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14-15-FY 1st QuarterRESOLUTION NO. R-15-05 A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA AMENDING THE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2014 AND ENDING SEPTEMBER 30, 2015 AS PROVIDED FOR IN EXHIBIT "A"; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Sebastian adopted Resolution No. R-14-23 on September 24, 2014 approving the City's 2014-15 budget, also referred to as the Annual Budget Resolution; and WHEREAS, an analysis of the revenues and expenditures for the three (3) months that ended December 31, 2014 indicated that additional adjustments need approval 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. The budget of the City of Sebastian, Indian River County, Florida for the Fiscal Year beginning October 1, 2014 and ending September 30, 2015 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 All resolutions or parts of resolutions in conflict herewith are hereby repealed.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 Councihnember The motion was seconded by Councihnember was as follows: Mayor Richard Gillmor Vice -Mayor Jerome Adams Councihnember Andrea Coy Councilmember Jim Hill Councihnember Bob McPardan Hill McPartlan aye aye and, upon being put to a vote, the vote The Mayor thereupon declared this Resolution duly passed and adopted this 1 I'h day of March 2015. ATTEST: Sally A. Maio MC City Clerk CITY OF SEBAST F ORIDA By: ayor fic azd Gillmor Approved as to form and content for reliance y the City of Sebastian only: R bert A. Ginsburg, City Attorney EXHIBIT "A" of RESOLUTION R-15-05 SUMMARY OF BUDGET CHANGES FOR THE QUARTER ENDED DECEMBER 31, 2014 Amounts Changes Authorized by City Manager: Adjustment to DST Project to use funds from the Sliplining Project to create a Boat Lift Project. $ 7,000 Adjustment to use unobligated DST funds to provide bleacher pads, sidewalks and a flagpole for the Veteran's Memorial. $ 11,000 Adjustment to LOGT funds to use sidewalk repair funds for striping Barber Street. $ 2,475 Adjustment to use Building Maintenance budgeted funds to purchase an air conditioning unit for the Broadcast Room. $ 3,573 Adjustment to Golf Course budget to allocate funds from the equipment maintenance account to cover the additional cost of the Golf Course Maintenance Contractor. $ 10,992 Adjustment to Recreation Impact Fee budget to reestablish the budget for the Community Center Needs Assessment that did not get completed before year-end. $ 8,200 Adjustment between General Fund Divisions to properly allocate charges for the Suncom phone charges. $ 3,947 Adjustments between General Fund Divisions for personnel changes (deletion of position budgeted for Ernest Gerber, promotion of Frank Watanabe, adding Maintenance Worker for Stormwater, adding a Clerk to take phone calls in the afternoon at City Hall , deletion of position budgeted for Debbie Krueger and creating a Human Resources Manager position). Also used savings to cover cost of hepatitis shots for at -risk employees. $ 112,670 Adjustment to DST Fund to cancel appropriation for the FDLE Computer Firewall. $ 5,000 Changes Approved by City Council: Use of DST Funds to replace the VAC Truck for $361,503 and Use of Equipment & Facilities $ 456,144 R&R Reserve to replace the Bucket Truck for $94,641, as authorized at the 12/10/14 City Council meeting. Additional Changes Submitted for City Council Approval: Use of Equipment & Facilities R&R Reserve for Repairs to Pedestrian Bridges. $ 30,215 Use of Equipment & Facilities R&R Reserve for Repairing Sinkhole and Dredge Work for the Rolling Hill Ditch. $ 18,554 Use of Equipment & Facilities R&R Reserve for Ditch Work at Barber, Caravan & Crowberry. $ 9,598 CITY OF SEBASTIAN QUARTERLY FINANCIAL REPORT EXECUTIVE SUMMARY OVERVIEW THE FIRST QUARTER FOR GENERAL FUND APPEARS GOOD, WITH 37% OF BUDGETED REVENUES RECEIVED AND DEPARTMENTS SPENDING JUST 23% OF AMOUNTS ALLOCATED. AS EXPECTED AT THIS TIME OF YEAR, RESERVES ARE AT A HIGH POINT. GOLF COURSE OPERATING REVENUES EXCEEDED EXPENSES AND ARE SLIGHTLY HIGHER THAN LAST YEAR, SOMEWHAT IMPROVING ON THE AMOUNT OF RESERVES. REVENUES AT THE AIRPORT WERE GREATER THAN EXPENSES FOR THE QUARTER AND INCREASED THE AMOUNT OF AIRPORT RESERVES. BUILDING FUND REVENUES ARE SLIGHTLY HIGHER THAN LAST YEAR, WHILE EXPENSES WERE UP DUE TO PAY INCREASES. 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. Calculated Reserves balances increased, as a result of revenues exceeding expenditures. The graph below and right compares the 1" quarter of this year to the 1 ' quarter of the prior 2 years. Revenues and amounts Expended are a bit higher than prior years' I' quarters. --- ( - - — -- --- - - - — 12=000 4.800.000 4.000.000 10000000 --- 3.500.000 3.000.000 00 8.000.0002.5N.000.... 2.500.000 6000.000 2.000600 t,500A00 4000.000 000.000 7000,000 - 560.000 0 0 -12-3-1-12D712 _ Revenues 2x00 aevenues Fa Rxsenres FE 3640149 2.300 9,707011 10556091 10.292211 5.733,332 ■10'912313 3726. G3< 2_0 1231,2014 4062.59fi 7526.966 7256989 miL312614 4.0523 2.528 The graph below and left shows collections through the I" 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 budgeted revenue. About $38,700 more was received from those three sources for the first quarter of this year, as compared to the I" quarter of last year, primarily due to FP&L. The graph below and right shows the percentage of budgeted expenditures by department at the end of the year (with proposed budget adjustments). In total, all departments expended 23.0% of amounts budgeted. 4,500,000 4.000,000 3.500,000 3,000,000 2,500,000 2,000,000 1.500.000 1,000.000 500.000 0 Ist Qtr 2014 Ist Qtr 2015 2015 Budget 2015 Projection NEW=ftxhw amx v4 lq Ta @Hakerdsa 4Ta OTomBorle6tha6 SPECIAL REVENUE FUNDS AND CAPITAL PROJECTS 100 0% 90.0' 800% 700% 60.0% 50 0% 40.06 300% 200% 100% 0.0% 3 M 0i e$ 0� A x z P 6x6 Ucl00 GHr00s \�0°�pJ (r'�ym9oe��x� ex O"p ax Special Revenue Funds provide most of the monies needed for capital projects. The graph below and left shows collections the current year compared to last year and shows the current annual budget and collections for Local Option Gas Taxes (LOGT), Discretionary Sales Tax (DST) and Stormwater Fees. The graph below and right shows totals budgeted for capital projects, as compared to amounts spent through the end of the year. It reflects large unexpended amounts for the Fish House, Tulip Drive, plus the Airport's Main Street Access Road and Hanger projects. 3000600 .500. 0 000 tt4 r50o6co X0 X0 .CO X0 LOGr DST Stonnm*Fae OIDPoAII a'P :Y Ltg 1A8aW�,, ILiSTpctpl Pagel of 2 s 660.000 4 W," 3006.006 7MM) 1066.660 jL CITY OF SEBASTIAN QUARTERLY FINANCIAL REPORT EXECUTIVE SUMMARY (CONTINUED) DEBT SERVICE FUNDS AND LONG-TERM DEBT The City's debt is accounted for in the two Debt Service Funds. They are the Discretionary Sales Tax Bank Note ($2,225,000 outstanding, maturing 4/01/17) and the Stormwater Revenue Bank Note ($2,982,000 outstanding, maturing 5/01/22). The City refunded the previously issued bonds with Bank Notes on December 18, 2013. The City also has a Bank Note for Street Repaving ($1,793,000 outstanding, maturing 12/01/22) and a Bank Loan for Golf Carts ($260,158 outstanding, maturing 10/31/17). The City is in compliance with 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 1" quarter this year to the end of the prior fiscal year. The graph below and right compares Revenues and Expenses and for the current year to the prior two years, plus the positive or negative impact to Reserves. 004WM LOAW 0 —Immo0 1W.00 500.00 3W.W0 40.00 )WM W 1Wmo 20.00 2W Wo j(300,0M) ImmoOD ° 00.001"13Z0421 Imm O 55000) R47513) 3 W) en145 Retave511 �11/JIIAtRevenues 1201201 1115.91) 1 1,5d2.i45 1137301 •12OIYtOt11 36Z 318 32'1.111 (195.9481 e11"I�W1 AIRPORT The graph below and left compares Airport Revenues, Expenses and Reserves at the end of this year to the end of the prior fiscal year. The graph below and right compares Revenues and Expenses for the current year to the prior two years, plus the positive or negative impact to Reserves. e0.000 140.Om 10.00 LOAW 600.0W 1W.00 500.00 M.M0 40.00 m.Mo ]W.Die 40.00 20.00 "'Wo 10.00 0 ° 00.001"13Z0421 ('0.00) (200.00) 140,OOO) R47513) 411^)31201 91301014 (41,5131 1201201 (13.039) •L21201 eRAimi imi BUQ.DING The graph below and left compares Building Department Revenues, Expenses and Reserves at the end of this year to the end of the prior fiscal year. The graph below and right compares Revenues and Expenses for the current year to the prior two years. The graph below and right compares Revenues and Expenses for the current year to the prior two years, plus the positive or negative impact to Reserves. Page 2 of 2 20.00 8.000 60.00 140.00 LOAM M.OM 30.00 M.MO 40.00 20.00 0 GENERAL FUND TAXES LICENSES & PERMITS INTERGVT'L REVENUE CHARGES FOR SERVICE FINES AND FORFEITS MISC. REVENUE TRANSFERSIN FROM FUND BALANCES GENERAL FUND REVENUE CITY COUNCIL CITY MANAGER CITY CLERK LEGAL ADMINISTRATIVE SERVICES M.I.S. DIVISION POLICE DEPARTMENT ROADS AND DRAINAGE STORMWATER UTILITY DIVIS CENTRAL GARAGE FACILITIES MAINTENANCE PARKS/RECREATION CEMETERY COMMUNITY DEVELOPMENT NON -DEPARTMENTAL GENERAL FUND EXPENDITURES LOCAL OPTION GAS TAX TAXES INTERGVT'L REVENUE MISC. REVENUE TRANSFERSIN LOGT FUND REVENUE OPERATING EXPENSES DEBT SERVICE TRANSFERS OUT LOGT FUND EXPENDITURES DISCRETIONARY SALES TAX TAXES MISC. REVENUE FROM FUND BALANCES DST FUND REVENUE TRANSFERS OUT TO FUND BALANCES DST FUND EXPENDITURES RIVERFRONT REDEVELOPMENT FUND MISC. REVENUE TRANSFERSIN FROM FUND BALANCES RRD REVENUE OPERATING EXPENSES GRANTS AND AIDS TRANSFERS OUT RRD EXPENDITURES CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 12131/14 2011/2012 201212013 2013/2014 2014/2015 201412015 201412015 1st QTR 1st QTR 1st QTR 1st QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET -2,835,606.83 -3,011,530.23 -3,002,636.56 -3,277,912.33 -7,169,750.00 45.72% -7,614.50 -8,042.50 -80,635.18 -106,039.46 -143,800.00 73.74% -295,506.46 -309,992.95 -324,853.06 -350,657.93 -2,240,709.00 15.65% -65,561.65 -83,885.43 -89,843.52 -81,787.25 -325,929.00 25.09% -12,509.54 -13,996.14 -17,177.74 -17,799.08 -67,100.00 26.53% -28,128.48 -73,301.77 -56,660.15 -39,576.03 -199,675.00 19.82% -171,750.03 -140,000.01 -156,277.50 -178,823.52 -718,306.00 24.90% 0.00 0.00 0.00 0.00 -143,769.00 0.00% -3,416,677.49 -3,640,749.03 -3,728,083.71 -4,052,595.60 -11,009,038.00 36.81% 11,008.48 12,336.50 12,430.11 10,591.91 53,222.00 19.90% 50,718.63 49,174.15 85,827.74 52,695.94 258,726.00 20.37% 96,436.75 72, 828.88 87,114.50 88,106.88 349,168.00 25.23% 17,743.65 17, 097.48 15, 978.10 16,152.76 102,202.00 15.80% 112,016.96 111,738.56 104,972.58 86,393.95 550,851.00 15.68% 30,244.42 35,612.93 35,226.38 30,643.68 207,999.00 14.73% 993,685.60 959,306.01 1,014,320.34 1,009,670.07 4,558,011.00 22.15% 159,911.44 158,174.29 182,689.77 163,605.33 850,690.00 19.23% 206,946.71 179,746.97 171,717.50 297,634.82 1,153,232.00 25.81% 42,315.70 44,267.19 50,909.49 46,872.51 216,664.00 21.63% 63,530.63 56,570.70 35,887.89 63,334.46 308,329.00 20.54% 209,157.10 217,792.49 212,729.09 214,526.25 952,115.00 22.53% 35,501.87 23,481.83 45,151.46 39,662.31 192,515.00 20.60% 51,731.35 51,453.82 45,656.30 57,318.28 222,566.00 25.75% 272,949.22 311,150.57 339,567.69 351,748.82 1,032,748.00 34.06% 2,353,898.51 2,300,732.37 2,440,178.94 2,528,957.97 11,009,038.00 22.97% -92,673.09 -92,024.20 -91,230.75 -101,383.41. -553,152.00 18.33% 0.00 0.00 0.00 0.00 -10,050.00 0.00% -38.91 -91.76 -12.49 -166.14 -106.00 156.74% 0.00 0.00 0.00 0.00 -207,000.00 0.00% -92,712.00 -92,115.96 -91,243.24 -101,549.55 -770,308.00 13.18% 51,548.03 48,393.25 48,522.01 55,885.47 270,103.00 20.69% 132,782.83 122,240.69 121,360.30 121,391.20 242,783.00 50.00% 31,250.01 1,445.00 0.00 0.00 207,422.00 0.00% 215,580.87 172,078.94 169,882.31 177,276.67 720,308.00 24.61% -331,630.14 -355,496.32 -362,912.48 -386,176.69 -2,766,832.00 13.96% -1,997.13 -1,164.56 -1,371.09 -1,413.32 -26,095.00 5.42% 0.00 0.00 0.00 0.00 -785,497.00 0.00% -333,627.27 -356,660.88 -364,283.57 -387,590.01 -3,578,424.00 10.83% 518,876.00 468,063.67 448,184.27 416,710.76 3,578,424.00 11.65% 0.00 0.00 0.00 0.00 0.00 0.00% 518,876.00 468,063.67 448,184.27 416,710.76 3,578,424.00 11.65% -1,070.90 163.17 -487.09 -9,291.91 -36,718.00 25.31% -255,068.85 -266,323.21 -272,060.44 -296,420.01 -287,844.00 102.98% 0.00 0.00 0.00 0.00 -106,073.00 0.00% -256,139.75 -266,160.04 -272,547.53 -305,711.92 -430,635.00 70.99% 43,706.70 50,488.74 43,912.23 58,554.52 124,495.00 47.03% 0.00 0.00 0.00 15,000.00 146,140.00 10.26% 15,000.00 18,353.60 15,000.00 15,150.00 160,000.00 9.47% 58,706.70 68,842.34 58,912.23 88,704.52 430,635.00 20.60% PARKING IN LIEU OF FUND MISC. REVENUE PARKING IN LIEU REVENUE CAPITAL OUTLAY TO FUND BALANCES PARKING IN LIEU EXPENDITURES RECREATION IMPACT FEE FUND MISC. REVENUE FROM FUND BALANCES REC. IMPACT FEE REVENUE OPERATING EXPENSES CAPITAL OUTLAY TRANSFERS OUT TO FUND BALANCES REC. IMPACT FEE EXPENDITURES STORMWATER UTILITY FUND MISC. REVENUE TRANSFERSIN FROM FUND BALANCES STORMWATER FUND REVENUE OPERATING EXPENSES TRANSFERS OUT STORMWATER EXPENDITURES LAW ENFORCE FORFEITURE FUND FINES AND FORFEITS MISC. REVENUE FORFEITURES FUND REVENUE OPERATING EXPENSES CAPITAL OUTLAY TO FUND BALANCES FORFEITURES EXPENDITURES DST DEBT SERVICE FUND MISC. REVENUE TRANSFERSIN FROM FROM BALANCES DST DEBT SERVICE REVENUE OPERATING EXPENSES DEBT SERVICE TO FUND BALANCES DST DEBT EXPENDITURES STORMWATER DEBT SERVICE FUND MISC. REVENUE TRANSFERSIN FROM FUND BALANCES STORMWATER DEBT REVENUE DEBT SERVICE STORMWATER DEBT EXPENDITURES CITY OF SEBASTIAN -23,770.11 -39,461.27 -34,534.13 FUND SUMMARIES 13.36% 0.00 0.00 QUARTER ENDING 12/31114 3,280.00 8,200.00 40.00% 201112012 2012/2013 2013/2014 201412015 2014/2015 201412015 1 st QTR 1 st QTR 1 st QTR 1 st QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET -3,451.95 -4,611.40 -3,958.32 -6,591.21 -13,905.00 47.40% -3,451.95 -4,611.40 -3,958.32 -6,591.21 -13,905.00 47.40% 0.00 0.00 0.00 2,834.00 0.00 0.00% 0.00 0.00 0.00 0.00 13,905.00 0.00% 0.00 0.00 0.00 2,834.00 13,905.00 20.38% -16,772.60 -23,770.11 -39,461.27 -34,534.13 -250,273.00 13.80% 0.00 0.00 0.00 0.00 -8,200.00 0.00% -16,772.60 -23,770.11 -39,461.27 -34,534.13 -258,473.00 13.36% 0.00 0.00 0.00 3,280.00 8,200.00 40.00% 0.00 2,517.41 0.00 0.00 0.00 0.00% 28,281.78 98,318.00 21,618.41 4,750.00 175,000.00 2.71% 0.00 0.00 0.00 0.00 75,273.00 0.00% 28,281.78 100,835.41 21,618.41 8,030.00 258,473.00 3.11% -610,712.01 -772,446.64 -764,390.70 -748,392.38 -1,002,705.00 74.64% 0.00 0.00 0.00 0.00 -100,000.00 0.00% 0.00 0.00 0.00 0.00 -41,531.00 0.00% -610,712.01 -772,446.64 -764,390.70 -748,392.38 -1,144,236.00 65.41% 0.00 5,416.70 10,922.60 7,846.34 40,100.00 19.57% 385,706.86 234,852.00 235,430.01 225,534.00 1,104,136.00 20.43% 385,706.86 240,268.70 246,352.61 233,380.34 1,144,236.00 20.40% 0.00 0.00 0.00 -700.00 -1,000.00 70.00% -39.02 -45.33 -120.55 -18.53 -150.00 12.35% -39.02 -45.33 -120.55 -718.53 -1,150.00 62.48% 0.00 0.00 592.56 1,256.94 0.00 0.00% 0.00 0.00 0.00 3,000.00 0.00 0.00% 0.00 0.00 0.00 0.00 1,150.00 0.00% 0.00 0.00 592.56 4,256.94 1,150.00 370.17% -293.68 -1,212.41 -39,742.12 -117.78 -2,086.00 5.65% -249,347.76 -248,655.24 -253,123.26 -256,471.74 -1,025,887.00 25.00% 0.00 0.00 0.00 0.00 -1,334.00 0.00% -249,641.44 -249,867.65 -292,865.38 -256,589.52 -1,029,307.00 30.65% 0.00 375.00 0.00 0.00 0.00 0.00% 375.00 0.00 1,842,278.95 516,739.00 1,029,307.00 50.20% 0.00 0.00 0.00 0.00 0.00 0.00% 375.00 375.00 1,842,278.95 516,739.00 1,029,307.00 50.20% -66.41 -127.80 -39,047.49 -157.74 -165.00 95.60% -109,630.74 -109,851.99 -110,430.00 -100,533.99 -402,136.00 25.00% 0.00 0.00 0.00 0.00 -1,287.00 0.00% -109,697.15 -109,979.79 -149,477.49 -100,691.73 -403,588.00 24.95% 79,998.75 74,398.75 327,905.61 25,794.30 403,588.00 6.39% 79,998.75 74,398.75 327,905.61 25,794.30 403,588.00 6.39% CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 12/31114 AIRPORT FUND 201112012 2012/2013 2013/2014 201412015 2014/2015 201412015 CHARGES FOR SERVICE 1 st QTR 1 st QTR 1 st QTR 1 st QTR ANNUAL PERCENT MISC. REVENUE ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET GOLF COURSE FUND -91,961.91 -109,481.74 -106,856.00 -132,041.99 -438,640.00 30.10% CHARGES FOR SERVICE -348,485.80 -349,888.38 -338,798.30 -360,272.77 -1,277,200.00 28.21% MISC. REVENUE -8,180.51 -65,313.01 -479,862.92 -6,536.34 -40,720.00 16.05% TRANSFERS IN 0.00 0.00 0.00 0.00 -15,000.00 0.00% GOLF COURSE FUND REVENUE -356,666.31 -415,201.39 -818,661.22 -366,809.11 -1,332,920.00 27.52% PERSONAL SERVICES 44,634.82 45,307.21 47,104.72 48,894.26 240,189.00 20.36% OPERATING EXPENSES 88,024.26 82,338.97 85,133.01 79,173.89 303,125.00 26.12% CAPITAL OUTLAY 0.00 0.00 132,440.00 0.00 0.00 0.00% TRANSFERS OUT 0.00 16,852.50 16,324.67 15,102.51 43,989.00 34.33% TOTAL ADMINISTRATION 132,659.08 144,498.68 281,002.40 143,170.66 587,303.00 24.38% OPERATING EXPENSES 134,828.62 141,059.16 140,155.49 141,160.83 573,390.00 24.62% CAPITAL OUTLAY 0.00 1,107.00 0.00 0.00 15,000.00 0.00% DEBT SERVICE 0.00 514.93 5,002.71 0.00 20,011.00 0.00% TOTAL MAINTENANCE 134,828.62 142,681.09 145,158.20 141,160.83 608,401.00 23.20% PERSONAL SERVICES 15,145.82 14,456.87 15,914.84 17,445.70 85,440.00 20.42% OPERATING EXPENSES 20,985.74 16,555.03 1,256.14 100.08 4,700.00 2.13% CAPITAL OUTLAY 0.00 0.00 0.00 0.00 0.00 0.00% DEBT SERVICE 0.00 0.00 4,783.87 14,351.61 57,076.00 0.00% TOTAL GOLF COURSE CARTS 36,131.56 31,011.90 21,954.85 31,897.39 137,216.00 23.25% GOLF COURSE FUND EXPENDITURES 312,306.18 318,024.71 448,180.41 316,228.88 1,332,920.00 23.72% AIRPORT FUND CHARGES FOR SERVICE -3,417.49 -610.08 -2,336.36 -825.50 -15,000.00 5.50% MISC. REVENUE -88,544.42 -108,871.66 -104,519.64 -131,216.49 -423,640.00 30.97% AIRPORT REVENUE -91,961.91 -109,481.74 -106,856.00 -132,041.99 -438,640.00 30.10% PERSONAL SERVICES 52,242.50 42,981.39 36,347.95 28,536.70 125,709.00 22.70% OPERATING EXPENSES 60,178.25 63,748.73 78,266.16 56,247.86 165,876.00 33.91% CAPITAL OUTLAY 0.00 1,168.00 0.00 0.00 0.00 0.00% DEBT SERVICE 0.00 0.00 0.00 0.00 20,025.00 0.00% TRANSFERS OUT 0.00 0.00 0.00 12,500.01 107,030.00 11.68% AIRPORT ADMINISTRATION 112,420.75 107,898.12 114,614.11 97,284.57 418,640.00 23.24% OPERATING EXPENSES 0.00 719.48 12,637.50 20,000.00 20,000.00 100.00% ECONOMIC DEVELOPMENT 0.00 719.48 12,637.50 282.99 20,000.00 1.41% AIRPORT EXPENDITURE 112,420.75 108,617.60 127,251.61 97,567.56 438,640.00 22.24% BUILDING FUND LICENSES & PERMITS -158,085.03 -179,386.88 -154,943.07 -162,912.68 -603,400.00 27.00% CHARGES FOR SERVICE -1,236.30 -1,865.75 -2,508.55 -3,089.94 -12,750.00 24.23% FINES AND FORFEITS -1,143.00 -713.18 -2,472.00 -1,785.86 -12,000.00 14.88% MISC. REVENUE -247.38 -396.74 -1,270.93 -1,189.47 -2,500.00 47.58% BUILDING REVENUES -160,711.71 -182,362.55 -161,194.55 -168,977.95 -630,650.00 26.79% PERSONAL SERVICES 69,491.14 70,313.01 73,140.11 86,767.07 412,966.00 21.01% OPERATING EXPENSES 21,291.77 19,777.34 21,872.47 22,710.60 93,890.00 24.19% CAPITAL OUTLAY 0.00 0.00 16,277.49 0.00 18,500.00 0.00% TRANSFERS OUT 0.00 0.00 0.00 26,323.50 105,294.00 25.00% BUILDING EXPENDITURES 90,782.91 90,090.35 111,290.07 135,801.17 630,650.00 21.53% CITY OF SEBASTIAN GENERAL FUND DEPARTMENTS QUARTER ENDING 12/31/13 2011/2012 2012/2013 2013/2014 2014/2015 201412015 2014/2015 1st QTR 1st QTR 1st QTR 1st QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET CITY COUNCIL PERSONAL SERVICES 5,694.60 5,688.87 5,687.94 5,700.21 22,767.00 25.04% OPERATING EXPENSES 5,313.88 6,647.63 6,742.17 4,891.70 30,455.00 16.06% TOTAL 11,008.48 12,336.50 12,430.11 10,591.91 53,222.00 19.90% CITY MANAGER 86,907.88 85,814.38 87,195.95 85,463.28 454,152.00 18.82% PERSONAL SERVICES 49,911.52 48,470.22 85,410.40 51,119.78 252,108.00 20.28% OPERATING EXPENSES 807.11 703.93 417.34 1,576.16 6,618.00 23.82% TOTAL 50,718.63 49,174.15 85,827.74 52,695.94 258,726.00 20.37% CITY CLERK PERSONAL SERVICES 53,605.41 53,561.60 42,498.15 59,009.33 300,445.00 19.64% OPERATING EXPENSES 42,831.34 19,267.28 44,616.35 24,001.55 41,723.00 57.53% CAPITAL OUTLAY 0.00 0.00 0.00 5,096.00 7,000.00 TOTAL 96,436.75 72,828.88 87,114.50 88,106.88 349,168.00 25.23% LEGAL OPERATING EXPENSES 17,743.65 17,097.48 15,978.10 16,152.76 102,202.00 15.80% TOTAL 17,743.65 17,097.48 15,978.10 16,152.76 102,202.00 15.80% ADMINISTRATIVE SERVICES PERSONAL SERVICES 86,907.88 85,814.38 87,195.95 85,463.28 454,152.00 18.82% OPERATING EXPENSES 25,109.08 25,924.18 17,776.63 930.67 96,699.00 0.96% CAPITAL OUTLAY 0.00 0.00 0.00 0.00 0.00 0.00% TOTAL 112,016.96 111,738.56 104,972.58 86,393.95 550,851.00 15.68% M.I.S. DIVISION PERSONAL SERVICES 25,094.88 24,521.87 30,587.12 22,501.22 140,334.00 16.03% OPERATING EXPENSES 5,149.54 11,091.06 4,639.26 8,142.46 32,665.00 24.93% CAPITAL OUTLAY 0.00 0.00 0.00 0.00 35,000.00 0.00% TOTAL 30,244.42 35,612.93 35,226.38 30,643.68 207,999.00 14.73% POLICE ADMINISTRATION PERSONAL SERVICES 116,935.83 97,588.92 110,908.52 136,204.17 627,929.00 21.69% OPERATING EXPENSES 29,043.59 35,823.16 35,058.00 20,356.36 105,013.00 19.38% CAPITAL OUTLAY 0.00 0.00 3,000.00 0.00 0.00 0.00% TOTAL 145,979.42 133,412.08 148,966.52 156,560.53 732,942.00 21.36% POLICE PATROL PERSONAL SERVICES 485,515.29 503,183.41 493,075.88 474,168.20 2,140,844.00 22.15% OPERATING EXPENSES 47,660.37 58,989.93 57,201.03 56,087.12 218,114.00 25.71% CAPITAL OUTLAY 0.00 0.00 0.00 2,089.00 18,200.00 11.48% TOTAL 533,175.66 562,173.34 550,276.91 532,344.32 2,377,158.00 22.39% CODE ENFORCEMENT DIVISION PERSONAL SERVICES 31,716.46 30,726.43 32,164.30 32,888.05 154,406.00 21.30% OPERATING EXPENSES 4,930.70 6,324.29 5,792.49 3,897.45 23,585.00 16.53% TOTAL 36,647.16 37,050.72 37,956.79 36,785.50 177,991.00 20.67% POLICE INVESTIGATIONS PERSONAL SERVICES 139,693.21 110,800.96 136,651.53 148,354.39 608,514.00 24.38% OPERATING EXPENSES 24,644.17 23,518.91 32,272.61 27,692.73 111,815.00 24.77% CAPITAL OUTLAY 0.00 0.00 0.00 0.00 1,000.00 0.00% TOTAL 164,337.38 134,319.87 168,924.14 176,047.12 721,329.00 24.41% POLICE COMMUNICATIONS PERSONAL SERVICES 113,094.72 91,506.29 105,340.56 105,581.55 536,329.00 19.69% OPERATING EXPENSES 451.26 843.71 2,855.42 2,351.05 12,262.00 19.17% TOTAL 113,545.98 92,350.00 108,195.98 107,932.60 548,591.00 19.67% CITY OF SEBASTIAN GENERAL FUND DEPARTMENTS QUARTER ENDING 12131/13 201112012 2012/2013 2013/2014 2014/2015 201412015 201412015 1st QTR 1st QTR 1st QTR 1st QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET ROADS AND DRAINAGE 104,840.26 112,085.71 98,913.21 111,647.79 563,966.00 19.80% PERSONAL SERVICES 142,056.69 139,775.09 152,123.81 118,271.27 612,011.00 19.33% OPERATING EXPENSES 17,854.75 18,399.20 30,565.96 45,334.06 133,679.00 33.91% CAPITAL OUTLAY 0.00 0.00 0.00 0.00 105,000.00 0.00% TOTAL 159,911.44 158,174.29 182,689.77 163,605.33 850,690.00 19.23% STORMWATER UTILITY DIVISION PERSONAL SERVICES 104,840.26 112,085.71 98,913.21 111,647.79 563,966.00 19.80% OPERATING EXPENSES 102,106.45 67,661.26 72,804.29 157,931.13 589,266.00 26.80% CAPITAL OUTLAY 0.00 0.00 0.00 28,055.90 0.00 0.00% TOTAL 206,946.71 179,746.97 171,717.50 269,578.92 1,153,232.00 23.38% CENTRAL GARAGE 272,949.22 311,150.57 339,567.69 351,748.82 1,032,748.00 34.06% PERSONAL SERVICES 38,248.58 41,303.25 47,760.19 39,472.76 190,299.00 20.74% OPERATING EXPENSES 4,067.12 2,963.94 3,149.30 4,613.75 23,365.00 19.75% CAPITAL OUTLAY 0.00 0.00 0.00 2,786.00 3,000.00 92.87% TOTAL 42,315.70 44,267.19 50,909.49 46,872.51 216,664.00 21.63% FACILITIES MAINTENANCE PERSONAL SERVICES 50,799.01 38,069.86 25,411.63 35,727.06 169,729.00 21.05% OPERATING EXPENSES 12,731.62 18,500.84 9,045.24 27,457.40 133,027.00 20.64% CAPITAL OUTLAY 0.00 0.00 1,431.02 150.00 5,573.00 2.69% TOTAL 63,530.63 56,570.70 35,887.89 63,334.46 308,329.00 20.54% PARKSIRECREATION 272,949.22 311,150.57 339,567.69 351,748.82 1,032,748.00 34.06% PERSONAL SERVICES 145,790.85 146,003.13 143,189.32 152,791.22 703,930.00 21.71% OPERATING EXPENSES 52,687.12 52,599.04 56,061.98 61,735.03 214,185.00 28.82% CAPITAL OUTLAY 10,679.13 19,190.32 13,477.79 0.00 34,000.00 0.00% TOTAL 209,157.10 217,792.49 212,729.09 214,526.25 952,115.00 22.53% CEMETERY PERSONAL SERVICES 20,295.77 19,601.07 32,350.29 34,560.64 155,468.00 22.23% OPERATING EXPENSES 6,406.11 3,880.76 12,801.17 5,101.67 37,047.00 13.77% CAPITAL OUTLAY 8,799.99 0.00 0.00 0.00 0.00 0.00% CEMETERY 35,501.87 23,481.83 45,151.46 39,662.31 192,515.00 20.60% COMMUNITY DEVELOPMENT PERSONAL SERVICES 48,482.21 48,884.27 37,070.43 48,246.87 206,118.00 23.41% OPERATING EXPENSES 3,249.14 2,569.55 8,585.87 9,071.41 16,448.00 55.15% TOTAL 51,731.35 51,453.82 45,656.30 57,318.28 222,566.00 25.75% NON -DEPARTMENTAL 1,675,696.86 1,610,780.94 1,687,801.01 1,662,650.91 7,963,239.00 20.88% PERSONAL SERVICES 17,013.69 13,195.61 21,461.78 943.12 123,890.00 0.76% OPERATING EXPENSES 255,935.53 297,236.99 318,105.91 330,127.82 571,643.00 57.75% GRANTS AND AIDS 0.00 717.97 0.00 20,677.88 337,215.00 0.00% NON -DEPARTMENTAL 272,949.22 311,150.57 339,567.69 351,748.82 1,032,748.00 34.06% ALL DEPARTMENTS PERSONAL SERVICES 1,675,696.86 1,610,780.94 1,687,801.01 1,662,650.91 7,963,239.00 20.88% OPERATING EXPENSES 658,722.53 670,043.14 734,469.12 807,452.28 2,499,811.00 32.30% CAPITAL OUTLAY 19,479.12 19,190.32 17,908.81 5,025.00 208,773.00 0.00% GRANTS AND AIDS 0.00 717.97 0.00 20,677.88 337,215.00 0.00% TOTAL GENERAL FUND 2,353,898.51 2,300,732.37 2,440,178.94 2,495,806.07 11,009,038.00 22.67% CITY OF SEBASTIAN FLORIDA CAPITAL PROJECT STATUS REPORT FUND 310 GENERAL CAPITAL PROJECTS Project Project Project Expenditures Percent Funds Number Description Budget To Date Expended Encumbrances Remainine A1411 Computer Overhaul 300,000.00 225,070.07 75.02% - 74,929.93 A1412 Diesel Fuel Tank 35,000.00 31,637.62 90.39% - 3,362.38 A1513 Police Vehicle Replacement 368,000.00 - 0.00% - 368,000.00 A1514 Roof Repairs 75,000.00 - 0.00% - 75,000.00 A1515 Diesel Fuel Tank Software 25,000.00 - 0.00% - 25,000.00 A1516 Stormwater Equipment 102,000.00 - 0.00% - 102,000.00 A1517 Vac Truck 361,500.00 - 0.00% 361,502.60 (2.60) 2.27% - 803,000.00 257,707.69 32.09% 198,950.76 346,341.55 FUND 320 CAPITAL IMPROVEMENT PROJECTS Project Project Expenditures Percent Funds Number Description Budeet To Date Expended Encumbrances Remaining C1125 Riverview Park Irrigation Fountains 25,000.00 23,335.01 93.34% - 1,664.99 A1320 Fish House Improvements 498,350.00 64,187.93 12.88% 21,361.20 412,800.87 A1422 Tennis Wall 32,000.00 19,620.00 61.31% - 12,380.00 A1424 Disc Golf @ Stormwater Park 18,000.00 - 0.00% - 18,000.00 A1521 Community Center Parking 52,000.00 840.00 1.62% - 51,160.00 A1522 Fisherman's Landing Shoreline 22,000.00 500.00 2.27% - 21,500.00 A1523 Skate Park Rebuild 125,000.00 50.00 0.04% - 124,950.00 A1524 Yacht Club Pier Decking 60,000.00 - 0.00% - 60,000.00 A1525 Boat Lift 7,000.00 7,975.82 113.94% - (975.82) A1526 Veteran's Memorial 11,000.00 - 0.00% 5,827.00 5,173.00 772,350.00 108,948.94 14.11% 21,361.20 642,039.86 FUND 330 TRANSPORTATION CAPITAL PROJECTS Project Project Expenditures Percent Funds Number Description Bud et To Date Expended Encumbrances Remaining Cl 132 Gateway Enhancement 25,000.00 5,321.49 21.29% 17,550.00 2,128.51 A1231 Presidential Streets 991,655.00 705,755.88 71.17% 222,190.65 63,708.47 A1433 Street Repaving 103,888.00 228.00 0.22% - 103,660.00 A1434 Tulip Drive 351,000.00 20,000.00 5.70% - 331,000.00 A1531 Police Station Parking 52,000.00 - 0.00% - 52,000.00 A1532 Cav Corp Parking 2,000.00 2,350.00 117.50% - (350.00) A1533 Pedestrian Bridges 30,215.00 20,201.68 66.86% 6,700.00 3,313.32 A1534 Fleming Street Paving 200,000.00 50.00 0.03% - 199,950.00 A1535 Coolidge Street Paving 460,037.00 16,113.60 3.50% 460,037.00 (16,113.60) A1536 Street Paving 157,000.00 476.20 0.30% 52,109.10 104,414.70 A1537 Riverview Park Sidewalks 50,000.00 - 0.00% - 50,000.00 Al 538 Highway Beautification 100,000.00 - 0.00% - 100,000.00 1,525,543.00 731,305.37 47.94% 240,140.65 65,436.98 FUND 363 STORMWATER IMPROVEMENT FUND Project Project Expenditures Percent Funds Number Description Budget To Date Expended Encumbrances Remaining A1461 Quarter Round 500,000.00 466,347.00 93.27% 33,653.00 - A 1561 Quarter Round 500,000.00 87,659.14 17.53% - 412,340.86 A1562 Indian River Lagoon 100,000.00 - 0.00% - 100,000.00 1,100,000.00 593,666.11 53.97% 86,442.06 419,891.83 FUND 455 AIRPORT PROJECTS Project Project Expenditures Percent Funds Number Description Budget To Date Expended Encumbrances Remaining A1351 Main Street Access Road 1,641,163.00 157,822.45 9.62% 781,352.50 701,988.05 A1451 AP Hangar 875,000.00 105,253.02 12.03% 67,594.98 702,152.00 2,516,163.00 263,075.47 10.46% 848,947.48 1,404,140.05 QUARTERLY INVESTMENT REPORT FOR THE QUARTER ENDED DECEMBER 31, 2014 As of December 31, 2014, the total of the City's cash and investments were $11,601,805.73. Of this, $7,997,280.55 was held in an interest bearing checking account at Seacoast National Bank and $3,604,525.18 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 in government securities. At this time, the obtainable yields for maturities less than three years are still less than the yield received on our checking account, which is .30% over the rate for 13 week Treasury Bills. The State Board rate has been in a range of about .16%. SEACOAST NATIONAL BANK CASH BALANCEALLOCATION General Fund Local Option Gas Tax Fund Discretionary Sales Tax Fund Riverfront Redevelopment Fund Parking In -Lieu -Of Fund Recreation Impact Fee Fund Stormwater Revenue Fund Law Enforcement Forfeiture Fund DST Debt Service Fund Stormwater Debt Service Fund Captial Projects Fund Capital Improvements Fund Transportation Fund Stormwater Projects Fund Golf Course Operations Fund Golf Course Projects Fund Airport Operations Fund Airport Projects Fund Building Department Operations Fund Cemetery Trust Fund Performance Deposits Fund Total Bank Balance CURRENT Per Audited Financial Statements BALANCE PERCENT $ 5,287,544 50.43% 81,686.51 0.78% 1,573,735.13 15.01% 501,678.68 4.78% - 0.00% 605,810.31 5.78% 559,788.18 5.34% - 0.00% 256,548.60 2.45% 243,003.93 2.32% - 0.00% (44,087.93) -0.42% 70,135.01 0.67% (17,976.25) -0.17% (100,995.10) -0.96% - 0.00% 71,670.95 0.68% 63,319.33 0.60% 721,972.62 6.89% 599,940.54 5.72% 11,930.00 0.11% S 10,485,704 100.00% STATE BOARD OF ADMINISTRATION (SBA) IINVESTNIDNT ALLO CATIO N General Fund Local Option Gas Tax Fund Discretionary Sales Tax Fund Riverfront Redevelopment Fund Parking In -Lieu -Of Fund Recreation Impact Fee Fund Stormwater Revenue Fund Law Enforcement Forfeiture Fund DST Debt Service Fund Stormwater Debt Service Fund Captial Projects Fund Capital Improvements Fund Transportation Fund Stormwater Projects Fund Golf Course Operations Fund Golf Course Projects Fund Airport Operations Fund Airport Projects Fund Building Department Operations Fund Cemetery Trust Fund Performance Deposits Fund Total Bank Balance REPORT ON GENERAL FUND CASH RESERVES FOR THE QUARTER ENDED DECEMBER 319 2014 CURRENT BALANCE $ 1,603,513 841,126 96,097 38,755 16,544 43,665 110,596 367,720 256,479 220,000 $ 3,594,493 PERCENT 44.61% 0.00% 23.40% 2.67% 1.08% 0.46% 0.00% 1.21% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 3.08% 0.00% 0.00% 10.23% 7.14% 6.12% 100.00% General Fund Cash Reserves are maintained to minimize the impact of unforeseen or emergency events, such as natural disasters, significant revenue shortfalls or unanticipated expenditures on the City's operations. City policies require reserves greater than or equal to thirty percent of the annual General Fund total expenditures budget, less debt service, interfund transfers and capital expenditures. However, should there be an event that caused City-wide damages of 30%, it is preferable to maintain a reserve balance of about $5 million dollars. A portion of this balance has been set aside from surpluses added since FY2012-13 for funding unanticipated repairs and replacements. Unassigned Reserves 09/30/13 Per Audited Financial Statements $5,065,242 Initial Assignment of FY2012-13 Surplus Changes to Assigned Reserves 19,789 09/30/14 Surplus for FY2013-14 263,874 09/30/14 Per Audited Financial Statements $5,348,905 -28,056 Less Equipment and Facilities 09/18/14 Replace Police Authentication System Repair and Replacement Reserve 264,058 09/30/14 Balance $5,084,847 Pending Seawall Engineering Assessment -50,000 $5,034,847 Equipment and Facilities Repair and Replacement Reserve Balances 09/30/13 Initial Assignment of FY2012-13 Surplus $467,286 $467,286 06/30/14 Replace 3 Mowers & Dump Truck -96,915 370,371 09/10/14 Replace Excavator -28,056 342,315 09/18/14 Replace Police Authentication System 4,343 337,972 09/30/14 Assignment of FY2013-14 Surplus +263,874 601,846 10/06/14 Repairs for Sinkhole at Rolling Hill Ditch -18,554 583,292 10/10/14 Repairs to Pedestrian Bridge -30,215 553,077 11/07/14 Ditch Work — Barber, Caravan & Crowberry -9,598 543,479 12/10/14 Replace Bucket Truck -94,641 448,838 Pending Share of Building Department Software -19,800 429,038 Pending Pipe Repair — Coolidge/Indian River Drive -14,980 414,058 Pending Asphalt Truck -150,000 264,058 Memorandum To: Mayor and City Council Thru: Joe Griffin, City Manager From: Kenneth W. Killgore, Administrative Services Director Date: February 25, 2015 Re: 1" Quarter Accomplishments Fiscal Year 2015 Enclosed please find the I' Quarter Accomplishments for City Departments as assembled and edited by the Administrative Services Department for the three months ended December 31, 2014. CITY CLERK Legislative Support Matters • City Clerk prepared, scanned agenda packets, attended and recorded minutes for three Regular City Council meetings — Deputy attended December Council meeting on behalf of Clerk • Completed follow up of approved Council matters — letters, emails, scanning to LF, indexing, certifying • Four resolutions adopted by Council • Two ordinances adopted by Council • Recorded two documents with Clerk of Court • Three proclamations prepared for presentation by Mayor • Placed three display ad in Press Journal • Provided monthly City calendars and revisions to Council, city staff and press • Coordinated attendance of clergy for Council meeting invocations • Managed Council emails for retention and scanned and forwarded incoming mail to Council • Registered three Council Members for Ethics training Records Management Program • Responded to 57 public records requests • 44 boxes of records that reached retention or were scanned & 16 bags of duplicate and OSA records destroyed by Shred -It Recycling • Deputy Clerk scanned into Laserfiche 11 sets of minutes, 19 agenda packets, 4 Resolutions, 2 Ordinances, 42 contracts/updates, 187 Cemetery documents, 2 budget documents, 4 deeds, 34 election documents, 6 vehicle documents and 105 Capital Project documents/files • AV Tech Haun assisted with importing scanned Building Dept files into LF during office hours • Certified City's records management compliance with FS to FL State Department - Division of Library and Information Services in December Election Matters • All Candidate and PAC M9, M10, G1, G2, G3, G4, M11 campaign reports timely submitted as well as three of five Termination Reports (TR) • Coordinated use of city facility and AV staff for candidate forum • Coordinated use of Chambers for SOE early voting — opened up 6:15 am for 12 days of early voting • Swore in two newly elected Council members at 11/19/14 regular meeting • New Council photo, business cards, new contact list, roll call lists, post results in lobby, website, Ch 25 • Invoice from SOE paid • Provided all candidate documents to Press as requested • Updated regional board appointments and notified agencies of new members City Board Matters • Noticed vacancies, prepared four board appointment transmittal for Council, notified and provided info to appointee, • updated Board Handbook and distributed pages and posted on O:drive • Prepared four certificates of appreciation for outgoing members • City Clerk attended and recorded one Board of Adjustment meeting • Deputy City Clerk attended and recorded one CRA meeting • Deputy City Clerk prepared agenda, attended and recorded two Veterans Advisory Board meetings • Deputy Clerk prepared agenda, attended and recorded four Natural Resources Board meeting • Published all scanned City board packets to City website and Laserfiche and provided to press and council • Removed Fagade, Sign & Landscape Grant Review Committee reference from Board Handbook Audio -Visual, Website and Other E Records Matters • Filled Two Audio Visual Technical Temp PT position — DeVaughn Songui and Gary Vicars • Work orders for AV & website updates/additions closed: Electronic Records — 24; Hardware — 5; Order — 3; Other — 3; Publication — 48; Security — 1; Telecom — 1: Software — 18; Training — 1; Vendor Assistance — 1; Website/COS-TV/PP Presentations Total— 201; (Website Only - 73; COSty Only - 44; COSty & Website — 72; Presentations — 9) • Purchased and installed new MAC computer for video editing upon failure of four year old Rain Machine • Installed new AV room AC to keep systems functioning properly — overseen by Facilities Manager and PW staff • UStream upgraded to 24 hour programming on city website and advertisement free • ERIM and AV Spec filmed Veterans Day program, Clambake Excerpts, Police Night Out, Shop with a Cop, Golf Course Pro Tips for broadcast on Channel 25 • ERIM assisted MIS as needed • ERIM and AV Tech Vicars removed and rewired entire AV room system and connections and began remapping system • AV Tech Sinno filmed three Police Chief Interviews for broadcast on CH 25 • ERIM supervised or attended with AV Spec/Techs for live broadcast or recording 25 City meetings Cemetery Matters • Certificates of Interment Rights issued for 11 locations for a total of $17,000 • Scanned all cemetery records as sold or amended for permanent retention (see Records Management) • Entered into Pontem database all burials and lots/niches sold Community/Staff Matters • Responded to 70 public inquiry e-mails to the General City of Sebastian e-mail address CITYSEB and 8 phone messages from front desk and forwarded to appropriate departments for response • ERIM volunteered for after school Computer training for Sebastian River Middle School • Prepared letters for five Dan K. Richardson Award Recipients for Freddie Woolfork Personnel/Educational Matters • Deputy Clerk attended MunicodeNEXT webinar October 9, 2014C1erk and Deputy Clerk attended Microsoft 7 Training ADMINISTRATIVE SERVICES • Prepared 4h Quarter 2014 Budget Amendment and made presentation to Budget Committee and City Council. • Submitted approved 2015 Operating Budget to the Government Finance Officers Association Awards Program. • Assisted Auditors with interim audit work. • Closed financial records for year-end and opened up the new budget year on the accounting software. • Began preparation of the financial statements for the year ending September 30, 2014. • Handled normal processing of payroll, accounts payable and cashiering. • Coordinated the quarterly employee investment meetings with the ICMA representative. • Completed required paperwork on Airport and other grants. • Approved payments on major contracts. • Recruited, interviewed and hired replacements for vacant positions. • Appointed Cynthia Watson as Human Resources Manager. 2 POLICE DEPARTMENT Administration • Incident Reports processed/dispersed to proper agencies and entered into CAPERS... 899 • Arrest Reports (Juveniles)....................................................................... 7 • Arrests Reports (Adults)......................................................................... 75 • Accident Reports/Driver Exchanges processed, dispersed/entered into CAPERS...... 131 • Traffic Citations processed and entered into CAPERS ...................................... 221 • Parking Citations processed, followed up and entered into CAPERS ..................... 0 • Warning Citations processed, followed up and entered into CAPERS .................. 979 • Subpoenas signed, processed and distributed .................................................. 314 • Public Records Request: October 68; November 43; December 72 ....................... 183 • Continued review of agency policies as per accreditation standards. • Received our 4th re -accreditation certification. • Administration attended 6 Council and special meetings. • Attended over 90 Law Enforcement related meetings and 22 public meetings and/or speaking engagements. • Attended training for various updates. Volunteers • The Community Service Volunteers worked a total of 2,322 hours during this quarter. • 52 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. • 1,086 house watches/close patrols were completed. • 47 vehicle transports were made consisting of taking the vehicles to different locations for repairs etc. • 45 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. • 56 area checks of banks were made. Visual marked units around the banks at various times helps to deter crime. • 40 Airport checks were made. Again the visibility helps to deter crime. • 127 special details were assigned. • 12 miscellaneous assist for law enforcement personnel. • 78 paper runs i.e.: State Attorneys Office, Sheriffs 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 6 traffic crash scenes. • 0 warnings for handicapped parking tickets issued and 0 warnings for other parking issued. • 34 citizen contacts. • 403 Miscellaneous jobs. • 59 hours of Funeral Escorts were done. School Resource Officer • Participated in National Walk to school day by walking to school with the students and providing safety from passing vehicles. • Assisted with a code red drill at Sebastian Elementary School. • Took reports at the schools and was consulted on different issues with students. • Conducted numerous area checks each week once school began in mid-August at the three schools in Sebastian's jurisdiction. • Taught DA.R.E. Program at Pelican Island Elementary and Sebastian Charter Junior High's 5th grade. • Teach G.R.E.A.T. Program at Sebastian Charter Junior High School. • Conducted 3 separate graduation ceremonies/events for D.A.R.E. and G.R.E.A.T. • Had crime prevention talk with Deputy Roberta Barker with a Boy Scout group at Saint Sebastian Church • Assisted road patrol duties to handle calls for service in the lobby and conducted follow ups of reports taken. • Conducted a fundraiser for Shop with a Cop with a softball tournament. • Conducted a Clean-up day AT Riverview Park with G.R.E.A.T. students from Sebastian Charter Junior High. • Prepared for Shop with a Cop by planning and going through applications and gathering information from schools in order to include students in need. • Delivered meals to needy families in Sebastian and delivered the holiday spirit (Christmas tree, decorations and presents) to a family living in a hotel. Assisted road patrol duties to handle calls for service, accidents and covering shift shortages as well as follow ups of reports taken. 3 Road Patrol and Special Operations • Officers were dispatched to 2401 calls for service, and self -initiated 5731 events. • 75 adult and 7 juvenile arrests were made. • Officers issued 221 citations, 0 parking citations, and 979 written warnings. • Officers completed 899 offense reports and 131 crash reports. Citations Warnings Incidents Arrests • Traffic Homicides (1) 38 92 41 1 • Boat Ofc (ID 447) Assigned to shift coverage. • K-9 Ofc's 47 135 50 11 • TOTALS 85 227 91 12 • K-9 Arrest (Misdemeanors) 7 • K-9 Arrest (Felonies) 3 • K-9 Training hours 440 • Additional Training Hours 240 • K-9 Demonstrations 10 • K-9 Narcotic Searches 20 • K-9 Activity Usages 11 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. Community Policing • Attended 36 business contacts/meetings. These locations include numerous financial institutions, Chamber of Commerce, Multi -Agency committee meeting, Civic Group meetings 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 backgrounds for applicants. • Officer Marcinik conducted approximately 8 hours of car seat inspection & education to the public. • Officer Marcinik also had approximately 30 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 8 hours of Recruiting. This includes phone calls, walk-in inquiries and location presentations. • Officer Marcinik conducted 5 bicycle and pedestrian safety programs at our three schools. The bike safety program has resulted in the distribution of approximately 8 bike helmets in an on going effort for safe bicycling and compliance with Florida law. • Officer Marcinik conducted 3 child I.D. programs, which provided approximately 100 children / families with child ID's. • Officer Marcinik has approximately 6 hours working with DCF regarding adults in need of services, homeless and the Department's RUOK automated calling program. • Officer Marcinik has completed 80 hours of training resulting in recertification in Computer Voice Stress Analysis (CVSA) and Middle Management. • Officer Marcinik has numerous hours invested in the planning, facilitating and participation with numerous events to include the, Clam Bake, CTST meetings, S.A.F.E. Program, Sebastian Community Night Out, and 2015 Citizens Academy. Investigations October November December Active Cases 62 69 76 Cases Assigned 14 21 28 Cases Closed 5 18 6 Cases Inactive 6 6 7 Arrest 1 0 0 # of Warrants Obtained 6 3 4 Reports/Supplement 19 26 21 4 Communications Division • 12,409 calls entered into C.A.D. (IMC) of that: • 4,184 were dispatched calls for service. • 2,277 were Code Enforcement Initiated calls. • 4,399 were Officer Initiated calls. • 1,285 were Volunteer Initiated calls. • Total 911 calls received 2,959 of that the breakdown of the lines are as follows: • Wireless 911 calls — 2,388 (cell phones) • Wire -line 911 calls — 397 (residential and/or business land lines) • VOIP 911 calls —174 • 839 of the calls were transferred to other agencies. • 198 were 911 hang-ups. • Total Admin Lines calls: • Incoming 5,986 • Outgoing 2,804 • Transferred 1,432 • Training attended: • 1 FDLE CJIS Symposium Training. • 9 Dispatchers completed Police Legal Science monthly training. • 9 Dispatchers completed APCO monthly training articles. • 4 Attended Dealing with suicidal callers. • Radio and playback repaired. • Telephone and computer repairs. • 1 Dispatcher was hired. • 1 Dispatcher resigned. • 1 Dispatcher completed training. • Dispatchers worked at County EOC while 911 phones were upgraded. 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. Communications helps officers to search for information, phone numbers, referring them to the proper agency, etc. Communications also assist other agencies with information and/or request they may have. Alarm Assessments • $630.00 in alarm permits (new and renew) • $700.00 in false alarms fines • 158 alarm responses by officers, 84 of these were false. • 34 New permits issued. Code Enforcement Division Of the 1,926 code calls for the quarter the following is a breakdown of some specific calls made: • Issued 350 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. • 101 property inspections for title companies and 139 sign violations. • 601 Code Services. • 702 re -inspections, 60 violations were not complied with, 188 were posted for abatement, 65 abated by vendors. • 387 violations complied. • 31 Liens filed, 58 liens released. • 190 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. 0 There were no calls for water violation during the first quarter. PUBLIC WORKS DEPARTMENT Roads and Maintenance • Repair the window at crabby Bill's • Install new memorial bench at the Golf Course. • Put dirt on the edge of the new road at the Cemetery. • Haul dirt to Crabby Bill's. • Have the gates repaired at the Cemetery. • Weeds eat and edge sidewalks throughout the City. • Repair parking lot at the splash pad. • Repair parking lot at Cavcor property. • Work on ped bridge deck repair. • Repair lights at Hardee Park. • Set up and close road for breast cancer event. • Repair lights in Sign Shop. • Set up and break down for Homecoming and for the Clam Bake. • Repair elec. at River View Park for the Clam Bake. • Weeds eat along the track at Schumann and Essex. • Cut trees off the roof at Crabby Bill's • Remove dead palm tree from Cavcor Property. • Install new oil reel in the garage. • Dirt on edge of road. • Trim trees at George St. Park. • Get prices for Golf course gates and Golf course restrooms. • Get prices for removing trees off the ditch at Power line Rd. • Weeds eat edge and mow ditch on I. R.D. • Install new brick at the War Memorial and new bricks at the clock. • Build new sign for Schumann Park. • Remove graffiti throughout the city. • Move roller to Hardee Park for Parks. • Trim trees at 1355 Barber St. • Repair elec. at the Cemetery. • Replace mailbox at the Sign Shop. • Help P.D. look for missing women. • 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. • 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. • Work on Barber bridge guardrails. • Work on way finding signs. • Weed eat New Pack ditch. • Repair broken lights at Easy st Park. • Work on school crossing lights. • Check and repair all city docks. • Work on Barber St. Bridge getting new guardrails installed. • Clean seaweed off Yacht club boat ramp. • Replace parking stop throughout the city, Sign and Traffic Control • Regulatory signs 102 • Warning Signs I 1 • Guide signs 23 • Specialty signs 110 • Pavement Markings 400 ft. Cemetery • The Cemetery Division continued regular routine maintenance of mowing, weed eating and edging. • Marked out grave sites. • Made necessary irrigation repairs. • Handled burials, etc. Parks and Recreation • Set up and maintained Riverview Park for Clam Bake • Assisted with Veterans Day, Christmas Parade, 5K Run, National Night Out, Making Strides Against Breast Cancer, Homecoming Parade and Pearl Harbor Day Ceremonies. • Halloween Costume Contest at Riverview Park. • Replaced Chlorine Feeder and 4 feature valves at Splash Pad • Maintained Christmas Tree and fountain at Riverview Park • Installed new playground, picnic table and bench at Community Center. • Repaired fence around playground and replaced fountain pump at Riverview Park • Repaired irrigation from Clambake & Art Show damage at Riverview Park. • Repaired fence and windscreens at Friendship Park Tennis Courts • Trimmed trees and cut back pepper trees along I. R. Drive and City Hall. • Repaired pump, irrigation and playground at Boys & Girls Club. • Installed new gates, repaired scoreboards and bleachers at BSSC. • Over -seeded football fields and baseball infields with ryegrass at BSSC. • Installed 4 new poles, backboards, rims and nets on basketball courts at BSSC. • Replaced backstop padding and nets on baseball fields at BSSC. Fleet Management • The Fleet Management staff completed 327 repair work orders, 36 preventive maintenance services, 28 service calls and 12 road trips to pick up parts. • In addition to in-house vehicle/equipment work orders, 45 vehicles and equipment repairs were scheduled and completed by outside vendors. Purchased the following vehicles and equipment: • (1) Police motorcycle • (3) Police Patrol units • (1) Police /Code Truck • (1) Mower/Parks • (1) Public Works -Utility truck (4x4) • (1) Storm Water — crew cab/utility truck (4x2) • Fuel cost as of 31 December 2014 is as follows: • $3.58 per gallon of gasoline increase of 16% over the past 90 days • $3.82 per gallon of diesel fuel increase of 8% over the past 90 days 7 Facilities Maintenance • Conducted quarterly sprinkler tests. • Conduct biannual Trane A/C inspection for City Hall and the Police Department • Replace A/C air handler city garage. • A/C repairs Hanger B airport and city garage. • Add additional outside lighting golf course cart barn. • Repair flow switch fire alarm system at airport, troubleshoot fire alarm system Police Department. • Clean and buff hallways and clean scrub all bathroom tiles Police Department. • Clean and buff floor at community center. • Install new drinking fountain at Creative Park. • Back flow testing for December completed. • Continued monitoring of contracts with pest control, AIC, 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. Stormwater • '/4 Project • Driveway replacements 27 • Front yards piped - 2 • Pipe replacements • Side Yard Ditch piped -1 • Ditches excavated and cut — 5 • Right of way cut back • Hazard areas in Unit 2 and Unit 4 • Armadillo work • Glentry-Dewitt-Damask-Caravan-Delaware • Vac Truck • Cleaned out driveway pipes in phase &3 of %4 round project • Driveway pipes — 42 • Road Crossings — 6 • Catch Basins -2 GOLF COURSE • Revenue 14-15 13-14 Difference+/ - Total Revenue $371,326 $346,017 +$25,309 Total Rounds 12,539 11,340 +1,199 Green Fee $87,861 $89,958 -$2,097 Cart Fee $153,987 $135,322 +$18,665 Annual Member $67,782 $60,732 +$7,050 USGA Hdcp. $4,060 $4,260 -$200 Disct. Card $22,806 $23,716 -$910 Driving Range $8,030 $9,205 -$1,175 Club Rental $526 $525 +$1 Club Storage $2,232 $2,282 -$50 Golf Shop Retail $17,474 $12,786 $4,688 PGA Pro Lesson $590 $495 +$85 Restaurant Rent $5,962 $6,692 -$730 • Comments — Modest increases in total revenue, rounds, cart fees, annual memberships & golf shop sales. Good customer traffic, several coupons and other specials helped increase golf round numbers. Small decrease in range revenue due to driving range closed after periods of heavy rainfall; range in need of improved drainage. • Charity, Corporate and special Golf Tournaments for 1st quarter (14-15) included Central Baptist Church (48 players), Sebastian Italian -American Club (133 players), Sebastian Tiki Bar benefitting Breast Cancer Research (123 players)& 2014 Sebastian Amateur (60 players). • Charity, Corporate and Special Golf Tournaments scheduled for 2nd quarter (14-15) include Solid Rocket Booster Golf League, St. Sebastian Church Tournament, Sebastian Eagles Golf Tournament, Sebastian Women's Golf Association Invitational, 4th Annual Michael Nichols Memorial Golf Tournament, Sebastian Elks Lodge Golf Tournament & Sebastian Rotary Golf Tournament. • Conducted several free Junior Golf Clinics in conjunction with the Indian River Golf Foundation. Junior clinics also scheduled throughout school -year, highlighting elementary and middle -school juniors, with Sebastian River High School Golf Team members assisting and serving as role -models. • Upgraded Golf Shop Point of Sale & Tee Time software, which enabled the ability to do email blasts, sending special offers, coupon and other forms of advertisements to thousands of golfing customers. For 1st quarter, sent email marketing messages to 3,816 email addresses. • International Golf Maintenance, Inc., the golf course's maintenance provider, began a newly -executed 10 year contract. • Created 5 minute short -film feature on the 2014 Sebastian Amateur. • Received 12 new Annual Members. • Preliminary meetings regarding golf course improvements, mainly focusing on irrigation system, as well as eventual green and tee rebuilding projects. • All weekly leagues showing increased numbers with winter residents arriving, especially the golf course's large league, The Thomas Wojciechowski " We jo" Monday League. AIRPORT • Working on Main Street access road Improvements Project. • On-going Stormwater maintenance. Economic Develoament • Partnered w/Sebastian Chamber on print advertising campaign. • Budgeted for $20,000 in FY2015 to be spent on economic development. BUILDING DEPARTMENT • In the first quarter of this fiscal year, a total of 32 new single-family homes were issued building permits. This is 13 houses less than what was reported in the fourth quarter of last fiscal year, but it is still a good number of homes being built each month. Other permits of significance include 6 new manufactured homes, 1 new commercial building, 0 commercial additions, 5 commercial alterations, 3 commercial build outs, 6 residential additions and 12 residential alterations. In all, 809 building permits were issued in the first quarter. This is 9% decrease in permitting activity as compared to the fourth quarter of last fiscal year. • Total number of inspections for the first quarter was 2779 for an average of 48 inspections per working day. The number of inspections has increased slightly from the fourth quarter of last fiscal year. • The number of Certificates of Occupancy issued for the first quarter included 55 new single family residences, 3 commercial certificates of occupancy and 1 commercial certificates of completion. • The following lists the Business Tax Receipt activity for the first quarter: New Businesses -49, Renewals -142, Transfers -3, Duplicates -1, Home Based Businesses -26, Commercial Businesses -19, Insurance Companies4, and Solicitor Permits -6. In addition, there have been 59 requests from lien/title companies for permit records on properties within the city. Business Tax renewals are pretty much over and things are back to normal. • The Building Department has begun to look at computer software possibilities to enhance our ability to better serve our customers. We are also working on creating an ordinance that better addresses solicitation rules, regulations and permitting. • This department also actively follows up on complaints from citizens regarding contractual issues with licensed contractors, unpermitted work and unsafe structures. We also continue to pursue enforcement action when necessary to stop unlicensed contractor activity. 9