Agenda 2 Agenda Memo 4 - Town of...

Table of Contents

Agenda 2Budget Forecast and Discussion

Agenda Memo 4Attachment A - Budget Calendar 5Attachment B - Departmental Assessments 6Attachment C Deficits and Surpluses 26

Fire Apparatus UpdateAgenda Memo 27

Jacksonville Rescue Equipment DonationAgenda memo 33

Budget Ordinance Amendment #2016-3Agenda Memo 35

1

BOARD OF COMMISSIONERS MEETING AGENDA

Town of Swansboro Tuesday, January 12, 2016

Board Members Scott Chadwick, Mayor | Phil Keagy, Mayor Pro Tem | Pat Turner, Commissioner | John Lister, Commissioner | Frank Tursi, Commissioner | Roy Herrick, Commissioner |

I. Call to Order and Opening Prayer Mayor Chadwick

II. Public Comment Citizens have an opportunity to address the Board for no more than three minutes per speaker regarding items listed on the agenda. There is a second opportunity at the end of the agenda for the public to address the Board on items not listed on the agenda.

III. Adoption of Agenda and Consent Items Board The Town Clerk respectfully submits to the Board, the agenda for January 12, 2016 for adoption.

IV. Business Non-Consent a. Budget Forecast and Discussion J Scott Chase An assessment and general forecast of the remaining FY 15-16 budget will be presented. This exercise is not only important for assessing how we close out the present FY 15-16 budget but also provides for the foundation for the preparation of the FY 16-17 budget. Staff hopes this budget forecast and discussion will provide opportunity for the Board to set some goals and expectations that will begin to take shape as we progress into the FY 16-17 process. Action Needed: 1. Motion to approve or deny various interdepartmental transfers of funds from various line items as identified herein. 2. Direction sought on various capital expenditures, services and programs as requested herein.

2

b. Fire Apparatus Update Harold Henrich Fire Chief Harold Henrich will provide an update on the vehicle maintenance issues over the first half of the FY 2015/2016 budget year. Action Needed: Receive Update c. Jacksonville Rescue Equipment Donation Harold Henrich The former Jacksonville Rescue Squad donated rescue equipment and a 22' flat bottom boat to the Fire Department. The donated equipment is valued at approximately $50,000. The boat is in excellent condition and is ready to be put in service once title transfer is complete and re-lettered. The boat will replace the department's aging boat that has been out of service since July 4, 2015 with engine issues. Action Needed: Receive Update d. Budget Ordinance Amendment #2016-3 Sonia Johnson In 2012, the Federal Communications Commission mandated that all VHF radios be “narrow-banded”. $36,939 needs to be appropriated from fund balance to purchase the 800 MHz radios. Action Needed: Motion to approve/deny Budget Ordinance Amendment #2016-3

V. Public Comment Citizens have an opportunity to address the Board for no more than five minutes regarding items not listed on the Agenda.

VI. Manager’s Report/Comments J. Scott Chase

VII. Board Comments Board

VIII. Adjournment Board

3

Request for Board of Commissioners Action January 12, 2016

To: Honorable Board of Commissioners From: J. Scott Chase, AICP – Town Manager Subject: Budget Workshop #1 – Forecast and Budget Discussion (FY 15-16) and Goal Setting/Kick-off Discussion (FY 16-17) Background:

Please find provided an assessment and general forecast of the remaining FY 15-16 budget. As provided in the attached FY 16-17 Budget Schedule this is considered our first workshop of the budget process. This exercise is not only important for assessing how we close out the present FY 15-16 budget but also provides for the foundation for the preparation of the FY 16-17 budget.

Included for your review is an approximate surplus and deficit line review for each department. Please keep in mind that the figures presented are approximate and based on the first 6 months of the fiscal year’s expenditures and spend rate of each respective department. In addition, we have put forth our best effort in forecasting potential expenditures for the remaining fiscal year.

Also, this mid-year review includes requests for direction on reprioritizing expenditures for the remaining fiscal year. Expenditures for example include service considerations (payroll and HR), drainage study, equipment and vehicles, and repairs to equipment/vehicles and infrastructure, and personnel/personnel policy. You will find in reviewing the analysis that opportunities exist for prioritizing these expenditures without impact to fund balance.

Next, each department will give an overview or at a glance potential expenditures/topics for FY 16-17.

Last, we want to take an opportunity for this workshop to set some goals and expectations that will begin to take shape as we progress into the FY 16-17 process.

Action Requested: 1. Motion to approve or deny various interdepartmental transfers of funds from

various line items as identified herein. 2. Direction sought on various capital expenditures, services and programs as

requested herein.

Attachments A – Budget Schedule B – Departmental Assessments (Surplus and Deficits) C – Surplus and Deficit Summary Less Requests

4

Attachment A

5

FY 15-16 DEPARTMENTAL BUDGET REVIEW – GOVERNING BODY

FY 15-16 BUDGET ISSUES

PRICE TAG FY 16-17 BUDGET TOPICS

PRICE TAG

$0 $0

DISCUSSION:

Reviewed FY 15-16 budget and no real fiscal concern for finishing out the year. For travel/conference/training, Essentials class remains for Commissioners that will reduce the budget amount $1,800. The BOC will also want to consider whether we should have facilitator for budget and/or retreat.

Paula Webb at January 12 budget workshop to discuss:

• Budget Retreat/Facilitation Costs

Line item detail and projections for surplus (11-412– Admin):

Account Description Annual Budget

YTD Actual Projected Forecast Surplus Budget

11-411-3100 Travel/Training* $11,600 $1,824 49.20% $5,892 $5,708 11-411-3125 Subsistence $850 $83 19.42% $165 $685 11-411-3910 Ads/Notices $100 $22 43.20% $43 $57 Total $6,449

*Of note – Essentials has not been encumbered (anticipating $1,800), reflectedin Surplus amount.

Attachment B

6

FY 15-16 DEPARTMENTAL BUDGET ASSESSMENT – ADMINISTRATION



PRICE TAG

WEBSITE $6,000 *FRONT OFFICE PERSONNEL (FT)

$6,000 **FRONT OFFICE PERSONNEL (FT)

$40,000

Total $12,000 Total $40,000 *REPLACEMENT FOR DARLA HOWARD THAT IS SHIFTING OVER TO FINANCE, REASON FOR SALARY AS NOTED IS RECRUITING INDIVIDUAL THROUGH WORK FORCE INNOVATION OPPORTUNITY ACT THROUGH COASTAL CAROLINA CC (5 MONTHS) **CONSIDERATION MAY BE GIVEN FOR FULL-TIME (REGULAR HIRE) WITH SALARY AND BENEFITS, POSITION WILL BE COVERED THROUGH ONWASA REVENUE DISCUSSION:

The Manager and Finance Director reviewed the FY 15-16 budget with Town Clerk (Paula Webb) and no real fiscal concern for finishing out the year. Areas of concern are transitioning staff (moving Darla over to Finance Technician role and replacing with new personnel) and assisting with HR function*.

*Assumed some of the HR duties as noted below: Job descriptions/ads/postings Personnel policies amendments (not implementation) New hire benefit packages OSHA and Workers Comp claims Personnel records management to include action forms, background checks/eligibility/recruitment, interview setup/selection with Manager Employee functions Safety training Employee newsletter Community Service Program Highlighted are being considered for ADP assistance.

7

2

Paula Webb/Scott Chase will give an overview of the following:

• Website • Staff transition • Personnel Consideration

Line item detail and projections for surplus (11-412– Admin):



11-412-1820 Retirement $22,086 $9,027 81.74% $18,053 $4,033

11-412-1830 Group Insurance $42,388 $18,661 88.00% $37,301 $5,087

11-412-1990 Services-Other $9,000 $889 30.87% $1,778 $5,222

11-412-1991 Services-Newsletter $750 $0 0.00% $0 $750

Total $14,341

8

FY 15-16 DEPARTMENTAL BUDGET REVIEW – FINANCE



PRICE TAG

*PERSONNEL (FT) $ **PAYROLL/HR

ASSISTANCE $8,000 PAYROLL/HR

ASSISTANCE $

FINANCIAL SOFTWARE $50,000-$70,000 Total $8,000 Total $85,000

*Will assume Darla Howard into Finance Technician role (present finance technician out for health related issue). The employee cost will be pulled from administrative services to finance.

**In discussion with ADP on payroll/benefits/HR assistance (automation regarding payroll, HR and timecard) See attached proposal. Will reduce time spent by Finance and Admin. Cost recovery in bio metric time card system. ADP system requires no contract or commitment. Staff is recommending funding remaining of FY 15-16 and revisit during budget process for FY 16-17. DISCUSSION:

The Manager and Finance Director (Sonia Johnson) reviewed the FY 15-16 budget and no real fiscal concern for finishing out the year. Areas of concern are transitioning staff (training Darla as Finance Technician and assisting with HR function – payroll, see HR assigned duties:

Payroll to include but not limited to administration, reporting (taxes, retirement, benefit agencies, garnishments, ESC reports) – Job duties notes Finance Director oversees payroll function however not the doer. Timesheets management Benefit changes Sales Tax Uses Workers Comp Audit

Highlighted are being considered for ADP assistance.

9

2

Sonia Johnson and Scott Chase at January 12 budget workshop to discuss:

• Personnel solutions • Potential payroll assist (ADP) • Financial software issues w present Assyst software program

Line item detail and projections for surplus (11-414– Finance):



11-414-1815 Fees-Other $3,500 $399 22.80% $798 $2,702

11-414-1830 Insurance-Group $17,237 $6,431 74.62% $12,862 $4,375

11-414-3100 Travel/Training $2,000 $0 50.00% $1,000 $1,000

11-414-5001 Non-capitalized outlay

$1,151 $0 0.00% $0 $1,151

Total $9,228

10

FY 15-16 DEPARTMENTAL BUDGET REVIEW – PUBLIC WORKS 12/17/2015

FY 15-16 BUDGET

ISSUES PRICE TAG FY 16-17 BUDGET

TOPICS PRICE TAG

EQUIPMENT – EXCAVATOR

$55,000

EQUIPMENT - LIFT $20,000 EQUIPMENT – DUMP TRUCK

$55,000

DRAINAGE STUDY $6,500 EQUIPMENT – TRAILER $15,000 DRAINAGE – OLD

TOWN HALL $1,000 DRAINAGE

IMPROVEMENTS ONCE ID’

$100,000

DRAINAGE IMPROVEMENTS –

DEER RUN

$4,000 (2) FTE’S – STREETS AND DRAINAGE CREW

$80,000

LEGAL – EASEMENTS $2,000 (1) PTE – ADMIN $20,000 WATER TANK DEMOLITION

$2,690 PARKS & REC BLDG (AC LEAK)

$2,000

TOTAL $39,190 TOTAL $327,000 DISCUSSION:

Manager and Finance Director reviewed FY 15-16 budget with Jim Stipe (Public Works Director) and relatively little fiscal concern for finishing out the year except for identified drainage projects and lift for safety concerns.

Jim Stipe and Scott Chase will at January 12 workshop discuss:

• Drainage study/profile work • Actual drainage work (equipment, manpower needed) • Lift (OSHA concerns)

14

2

Line item detail and projections for surplus (11-426 – Public Buildings):


YTD Actual

Projected Forecast Budget

Surplus

11-426-1830 Retirement $7,268 $2,430 66.86% $4,859 $2,401 11-426-2500 Supplies –

Gas/Oil $4,000 $790 35.10% $1,404 $2,596

11-426-3310 Utilities $52,600 $18,909 71.9% $37,819 $14,781 11-426-5000* Capital

Outlay $7,300 $4,908 67.23% $4,908 $2,392

Total $22,170 *Designated for HVAC replacement at Chamber (came in under budget)

Line item detail and projections for surplus (11-451 – Streets):


YTD Actual


Surplus

11-451-1720 Fees – Contract Labor

$2,500 $422 33.76% $844 $1,656

11-451-3100 Travel/Training $2,513 $873 69.48% $1,746 $767 11-451-3311 Street Lights $45,500 $14,628 64.30% $29,257 $16,244 11-451-3530 Maintenance

Vehicles $2,800 $624 50.58% $1,416 $1,384

11-451-3541 Maintenance Streets

$1810 $59 6.56% $119 $1691

Total $21,741

Line item detail and projections for surplus (11-452– Streets – Powell Bill):


YTD Actual


Surplus

11-452-1930 Services Prof. $6,000 $2,100 70% $4,200 $1,800 Total $1,800

Notes (Other):

Discussion for transferring fund balance of Powell Bill $21,000 into Repairs/Maintenance Streets (11-452-3541) for Main Street Extension work or into Services Professional (11-452-1930) for Drainage Study. Jim noted PW is still working on the prioritization lists for street maintenance except Recreation Way

15

3

moved up because of immediate concerns. Recent concerns raised at BOC regarding Park Lane.

Discussion on how we place employees in various departments (streets, public buildings, sanitation). May be able to fund additional employee because of Jim’s salary having to come out of Inspections revenue.

11-471 (Sanitation) appeared to be solvent and identified $4,748 of available surplus that would have to be shifted internally to cover various lines. 25% of Terry’s salary was in 11-471. This department was not considered for any budget transfers (only departmental).

11-426 (Public Buildings) All of Ricky and Kurt’s salaries funded in this department.

11-426 (Public Buildings) various items funded: Continuing Ed for Jim (should be coming out of inspections for FY 16-17); Roof repairs, Jarmon’s pest control and Carolina Generators

11-451 (Streets) All of Jim’s and 75% of Terry’s salaries funded in this department. Tires for truck and welder purchased in non-capitalized outlay.

16

FY 15-16 DEPARTMENTAL BUDGET REVIEW – FIRE



PRICE TAG

FULL-TIME TRANSITION (1)

$16,700 FULL-TIME TRANSITION (1)

$50,000

*VEHICLE MAINTENANCE

$15,000 VEHICLE MAINTENANCE

$45,000

1704 REPLACEMENT 1704 REPLACEMENT LOAN PAYMENT

$44,000

LIGHTS IN BAYS $5,000 EQUIPMENT (HOSES,

CHAINSAWS, ETC) $30,000

800 MHZ RADIOS $37,000 GRANT MATCH $10,000 PC REPLACEMENTS $6,000 RETROFIT UPSTAIRS Need Architect EOC UPGRADE $7,000 DIESEL EXHAUST $38,000 BAYS UPGRADE FOR

OSHA COMPLIANCE Need Architect

AIR TANKS $33,000 Commercial Washer $10,000 1705 REPLACEMENT

CIP TBD

TOTAL $73,700 TOTAL $273,000 *See projected vehicle maintenance expenditures in 11-430-3530 DISCUSSION:

Town Manager and Finance Director reviewed FY 15-16 budget with Fire Chief Howie Henrich and major concern for finishing out the year with vehicles repair issues. Established goal by end of 3rd quarter to be running 75% of budget or better.

Chief Henrich at January 12 budget workshop will discuss the following:

• Vehicle maintenance challenges • Commercial vs. Custom (life expectancy) and debt service (1704) • 800 mhz • Equipment purchases

17

2

• Retrofit Public Safety Building (2nd floor) • Personnel (PT to FT) for coverage

Line item detail and projections for surplus:


YTD Actual


Surplus

11-430-1230 Salaries – PT

$128,215 $47,078 73.44% $94,162 $34,053

11-430-1231 Volunteers Retention

$12,000 $4,058 67.64% $8,117 $3,883

11-430-2500 Gas/Oil $9,480 $2877 80.98% $7,677 $1,803 11-430-3100 Travel $5,000 $1,296 67.82% $3,391 $1,609 Total $41,348

The following are of concerns (deficits and transfers):


YTD Actual


Deficit

11-430-3520 Maintenance Equip.

$12,000 $8,661 100% $12,000

11-430-3530 Maintenance Vehicles

$32,400 $28,464 100% $39,000 $6,600

Total $6,600

Notes (Other):

11-430-3520 – Ladder testing ($1,000) and SCBA’s test ($2,200), these are known barring any unforeseen, this will take it to 100%.

11-430-3530 – transferring $6,600 from 11-430-2120 (Uniforms) bring that line item to $0

As of this update 1704 and 1705 have been taken to Wilmington for emergency repairs.

800 mhz purchase - $36,939 will have to transferred from fund balance or from another department

18

FY 15-16 DEPARTMENTAL BUDGET REVIEW – PLANNING



PRICE TAG

*PLANNER POSITION $28,375 PLANNER POSITION $68,100 Total $28,375 $68,100

*Based on 5 months of service for salary and benefits @ top salary range DISCUSSION:

Town Manager and Finance Director reviewed FY 15-16 budget for Planning and little concern for finishing out the year. Of note $12,526 was taken from the Planning budget for Old Town Hall renovations (11-435-1940 – Services Plan Consulting)

Scott Chase will be prepared at January 12 budget workshop to discuss:

• Planning position

The town has received 14 applications that would be considered for an interview with many having local government experience and planning related experience. Most are AICP certified, with one CFM. Experience ranges from interim level to 27 years. The planner position is of critical importance. A planner will have to work extensively on the UDO, the Land Use Plan, CTP and various growth initiatives.

Line item detail and projections for surplus (11-435 – Planning):


YTD Actual Projected

Forecast Surplus Budget

11-435-1930 Services Professional $7,000 $1,780 50.86% $3,560 $3,440 11-435-1940 Services Plan Cons. $35,300 $12,526 35.48% $12,526 $22,774 11-435-2010 Supplies - Dept. $300 $14 9.34% $28 $272

11-435-3520 Repairs/Maint. Equip $400 $0 0.00% $0 $400

11-435-3910 Ads/Notices $1,117 $0 0.00% $0 $1,117 11-435-4910 Dues/Subscriptions $290 $45 31.04% $90 $200 11-435-6000 Board Expenses $750 $0 0.00% $0 $750 Total $28,953

19

FY 15-16 DEPARTMENTAL BUDGET REVIEW – POLICE



PRICE TAG

PART-TIME (ADMIN) $7,500 PART-TIME (ADMIN) $22,500 FULL-TIME

(DETECTIVE) $13,000** FULL-TIME (DETECTIVE)

(2) $105,000**

VEHICLES $72,000 VEHICLES $72,000 800 MHZ RADIOS $27,764 BODY CAMS $1,200

RIFLES $9,600 TOTAL $120,264 TOTAL $210,300

**Salary and benefits (ENTRY LEVEL) DISCUSSION:

Town Manager and Finance Director met with Chief Jackson FY 15-16 budget and overall strength in management of budget. Areas of concern related to Supplies (Gas/Oil) and Telephone which includes Verizon and Centurylink. It was noted that due to delays in Public Safety Building, cost for Centurylink (monthly charge) was not accounted for in budget and the replacement of 2 smart phones. In addition it is assumed that surplus noted below in Salaries (FT) was due to departures/vacancies that have not been filled.

Chief Jackson at January 12 budget workshop to discuss:

• 800 mhz purchase • Organization Chart as it relates to:

PT Admin FT Detective (2)

• Vehicle Plan (replacing #10) and Investigator vehicle: Officer car to home plan and vehicles running

• OSSI (Antenna discussion) • Equipment purchases

20

2

Line item detail and projections for surplus (11-450 – Police):



11-450-1210 Salaries - FT $427,683 $190,727 89.20% $381,493 $46,190 11-450-1220 Salaries - OT $24,925 $11,997 96.26% $23,993 $932 11-450-1230 Salaries - PT $20,730 $6,065 58.52% $12,131 $8,599

11-450-1231 Longevity $2,775 $2,525 91.00% $2,525 $250

11-450-1233 Insurance Opt Out $11,772 $2,616 44.46% $5,234 $6,538 11-450-1810 FICA $38,704 $17,058 88.14% $34,114 $4,590 11-450-1815 Fees - Other $2,200 $150 13.64% $300 $1,900 11-450-1820 Retirement $58,354 $23,604 80.90% $47,208 $11,146 11-450-1950 Software Support $4,100 $2,970 72.44% $2,970 $1,130 11-450-2010 Supplies - Dept. $3,500 $207 11.84% $414 $3,086 11-450-2600 Supplies - Office $1,500 $175 23.32% $350 $1,150 11-450-3100 Travel/Training $5,100 $758 29.72% $1,516 $3,584 11-450-3520 Maint. Equip. $3,500 $1,081 61.78% $2,162 $1,338 11-450-3530 Maint. Vehicles $16,662 $3,547 44.92% $7,485 $9,177 11-450-4910 Dues/Subscription $500 $45 18.00% $90 $410 11-450-5000 **Capital Outlay $72,000 $0 0.00% $0 $72,000

11-450-5001 Non-capitalized Outlay $14,000 $587 8.38% $1,173 $12,827

Total $184,847 ** (2) Vehicles programmed in FY 15-16 not ordered

Line item detail and projections for deficit (11-450 – Police):


YTD Actual Projected Forecast Deficit Budget

11-450-2500 Supplies- Gas/Oil $25,000 $13,334 106.88% $26,720 ($1,720) 11-450-3210 **Telephone $2,950 $2,822 291.30% $8,593 ($5,643) Total ($7,363)

**Noted that expense would decrease with relocation into Public Safety Building

21

3

11-450-5000 (Capital Outlay) Discussion regarding vehicle purchases to replace (car #10, exceeds 100k mileage) and vehicle for investigator. Chief noted as to why it is important keeping vehicles on replacement schedule (reduces maintenance cost and providing for spare vehicle when one goes down)

11-450-5001 (Non-capitalized outlay) Although notes a potential surplus of $12,287 (purchase of 800 mhz radios and MDT’s (Chief noted that tablets were programmed (value) however are not needed). MDT’s ($4,800) with purchase of new cars.

11-450-3100 (Travel/Training) Chief noted that additional training would be necessary to close out the year and thus would anticipate the surplus being less than projected.

22

FY 15-16 DEPARTMENTAL BUDGET REVIEW – PARKS AND REC.



PRICE TAG

MAIN STREET DOCK $3,000 WARD SHORE $32,000

IRRIGATION REPAIR COSTS AT CHURCH ST

$3,750

TEMP. MEASURES AT BICENNTENNIAL PARK

$1,000

SALARY ADJUSTMENT $7,258 BICENTENNIAL PARK $70,000 MARINA OPERATION $5,750 WATERFRONT PLAN

IMPLEMENTATION $32,000

Total $47,008 $107,750 DISCUSSION:

Town Manager and Finance Director reviewed FY 15-16 budget with Parks and Recreation Director Brittany Shipp and overall concern for finishing out the year in lieu of missed salary increase not appropriated for and repairs to waterfront infrastructure and management of the docks.

Brittany Shipp will be prepared at January 12 budget workshop to discuss:

• Dock(s) repair/replacement • Ward Shore • Pineland Park • PARTF potential • Dock management and will note offsetting revenue w/ dock

management • Community partnerships with town facility rentals, rate structure

(application process)

23

2

**Event attendants cannot be considered temporary employees

Line item detail and projections for surplus (11-613 – Parks and Recreation):



11-613-1990 Services-Other $23,000 $2,544 73.57% $16,920 $6,080 11-613-2010 Supplies-Dept. $18,000 $2,361 82.21% $14,797 $3,203

11-613-2500 Supplies-Gas/Oil $3,200 $837 70.76% $2,264 $936

11-613-2600 Supplies-Office $1,650 $86 10.36% $171 $1,479

11-613-3530 Repairs/Mtc.-Vehicles $2,849 $286 61.50% $1,752 $1,097

11-613-3540 Repairs/Mtc.-Grounds $27,848 $4,757 44.93% $12,513 $15,335

11-613-4560 Insurance-Workers Comp $2,394 $2,228 93.05% $2,228 $166

11-613-2600 Supplies-Office $1,650 $86 10.36% $171 $1,479

11-613-5001 Non-capitalized outlay

$3,200 $721 88.13% $2,820 $380

Total $30,155

(11-613-3540 – Repairs/Maint. - Grounds): $10,450 remains for Ward Shore, budgeted $12,000, $2,900 tennis court resurfacing. It is recommended that if the $32,000 is considered for Ward Shore those funds be transferred from 24-810-1992 (Services Construction) from the Waterfront Plan Implementation.


YTD Actual Projected Forecast Deficit

Budget 11-613-1210 Salaries-FT $104,423 $50,825 100.00% $110,713 ($6,290) 11-613-1231 Longevity** $850 $1,350 158.82% $1,350 ($500) 11-613-1815 Fees-Other $600 $382 127.60% $766 ($166) Total ($6,956)

24

3

Line item detail and projections for surplus (11-615 – Church Street Dock Operations):



11-615-1815 Fees - Other $1,000 $523 77.30% $773 $227 11-615-2010 Supplies-Dept. $800 $328 87.50% $700 $100 11-615-3312 Water/Sewer $1,000 $138 40.10% $401 $599 11-615-3313 Electricity $1,500 $238 40.00% $600 $900

11-615-3540 R/M Bldg/Grounds $400 $97 75.00% $300 $100

11-615-4540 Insurance Prop/Lia $300 $0 0.00% $0 $300

11-615-5001 Non-Capitalized Outlay

$750 $420 82.67% $620 $130

Total $2,356

**$3,750 needed to replace irrigation system damaged on Port O'Swannsborough property

25


To: Honorable Board of Commissioners From: J. Scott Chase, AICP – Town Manager Subject: Attachment C

Total All Surplus $364,140 Total All Deficits $20,919 Subtotal $343,221 All Requests/Re-appropriations 11-412 (Administration) Website ($6,000) 11-412 (Administration) Front Office Personnel ($6,000) 11-414 (Finance) ADP - Payroll/HR Assist. ($8,000) 11-426 (Public Buildings) Lift ($20,000) 11-452 (Powell Bill) Drainage Study ($6,500) 11-426(Public Buildings) Drainage Old Town Hall ($1,000) 11-451(Streets) Deer Run Subdivision ($4,000) 11-451(Streets) Easements ($2,000) 11-426(Public Buildings) Water Tank Demolition ($2,690) 11-430 (Fire) Full-time transition ($16,700) 11-430 (Fire) Vehicle Maintenance ($15,000) 11-430 (Fire) Lights in Bays ($5,000) 11-430 (Fire) 800 MHZ Radios ($37,000) 11-435 (Planning) Planner position ($28,375) 11-450 (Police) Part-time Admin ($7,500) 11-450 (Police) Full-time Detective ($13,000) 11-450 (Police) Vehicles ($72,000) 11-450 (Police) 800 MHZ Radios ($27,764) 11-613 (Parks and Rec) Main St. Dock ($3,000) 11-613 (Parks and Rec) Irrigation Repair ($3,750) 11-613 (Parks and Rec) Temp. Measures BP ($1,000) Re-appropriations Total ($286,279) Total Available after re-appropriations $56,942

Does not include Ward Shore (Request from 24-810-1992)

26

Request for Board of Commissioners Action January 12, 2016 ______________________________________________________________________________ To: Honorable Board of Commissioners From: Harold Henrich, Fire Chief Through: J. Scott Chase, Town Manager Subject: Fire Apparatus Update ______________________________________________________________________________ Overview: Provide the board an update on the vehicle maintenance issues over the first half of the FY 2015/2016 budget year. Original vehicle maintenance line item budget for FY 2015-2016 was $ 21,000.Tto date we have spent over $ 30,000 on vehicle maintenance with the overage coming from line item transfers within our budget. Below is a breakdown of monies spent on each individual apparatus from 07/01/2015 to 12/31/2015. $ 7,000 on annual maintenance for the apparatus was performed during the first week of October. Annual maintenance performed: engine service, chassis service, pumps service, maintenance & testing. As a result of the annual maintenance approximately $ 5,000 in emergency repairs was required for the apparatus. Another $ 5,000 in additional repairs were identified but not completed due to budget constraints. Engine 1704: $ 11,903 Amount does not include current repairs Engine 1705: $ 7,114 Amount does not include current repairs. Tanker 1707: $ 2,507 Chief 1712: $ 832 Ladder 1717: $ 7,847 Total: $ 30,203 On December 21, 2015 both 1704 & 1705 were sent to Triple T in Wilmington for emergency repairs, both apparatus remained out of service for two weeks and returned to service the week of January 4, 2015 Outstanding repairs still needed on apparatus: Engine 1704: replace pump relief valve & replace gauges $ 1,000 Engine 1705: replace pump packing, pump seals & new LED replacement lights $ 3,800 Brush 1709: new pump throttle cable $ 400 Ladder 1717: replace pump primer housing $ 1,200 Utility 1716 (donated Jax Truck): tires, re-lettering, lighting, auto charge $ 5,000 Boat 1718: Re-lettering $ 500 Total: $ 11,900 Action Needed: Update Exhibits: Maintenance breakdown by apparatus

27


______________________________________________________________________________

To: Honorable Board of Commissioners

From: Harold Henrich, Fire Chief

Through: J. Scott Chase, Town Manager

Subject: Jacksonville Rescue Squad Equipment Donation

______________________________________________________________________________

Overview:

Our department has received a donation of Rescue equipment and a boat from the former

Jacksonville Rescue Squad. The Rescue Squad went out of business approximately 3 years ago

and has donated its remaining equipment to other agencies in Onslow County with Swansboro

Fire Department being one of those recipients. The donated equipment (rescue extrication

equipment and boat) is valued at approximately $ 50,000. The boat is a 22’ flat bottom boat with

an 110hp engine, the boat is in excellent condition and is ready to be put in service once title

transfer is complete and the boat is re-lettered. This boat will replace our aging boat that has been

out of service since July 4, 2015 with engine issues. We plan to surplus the boat which has an

estimated value of $500.

Action Needed:

Update

Attachment:

Picture

33

Request for Board of Commissioners Action January 12, 2016 ______________________________________________________________________________ To: Honorable Board of Commissioners From: Sonia Johnson, Finance Director Through: J. Scott, Town Manager Subject: Budget Ordinance Amendment # 2016-3 _____________________________________________________________________________ Overview: The Budget Ordinance for Fiscal Year 2015-2016 needs to be amended for the following items: In 2012, the Federal Communications Commission mandated that all VHF radios be “narrow-banded”. This included governmental radio communication systems. In September 2014, Onlsow County transitioned to the 800MHz radio system and provided the fire departments initial equipment for the startup. Town of Swansboro received 7 mobile radios for each of the fire trucks and 5 portable radios worth approximately $40,000. After the initial startup from the County, it was then up to each individual fire department to budget money to build upon the system. Since then, funds have been transferred in/out of the Capital Reserve Fund. Below is the transaction detail of the Capital Reserve Fund earmarked specifically for the 800MHz radio system. The contract to purchase the 800 MHz is set to expire on 1/15/16 at the present contracted price.

Fiscal Year

Description Transferred in

Transferred out

Balance

06/30/2012 60,000 FY 12/13 Per Budget Ordinance 50,000 110,000 FY 12/13 Budget Ordinance # 2013-1 9,500 100,500 FY 13/14 Per Budget Ordinance 50,500 50,000 FY 14/15 Per Budget Ordinance 30,000 20,000 FY 14/15 Budget Ordinance $2014-5

Police Vehicle

16,000

4,000 At this time, we are requesting that $36,939 be appropriated from fund balance to purchase the 800 MHz radios. Source: Fund Balance Action Needed: Motion to approve or deny Budget Ordinance Amendment #2016-3

Attachments: • Budget Ordinance Amendment #2016-3

35

AN ORDINANCE AMENDING THE ANNUAL BUDGET FOR FY 15/16

BUDGET ORDINANCE AMENDMENT #2016-3 BE IT ORDAINED by the Board of Commissioners of the Town of Swansboro that the following amendment be made to the annual budget ordinance for fiscal year ending June 30, 2016: Section 1. To amend the General Fund budget, the following changes are to be made: Increase Appropriations Fire Department $36,939 Revenues Appropriated Fund Balance $ 36,939

Section 2. Copies of this budget amendment shall be furnished to the Town Clerk, the Budget Officer, and the Finance Director, to carry out their duties. Adopted by the Board of Commissioners in regular session, January 12, 2016. ____________________________ Scott Chadwick, Mayor Attest: ________________________ Paula Webb, Town Clerk

36

Agenda 2 Agenda Memo 4 - Town of...

Documents

Transcript of Agenda 2 Agenda Memo 4 - Town of...