HomeMy WebLinkAboutItem 03 Approval of Police Department Additional Funding from Budget Amendment Considered at the May 5, 2020 City Commission Meeting O( OPP
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AGENDA ITEM COVER SHEET
Meeting Date: June 2, 2020
Item # 3
Reviewed By
Contact Name. Robert Frank Department Director: Robert Frank
Contact Number: 407-905-3111 City Manager:
Subject: Police Department Additional Funding from Budget Amendment Considered at the
May 5, 2020 City Commission Meeting
Background Summary:
At the City Commission meeting of May 5, 2020, staff presented a budget amendment which included
additional funding for the police department in the amount of$103,082. The Commission approved the
transfer pending a more thorough breakdown of the budgetary line items to be funded by this transfer—
specifically the certified mail costs and confirmation of the certified mail requirement from state statute
for red light camera violations.
Chief Brown has provided the attached memorandum clarifying the requested breakdown and
confirming the certified mail requirement, however since the May 5th meeting, additional funding has
become available from the suspension of crossing guard contract due to the COVID-19 virus Therefore,
I am modifying the requested additional funding from the budget amendment from $103, 082 to $42,074.
Issue:
The additional funds requested for police department expenditures required additional information
before formal allocation of the $103,082 to the police department budget.
Recommendations:
Reduce the allocation from the budget amendment for the police department from $103,082 to
$42,074.
Attachments:
Memorandum dated May 11, 2020 from Chief Brown
Financial Impact:
This is a requested decrease to the allocation from the budget amendment for the police department
from $103,082 to $42,074.
Type of Item: (please mark with an"x')
Public Hearing For Clerk's Dept Use
Ordinance First Reading X Consent Agenda
Ordinance Second Reading Public Hearing
Resolution Regular Agenda
Commission Approval
Discussion 8 Direction
Original Document/Contract Attached for Execution by City Clerk
Original Document/Contract Held by Department for Execution
Reviewed by City Attorney N/A
Reviewed by Finance Dept. Rebecca Roberts N/A
Reviewed by N/A
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MOyO` TO: Robert Frank,City Manager
Rusty Johnson
Commissioners FROM: Charles n, Police Chief
Larry Brinson,SR
Dislnct1
DATE: May 11, 0
Rosemary Wilson
District 2
RE: Mid-Year Budget Adjustment Concerns
Richard Firs'ner
WW1
George Oliver Ill The purpose of this memorandum is to clarify the Mid-Year Budget Adjustment
District a request, specifically providing information on the additional appropriation request of
$103,082 to cover the escalating cost of send certified mail to persons not paying the
ClliManager red-light camera fines.
Robert D Frank g
Police Chief While the amount of the requested funding was correct, the additional appropriation
Charles J.Brown was requested to cover multiple budget items and not solely the certified mailings
The total request of $103,082 is to cover a budget shortfall of $20,000 for the
increased cost of certified mailings, $22,074 for an unpaid invoice for contractual
services,and the balance for personnel salaries.
As to the certified mailings, the Ocoee Police Department complies with the
requirements for mailing and certified mailing as detailed in Florida State Statute,
316.0083, Mark Wandall Traffic Safety Program; administration; report.—
1. (b)l.a. Within 30 days after a violation, notification must be sent
to the registered owner of the motor vehicle involved in the violation
specifying the remedies available under s. 318.14 and that the violator
must pay the penalty of$158 to the department, county, or municipality,
or furnish an affidavit in accordance with paragraph (d), or request a
hearing within 60 days following the date of the notification in order to
avoid the issuance of a traffic citation. The notification must be sent by
first-class mail. The mailing of the notice of violation constitutes
notification.
4. (c)1 a A traffic citation issued under this section shall be issued by
mailing the traffic citation by certified mail to the address of the registered
owner of the motor vehicle involved in the violation if payment has not
been made within 60 days after notification under paragraph (b), if the
registered owner has not requested a hearing as authorized under
paragraph (b), or if the registered owner has not submitted an affidavit
under this section.
City of Ocoee Police Department• 646 Ocoee Commerce Parkway•Ocoee, Flonda 34761
Phone: (407)905-3160•Fax: (407) 905-3164•www.ocoee.org
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The Ocoee Police Department's average monthly payment for these mailings over
Mayor the last five months has been $4623.20, which is on track to exceed our current
Rusty Johnson
budget allocation by $19,478 40. A recent invoice detailed the mailing of 179 first
Commissioners class mailings and 786 Certified Mailings due to the aging out of violation notices
Larry Brinson,SR
District I with no action by the violator. In the budget preparation cycle, the rate of individuals
addressing their initial violation notice was greater which required less certified
RDistrict osemary When mailings. Duringthe course of this budget year, a greater number of individuals have
Rosemary
g 8 Y
failed to respond to the initial mailings requiring the second certified mailing. The
Richard Firstner requested appropriation to address this budget shortfall was $20,000 based on the
average costs of monthly mailing costs of$4623.20 over the remaining five months
George Oliver ill of the budget year.
District 4
Additionally, an invoice for contractual services from a vendor arrived after the
City Manager closing of Fiscal Year 2019. This invoice, in the amount of $22,074, cannot he
Robert D Fronk
funded within our budget year allocation without exceeding our budget allocation for
Police Chief contractual services.
Charles J.Brown
The balance of the funding request was to fund a salary shortfall. Salaries are
generally funded at 95 percent and a shortfall is predicted. The request for the
additional funding in salaries will ensure that the Ocoee Police Department does not
exceed its approved budget allocation for Fiscal Year 2020.
I am available for any additional questions or concerns.
City of Ocoee Police Department•646 Ocoee Commerce Parkway•Ocoee, Florida 34761
Phone: (407) 905-3160•Fax: (407) 905-3164 •www.ocoee.org