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14-15-FY 3rd QuarterRESOLUTION NO. R-15-22 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, the City of Sebastian adopted Resolution No. R-15-05 on March 11, 2015 amending the City's 2014-2015 budget; and WHEREAS, the City of Sebastian adopted Resolution No. R-15-15 on June 24, 2015 amending the City's 2014-15 budget; and WHEREAS, an analysis of the revenues and expenditures for the three (3) months that ended on June 30, 2015 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 All resolutions or parts of resolutions in conflict herewith are hereby repealed.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 ' ediately upon its adoption. It was moved for adoption by Councilmember The motion was seconded by Councilmember MO'�(}QMT and, upon being put to a vote, the vote was as follows: Mayor Richard Gillmor Vice -Mayor Jerome Adams Councilmember Andrea Coy Councilmember Jim Hill Councilmember Bob McPartlan The Mayor thereupon declared this Resolution duly ATTE Sally A. Mai , MMC City Clerk lay of August 2015. Approved as to form and content for reliance by the City of Sebastian only: Robert A. Ginsburg, City Attorney EXHIBIT "A" of RESOLUTION R-15-22 SUMMARY OF BUDGET CHANGES FOR THE QUARTER ENDED JUNE 30, 2015 Amounts Changes Authorized by City Manager: Adjustment between Facilities Maintenance accounts to put sign in City Council Chambers. $ 6,500 Adjustment between City Manager accounts to purchase parliamentary procedure booklets. $ 304 Adjustment to use temporary salaries budgeted for in-house janitorial work to cover the costs $ 20,754 of contracting out the janitorial services. Adjustment within Police accounts to move budget for vest to the proper account code. $ 16,098 Adjustment between Cemetery accounts to cover stucco being put on Cemetery building. $ 2,600 Adjustment to use funds programmed for City Council Chamber seating to purchase a server $ 13,500 and replace City Council monitors. Adjustment between Airport accounts to cover cost of repair of a gear box. $ 1,100 Adjustment between Golf Course accounts to purchase an air conditioner for the Pro Shop. $ 3,433 Adjustment between Police accounts to cover budget overages. $ 1,854 Adjustment between Golf Course accounts to cover cost of repairs to irrigation pumps. $ 2,500 Adjustment to close Yacht Club Pier Decking reconstruction. $ 60,000 Adjustment between Fleet Management accounts for cost of new flooring in the bathroom. $ 1,003 Adjustment between Golf Course accounts for Pro Shop air conditioner & credit card terminal. $ 4,968 Adjustment between MIS accounts to cover cost of repairs and maintenance. $ 786 Adjustments between Parks & Recreation accounts to cover Tennis Court irrigation repairs. $ 3,000 Adjustments between Stormwater accounts to cover purchases of pipe used for repairs. $ 7,091 Adjustments between Stormwater accounts for more pipe and to allow for equipment rental. $ 20,000 Adjustment between Golf Course accounts to cover cost of credit card supplies. $ 225 Adjustment between Stormwater accounts for cost to attend stormwater inspector seminar. $ 1,065 Adjustment between Cemetery accounts to cover budget overages. $ 1,235 Adjustment between City Clerk accounts for cost of City Council dias monitors & other updates. $ 3,998 EXHIBIT "A" of RESOLUTION R-15-22 (CONTINUED) Chances Approved by City Council: Amounts Approved adjustment to pay future Stormwater debt service from the DST Fund and applying the $ 182,440 savings in the Stormwater Revenue Fund to a major ditch cleaning effort March 25, 2015. Approved proceeding with construction of the CAV CORP parking lot March 25, 2015. $ 200,000 Approved demolition of unsafe structure April 22, 2015. $ 8,650 Approved settlement of legal action by Fisherman's Landing Restaurant May 13, 2015. $ 18,000 Approved doing an engineering assessment of seawalls May 13, 2015. $ 50,000 Approved proceeding with plans for new irrigation system for Golf Course May 13, 2015. $ 1,300,000 Approved legal fees for estate of Gregory H. Smith May 13, 2015 $ 2,500 Additional Chances Submitted for City Council Approval: Amounts Use of Equipment & Facilities R&R Reserve on pumps/wells at Community Center & Yacht Club. $ 5,140 Use of Equipment & Facilities R&R Reserve for repair of Cemetery irrigation system due to $ 387 lightning strike. Use of Equipment & Facilities R&R Reserve for emergency repairs to Main Street dock. $ 1,500 CITY OF SEBASTIAN QUARTERLY FINANCIAL REPORT EXECUTIVE SUMMARY OVERVIEW THE THIRD QUARTER FOR GENERAL FUND APPEARS GOOD, WITH 74.4% OF BUDGETED REVENUES RECEIVED AND DEPARTMENTS SPENDING 71.0% OF AMOUNTS ALLOCATED. AS EXPECTED AT THIS TIME OF YEAR, RESERVES ARE STILL ON THE HIGH SIDE. 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 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 Yd quarter of this year to the P quarter of the prior 2 years. Revenues and amounts Expended are higher than prior years' 2nd quarters and the increase in Reserves is less than experienced up to the end of the 3'd quarter of the prior 2 years. 12,000,000 10,000000 6,000,000 6000,000 4.000 000 2,000 000 14292217 9.000,000 90.0% 8,000,000 701% 7.000,000 50.0% 6—il 6,000,000 30.0% 5,000,000 10.0% 4,000,000 l6t lree� i� e9 e5 0 �e°� i*5 0°5\oe�eF�o �GoP�omSe�c CDd GN 3=000 2A00,000 1100100 0 Rerenues Ewded d•Resam MM3 7,667,129 7,001,751 685,378 16=14 7,913,134 7,2Y1,361 690,773 iMMIS 8,350,908 7,94644 387,264 The graph below and left shows collections through the 3rd quarter of the three main sources of General Fund Revenue and of those three as a total. Those three sources and property taxes are 69% of budgeted revenue. About $16,949 more was received from those three sources for the 3'd quarter of this year, as compared to the Yd quarter of last year. The graph below and right shows the percentage of budgeted expenditures by department at the end of the quarter. In total, departments expended 71.0% 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 3rd Or 2014 3rd Qtr 2015 2015 Budget 2015 Proec9an oSaftftdsa @Ekc/ri L"Tar @W-wtSalesTar aTftofI*TW 100.0% 90.0% 60.0% 701% 60.0% 50.0% 6—il 40.0% 30.0% 20.0% 10.0% 0.0% l6t lree� i� e9 e5 0 �e°� i*5 0°5\oe�eF�o �GoP�omSe�c CDd GN e90 �d�'eo ld1i Page I of 3 CITY OF SEBASTIAN QUARTERLY FINANCIAL REPORT EXECUTIVE SUMMARY (CONTINUED) SPECIAL REVENUE FUNDS AND CAPITAL PROJECTS 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 3`d quarter of this year. It reflects large unexpended amounts for the Fish House, Tulip Drive, plus the Airport's Main Street Access Road and Hanger projects. 3.000.000 2.500.000 2AOOX 1.500.000 1.000000 500.00 IOGT DST StamwaterFee IN01244 l38ar2mfi rmaewp 12015cgaam DEBT SERVICE FUNDS AND LONG-TERM DEBT 6,600,000 5,060 000 4.000 000 3,000,000 2,600000 1,0D9,000 ap o p 01 ` S C prV� The City's long-term debt includes the Discretionary Sales Tax Bank Note ($1,722,000 outstanding, maturing 4/01/17) and the Stormwater Revenue Bank Note ($2,630,000 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 ($1,689,000 outstanding, maturing 12/01/22) and a Bank Loan for Golf Carts ($224,778 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 3d quarter this year to the end of the prior fiscal year. The graph below and right compares Revenues and Expenses at the end of the 3rd quarter this year to the end of the 3rd quarter the prior two years, plus the positive or negative impact to Reserves. Amounts related to the cart loan have been excluded. 1,100,000 1,500,000 1,300,000 1,100,000 900,000 100,000 500,000 3011,000 100.00 (100.000) PDO.000) I9r3WL0111 1215,923 1542145 (pi.309) 60022015 1141,516 9St921 (41.1191 1,400 1200.00 1.000,000 800.000 MAO 400A00 20DM 116,3020131 1161105 1 965.115 1 198.90 I Page 2of3 7K—l3�6���+s%l,11,3y18J' = 93�',I`tiEscP AIRPORT The graph below and left compares Airport Revenues, Expenses and Reserves at the end of the 3rd quarter this year to the end of the prior fiscal year. The graph below and right compares Revenues and Expenses for the 3'd quarter this year to the 3'd quarter of the prior two years, plus the positive or negative impact to Reserves. 600.000 700.060 WOOD SWA00 400.000 300.000 200.000 100.000 0 )100,000) )200,000) Revenues Ez Med Reserves M775,677 560254 47.513) il 5 1 334,411 2%,500 30,396 350,000 300,000 250000 200,000 150,000 100,000 50,000 0 Revenues Med +I-Resdves 1670!2013 Et Med +ti Reserves 259.556 1670'2013 299,656 22,427 366.635 146,281 /6702014 271,111 43,329 193,069 31,091 1=01611 256500 77,911 BUILDING The graph below and left compares Building Department Revenues, Expenses and Reserves at the end of the 3rd quarter this year to the end of the prior fiscal year. The graph below and right compares Revenues and Expenses for the 3rd quarter of the current year to the 3`d quarter of the prior two years, plus the positive or negative impact to Reserves. 1.000.000 800.000 600.000 400.000 200,000 0 (250,000) MOMI 702,195 1 59,534 1 949,959 1=151 524,159 1 493.069 1 990.049 600.000 500000 400,000 300,000 2W.000 100,000 0 Revenues Med +I-Resdves 1670!2013 557,525 297,966 259.556 1630'2014 516,916 366.635 146,281 867012015 524.159 193,069 31,091 Page 3 of 3 GENERAL FUND TAXES LICENSES & PERMITS INTERGVT'L REVENUE CHARGES FOR SERVICE FINES AND FORFEITS MISC. REVENUE TRANSFERS IN FROM FUND BALANCES GENERAL FUND REVENUE CITY COUNCIL CITY MANAGER CITY CLERK LEGAL ADMINISTRATIVE SERVICES M.I.S. DIVISION POLICE ADMINISTRATION POLICE PATROL CODE ENFORCEMENT DIVISION POLICE INVESTIGATIONS POLICE COMMUNICATIONS ROADS AND DRAINAGE STORMWATER UTILITY DIVISION CENTRAL GARAGE FACILITIES MAINTENANCE PARKS/RECREATION CEMETERY COMMUNITY DEVELOPMENT NON -DEPARTMENTAL GENERAL FUND EXPENDITURES LOCAL OPTION GAS TAX TAXES INTERGVT'L REVENUE TRANSFERS IN MISC. REVENUE LOGT FUND REVENUE OPERATING EXPENSES DEBT SERVICE GRANTS AND AIDS TRANSFERS OUT TO FUND BALANCES LOGT 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 TRANSFERS IN FROM FUND BALANCES RRD REVENUE OPERATING EXPENSES CAPITAL OUTLAY GRANTS AND AIDS TRANSFERS OUT RRD EXPENDITURES CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 06/30/15 2010/2011 2011/2012 2012/2013 2013/2014 2014/2015 2014/2015 2014/2016 3rd Qtr 3rd Qtr 3rd Qtr 3rd Qtr 3rd Qtr Annual Percent ACTUALS ACTUALS ACTUALS ACTUALS ACTUALS BUDGET of Budget -5,438,164.11 -5,000,793.38 -5,249,132.42 -5,333,919.41 -5,753,320.21 -7,169,750.00 80.24% -18,012.50 -18,090.50 -32,073.50 -116,425.81 -133,819.16 -143,800.00 93.06% -1,217,860.26 -1,313,309.06 -1,375,922.38 -1,457,692.76 -1,549,220.23 -2,244,109.00 69.03% -199,137.77 -208,889.30 -278,211.79 -288,637.68 -239,817.62 -330,955.00 72.46% -61,821.19 -43,270.67 -48,120.12 -43,063.14 -46,544.09 -67,100.00 69.37% -175,609.03 -173,666.95 -283,668.76 -204,562.38 -200,931.80 -263,104.00 76.37% -552,545.37 -517,319.09 -420,000.03 -468,832.50 -427,254.88 -718,306.00 59.48% 0.00 0.00 0.00 0.00 0.00 -285,807.00 0.00% -7,663,150.23 -7,275,338.95 -7,687,129.00 -7,913,133.68 -8,350,907.99 -11,222,931.00 74.41% 33,182.74 36,153.93 36,367.52 32,919.37 34,043.92 53,222.00 63.97% 167,670.55 161,802.02 163,979.97 196,114.44 180,967.72 258,726.00 69.95% 197,319.84 225,480.14 208,382.42 199,389.54 250,660.61 362,668.00 69.12% 66,291.49 63,772.06 61,113.30 67,750.22 74,707.89 102,202.00 73.10% 358,821.83 356,392.46 362,992.13 377,557.13 386,254.17 553,751.00 69.75% 229,770.95 121,026.71 107,731.46 113,349.86 113,475.73 207,999.00 54.56% 453,871.52 466,223.69 418,759.61 446,170.87 547,836.87 766,773.00 71.45% 1,886,616.40 1,737,086.58 1,733,735.88 1,728,935.86 1,782,446.86 2,378,307.00 74.95°x6 114,808.86 120,070.11 117,812.53 123,372.81 119,898.41 177,991.00 67.36% 766,757.23 521,627.79 469,637.47 537,689.81 546,223.03 722,301.00 75.62% 349,946.70 348,363.20 328,441.53 363,786.09 360,866.33 548,591.00 65.78% 564,345.97 523,937.43 557,513.78 540,890.44 618,521.04 880,266.00 70.27% 755,261.52 659,967.90 555,808.30 662,448.88 849,588.54 1,254,290.00 67.73% 101,756.00 139,787.23 146,649.03 132,474.38 149,335.45 216,664.00 68.92% 146,855.96 180,973.95 187,951.73 154,680.57 219,823.14 297,138.00 73.98% 660,348.53 653,741.73 643,178.70 669,408.46 712,260.91 960,533.00 74.15% 75,166.99 89,933.17 94,698.95 137,154.78 133,536.37 192,902.00 69.22% 287,688.13 172,611.94 166,708.82 153,519.13 158,895.76 234,133.00 67.87% 469,208.59 531,713.25 640,287.63 584,748.48 724,300.75 1,054,474.00 68.69% 7,685,689.80 7,110,665.29 7,001,750.76 7,222,361.12 7,963,643.50 11,222,931.00 70.96% -382,134.39 -376,667.29 -365,721.15 -370,155.43 -419,547.00 -553,152.00 75.85% -9,353.00 -9,353.00 -9,474.00 -9,758.00 0.00 -10,050.00 0.00% 0.00 0.00 0.00 0.00 -45,385.80 -207,000.00 21.93% -1,265.89 -2,296,013.32 -75.15 -2,964.62 -138.87 -106.00 131.01% -392,753.28 -2,682,033.61 -375,270.30 -382,878.05 -465,071.67 -770,308.00 60.37% 159,995.95 181,308.75 164,373.99 131,552.97 165,655.91 320,103.00 51.75% 264,463.23 2,330,741.99 243,199.81 242,740.90 242,783.29 242,783.00 100.00% 50,000.00 50,000.00 0.00 0.00 0.00 0.00 0.00% 1,341,794.74 93,750.03 266,095.50 0.00 136,742.10 157,000.00 87.10% 0.00 0.00 0.00 0.00 0.00 50,422.00 0.00% 1,816,253.92 2,655,800.77 673,669.30 374,293.87 545,181.30 770,308.00 70.77% -1,621,326.91 -1,688,365.35 -1,763,731.98 -1,852,314.60 -1,975,537.62 -2,766,832.00 71.40% -2,391.75 -2,078.85 -3,354.89 -4,455.51 -4,500.90 -26,095.00 17.25% 0.00 0.00 0.00 0.00 0.00 -1,203,494.00 0.00% -1,623,718.66 -1,690,444.20 -1,767,086.87 -1,856,770.11 -1,980,038.52 -3,996,421.00 49.55% 1,626,970.48 1,800,217.91 1,329,347.42 1,591,233.23 2,358,332.13 3,996,421.00 59.01% 0.00 0.00 0.00 0.00 0.00 0.00 0.00% 1,626,970.48 1,800,217.91 1,329,347.42 1,591,233.23 2,358,332.13 3,996,421.00 59.01% -2,467.37 -2,295.47 -776.73 -18,064.86 -28,071.58 -36,718.00 76.45% -297,619.74 -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 0.00 -324,073.00 0.00% -300,087.11 -257,364.32 -267,099.94 -290,125.30 -324,491.59 -648,635.00 50.03% 68,489.69 79,907.46 84,145.38 125,264.72 125,008.51 131,229.00 95.26% 0.00 0.00 0.00 0.00 18,718.36 26,266.00 71.26% 70,293.42 29,402.81 0.00 0.00 22,217.60 146,140.00 15.20% 340,871.52 73,092.15 51,175.09 47,500.00 59,352.00 345,000.00 17.20% 479,654.63 182,402.42 135,320.47 172,764.72 225,296.47 648,635.00 34.73% CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 06/30/15 2010/2011 2011/2012 2012/2013 2013/2014 2014/2015 2014/2015 2014/2015 3rd Qtr 3rd Qtr 3rd Qtr 3rd Qtr 3rd Qtr Annual Percent ACTUALS ACTUALS ACTUALS ACTUALS ACTUALS BUDGET of Budget PARKING IN LIEU OF FUND -52,219.41 -131,017.03 -124,238.47 -101,789.81 -250,273.00 40.67% 0.00 MISC. REVENUE -9,185.77 -10,370.26 -10,386.51 -14,513.72 -15,500.96 -13,905.00 111.48% FROM FUND BALANCES 0.00 0.00 0.00 0.00 0.00 -25,000.00 0.00% PARKING IN LIEU OF REVENUE -9,185.77 -10,370.26 -10,386.51 -14,513.72 -15,500.96 -38,905.00 39.84% CAPITAL OUTLAY 0.00 0.00 0.00 750.00 2,800.00 0.00 0.00% TO FUND BALANCES 0.00 0.00 0.00 0.00 0.00 13,905.00 0.00% PARKING IN LIEU OF EXPENDITURES 0.00 0.00 0.00 750.00 2,800.00 13,905.00 20.14% RECREATION IMPACT FEE FUND MISC. REVENUE FROM FUND BALANCES REC. IMPACT FEE REVENUE OPERATING EXPENSES CAPITAL OUTLAY TRANSFERS OUT TO FUND BALANCE REC. IMPACT FEE EXPENDITURES STORMWATER UTILITY FUND MISC. REVENUE TRANSFERS IN FROM FUND BALANCES STORMWATER REVENUE OPERATING EXPENSES TRANSFERS OUT STORMWATER EXPENDITURES LAW ENFORCE FORFEITURE FUND FINES AND FORFEITS MISC. REVENUE FORFEITURES FUND REVENUES OPERATING EXPENSES CAPITAL OUTLAY GRANTS AND AIDS TO FUND BALANCES FORFEITURE FUND EXPENDITURES DST DEBT SERVICE FUND MISC. REVENUE TRANSFERS IN FROM FUND BALANCES DST DEBT SERVICE REVENUE OPERATING EXPENSES DEBT SERVICE TO FUND BALANCES DST DEBT SERVICE EXPENDITURES STORMWATER DEBT SERVICE FUND MISC. REVENUE TRANSFERS IN FROM FUND BALANCES STORMWATER DEBT REVENUE DEBT SERVICE STORMWATER DEBT EXPENDITURES -27,571.81 -52,219.41 -131,017.03 -124,238.47 -101,789.81 -250,273.00 40.67% 0.00 0.00 0.00 0.00 0.00 -6,907.00 0.00% -27,571.81 -52,219.41 -131,017.03 -124,238.47 -101,789.81 -257,180.00 39.58% 0.00 0.00 0.00 0.00 8,200.00 8,200.00 100.00% 5,117.54 0.00 5,522.91 0.00 0.00 0.00 0.00% 85,123.41 134,180.22 220,211.94 92,131.47 68,841.85 173,707.00 39.63% 0.00 0.00 0.00 0.00 0.00 75,273.00 0.00% 90,240.95 134,180.22 225,734.85 92,131.47 77,041.85 257,180.00 29.96% -796,834.27 . -801,202.71 -993,474.10 -967,038.39 -976,171.90 -1,002,705.00 97.35% 0.00 0.00 0.00 0.00 0.00 -100,000.00 0.00% 0.00 0.00 0.00 0.00 0.00 -223,971.00 0.00% -796,834.27 -801,202.71 -993,474.10 -967,038.39 -976,171.90 -1,326,676.00 73.58% 0.00 0.00 51,498.19 32,146.21 10,848.68 222,540.00 4.87% 704,157.84 854,968.36 772,101.20 769,290.03 548,585.54 1,104,136.00 49.68% 704,iS7.84 854,968.36 823,599.39 801,436.24 559,434.22 1,326,676.00 42.17% -880.00 -5,268.37 0.00 -1,400.00 -850.00 -1,000.00 85.00% -112.60 -8,605.37 -121.57 -215.83 -62.52 -150.00 41.68% 0.00 0.00 0.00 0.00 -912.52 -1,150.00 79.35% 1,599.96 12,238.98 0.00 12,286.31 1,942.94 0.00 0.00% 5,881.00 0.00 0.00 11,000.00 0.00 0.00 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 0.00 1,150.00 0.00%- 7,480.96 12,238.98 0.00 23,286.31 4,942.94 1,150.00 429.82% -2,076.65 -5,640.83 -3,600.59 -40,037.38 -447.01 -2,086.00 21.43% -748,167.75 -748,043.28 -745,965.72 -759,369.78 -769,415.22 -1,025,887.00 75.00% 0.00 0.00 0.00 0.00 0.00 -1,334.00 0.00% -750,244.40 -753,684.11 -749,566.31 -799,407.16 -769,862.23 -1,029,307.00 74.79% 675.00 300.00 675.00 0.00 0.00 0.00 0.00% 899,173.63 916,471.13 926,928.63 2,013,840.20 1,029,306.50 1,029,307.00 100.00% 0.00 0.00 0.00 0.00 0.00 0.00 0.00%- 899,848.63 916,771.13 927,603.63 2,013,840.20 1,029,306.50 1,029,307.00 100.00% -107.90 -91.54 -499.15 -39,153.85 -489.09 -165.00 296.42% -329,157.81 -328,892.22 -329,555.97 -331,290.00 -256,917.98 -402,136.00 63.89% 0.00 0.00 0.00 0.00 0.00 -1,287.00 0.00% -329,265.71 -328,983.76 -330,055.12 -370,443.85 -257,407.07 -403,588.00 63.78% 440,077.00 440,289.50 439,089.50 463,413.09 403,558.60 403,588.00 99.99% 440,077.00 440,289.50 439,089.50 463,413.09 403,558.60 403,588.00 99.99% CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 06/30/15 ADMINISTRATION 2010/2011 2011/2012 2012/2013 2013/2014 2014/2015 2014/2015 2014/2015 ECONOMIC DEVELOPMENT 3rd Qtr 3rd Qtr 3rd Qtr 3rd Qtr 3rd Qtr Annual Percent AIRPORT EXPENSE ACTUALS ACTUALS ACTUALS ACTUALS ACTUALS BUDGET of Budget GOLF COURSE FUND 0.00 0.00 0.00 48,832.47 79,430.50 847,256.00 9.38% CHARGES FOR SERVICE -1,140,618.96 -1,164,039.12 -1,076,475.97 -1,047,559.13 -1,108,227.31 -1,277,200.00 86.77% MISC. REVENUE -25,266.14 -34,323.81 -87,534.70 -501,136.03 -33,114.04 -40,720.00 81.32% TRANSFERS IN 0.00 0.00 0.00 0.00 0.00 -15,000.00 0.00% GOLF COURSE FUND REVENUE -1,16S,88S.10 -1,198,362.93 -1,164,010.67 -1,548,695.16 -1,141,341.35 -1,332,920.00 85.63% ADMINISTRATION 401,770.98 450,248.07 467,018.16 593,914.32 464,101.28 590,736.00 78.56% MAINTENANCE 409,029.34 411,682.50 441,612.72 439,753.09 429,684.16 604,968.00 71.03% GOLF COURSE CARTS 110,160.48 107,461.68 110,065.66 94,042.33 113,047.06 137,216.00 82.39% GOLF COURSE FUND EXPENSE 920,960.80 969,392.25 1,018,696.54 1,127,709.74 1,006,832.50 1,332,920.00 75.54% AIRPORT CHARGES FOR SERVICE -12,760.07 -15,348.37 -6,671.16 -6,384.36 -4,956.19 -25,000.00 19.82% MISC. REVENUE -281,898.07 -314,430.41 -315,412.35 -308,054.84 -329,454.81 -425,185.00 77.49% AIRPORT REVENUE -294,658.14 -329,778.78 -322,083.51 -314,439.20 -334,411.00 -450,18S.00 74.28% ADMINISTRATION 586,626.24 312,666.78 298,454.30 258,473.02 248,864.22 410,185.00 60.67% ECONOMIC DEVELOPMENT 0.00 0.00 1,201.81 12,637.50 7,635.64 20,000.00 38.18% AIRPORT EXPENSE 586,626.24 312,666.78 299,656.11 271,110.52 256,499.86 450,185.00 56.98% BUILDING FUND 0.00 0.00 0.00 48,832.47 79,430.50 847,256.00 9.38% LICENSES & PERMITS -307,732.69 -345,491.52 -542,480.37 -495,287.14 -505,693.38 -603,400.00 83.81% CHARGES FOR SERVICE -3,318.96 -4,416.98 -9,681.53 -9,317.50 -9,040.29 -12,750.00 70.90% FINES AND FORFEITS -2,159.18 -5,138.00 -3,150.68 -9,122.00 -5,874.86 -12,000.00 48.96% MISC. REVENUE -1,345.30 -2,383.41 -2,211.98 -3,189.38 -3,550.83 -2,500.00 142.03% FROM FUND BALANCE 0.00 0.00 0.00 0.00 0.00 -753,112.00 0.00% BUILDING REVENUES -314,556.13 -357,429.91 -SS7,524.56 -516,916.02 -524,159.36 -1,383,762.00 37.88% PERSONAL SERVICES 264,757.05 227,132.68 231,475.22 258,160.59 332,765.95 412,966.00 80.58% OPERATING EXPENSES 71,203.98 66,478.57 66,493.04 66,037.09 80,872.07 105,040.00 76.99% CAPITAL OUTLAY 0.00 0.00 0.00 -4,395.00 0.00 18,500.00 0.00% TRANSFERS OUT 0.00 0.00 0.00 48,832.47 79,430.50 847,256.00 9.38% TO FUND BALANCES 0.00 0.00 0.00 0.00 0.00 0.00 0.00% BUILDING EXPENSE 335,961.03 293,611.25 297,968.26 368,635.15 493,068.52 1,383,762.00 35.63% CITY OF SEBASTIAN GENERAL FUND DEPARTMENTS QUARTER ENDING 06/30/15 2010/2011 2011/2012 2012/2013 2013/2014 2014/2015 2014/2015 2014/2016 3rd Qtr 3rd Qtr 3rd Qtr 3rd Qtr 3rd Qtr Annual Percent ACTUALS ACTUALS ACTUALS ACTUALS ACTUALS BUDGET of Budget CITY COUNCIL PERSONAL SERVICES 17,068.62 17,067.42 17,050.82 17,049.78 17,074.19 22,767.00 75.00% OPERATING EXPENSES 16,114.12 19,086.51 19,316.70 15,869.59 16,969.73 30,455.00 55.72% TOTALS 33,182.74 36,1S3.93 36,367.52 32,919.37 34,043.92 S3,222.00 63.97% CITY MANAGER PERSONAL SERVICES 164,627.11 158,587.29 160,270.42 190,682.99 176,406.70 252,108.00 69.97% OPERATING EXPENSES 3,043.44 3,214.73 3,709.55 3,353.50 4,561.02 6,618.00 68.92% CAPITAL OUTLAY 0.00 0.00 0.00 2,077.95 0.00 0.00 0.00% TOTALS 167,670.55 161,802.02 163,979.97 196,114.44 180,967.72 258,726.00 69.95% CITY CLERK PERSONAL SERVICES 173,348.15 177,809.75 175,949.21 146,570.00 201,965.03 300,445.00 67.22% OPERATING EXPENSES 23,971.69 47,670.39 32,433.21 49,849.58 34,880.30 47,625.00 73.24% CAPITAL OUTLAY 0.00 0.00 0.00 2,969.96 13,815.28 14,598.00 94.64% TOTALS 197,319.84 225,480.14 208,382.42 199,389.54 250,660.61 362,668.00 69.12% LEGAL OPERATING EXPENSES 66,291.49 63,772.06 61,113.30 67,750.22 74,707.89 102,202.00 73.10% TOTALS 66,291.49 63,772.06 61,113.30 67,750.22 74,707.89 102,202.00 73.10% ADMINISTRATIVE SERVICES PERSONAL SERVICES 286,189.87 286,672.92 287,280.53 295,149.66 314,816.66 454,152.00 69.32% OPERATING EXPENSES 72,631.96 69,719.54 75,711.60 80,887.60 71,437.51 99,599.00 71.73% CAPITAL OUTLAY 0.00 0.00 0.00 1,519.87 0.00 0.00 0.00% TOTALS 358,821.83 356,392.46 362,992.13 377,SS7.13 386,254.17 SS3,7S1.00 69.7S% M.I.S. DIVISION PERSONAL SERVICES 197,135.55 85,091.53 81,515.63 93,529.03 84,455.64 140,334.00 60.18% OPERATING EXPENSES 32,635.40 31,756.93 26,215.83 19,820.83 29,020.09 32,665.00 88.84% CAPITAL OUTLAY 0.00 4,178.25 0.00 0.00 0.00 35,000.00 0.00% TOTALS 229,770.95 121,026.71 107,731.46 113,349.86 113,475.73 207,999.00 S4.S6% POLICE ADMINISTRATION PERSONAL SERVICES 362,256.33 386,632.86 343,755.83 364,827.92 458,085.76 636,714.00 71.95% OPERATING EXPENSES 82,615.19 79,590.83 75,003.78 68,842.95 86,051.11 130,059.00 66.16% CAPITAL OUTLAY 91000.00 0.00 0.00 12,500.00 3,700.00 0.00 #DIV/01 TOTALS 453,871.52 466,223.69 418,759.61 446,170.87 547,836.87 766,773.00 71.4S% POLICE PATROL PERSONAL SERVICES 1,687,370.49 1,568,229.26 1,562,457.88 1,548,919.30 1,597,092.52 2,132,059.00 74.91% OPERATING EXPENSES 167,321.11 168,045.32 167,631.00 175,028.86 169,785.34 228,942.00 74.16% CAPITAL OUTLAY 31,924.80 812.00 3,647.00 4,987.70 15,569.00 17,306.00 89.96% TOTALS 1,886,616.40 1,737,086.58 1,733,735.88 1,728,935.86 1,782,446.86 2,378,307.00 74.95% CODE ENFORCEMENT DIVISION PERSONAL SERVICES 100,937.65 103,023.49 100,224.92 105,774.38 108,821.33 154,406.00 70.48% OPERATING EXPENSES 13,871.21 17,046.62 17,587.61 17,598.43 11,077.08 23,585.00 46.97% TOTALS 114,808.86 120,070.11 117,812.53 123,372.81 119,898.41 177,991.00 67.36% POLICE INVESTIGATIONS PERSONAL SERVICES 696,463.50 442,218.22 394,986.94 456,023.69 469,654.44 613,540.00 76.55% OPERATING EXPENSES 67,141.17 78,028.62 74,650.53 81,666.12 76,568.59 108,761.00 70.40% CAPITAL OUTLAY 3,152.56 1,380.95 0.00 0.00 0.00 0.00 0.00% TOTALS 766,7S7.23 S21,627.79 469,637.47 537,689.81 546,223.03 722,301.00 75.62% POLICE COMMUNICATIONS PERSONAL SERVICES 346,984.47 343,490.13 323,368.59 354,824.09 354,699.22 536,329.00 66.13% OPERATING EXPENSES 2,962.23 2,877.43 5,072.94 8,962.00 6,167.11 12,262.00 50.29% CAPITAL OUTLAY 0.00 1,995.64 0.00 0.00 0.00 0.00% TOTALS 349,946.70 348,363.20 328,441.53 363,786.09 360,866.33 S48,S91.00 65.78% CITY OF SEBASTIAN GENERAL FUND DEPARTMENTS QUARTER ENDING 06/30/15 NON -DEPARTMENTAL 2010/2011 2011/2012 2012/2013 2013/2014 2014/2015 2014/2015 2014/2016 PERSONAL SERVICES 3rd Qtr 3rd Qtr 3rd Qtr 3rd Qtr 3rd Qtr Annual Percent OPERATING EXPENSES ACTUALS ACTUALS ACTUALS ACTUALS ACTUALS BUDGET of Budget ROADS AND DRAINAGE 0.00 0.00 717.97 0.00 0.00 0.00 0.00% PERSONAL SERVICES 481,240.57 447,984.93 448,718.23 406,365.79 419,784.73 612,011.00 68.59% OPERATING EXPENSES 81,440.40 75,952.50 70,216.30 103,241.75 94,851.36 133,415.00 71.09% CAPITAL OUTLAY 1,665.00 0.00 38,579.25 31,282.90 103,884.95 134,840.00 77.04% TOTALS 564,34S.97 523,937.43 557,513.78 540,890.44 618,521.04 880,266.00 70.27% STORMWATER UTILITY DIVISION PERSONAL SERVICES 401,188.02 325,347.50 353,169.44 293,811.06 394,677.12 563,066.00 70.09% OPERATING EXPENSES 354,073.50 333,435.40 202,638.86 368,637.82 424,955.52 661,268.00 64.26% CAPITAL OUTLAY 0.00 1,185.00 0.00 0.00 29,955.90 29,956.00 100.00% TOTALS 755,261.52 6S9,967.90 555,808.30 662,448.88 849,588.54 1,254,290.00 67.73% CENTRAL GARAGE PERSONAL SERVICES 80,451.54 124,638.88 130,590.61 114,053.37 132,145.75 190,299.00 69.44% OPERATING EXPENSES 21,304.46 14,142.60 12,129.42 18,421.01 14,403.70 23,365.00 61.65% CAPITAL OUTLAY 0.00 1,005.75 3,929.00 0.00 2,786.00 3,000.00 92.87% TOTALS 101,756.00 139,787.23 146,649.03 132,474.38 149,33S.45 216,664.00 68.92% FACILITIES MAINTENANCE PERSONAL SERVICES 80,252.94 105,126.51 95,727.12 92,005.39 116,835.65 148,975.00 78.43% OPERATING EXPENSES 66,603.02 73,433.44 74,062.81 61,244.16 89,139.52 135,390.00 65.84% CAPITAL OUTLAY 0.00 2,414.00 18,161.80 1,431.02 13,847.97 12,773.00 108.42% TOTALS 146,855.96 180,973.95 187,951.73 154,680.57 219,823.14 297,138.00 73.98% PARKS/RECREATION PERSONAL SERVICES 490,195.43 469,481.28 445,124.30 467,140.37 487,435.95 703,930.00 69.24% OPERATING EXPENSES 168,723.45 172,131.57 178,864.08 186,155.30 184,575.80 214,162.00 86.19% CAPITAL OUTLAY 1,429.65 12,128.88 19,190.32 16,112.79 40,249.16 42,441.00 94.84% TOTALS 660,348.53 653,741.73 643,178.70 669,408.46 712,260.91 960,533.00 74.15% CEMETERY PERSONAL SERVICES 62,189.38 63,824.35 68,696.91 105,631.51 111,918.15 155,468.00 71.99% OPERATING EXPENSES 12,977.61 17,308.83 26,002.04 30,533.27 21,618.22 37,434.00 57.75% CAPITAL OUTLAY 0.00 8,799.99 0.00 990.00 0.00 0.00% TOTALS 75,166.99 89,933.17 94,698.95 137,154.78 133,536.37 192,902.00 69.22% COMMUNITY DEVELOPMENT PERSONAL SERVICES 258,337.22 160,770.96 153,791.54 132,720.19 137,365.21 206,118.00 66.64% OPERATING EXPENSES 29,350.91 11,840.98 12,917.28 20,798.94 21,530.55 28,015.00 76.85% CAPITAL OUTLAY 0.00 0.00 0.00 0.00 0.00 0.00 0.00% TOTALS 287,688.13 172,611.94 166,708.82 153,519.13 158,895.76 234,133.00 67.87% NON -DEPARTMENTAL PERSONAL SERVICES 12,078.91 85,285.79 85,217.51 80,000.41 76,302.34 123,890.00 61.59% OPERATING EXPENSES 457,129.68 446,427.46 505,291.15 504,748.07 563,272.78 571,643.00 98.54% GRANTS AND AIDS 0.00 0.00 717.97 0.00 0.00 0.00 0.00% TRANSFERS OUT 0.00 0.00 49,061.00 0.00 84,725.63 358,941.00 23.60% TOTALS 469,208.59 531,713.25 640,287.63 584,748.48 724,300.75 1,054,474.00 68.69% TOTAL GENERAL FUND 7,685,689.80 7,110,665.29 7,001,750.76 7,222,361.12 7,963,643.50 11,222,931.00 64.35% CITY OF SEBASTIAN FLORIDA CAPITAL PROJECT STATUS REPORT June 30, 2015 FUND 310 GENERAL CAPITAL PROJECTS 23,707.18 23,707.18 100.00% - - Project Fish House Improvements Project Expenditures Percent 8,723.61 Funds Number Description Budget To Date Expended Encumbrances Remaining A1411 Computer Overhaul 300,000.00 260,019.50 86.67% - 39,980.50 A1412 Diesel Fuel Tank (CLOSED) 32,812.62 32,812.62 100.00% - 0.00 A1513 Police Vehicle Replacement 368,000.00 124,115.36 33.73% 167,673.26 76,211.38 A1514 Roof Repairs 75,000.00 52,990.34 70.65% - 22,009.66 A1515 Diesel Fuel Tank Software 25,000.00 - 0.00% - 25,000.00 A1516 Stormwater Equipment 102,000.00 55,850.87 54.76% 47,724.00 (1,574.87) A1517 Vac Truck 361,500.00 - 0.00% 361,502.60 (2.60) A1518 Clear Village Software 61,762.00 28,459.00 46.08% 32,553.00 750.00 FUND 330 TRANSPORTATION PROJECTS 1,326,074.62 554,247.69 41.80% 609,452.86 162,374.07 FUND 320 CAPITAL FACILITIES PROJECTS Project Expenditures Percent Funds Project Description Project Expenditures Percent Encumbrances Funds Number Description Budget To Date Expended Encumbrances Remaining C1125 Riverview Park Fountains (Closed) 23,707.18 23,707.18 100.00% - - A 1320 Fish House Improvements 512,766.00 131,791.62 25.70% 8,723.61 372,250.77 A1422 Tennis Wall 32,000.00 22,032.98 68.85% - 9,967.02 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 1,250.00 5.68% - 20,750.00 A1523 Skate Park Rebuild 125,000.00 61,356.70 49.09% 32,867.50 30,775.80 A1524 Yacht Club Pier Decking 60,000.00 - 0.00% - 60,000.00 A1525 Boat Lift (Closed) 7,975.82 7,975.82 100.00% - - A1526 Veteran's Memorial 11,000.00 10,277.00 93.43% - 723.00 864,449.00 259,231.30 29.99% 41,591.11 563,626.59 FUND 330 TRANSPORTATION PROJECTS Project Project Expenditures Percent Funds Number Description Budget To Date Expended Encumbrances Remaining C1132 Gateway Enhancement 25,000.00 5,321.49 21.29% 17,550.00 2,128.51 A1231 Presidential Streets 971,021.40 932,365.33 96.02% - 38,656.07 A1433 Street Repaving (closed) 104,116.80 104,116.80 100.00% - - A1434 Tulip Drive 423,977.00 20,000.00 4.72% - 403,977.00 A1531 Police Station Parking 52,000.00 - 0.00% - 52,000.00 A1532 Cav Corp Parking 202,000.00 2,450.00 1.21% - 199,550.00 A1533 Pedestrian Bridges (Closed) 32,139.83 32,139.83 100.00% - - A1534 Fleming Street Paving 327,023.00 272.30 0.08% 326,215.00 535.70 A1535 Coolidge Street Paving (Closed) 480,670.60 480,670.60 100.00% - - A1536 Street Paving 157,000.00 52,821.90 33.64% 82,966.40 21,211.70 A1537 Riverview Park Sidewalks 35,000.00 - 0.00% - 35,000.00 A1538 Highway Beautification 100,000.00 12,947.50 12.95% 1,027.50 86,025.00 2,909,948.63 1,643,105.75 56.47% 427,758.90 839,083.98 FUND 363 STORMWATER IMPROVEMENTS Project Project Expenditures Percent Funds Number Description Budget To Date Expended Encumbrances Remaining A1461 Quarter Round (Closed) 495,003.01 495,003.01 100.00% - - A1561 Quarter Round (Closed) 211,509.80 211,509.80 100.00% - - A1562 Indian River Lagoon 100,000.00 - 0.00% - 100,000.00 806,512.81 706,512.81 87.60% - 100,000.00 FUND 455 AIRPORT PROJECTS Project Project Expenditures Percent Funds Number Description Budget To Date Expended Encumbrances Remaining A1351 Main Street Access Road 1,641,163.00 605,765.43 36.91% 268,640.28 766,757.29 A1451 AP Hangar 1,525,000.00 161,865.72 10.61% 83,003.09 1,280,131.19 3,166,163.00 767,631.15 24.24% 351,643.37 2,046,888.48 QUARTERLY INVESTMENT REPORT FOR THE QUARTER ENDED JUNE 30, 2015 As of June 30, 2015, the total of the City's cash and investments were $12,071,107.19. Of this, $8,473,309.15 was held in an interest bearing checking account at Seacoast National Bank and $3,597,798.04 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 on qualified 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 STATE BOARD OF ADMINISTRATION (SBA) REPORT ON GENERAL FUND CASH RESERVES FOR THE QUARTER ENDED JUNE 309 2015 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 CURRENT $5,065,242 Initial Assignment of FY2012-13 Surplus CURRENT 19,789 CASH BALANCE ALLOCATION BALANCE PERCENT INVESTMENT ALLOCATION BALANCE PERCENT General Fund S 4,212,159.14 117.08% General Fund S 1,969,265.71 43.62% Local Option Gas Tax Fund 78,309.79 2.18% Local Option Gas Tax Fund - 0.00% Discretionary Sales Tax Fund 1,223,380.76 34.00% Discretionary Sales Tax Fund 841,899.47 23.401/16 Riverfront Redevelopment Fund 382,874.95 10.64% Riverfront Redevelopment Fund 96,184.89 2.67% Parking In -Lieu -Of Fund - 0.00% Parting In -Lieu -Of Fund 42,028.14 1.170/0 Recreation Impact Fee Fund 603,522.21 16.77% Recreation Impact Fee Fund 16,559.12 0.46% Stormwater Utility Fund 461,400.53 12.82% Stormwater Utility Fund - 0.000/0 Law Enforcement Forfeiture Fund 8,683.66 0.24% Law Enforcement Forfeiture Fund 33,655.70 0.94% Discretionary Sales Tax, Debt Service Fund 257,202.14 7.15% Discretionary Sales Tax, Debt Service Fund - 0.000/0 Stormwater Series 2003 Debt Service Fund 21,982.51 0.61% Stormwater Series 2003 Debt Service Fund - 0.000/0 Capital Projects Fund 54,219.69 1.51% Capital Projects Fund - 0.00°/a Capital Improvements Fund (639.27) -0.02% Capital Improvements Fund - 0.000/0 Transportation Fund (92 690.10) -2.58% Transportation Fund - 0.000/0 Stormwater Projects Fund 0.00 0.000/0 Stormwater Projects Fund - 0.00% Golf Course Fund (657.72) -0.02% Golf Course Fund - 0.000/0 Golf Course Projects Fund - 0.00% Golf Course Projects Fund 147,627.93 4.10% Airport Fund 112,839.62 3.14% Airport Fund - 0.000/0 Airport Projects Fund (238,842.74) -6.64% Airport Projects Fund - 0.000/0 Building Department Fund 718,017.76 19.96% Budding Department Fund 373,862.74 10.39% Cemetery Trust Fund 638,705.22 17.75% Cemetery Trust Fund 256,714.34 7.14% Performance Deposits Fund 32,841.00 0.91% Performance Deposits Fund 220,000.00 6.11% Total Bank Balance S 8,473,309.15 235.51% Total SBA Balance S 3,597,798.04 100.00% REPORT ON GENERAL FUND CASH RESERVES FOR THE QUARTER ENDED JUNE 309 2015 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 360,615 09/30/14 Balance $4,988,290 01//14/15 Audit Fee for new GASB -2,000 01/28/15 Building Department Software -19,800 05/13/15 Seawall Engineering Assessment -50,000 $4,916,490 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 06/24/15 Repairs to City Garage Roof -8,651 440,187 06/24/15 Pipe Repair — Coolidge/Indian River Drive -14,980 425,207 06/24/15 Sidewalk Repairs at Barber Street Bridge -1.926 423,281 08/26/15 Community Center/Yacht Club Pumps/Wells -5,140 418,141 08/26/15 Cemetery Irrigation due to lighting strike -387 417,754 08/26/15 Repairs to Main Street Dock -1,500 416,254 Pending Communications Dispatch Console -29,983 386,271 Pending Repairs to Tennis Court Fencing -850 385,421 Pending Repairs to Police Department generator -1,000 384,421 Pending Replace Parks mower -10,525 373,896 Pending City Hall/Community Center air conditioners -13,281 360,615 MOF SEBASTMN HOME OF PELICAN ISLAND To: Mayor and City Council Thru: Joe Griffm, City Manager From: Kenneth W. Killgore, Administrative Services Director Date: August 10, 2015 Re: P Quarter Accomplishments Fiscal Year 2015 Enclosed please find the 3rd Quarter Accomplishments for City Departments as assembled and edited by the Administrative Services Department for the three months ended June 30, 2015. CITY CLERK Legislative Support Matters • City Clerk prepared, scanned agenda packets, attended and recorded minutes for 5 Regular City Council meetings and one Council/Boards workshop/seminar • Completed follow up of approved Council matters — letters, emails, scanning to LF, indexing, certifying • 10 resolutions adopted by Council • 1 ordinance adopted by Council • 13 proclamations prepared for presentation by Mayor • Placed two legal ads 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 and made travel arrangements for five Council Members for FLC annual conference • Submitted, proofed, distributed one land development code supplement • Submitted, proofed, distributed one code supplement Records Management Program • Responded to 23 public records requests • 34 boxes of records that reached retention or were scanned & 15 bags of duplicate and OSA records destroyed by Shred -It Recycling • Scanned into Laserfiche 22 sets of minutes, 14 agenda packets, 10 Resolutions, 1 Ordinance, 14 contracts/ updates, 23cemetery documents, 1 budgedCAFR documents, 5 deeds, 4 election documents, 15 personnel files, 10 vehicle documents, one subdivision file and 64 Capital Project documents/files • PD officer light duty scanned 52 terminated personnel records for HR Election Matters • PAC monthly campaign reports timely submitted and provided to Press as requested City Board Matters • Noticed vacancies, prepared three board appointment transmittals for Council, notified and provided info to appointee, updated Board Handbook and distributed pages and posted on O:drive • Prepared six certificates of appreciation for outgoing members • City Clerk attended and recorded 0 Board of Adjustment meeting • City Clerk attended and recorded one Disabilities Advisory Committee meeting • City Clerk attended and recorded two CRA meetings • Deputy City Clerk prepared agenda, attended and recorded one Veterans Advisory Board meeting • Deputy Clerk prepared agenda, attended and recorded three Natural Resources Board meeting • Deputy Clerk attended and recorded two Budget Review Advisory Board meetings • Published all scanned City board packets to City website and Laserfiche and provided to press and council • Coordinated city board training in sunshine law and successful committees by Florida Institute of Government Audio -Visual, Website and Other E Records Matters • 259 Work orders were closed for AV and website updates/additions : Electronic Records - 3; Hardware - 5; Meeting Request - 3; Order — 4; Other — 7; Publications ->Print - 3; Publications ->Video - 37; Security — 1; Software - 18; Telecom - 1; Training — 2; Website/COS-TV/PP Total —175; • ERIM and AV Spec Sinno filmed Sebastian Historical Society Anniversary celebration, Memorial Day observance, Working Waterfront Historical Section Ribbon Cutting and Police Chief Interviews for broadcast on CH 25 • ERIM setup and started to use YouTube for Archive of the City of Sebastian Produced Videos • ERIM purchased and installed new Dell server for additional Storage, Backup and Domain related functions • ERIM purchased and installed 12 new monitors/speakers for Council dais • ERIM supervised or attended with AV Spec/Techs for live broadcast or recording 22 City meetings Cemetery Matters • Certificates of Interment Rights issued for 13 locations for a total of $20,000 • 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/or forwarded 95 public inquiry e-mails to the General City of Sebastian e-mail address CITYSEB and phone messages from front desk and forwarded to appropriate departments for response • ERIM volunteered for after school Computer training for Sebastian River Middle School — ended May • Provided information to IRC Sheriff's citizen academy tour in clerk's office re: records in June Personnel/Educational Matters • Deputy Clerk attended FRMA Annual Conference in May • Deputy Clerk attended Ethics Seminar in Vero Beach in April • ERIM passed the Route Portion of the CCNP Routing/Switching certification in June ADMINISTRATIVE SERVICES • Prepared 2nd Quarter 2015 Budget Amendment and made presentation to Budget Committee and City Council. • Distributed instructions for submitting 2016 Operating Budget request to Administrative Services. • Met with departments to review their 2016 Operating Budget and Capital Program request. • Compiled 2016 Operating Budget and Capital Program and made presentation to Budget Committee. • Attended workshop for City Council and Boards on the Sunshine Law and conducting meetings. • Issued agenda and coordinated meetings of the Police Pension Board. • Attended regular meetings to review status of capital projects. • Conducted employee grievance appeals. • 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. • Worked on review and revision of City personnel policies. • Recruited, interviewed and hired replacements for vacant positions. POLICE DEPARTMENT Administration • Arrest Reports (Juveniles)....................................................................... 4 • Arrests Reports (Adults) ............... .... 92 ...................................................... • Accident Reports/Driver Exchanges processed, dispersed/entered into CAPERS...... 103 • Traffic Citations processed and entered into CAPERS ...................................... 141 • Traffic Enforcements............................................................................. 286 • Parking Citations processed, followed up and entered into CAPERS ..................... 21 • Warning Citations processed, followed up and entered into CAPERS .................. 547 • Subpoenas signed, processed and distributed .................................................. 251 • Public Records Request.......................................................................... 223 • Continued review of agency policies as per accreditation standards. • Conducted interviews for two Police. Officer positions. • Administration attended 6 Council meetings. • Attended over 100 Law Enforcement related meetings and 34 public meetings and/or speaking engagements. • Attended over 40 hours of training. • Conducted 3 leadership training/mentoring sessions with sergeants, corporals and civilian supervisors. Volunteers • The Community Service Volunteers worked a total of 2,302 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. • 0 traffic control details were assigned. These consist of directing traffic at city events, road closures, etc. • 798 house watches/close patrols were completed. • 59 vehicle transports were made consisting of taking the vehicles to different locations for repairs etc. • 109 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. • 73 area checks of banks were made. Visual marked units around banks at various times helps to deter crime. • 69 Airport checks were made. Again the visibility helps to deter crime. • 123 special details were assigned. • 8 miscellaneous assist for law enforcement personnel. • 117 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 4 traffic crash scenes. • 0 warnings for handicapped parking tickets issued and 0 warnings for other parking issued. • 29 citizen contacts. • 405 Miscellaneous jobs. • 31 hours of Funeral Escorts were done. School Resource Officer • Scanned personnel files for City Hall. • Assisted road patrol duties to handle calls for service in the lobby and conducted follow ups of reports I had taken. • While on light duty I have assisted the evidence technician with organizing and inventory. • Completing input into a purge spreadsheet and doing research on each case. • Preparing for Christmas in July fundraiser (July 18, 2015) for Shop With A Cop. • Prepared lesson plans for 2015-16 D.A.R.E. and G.R.E.A.T. Programs. Road Patrol and Special Operations • Officers were dispatched to 2,714 calls for service, and self -initiated 3,553 events. • 92 adult and 4 juvenile arrests were made. • Officers issued 138 citations, 21 parking citations, and 547 written warnings. • Officers completed 896 offense reports and 103 crash reports. Citations Warnings Incidents Arrests • Traffic Homicides (462) 41 92 45 1 • Boat Ofc (ID 447) Assigned to shift coverage. • K-9 Ofc's (41/38/46/37) 14 77 43 12 • TOTALS 55 169 88 13 • K-9 Arrest (Misdemeanors) 3 • K-9 Arrest (Felonies) 6 • K-9 Training hours 230 • K-9 Demonstrations 4 • K-9 Narcotic Searches 9 • K-9 Activity Reports 12 • K-9 Schools Attended 1 (Police K-9 First Aid) • K-9 Additional Training 20 (SRT, In-house, etc.) During this quarter, we have experienced an unprecedented loss of man-hours due to officer injury status. Two K9 handlers and two shift officers were/have been out of service for the majority of this quarter. This loss is reflected slightly in the officer initiated activity numbers, e.g.-citations, warnings, arrests. 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 April May June Active Cases 87 51 53 Cases Assigned 38 16 8 Cases Closed 33 3 4 Cases Inactive 27 11 9 Arrest 2 0 1 # of Warrants Obtained 5 3 6 Supplements 48 21 17 Communications Division • 10,925 calls entered into C.A.D. of that: • 4,551 were dispatched calls for service. • 1,588 were Code Enforcement Initiated calls. • 3,533 were Officer Initiated calls. • 981 were Volunteer Initiated calls. • 272 were duplicated and/or miscellaneous information calls. • Total 911 calls received 3,499 of that the breakdown of the lines are as follows: • Wireless 911 calls — 2,981 (cell phones) • Land -line 911 calls — 517 (residential and/or business land lines) • VOIP 911 calls — 181 • 993 of the calls were transferred to other agencies. • 192 were 911 hang-ups. • Total Admin Lines calls: • Incoming 6,118 • Outgoing 2,808 • Transferred 1,386 • Abandoned 7 • Training attended: • 9 Dispatchers completed Police Legal Science month training. • 9 Dispatchers completed APCO monthly training articles. • 1 AOCO/NENA Annual Conference. • 1 FDLE Regional Workgroup Meeting. • 1 Leadership, Team Building and Coaching Skills for Managers and Supervisors. • 1 How to Improve Employee Accountability. • Radio and playback equipment was repaired. • Solacom phone equipment repaired. • Repaired Higher Ground recording equipment report section. • New desk Task Lamps (3). During this quarter as in all quarters, we assisted the Citizens of Sebastian 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. Communications receives and dispatches all non -emergency and emergency phone calls, as well as requests for Law Enforcement, Code Enforcement and Volunteer services. While on calls for services, Communications will 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, etc. Communications also assist other agencies with information and/or request they may have. Alarm Assessments • $930.00 in alarm permits (new and renew) • $0 in false alarms fines • 232 alarm responses by officers, 79 of these were false. • 50 New permits issued. 4 Code Enforcement Division Of the 1,680 code calls for the quarter the following is a breakdown of some specific calls made: • Issued 38 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. • 174 property inspections for title companies and 83 sign violations. • 553 Code Services. • 515 re -inspections, 57 violations were not complied with, 136 were posted for abatement, 36 abated by vendors. • 292 violations complied. • 15 Liens filed, 32 liens released. • 153 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 11 calls for water violations during the first quarter. PUBLIC WORKS DEPARTMENT Roads and Maintenance Division Our Roads and Maintenance Division accomplished the following for the third quarter of this fiscal year: • Worked on Lights in Compound • Removed walkway at the Golf Course • Worked on sign for Community Center • Repaired pipe at the Golf course • Repaired deck boards at Rotary Club Dock • Repaired lights at Easy St. Park • Put millings on edge of road • Cleaned and edged sidewalk on Schumann • Cleaned the Big Building • Worked on Golf Cart path • Patched pot holes • Took MOT Class • Took steel to Mr. Scrap • Hauled concrete for sidewalk project • Worked on Bridge repairs • Transported backhoe to dealer • Repaired lights at Cemetery • Picked up trees to plant at the Dog park • Repaired lights at Riverview volleyball court • Repaired doors at Crabby Bills • Worked on Golf Course Restroom • Repaired Main Street Dock • Hauled dirt for airport • Trim Trees off road • Repaired dumpster fence at the football field • Island Clean up • Repaired dog park parking lot • Installed new A/C at the sign shop • Installed millings in cemetery • Trim trees in Riverview Park, city hall, and cemetery • Installed landscape timer at G/C • Installed banner for Earl's Hideaway • Took cat loader to caterpillar • Painted the doors at Crabby Bills • Treated deck boards at Crabby Bills • Repaired deck boards at observation deck at Riverview • Repaired cart bridge at the golf course • Picked up dead animals • Repaired lights on Jackson Street 5 Sign Shop • Regulatory signs 85(40 stop signs in this #). • Warning Signs 21 • Guide signs 36 • Specialty signs 96. This includes Temp signs and Aframe/ Marquise signs and decals and setup for events. Also Signs made for other departments. • Pavement Markings. 460 Ft. • Straightening /Maintenance. 120 hrs. This includes pothole repair. Parks and Recreation Division • Set up stage and prepped Riverview Park for 3 Concerts in the Park • Set up stage for Relay for Life and High School Graduation. • Set up for Earth Day and Memorial Day Ceremony. • Set up and assisted with the Relay for Life at Riverview Park • Set up and ran Easter Egg Hunt • Installed new landscaping at Community Center • Installed Fence around Playground at Schumann Park • Repaired Picnic Tables at Creative Playground • Repaired fence and windscreens at Friendship Park Clay Courts • Repaired irrigation heads in Riverview Park • Repaired control valves at Splash Pad • Replaced basketball nets at Barber St. Sports Complex & Schumann Tennis Park • Replaced spray heads and solenoids in irrigation system throughout City • Repaired irrigation pumps throughout City • Painted Handicap Parking lines and symbol at B.S.S.C. • Trimmed trees throughout City • Continued regular maintenance • The Recreation Division — Continued city run programs. Cemetery Division The Cemetery crew did routine mowing, weed eating and edging. Worked with the corrections crew, Fixed irrigation, Trimmed trees, Sprayed round up. City Garage Division The Fleet Management staff Completed 208 repair work orders, 36 preventative maintenance services, 28 service calls and 7 road trips to pick up repair parts. In addition to in-house vehicle/equipment work orders, 20 vehicle and equipment repairs were scheduled and completed by outside vendors. Purchased the following vehicles and equipment: • (2) John Deere Mowers for Parks • (1) Scag Mower for Cemetery Took Delivery of the following units: • (1) John Deere Backhoe for Stormwater Division • (1) John Deere Mower for Airport • (1) Bobcat-ToolCat for Airport • (1) Enclosed Barricade Trailer for Public Works • Enclosed Trailer for Parks Division Completed the prep (lights, rack, graphics, etc) on the following Units: • (1) Code - Pickup - PC -92 • (1) Stormwater-Crew Cab- Truck- SW -677 • (1) Public Works- Barricade Enclosed Trailer- PW -74 • (1) Airport - ToolCat - AP -23 • (1) Airport - Mower - AP -21 • (1) Stormwater - Backhoe - SW - 678 Completed the Sale of Equipment: 12 Equipment/Items Gov. Deals - $19,871— Total for the year $54,806.25 Fuel Cost as of July 7, 2015 is as follows: • $3.20 per gallon of gasoline decrease of 6% over the past 90 days 0 $3.40 per gallon of diesel fuel decrease of 7 % over the past 90 days Buflding Maintenance Division The Building Maintenance Division completed the follow: • Conducted quarterly sprinkler tests. • Completed annual fire extinguisher certification all buildings and vehicles • Pumped tank and replaced lift station pump at Yacht Club • Pumped lift station tanks at Riverview Park and Splash pad • Start Roof repairs Fisherman's landing. • Paint Community Center • Pressure clean and paint floors Riverview Park restrooms, pressure clean restrooms at Splash Pad, Yacht Club and Main Street • A/C repairs Golf Course unit #1, Senior Center unit #2, Fisherman's Landing unit #2, City Hall unit # RTU -2 • Arrange seating in Council Chambers for FDLE training • Continue monitoring of contracts with pest control, A/C, elevators, fire sprinklers tests and monitoring • Continued monthly preventative maintenance schedule on lift stations, A/C filters, gates, etc. • Continued daily maintenance, cleaning and repair of all public work facilities Stormwater Division • Completed Phase 3 of 2012 % round project • Replaced 30 driveways • Pipe Installed --1300 LF • Side Ditches Piped -2 • Road Crossings Replaced -2 • '/o round cleaning by Contractor — whole city • Ditches Excavated — 9 • Long Arm Mowing — Unit 6, various hazard areas, Stonecrop, Golf Course, Airport Drive West, Balboa Ditch north end. • Cut and Clear new debris area at Airport 1/4 round installed by City —1, 054 LF • Vac Truck: o Debris collected — approximately 85 cubic yards o Driveway culverts cleaned — 43 o Sideyard pipes — 5 o Road Crossings — 4 GOLF COURSE 14-15 13-14 Difference+/ - Total Revenue $256,437 $262530 -$6,093 YTD Tot. Rev. $1,170,069 $1,102,274 +67,795 Total Rounds 11,772 11,586 +186 YTD Tot. Rds. 41,275 38,352 +2,923 Green Fee $84,468 $86,499 -$2,031 Cart Fee $139,759 $146,604 -$6,845 Annual Member $0 $0 $0 Ann. Mem. YTD $64,282 $59,603 +$4,679 USGA Hdcp. $120 $160 -$40 Discount Card $220 $402 -$182 Driving Range $8,716 $8,862 -$146 Club Rental $417 $565 -$148 Club Storage $105 $22 +$83 Golf Shop Retail $13,457 $12,973 +$484 PGA Pro Lesson $590 $1,169 -$579 Restaurant Rent $7,928 $7,936 -$8 Comments — Modest differences both plus and minus, relatively consistent to last fiscal year on most numbers. Overall, for first three (3) quarters; rounds and revenue are in the positive, showing $67,795 more revenue and 2,923 more rounds. • Charity, Corporate and special Golf Tournaments for 2nd quarter (14-15) included Sebastian Friendship Community Church Golf Tournament (40 players), Sebastian Chamber of Commerce Golf Tournament (96 Players), Brevard Rugby Golf Tournament (124 players) & Palm Bay Golf Association (72 players). 7 • Charity, Corporate and Special Golf Tournaments scheduled for 4th quarter (14-15) include 2nd Annual Indian River Airboat Association Golf Tournament, Indian River Golf Foundation Junior Golf Tournament, Sebastian River High School Boys & Girls Golf Team Benefit and Sebastian River High School Touchdown Booster Club Golf Tournament. • Developed and advertised Design/Build Golf Course Irrigation Bid • On -course Restrooms Renovation Bid developed and advertised. • Accepting bids for repair and renovations of golf course cart barn and starter's station. • Patching and other repair work completed in golf course parking lot. • Airport Drive Road near completion regarding paving, sidewalk & drainage features. • Moving forward on new golf course maintenance storage facility. • New air conditioner installed in golf shop. 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 FY2015 to be spent on economic development. BUILDING DEPARTMENT • In the third quarter of this fiscal year, a total of 48 new single-family homes were issued building permits. This number is more than double of what was reported in the second quarter of this fiscal year. Construction of new single family residences appears to be back on track after two quarters of slower. construction permitting activity. Other permits of significance include 0 new manufactured homes, 1 new commercial building, 0 commercial additions, 3 commercial alterations, 0 commercial build outs, 1 residential addition and 11 residential alterations. In all, 938 building permits were issued in the third quarter. This is an over-all increase in permitting activity from the second quarter even though there were fewer significant permits issued. • Total number of inspections for the third quarter was 2745 for an average of 43 inspections per working day. The number of inspections has essentially remained the same as the second quarter of this fiscal year. I expect the inspection count to go up next quarter since we have seen an increase in permitting this quarter. • The number of Certificates of Occupancy issued for the third quarter included 30 new single family residences, 0 new manufactured homes, 1 commercial certificates of occupancy and 0 commercial certificates of completion. • The following lists the Business Tax Receipt activity for the third quarter: New Businesses -36, Renewals -12, Transfers -6, Duplicates -2, Home Based Businesses -22, Commercial Businesses -18, Insurance Companies -0, and Solicitor Permits -41. In addition, there have been 129 requests from lien/tide companies for permit records on properties within the city. • The Building Department is continuing to work with Clear Village, Inc. who was contracted to provide a new computer program that will greatly enhance the Building Department capabilities. Most of the work has been concentrating on the Business Tax Receipt program which will allow users to re -new a BTR or apply for a new BTR on-line. It is also expected that the Citizen Portal for citizens to use to report issues involving roads, drainage and city facilities will be ready shortly after the implementation of the BTR portal at the end of July. The Building Department program should also be ready to go live by the end of August.