GRANTS AND AIDS 0.00 0.00 3,413.45 717.97 0.00 0% TRANSFERS OUT 0.00 0.00 0.00 63,561.00 63,561.00 100% TOTAL 622,565.28 559,049.39 610,958.10 751,059.40 801,418.00 94% TOTAL GENERAL FUND PERSONAL SERVICES 8,534,921.25 8,244,295.37 7,530,386.90 7,421,904.54 7,625,279.00 97% OPERATING EXPENSES 2,351,659.84 2,288,006.96 2,216,514.96 2,165,138.68 2,214,295.00 98% CAPITAL OUTLAY 105,306.34 57,545.86 34,985.21 99,629.23 118,644.00 84% GRANTS AND AIDS 0.00 0.00 3,413.45 717.97 0.00 0% TRANSFERS OUT 0.00 0.00 0.00 63,561.00 63,561.00 100% TOTAL GENERAL FUND 10,991,887.43 10,589,848.19 9,785,300.52 9,750,951.42 10,021,779.00 97% CITY OF SEBASTIAN CAPITAL PROJECT STATUS REPORT QUARTER ENDING 9/30/2013 FUND 310 GENERAL CAPITAL PROJECTS Project Number Number Description A1310 Police Vehicle Replacement (CLOSED) A1311 Old City Hall Windows A1312 FDLE Firewall (CLOSED) A1313 Diesel Fuel Tanks (CLOSED) A1314 Stormwater Equipment (CLOSED) A1315 Wheeled Excavator (CLOSED) FUND 320 CAPITAL IMPROVEMENT PROJECTS Project Number Number Description C0921 Schumann Park Improvements C1123 Bark Park Amenties C1124 Lift Station - Riverview Park (CLOSED) C 1125 Riverview Park Irrigation Fountains A1222 Blueway Signage A1223 Bleacher Shields A1224 Creative Playground (CLOSED) A1225 Handicapp Pier (CLOSED) A1320 Fish House Improvements A1322 Schumann Park Playground A1323 Volley Ball Court Lighting (RVP) (CLOSED) A1324 Multi -use Field Lighting (BBSC) (CLOSED) A1325 Community Center Playground FUND 330 TRANSPORTATION CAPITAL PROJECTS Project Expenditures Number Description C 1126 Presidental Streets C1132 Gateway Enhancement P0001 Road Paving (CLOSED) A1231 Cav Corp Enhancements A1233 Indian River Drive Parking (CLOSED) A1234 Davis Street Sewer A1330 Barber Street Bridge Repairs FUND 363 STORMWATER IMPROVEMENT FUND Project Number Description P0004 1/4 Round Swale Rehab (CLOSED) C1601 Stormwater Master Plan FUND 455 AIRPORT PROJECTS Project Expenditures Percent Funds Budget To Date Expended Encumbrances Remaining 56,723 56,723 100.00% - - 15,000 - 0.00% - 15.000 2,861 2,861 100.00% - - - - 0.00% - - 216,297 216,297 100.00% - - 202,173 202,173 100.00% - - 493,054 478,054 96.96% - 15.000 Project Expenditures Percent Budget Funds Budget To Date Expended Encumbrances Remaining 254,460 247,175 97.14% - 7,285 100,000 15,407 15.41% 8,200 76,393 100,587 100,587 100.00% - - 25,000 9,912 39.65% - 15,088 25,000 - 0.00% - 25,000 50,000 2,804 5.61% - 47,196 106,185 106,185 100.00% - - 3,300 3,300 100.00% - - 325,000 - 0.00% - 325,000 25,000 - 0.00% - 25,000 9,093 9,093 100.00% - - 158,380 158,380 100.00% - - 25,000 20,957 83.83% 834 3,209 1,207,004 673,798 55.82% 9,999 523,207 Project Expenditures Percent Budget Funds Budget To Date Expended Encumbrances Remaining 473,500 41,579 8.78% - 431,921 25,000 2,821 11.29% 17,550 4,629 354,711 354,711 100.00% - - 333,155 55,373 16.62% - 277,782 57,618 57,618 100.00% - 0 150,000 5,463 3.64% - 144,537 67,040 8,773 13.09% 58,267 0 1,461,024 526,338 36.03% 75,817 858,868 Project Expenditures Percent Funds Budget To Date Expended Encumbrances Remaining 459,711 459,711 100.00% - (0) 60,000 58,000 96.67% 2,000 - 519,711 517,711 1.00 2,000 (0) Project Project Expenditures Percent Funds Number Description Budget To Date Expended Encumbrances Remaining C1152 Install Security Cameras (CLOSED) 42,465.49 42,465.49 1.00% - - A1251 Airport, Survey, Marking & Apron Rehab (CLOSED) 161,424.17 161,424.17 1.00% - - A1351 Main Street Access Road 1,475,000.00 75,467.11 5.12% 49,518.76 1,350,014.13 1,678,890 279,357 2.05 49,519 1,350,014 QUARTERLY INVESTMENT REPORT FOR THE QUARTER ENDED SEPTEMBER 30, 2013 As of September 30, 2013, the total of the City's cash and investments were $11,751,661.21. Of this, $8,173,093.43 was held in an interest bearing checking account at Seacoast National Bank and $3,578,567.78 was invested with the State Board of Administration. The City did not purchase any new securities during the quarter and does not currently hold any investments government securities. At this time, the obtainable yields for maturities less than three years are less than the yield received on our checking account, which is .30% over the 13 week Treasury Bill rate. The State Board rate has been in a range of about .20 %. SEACOAST NATIONAL BANK CURRENT CASH BALANCE ALLOCATION BALANCE PERCENT General Fund $ 3,259,509.38 39.88% Local Option Gas Tax (7,142.20) - 0.09% Discretionary Sales Tax 1,277,361.48 15.63% Redvelopment CRA 462,241.42 5.66% Recreation Impact Fee 534,658.08 6.54% Stormwater Fee 84,720.27 1.04% Law Enforcement Trust 7,622.11 0.09% DST Bond Fund 1,536,271.01 18.80% Stormwater Bond Fund 183,464.95 2.24% Capital Projects - 0.00% Capital Improvements (37,559.01) - 0.46% Stormwater Projects 31,872.40 0.39% Golf Course Operations (171,786.60) - 2.10% Airport Operations 7,959.38 0.10% Airport Projects (52,526.10) - 0.64% Building Department 530,098.60 6.49% Cemetery Trust Fund 514,398.26 6.29% Performance Deposits 11,930.00 0.15% Total Bank Balance $ 8,173,093.43 100.00% STATE BOARD OF ADMINISTRATION (SBA) CURRENT INVESTMENT ALLOCATION BALANCE PERCENT General Fund + Performance Deposits $ 1,800,128.71 50.30% Discretionary Sales Tax Fund 853,494.34 23.85% Riverfront Redevelopment Fund 100,673.65 2.81% Parking In- Lieu -Of Fund 40,313.08 1.13% Recreation Impact Fee Fund 16,465.93 0.46% Law Enforcement Forfeiture Fund 59,716.71 1.67% Golf Course Projects Fund 86,339.64 2.41% Building Department Fund 366,090.29 10.23% Cemetery Trust Fund 255,345.43 7.14% Total SBA Balance $ 3,578,567.78 100.00% aw of ." eft �.ws9iY a' HOW OF PELICA&4 ISLAND Memorandum To: Mayor and City Council Thru: Al Minner, City Manager From: Kenneth W. Killgore, Director of Finance Date: November 27, 2013 Re: 4`h Quarter Accomplishments Fiscal Year 2013 Enclosed please find the 4'h Quarter Accomplishments for City Departments as assembled and edited by the Administrative for the three months ended September 30, 2013' CITY CLERK Legislative Support Matters • Scanned and prepared agenda packets for email to Council, press, etc. and delivery by volunteers • Attended /recorded six Regular City Council meetings; one workshop; one special meeting — attended meetings for a total of 13 hours • Completed follow -up of approved Council matters — letters, emails, scanning to LF, indexing • 17 resolutions; one CRA resolution adopted • Six ordinances adopted; one passed on first reading; one failed • Recorded two ordinances and one resolution with Clerk of Court • Seven proclamations prepared and presented • Placed two legal and /or display 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 members • Coordinated attendance of clergy for Council meeting invocations • Distributed or scanned and forwarded daily Council incoming mail • Organized daily Council emails for retention • Prepared travel reimbursement for four Council Members who attended FLC Annual Conference Records Management Program • Responded to 24 public records requests • 43 banker box of records that reached retention or were scanned & 15 bags of duplicate and OSA records destroyed by Shred -It Recycling — 20 trees saved • Scanned into Laserfiche — 15 approved minutes, 18 agenda packets,l7 Resolutions, 6 Ordinances, 4 Contracts /Agreements, 4 City Property Deeds, Finance (Budgets) 1 Election Matters • Qualifying completed for five Council candidates for November election • Quarterly reports filed by one PAC and one candidate in July — forwarded to Press • Mailed election assessment check for five candidates to Election Commission Trust • G 1 reports filed by PAC and five candidates in September • Two election ads placed City Board Matters • Filled two board vacancies • Advertised five press releases for board vacancies • Posted ten City board agenda packets to website via MIS and emailed to press, Council, etc. • Prepared two certificates of appreciation for outgoing board member • Prepared agenda packets, scanned, attended /recorded two Natural Resources Board meetings • Prepared agenda packets, scanned, attended /recorded one Veterans Advisory Board meeting • Distributed agenda packets, scanned, attended /recorded two Budget Review Advisory Board meeting • Distributed agenda packet, scanned, attended /recorded one CRA (Council) meeting Cemetery Matters • Sold and Prepared Certificates of Interment Rights for 1 I locations for a total of $10,000 • Scanned all Cemetery records as sold or amended for permanent retention Community /Staff Matters • Responded to 56 Cityseb /Webmaster e -mails and /or forwarded to appropriate departments for response • Weekly update of City Hall marquee Personnel /Educational Matters • Clerk and Deputy Clerk participated in Legislative Update Webinar on July 9`►' and Advanced Election Law Webinar on July 25`x' ADMINISTRATIVE SERVICES • Prepared the 3`d Quarter 2013 Budget Amendment to the City Council. • Worked with the City Manager and Budget Committee to finalize the 2013 Capital Improvement Program and Operating Budget recommendations. • Prepared agenda items for Budget approvals and sent the final Budget document to the printer. • Submitted required budget and millage information to the Property Appraiser and to the State. • Conducted year -end audits of cashier cash balances and petty cash; Golf Course Pro Shop and Garage inventory. • Responded to request for comments from the State Auditor General on the proposed mandated State chart -of- accounts and new monthly reporting requirements. • Responded to Standard & Poors surveillance review of the bond ratings on the DST Bonds. • Researched pricing and made recommendation to City Council regarding City -wide computer upgrades. • Conducted annual open enrollment sessions for employee insurance. • Handled normal processing of payroll, accounts payable and cashiering. • Coordinated the quarterly employee investment meetings with the ICMA representative. • Monitored and completed required grant paperwork on Airport and other grants. • Monitored and approved payments on major contracts. • Recruited, interviewed and hired new employees and replacements for vacant positions. POLICE DEPARTMENT Administration • Incident Reports processed /dispersed to proper agencies and entered into IMC... 508 • Arrest Reports ( Juveniles) ................................... ............................... 131 • Arrests Reports ( Adults) ..................................... ............................... 125 • Accident Reports /Driver Exchanges processed, dispersed /entered into IMC....... 6 • Traffic Citations processed and entered into IMC ....... ............................... 259 (Civil — 183; Criminal — 40 ; Citation Arrests — 28; Voided - 8) • Parking Citations processed, followed up and entered into IMC ..................... 607 • Warning Citations processed, followed up and entered into IMC ................ 822 • Subpoenas signed, processed and distributed ............. ............................... 305 • Traffic Enforcements ......................................... ............................... 554 • Code Violations, including parking ........................ ............................... 546 • Public Records Request: Oct. 26; Nov. 23; Dec. 41 ........ ............................172 • Conducted 911 Operator Interviews and hired 2 for open positions. • Continued review of agency policies as per accreditation standards. • Conducted 1 Mock assessments for Commission for Florida Law Enforcement Accreditation. • Administration attended 8 Council and budget meetings. • Attended over 50 Law Enforcement related meetings and 15 public meetings and /or speaking engagements. • Attended over 40 hours of training. VnIunteer- • The Community Service Volunteers worked a total of 2,470 hours during this quarter. • 53 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. • 6 traffic control details were assigned. These consist of directing traffic at city events, road closures, etc. • 984 house watches /close patrols were completed. • 57 vehicle transports were made consisting of taking the vehicles to different locations for repairs etc. • 249 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. • 171 area checks of banks were made. Visual marked units around the banks at various times helps to deter crime. • 49 Airport checks were made. Again the visibility helps to deter crime. • 54 special details were assigned. • 0 miscellaneous assist for law enforcement personnel. • 108 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 1 traffic crash scene. • 0 warnings for handicapped parking tickets issued and 0 warning for other parking issued. • 68 citizen contacts. • 437 Miscellaneous jobs. • 24 hours of Funeral Escorts were done. Road Patrol and Special Operations • Officers were dispatched to 3,765 calls for service, and self - initiated 9,926 events. • 125 adult and 6 juvenile arrest were made. • Officers issued 251 citations, 60 parking citations, and 822 written warnings. • Officers completed 508 offense reports and 89 crash reports. Citations Warnings Incidents Arrests • Traffic Homicides (0) • Boat Ofc (ID 447) 9 5 7 1 • K -9 Ofc's 142 93 18 13 • TOTALS 151 98 25 14 • K -9 Usage /Activity Reports: • K -9 Training hours • K -9 Demonstrations 21 706 combined hours. • K -9 Apprehensions 5 misdemeanor and 1 felony • K -9 Narcotic Searches 16 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 • 115 cases were assigned. Numerous vehicle burglaries, residential burglaries, frauds, sexual battery, thefts, possession of narcotics, stolen vehicle. • 4 arrest and 11 warrants for arrests were obtained. • 62 total cases were cleared. • 163 reports /supplements were completed. Community Policing • Attended 20 business contacts /meetings. These locations include nurnerous financial institutions, Chamber of Commerce, civic group meeting and other local businesses & committees. • Assisted road patrol duties to handle calls for service and covering shift shortages. • Officer Marcinik completed approximately 80 hours on CVSA's and backgrounds for applicants. • Officer Marcinik conducted approximately 3 hours of car seat inspection & education to the public. • Officer Marcinik also had approximately 10 hours of community problem solving /intervention. This activity is responding to various neighborhood issues and helping with crime prevention and reduce redundant calls for service. • Officer Marcinik had 108 hours of Recruiting. This includes phone calls, walk -in inquiries and career fair presentations at various locations. • Officer Marcinik conducted 2 bicycle and pedestrian safety programs at our Boys & Girls Club this quarter. The bike safety program has resulted in the distribution of approximately 40 bike helmets in an on going effort for safe bicycling and compliance with Florida law. • Officer Marcinik conducted 7 child I.D. programs, which provided a family with child ID's. • Officer Marcinik has approximately 16 hours working with DCF regarding adults in need of services and the Department's RUOK automated calling program to assist seniors that are home bound and /or alone. Officer Marcinik has facilitated a senior's residence in being rehabbed to bring it into compliance with code and building standards. • Officer Marcinik has performed 20 hours of training for Crossing Guards, Community Service Volunteers, Crime Prevention Awareness and Robbery Prevention Training. • Officer Marcinik has numerous hours invested in the planning, facilitating and participation with numerous events & programs to include the National Peace Officer Memorial Week, CTST meetings, S.A.F.E., NOPE, National Night Out, Funeral Escorts and DEA Take Back Program. • Officer Marcinik has provided 5 tours to promote good citizenry and safety/crime prevention efforts. Communications Division • 13,892 calls entered into C.A.D. (IMC) of that: • 3,765 were dispatched calls for service. • 2,139 were Code Enforcement Initiated calls. • 6,477 were Officer Initiated calls. • 1,326 were Volunteer Initiated calls. • 165 were duplicated calls not included in the other totals. Total 911 calls received 2,107 of that the breakdown of the lines are as follows: • Wireless 911 calls — 1,53' ) (cell phones) • Wire -line 911 calls — 396 (residential and /or business land lines) • VOIP 911 calls — 176 • 726 of the calls were transferred to other agencies. Total Admin Lines calls: • Incoming 6,109 • Outgoing 3,039 • Transferred 1,212 Training attended: • 1 Dispatcher attended FDLE Training Symposium • Completed CJIS online training. • 2 Dispatchers took the State Certification exam and passed. • 1 Dispatcher enrolled in on -line State Certification class. • 3 Dispachers attended Dispatcher Liability Training. • 2 Dispatchers attended Critical Incident Training. • 1 Dispatcher completed our in -house training. • 1 Dispatcher is out on Maternity leave. • 1 Dispatcher returned from Maternity leave. • 1 Dispatcher out on temporary leave without pay. • Radio and playback repaired. • Telephone and computer repairs. During this quarter as in all quarters, we assisted the Citizens with house watch requests and cancellation services, citation sign offs, 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. Alarm Assessments • $750 in alarm permits • $150 in false alarms fines • 375 alarm responses by officers, 244 of these were false. (August & September had numerous thunderstorms and the airport alarm system registered more than usual false alarm calls.) • 40 New permits issued. 4 Code Enforcement Division • Issued 542 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. • 94 property inspections for title companies and 134 sign violations. • 532 Code Services. • 848 re- inspections, 45 violations were not complied with, 292 were posted for abatement, 98 abated by vendors. • 421 violations complied. • 42 Liens filed, 16 liens released. • 322 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. PUBLIC WORKS DEPARTMENT EngineerinE Traffic Division • Regulatory signs 17' ) (60 stop signs in this #) • Warning Signs 16 • Guide signs 45 • Specialty signs 140. This includes Temp signs and Aframe/ Marquise signs setup for events. Also signs made for other departments. • Pavement Markings. 2600 Ft. • Straightening /Maintenance. 56hrs.This includes pothole repair and catch basin construction.. Roads and Maintenance • Build catch basin for storm water. • Repair Yacht club dock lights. • Repair lights on I.R.D. • Clean up in the compound. • Work on lights at Main st boat ramp. • Patch potholes throughout the City of Sebastian. • Install memorial benches in the parks. • Repair elec. at River View Park. • Pick up dead animals throughout the city. • Work on Dog Park restroom. • Clean up in the big building. • Weed eat and cut grass at the compound. • Clean 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. • Clean up the fill pile. • Install new bricks at 4 Chaplains. • Dirt on edge of road. • Weed eats edge and mows the seawalls on Layport and Windrow. • Road crossing at Bayfront and one at Thomas St. • Weed eat, edge and mow ditch on I.R.D. • Work on Barber bridge guardrails. • Work on way finding signs. • Sweep streets 5 dumps 3 fills and 20 miles. • Set up and break down for 4"' of July. • Clean up the Island after the 4`h of July. • Weed eat New Pack ditch. • Clean up around the Golf course maintenance barn. • Weed eat along the track at Schumann and Essex. • Repair electric at Riverview Park that was damages on the 4 °i of July. • Repair broken lights at Easy St Park. • Work on demo of Schumann restroom. • Build and repair barricades. • Work on school crossing lights. • Road crossing on Faith Ter. and Keystone. • Work on closing in the window and getting a new door install on the computer room at the Old School House. • Work on elec. at Crabby Bills. • Work on right of way cut back list. • Repair flag pole light at the war memorial. • Work on way finding signs. • Work on road project at the Cemetery. • Repair Yacht club dock. • Check and repair all city docks. • Weed eat curb and gutter on N. central. • Raise two catch on Avocado Ave. • Install construction fence around a pool for code enforcement. • Mow and weed eat Golf Course ditch. • Clean and paint the fuel tank in the compound. • Work on Barber St. Bridge getting new guardrails installed. • Replace parking stop at the Golf Course. • Repair the wall at Fleming St. bridge. • Do a traffic study on Easy St. to see if we needed a three way stop. • Have new dumpster enclosure installed at Crabby Bills. • Road crossing on Eastlake. • Install wood fence at the Storm water Park to stop people from driving in the park. • hnstall bollards at River view Park to keep people from driving on the valve boxes. • Build catch basin for Benschop. • Set up and break down for 5k run. • Work on getting prices on fixing the rotten wood and cleaning the deck Crabby Bills. • Paint the office at the City Garage. • Put trim up in the Garage. • Regrade and lower cemetery Road • Sidewalk maintenance Cemetery • The Cemetery Division continued regular routine maintenance of mowing, weed eating and edging. • Fertilized and applied week killer. • Made necessary irrigation repairs. • Installed all necessary memorial plaques. Parks and Recreation • Prepared Indian Rive Drive & Riverview Park for 4"' of July Celebration. • Repaired fence at playground and fountain pump in Riverview Park. • Replaced 2 tennis nets at Schumann Tennis Park. • Assisted with Patriot Day Ceremony and Boy Scout 5K Run at Riverview Park. • Installed new wind screen at Friendship Park Tennis Courts • Added clay and leveled baseball infields at Barber St. Sports Complex • Sprayed for weeds at Barber St. Sports Complex. • Installed new bases at Barber St. Sports Complex • Replaced basketball nets at Barber St. Sports Complex & Schumann Tennis Park • Installed new fountain in lake at Garden Club Park. Distributed flyers to Schools and had sign ups for Fall Gymnastic & Dance Classes Continued regular maintenance. Continued regular programs and classes Fleet Management • The Fleet Management staff completed 321 repair work orders, 36 preventive maintenance services, 26 service calls and I I road trips to pick up repair parts. • In addition to the in -house vehicle /equipment work orders, 29 vehicle and equipment repairs were scheduled and completed by outside vendors. • Rob Robinson attended FDOT mandatory class training certification. • The Fleet Management Division has completed the following projects in the past quarter: • The sales of vehicles /equipment using Gov /Deals.com sold for a net total of $92,766 and between (10/01/2012 - 9/30/2013) for a total of ($130,960.47) • Delivery of 2014 CAT- Excavator SW -686 (9/30/13) • Fuel costs as of October 2, 2013 are as follows: • $3.02 per gallon of gasoline, a reduction of 1.0% over the past 90 days. • $3.53 per gallon of diesel fuel, an increase of 1.0% over the past 90 days. Facilities Maintenance • Conducted quarterly sprinkler tests. • Conduct annual elevator inspection. • Roof repairs City Hall. • Pump septic tank at Sign Shop. • A/C repairs: City Garage, City Compound, Yacht Club, Old Council Chambers, Rtu -Ps -1 at Police Station, unit #213 and lower floor east unit at Old School House, unit #3 Eagles Nest and units #3, #6 and #8 at the Airport Administration building. • A/C project to install new and additional back up overflow pan floats for ten A/C units at the Airport Administration Building. • Replace and repair VCT tiles at the Community Center. • Install new metal door and dead bolt, board up and stucco existing window at communications room in the Old School House building first floor. • Continued monitoring of contracts with pest control, A/C, elevators, etc. • Continued monthly preventive maintenance on lift stations, A/C filter replacement etc. • Continued daily maintenance, cleaning and repair of all public work facilities. itnrmwate.r • Installed a total of 856 LF of the of pipe • Replaced 20 driveways in conjunction with the 1/4 round project • Installed 2 catch basins • Replaced 1 Road Crossings • Long Arm Mowing: • Airport Fence Line • Golf Course Fill Pile - Areas of conflict were contracted out o Golf Course Ditch o Main Street Ditch o Historical Park • Vac Truck Cleaned: o 3 catch basins o 67 driveway pipes o 2 road crossings GOLF COURSE • Total revenue for 01 quarter: $160,355. • Golf Rounds for 0h quarter: 8,388. • Green Fee revenue for 4th quarter: $46,364. • Cart Fee revenue for 01 quarter: $88,182. • Golf shop revenue for 0h quarter: $11,045, an increase of $840 compared to 4th quarter last year. • Driving range revenue for 4th quarter: $5,792. • Discount Card revenue for 0h quarter: $0. • Club Rental & Club Storage revenue for 0h quarter: $495, increase of $268 compared to 4d' quarter last year. • Computerized golf handicap revenue for 4th quarter: $40. • Rents & Royalty revenue for 4th quarter: $7,724, an increase of $269 compared to 4th quarter last year. • Annual Membership /Initiation revenue for 4 °i quarter: $0. • Professional golf lesson revenue for 4th quarter: $607, an increase of $118 compared to 4th quarter last year. • Majority of Discount Card, Golf Handicaps & Annual Membership revenue obtained in 1St and 2" d quarters. • Charity, Corporate and special Golf Tournaments for 4th quarter (2012 -13) included Space Coast Golf League (24 players), Sandy's Grille Golf Tournament (96 players) and Palm Bay Golf Association (48 players). • Charity, Corporate and Special Golf Tournaments scheduled for the I" quarter (2013 -14) Central Baptist Church Tournament, Italian American Club golf Tournament, Tiki Golf Tournament benefiting Breast Cancer Research, Sebastian VFW Golf Tournament, 2013 Sebastian Amateur and The Sebastian River High School Boys and Girls Golf Team Benefit Tournament. • 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 speed of greens. Small landscaping projects accomplished throughout property and around clubhouse. • 2013 -14 Golf Course budget completed and approved. • Since the inception of Sebastian River High School, served as home course for the golf teams. The boy's team finished with a regular season record of 11 -1 and boy's team player A.J. Finley qualified for Regionals. PGA Director of Golf, Greg Gardner is Boy's Head Golf Coach. Girl's team player Kim Toperzer also qualified for Regionals. BUILDING DEPARTMENT • For the fourth quarter of this fiscal year a total of 40 new single- family homes were issued building permits. This is eighteen less than was reported in the third quarter of this fiscal year but is still a significant number of homes. Other permits of significance include 2 new mobile homes, 1 new commercial building, 0 commercial additions, 8 commercial alterations, 1 commercial build out, 2 residential additions and 6 residential alterations. In all, 702 building permits were issued in the fourth quarter. This is approximately 20% less than the third quarter. • Total number of inspections for the third quarter was 2670 for an average of 44 inspections per working day. The total number of inspections has only decreased slightly from the third quarter and the daily average has remained the same. The building department staff has been working diligently to keep up with the daily work loads. • The building department has issued certificates of occupancy for 41 new single family residences, 1 commercial building certificate of occupancy and 3 commercial certificates of completion in the fourth quarter. • The following lists the Business Tax Receipts that were issued in the third quarter: New Businesses -35, Renewals -732, Transfers -5, Duplicates -0, Home Based Businesses -19, Commercial Businesses -16, Insurance Companies -7, and Solicitor Permits -1. In addition, there have been 51 requests from lien /title companies for pen-nit records on properties within the city. • The building department staff continues to work hard to keep up with the permitting and inspection demands. Along with business tax receipt issuance and renewals and contractor licensing renewals. We are currently advertising for an additional permit technician which will be a welcome addition to our staff. The department is also actively following up on the increased number of complaints from citizens regarding contractual issues with licensed contractors and pursuing enforcement to stop unlicensed contractor activity. AIRPORT • Working on Main Street access road Improvements Project • On -going Stormwater maintenance Economic Development • Partnered w /Sebastian Chamber on print advertising campaign. • Budgeted for $20,000 in FY2014 to be spent on economic development.