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Home My WebLink AboutItem #09 First Reading - Ordinance Amending the FY 2011 Budget i re C of Good Lip AGENDA ITEM COVER SHEET Meeting Date: February 15, 2011 Item # Reviewed By: Contact Name: Wanda Horton Department Director: Wanda H • rto • Contact Number: 1521 City Manager: - Subject: FY 2011 Budget Amendment Background Summary: The City Commission adopted an annual operating budget for the city on September 29, 2010. The total General Fund budget adopted at that time was $32,854,705. Subsequent to the adoption of the budget staff has identified an additional $344,438 in funding to be amended into the budget. Issue: The proposed amendment is comprised of the following three adjustments: The police department has been awarded a COPS Hiring Program Grant to fund the salaries and benefits for three (3) sworn police officers for three (3) years. The city commission voted to accept the grant at the December 7, 2010 commission meeting. Total cost to the general fund for the positions through the end of the fiscal year is $121,938. Uniforms, equipment and vehicles will be paid from forfeiture funds ($91,125). The fire department surplused two pumpers and an aerial vehicle. Proceeds from the sale of the vehicles produced $197,500 which will be utilized to purchase a transport capable rescue truck. The general employee's retirement trust fund Board of Trustees requests a part time position, Pension Plan Technician, be added to the Y eneral fund budget for fiscal year 2011. This position will be funded annually by 9 9 the Retirement Trust Fund with an initial annual rate of $25,000. Detailed reports are attached from the police and fire departments, and the pension board. Recommendations Staff recommends the commission approve the amendment adjusting the 2011 Annual Budget and the expenditures from the Forfeiture Fund. Attachments: Staff reports from police, fire, and the pension board. Financial Impact: Annual appropriations are increased by $344,438. Type of Item: (please mark with an "x') Public Hearing For Clerk's Dept Use: X Ordinance First Reading Consent Agenda Ordinance Second Reading Public Hearing Resolution Regular Agenda Commission Approval i n Discuss o & 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. N/A Reviewed by 0 N/A 2 CITY OF OCOEE FISCAL YEAR 2010 -2011 BUDGET AMENDMENT REVENUE SUMMARY REVENUE FY 10 -11 FY 10 -11 DESCRIPTION _ APPROVED Adjustment REVISED General Fund (001) 32,854,705 Intergovernmental Revenue 146,938 Miscellaneous Revenue 197,500 TOTAL REVENUES 32,854,705 344,438 33,199,143 CITY OF OCOEE FISCAL YEAR 2010 -2011 BUDGET AMENDMENT EXPENDITURES SUMMARY SUMMARY EXPENDITURES FY 10 -11 FY 10 -11 DIVISION APPROVED Amendment REVISED 001 GENERAL FUND General Fund 32,854,705 Finance (513 -00) 25,000 Police (521 -00) 121,938 i I Fire (522 -00) 197,500 TOTAL EXPENDITURES 32,854,705 344,438 33,199,143 Mayor be Centex of Good Li Commissioners S. Scott Vandergrift Gary Hood, District 1 ('� Rosemary Wilsen, District 2 City Manager Rusty Johnson, District 3 Robert Frank 1 Joel Keller, District 4 STAFF REPORT Police Department TO: The Honorable Mayor and City Comm EP FROM: Deputy Police Chief Goclon DATE: February 15, 2011 RE: Budget Amendment: Three (3) officers' salaries, benefits, and related equipment/ three (3) patrol vehicles for 2010 COPS Hiring Program Grant BACKGROUND/DISCUSSION On March 16, 2009, the Ocoee Police Department applied for a COPS Hiring Program Grant. The grant will fund salaries and benefits for three (3) sworn police officers for three (3) years. On September 16, 2010, the Ocoee Police Department received notification that it was awarded the grant. At the December 7, 2010 Commission meeting, the Honorable Mayor and Board of City Commissioners voted to accept the grant. The amount awarded for three (3) officers' salaries and benefits for a three (3) year period is $627,108. As one (1) of the officer positions is a currently frozen position and two (2) of the positions would be new, a budget amendment will be necessary. The cost of salaries and benefits for three (3) officers for the remainder of the 2010/2011 fiscal year is $121,938. This would be reimbursed by the COPS Hiring Program Grant. The cost of three (3) equipped patrol vehicles is $74,625. The cost of uniforms and individual equipment for the three (3) officers is $16,500. Federal Equitably Shared Funds (forfeiture funds) may be used to purchase vehicles, uniforms, and equipment for these officers. ISSUE Should the Honorable Mayor and Board of City Commissioners approve the proposed budget amendment and authorize the purchase of three (3) new police vehicles and required equipment from Federal Equitably Shared Funds (forfeiture funds)? RECOMMENDATIONS It is recommended that the Honorable Mayor and Board of City Commissioners approve the proposed budget amendment and authorize the purchase of three (3) new police vehicles and required equipment from Federal Equitably Shared Funds (forfeiture funds). FINANCIAL IMPACT Total impact: $213,063. The cost of salaries and benefits for three (3) officers for the remainder of the 2010/2011 fiscal year is $121,938. This would be reimbursed by the COPS Hiring Program Grant. The cost of three (3) equipped patrol vehicles is $74,625. The cost of uniforms and individual equipment for the three (3) officers is $16,500. Federal Equitably Shared Funds (forfeiture funds) may be used to purchase vehicles, uniforms, and equipment for these officers. Discussion & 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. N/A Reviewed by () N/A 2 ; 9 FA1 6■ 3 ,..44 „,„,,...„„.„. V -' 4 :,,. ' i FLORIDA ` `y, i 1 . . ' AMCIArtoN OF V01 �o� ' C COUNTIES ' " ('� iMi - ` • - o _ 0 All About Florida FLORIDA SHERIFFS ASSOCIATION, FLORIDA ASSOCIATION OF COUNTIES & . FLORIDA FIRE CHIEFS' ASSOCIATION FULL SIZE PURSUIT VEHICLES - RWD (POLICE PACKAGE) SPECIFICATION #1 2011 Ford Crown Victoria (P7B /720A) The Ford Crown Victoria (P7B /720A) purchased through this contract comes with all the standard equipment as specified by the manufacturer for this model and FSA's base vehicle specification(s) requirements which are included and made a part of this contract's vehicle base price as awarded by specification by zone. ZONE: *Western *Northern *Central *Southern BASE PRICE: $20,884.00 $20,764.00 $20,871.00 $20,873.00 While the Florida Sheriffs Association, Florida Association of Counties and Florida Fire Chiefs' Association have attempted to identify and include those equipment items most often requested by participating agencies for full size vehicles, we realize equipment needs and preferences are going to vary from agency to agency. In an effort to incorporate flexibility into our program, we have created specific add /delete options which allow the purchaser to tailor the vehicle to their particular wants or needs. The following equipment delete and add options and their related cost are provided here to assist you in approximating the total cost of the type vehicle(s) you wish to order through this program. Simply deduct the cost of any of the following equipment items you wish deleted from the base unit cost and /or add the cost of any equipment items you wish added to the base unit cost to determine the approximate cost of the type vehicle(s) you wish to order. NOTE: An official listing of all add/delete options and their prices should be obtained from the appropriate dealer in your zone when preparing your order. Additional add/delete options other than those listed here may be available through the dealers, however, those listed here must be honored by the dealers in your zone at the stated prices. Bid Award Announcement (10 -18 -0907) 167 VEHICLE: Crown Victoria Crown Victoria Crown Victoria Crown Victoria (P7B /720A) (P7B /720A) (P7B /720A) (P7B /720A) DEALER: Duval Ford Duval Ford Duval Ford Bartow Ford Company ZONE: * Western * Northern * Central * Southern BASE PRICE: $20,884.00 $20,764.00 $20,871.00 $20,873.00 Western & Northern Order Code Delete Options & Central Southern NA 1 V6 engine in lieu of V8 engine NA NA NA 1 Black vinyl floor covering NA Std• HN 1 Cloth rear seat in lieu of vinyl NC 1 ,$5$:00 88H 2 D96A t Front door body side molding NC NC 96A 2 54M 5" round dome lamp NC NC DELETE DOME? D51 1 Left hand pillar mounted 6" spotlight with clear halogen bulb $75,00 $130.00 DELETE SPOT 2 NA t . Space Saver spare tire in lieu of full size spare tire Nom. lA Western & Northern Order Code Add Options & Central Southern Please refer to Part D — Emergency Vehicle Lighting Specifications f or ligh d a nd th a war d e d de pr DPS I Priority start/battery saver $190.00 $186.00 PRIORITY START 2 177 1 Silicone hoses $320.00 $320,00 177 45C I Limited slip differential $125.00 $125.00 45C 2 68P 1 Complete Police Prep Package $2,075.00 $2,075002 68P 2 65A 1 Base Police Prep Package $770.00 $770.00 65A 2 65U l ' Police Prep Package - "Ready for the Road" $4,120.00 $4,120.00 650 2 ' 65P I Base Lighting Package $1,955.00 $2,075.00 65P 2 51Y 1 Left & right -hand pillar mounted 6" spotlight with clear halogen bulb, factory $180,00 $340.00 51Y 2 installed Upgrade from Base Car 1 , Bid Award Announcement (10 -18 -0907) 168 VEHICLE: Crown Victoria Crown Victoria Crown Victoria Crown Victoria (P7B /720A) (P7B /720A) (P7B/720A) (P7B /720A) DEALER: Duval Ford Duval Ford Duval Ford Bartow Ford Company ZONE: * Western * Northern * Central * Southern • BASE PRICE: $20,884.00 $20,764.00 $20,871,00 $20,873.00 65W 1 Visibility Package $3,090.00 $3,090.00 65W 2 60T 1 Fire suppression system $3,495.00 $3,495.00 60T TREMCO 1 Tremco anti - theft- foot activated, dealer installed $189.00 $175.00 TREMCO 2 DSS 1. SafeStop vehicle anti -theft - key activated or emergency lights activated, $299.00 $274.00 STOPS/WE 2 plug -& -play for most Ford and Chevy fleet vehicles, dealer installed in 20 minutes or less . DML 1 Rechargeable mag light $145.00 $155.00 MAGLIGTHT 2 187 1 Roof wiring with hole $195.001 $195.00 187 2 189 t Roof wiring without hole $85.00 $85.00 189 2 172 - 179 - 175 -DAG 1, Accessory feed wires for police equipment $265.00 $85.002 172.175.476 2 Includes Dealer Installed Fared 8 GA Wire, Call for Derails 1 LAMP PRE- WIRE.SIREN,SPEAKER & GRILL LAMP, HORN SIREN WIRING PREP PACKAGE 2 ' RPRSBS -CV03 1 Ready Buckle Prisoner Restraint Seat Belt System - Crown Vic NA $625.00 RPRSBS -CV03 2 RPRSBS -DCO3 1 Ready Buckle Prisoner Restraint Seat Belt System - Dodge Charger NAl' NA RPRSBS -DCO3 2 14T 1 Kevlar trunk package 5190.00 $190.00 14T 2 HDPE DROP IN BOX W FRONT KEVLAR. REDUCES RISK OF POLICE EQUIP PENETRATING THE BACK SEAT 2 641 Ignition powered trunk button, factory installed ' $ $60:00 61H2 41A 1 Comfort and convenience group $760.00 $760.00 41A 750A 1 Street appearance group $199.00 $155.00 750A 2 64N 1 Full wheel covers $45.00 $45.00 64N 2 DNT 1 Nitrogen filled tires including spare tire $125.001 $135,00 NITRO 2 58Z 1 AM/FM radio with single CD $185.00 $185.00 58Z 2 77D 1 Daytime running lights $50.00 $50.00 77D DPG 1 Sunscreen privacy glass $365.00 $195.00 DEEP TINT 2 Bid Award Announcement (10 -18 -0907) 169 VEHICLE: Crown Victoria Crown Victoria Crown Victoria Crown Victoria (P7B /720A) (P7B /720A) (P7B /720A) (P7B /720A) DEALER: Duval Ford Duval Ford Duval Ford Bartow Ford Company ZONE: * Western * Northern * Central * Southern BASE PRICE: $20,884.00 $20,764.00 $20,871.00 $20,873.00 40A -P 1 Cloth split bench — front $760.001 $758.002 P41A 2. Includes Comforl and Convenience Group 1 INCLUDES POWER DRIVER SEAT 2 21A Driver seat only — 6 way power $380.00 $380.00 21A 2 128 1 Carpet (installed) $125.00 $125.002 128 2 INCLUDED FRONT & REAR FLOOR MATS 2 67B Rear door locks & handles inoperative $25.00 $25.00 67B DLMU 1 Rear door locks & handles inoperative, dealer modifiction $178.00 $145.00 RDINOP 2 Includes manual unlock device on both rear doors and rear window inop 1 948 1 Rear windows inoperative $25.00 $25.00 948 525 1 Cruise control $225.00 ' $225.00 525 2 53M 1 Radio noise suppression $95.00 $95.00 53M 2 8 GROUND STRAPS: ENG TO DASH, HOOD TO BODY, DECKLID TO BODY, ENG TO FRAME, TAIL PIPE TO 2 478 1 Cou light disabled $20.00 $20.00 478 STD 1 Side air protection (may affect cage availability) Std' Std DDT 1 Legal deep tinted film, lifetime warranty, dealer installed $365.00 $195,00 DEEP TINT 2 3MOR EQUAL 2 3K 1 Third key $125.00' $32.00 3RDKEY 43* 1 Keyed alike $50.00 $50.00 432 2 Please specify code 1 MUST SPECIFY KEY CODE ON PURCHASE ORDER BEFORE ORDER IS PLACED 2 14R 1 Factory remote keyless entry with 2 fobs included. $255.00 $255,00 14R 2 FOR EXTRA KEY FOB ADD $80 96B 1 Front door moldings, not installed Incl.' • $30.00 96B 2 MUST SPECIFY 1 DVS 1 Vent visors - stick -on style $145.00 $135.00 VENT VISOR 2 DVF 1 Rainshields - flange style $125.00 $135.002 RAINSHIELDS 2 DBW 1 Door blank & rear window barriers with manual lock override (Setina, Pro -Gard, $472.00 I S425.00 DOORBLANK 2 Cruisers or approved equivalent) 98G 1 Locking gas cap $10.001 $10,002 98G 2 Bid Award Announcement (10 -18 -0907) 170 VEHICLE: Crown Victoria Crown Victoria Crown Victoria Crown Victoria (P7B /720A) (P7B /720A) (P7B /720A) (P7B /720A) DEALER: Duval Ford Duval Ford Duval Ford Bartow Ford Company ZONE: * Western * Northern * Central * Southern BASE PRICE: $20,884.00 $20,764.00 $20,871.00 $20,873.00 952 1 Two -tone paint $885.00 $885.00 952 2 FACTORY TWO TONE - Please spcecjfy code 1 DC3 1 Class III hitch with 2" ball, dealer installed $485.00 ' $43540.2 HITCH3 2 GRAPHICS 1 Optional equipment - specify $375.00 $435.00 GRAPHICS 2 Deluxe Package, Call for Details l INSTALL AGENCY GRAPHICS 2 GUN RACK 1 Optional equipment - specify $424.00 $375.00 ALTDESTINATION 2 Big Sky Electric w /Swlieh and Timer 1 ATERNATIVE DESTINATIONINCL DEALER PDI 2 CONSOLE 1 Optional equipment - specify $549.00 $1,295.00 90L 2 Console w /Cupholders, Armrest Acc Plug, and Mic Clip 1 BALLISTIC DRIVER SIDE DOOR PANEL 2 LAPTOP 1 Optional equipment - specify $404.00 $2,485.00 90B 2 Universal Lap Top Mount and Stand 1 BALLISTIC DRIVER & PASSANGER SIDE PANEL 2 ICOP 1 Optional equipment - specify $5,700.00 $425.00 HAVIS CONSOLE 2 ICOP 20/20 -W or Vision in Car Camera System w /Software, Call for Details and Available Options 1 BASEHAVISCONSOLE 2 SPB12 1 Setina PB100Al2 -12" Aluminum Push Bumper $389.00 $365.00 PB 100A 12 2 $50 Discount if purchased with Lighbar Package 1 SPB 16 1 Setina PB 100A16 — 16" Aluminum Push Bumper $399.00 $375.00 PB 100A 16 2 $50 Discount if purchased with Lighbar Package 1 SPB300 1 Setina PB300 Push Bumper $459.00 $445.00 PB300 2 $50 Discount if purchased with Lighbar Package 1 GR5000 1 Go Rhino 5000 Series Push Bumpers $459.00 $375.00 Go Rhino 5000 2 $50 Discount if purchased with Lighbar Package 1 L3P 1 Rear Transport Seat - Laguna System 3P $698.00 $645.00 Laguna 3P 2 PG6000 Rear Transport Seat — Pro Gard 6000 Series $591.00 $575,00 Pro Gard 6000 2 CRPCM 1 . Rear Transport Seat — Cruiser PCM012 $633:00 $565.00 Cruiser PCM012 2 NA 1 Rear Transport Seat with extended seat belt — Patriot PSCV 1 NA $875.00 Patriot PSCV 1 2 S 1OS 1 Setina #10 Series Lexan Cage with sliding window, full width lower extension $740.00 ' $765.00 Setina #10 2 panel, dealer installed S8S 1 Setina 8S Lexan cage with 1/2 lexan and 1/2 expanded metal with full lower $740.00 $725.00 Setina 8S 2 extension panel, dealer installed PG2600 1 Pro -Gard P2600 Series Polycarbonate (Lexan) Cage with sliding window, full $684.00 $685.00 Pro -Gard P2600 2 width lower extension panel, dealer installed Bid Award Announcement (10 -18 -0907) 171 VEHICLE: Crown Victoria Crown Victoria Crown Victoria Crown Victoria (P7B /720A) (P7B /720A) (P7B /720A) (P7B /720A) DEALER: Duval Ford Duval Ford Duval Ford Bartow Ford Company ZONE: * Western * Northern * Central * Southern BASE PRICE: $20,884.00 $20,764.00 $20,871.00 $20,873..00 NA Patriot VP1 -120 Lexan cage with 1/2 lexan and 1/2 metal with full lower NA $735.00 Patriot VP1 -120 2 extension panel, dealer installed NA 1 Patriot VP1 -100 all Lexan cage with full lower extension panel, dealer installed NA $735.002 Patriot VP1 -100 2 CRS &L 1 Cruisers Cage with slide and lock window, lower extension panels, dealer $768.00 $775.00 Cruisers Cage with installed 1 slide and lock window 2 CRH &H 1 Cruisers Cage with 1/2 Lexan and 1/2 mesh, lower extension panels, dealer $768,00 •$77500 Cruisers Cage with 1/2 installed Lexan and 1/2 mesh 2 K9 1 K -9 Container. All aluminum In- Vehicle (rear seat area) K -9 Container to protect $2,523.00 $2,395.00 K -9 Container 2 the public, officer, K -9, and vehicle. Please specify vehicle year, make and model. Call for installation, shipping, and /or delivery prices. Includes Rubbor Floor Liner and Water Dish, Powdercoat Add 5350 1 HEAT ALARM Electronic Remote Rear Door Opening system to be used with the K -9 $1,449.00 $785,00 PRO 1 Container. Allows the officer to release the K -9 from the vehicle from a remote ERRDO 2 position. Installed by Radio- Tronlcs, Gill jor Details 1 HEAT ALARM Heat Alarm System to be used in a K -9 vehicle. Warns officer when dangerously $1,449.00 $615.00 PRO 1 high temperatures are inside the vehicle. HEAT ALARM Installed by Radio - Tronics, Call for Details 1 SYSTEM 2 DTT t Temporary tag $16.o! $18 002 TEMP TAG 2 : 2 1 registration (must provide tag number $115.00 $100.00 Transfer existing re s g ) DTR ( p g g TRANS TAG 2 TAG 1 New state tag (specify state, county, city, sheriff, etc.) $149.00 $133.002 NEW TAG 2 1 2 DSM 1 Complete set of shop manuals ONLY $296.00 $320.00 DSM 2 CD ROM OR BINDER T 5 /100 PT 1 Warranty - specify $2,875.00 $2,755.00 575BASE 2 Powertrain 5 /100 $0 Ded 1 . $0 DEDUCTIBLE - BASE CARE 5 YEAR/75000 MILES 2 5/75 BASE 1 Warranty - specify $2,755.00 $3,395.00 575EXTRA 2 Base Care 5/75 30 Ded 1 $0 DEDUCTIBLE - EXTRA CARE 5 YEAR/75000 MILE 2 5/75 EXTRA 1 Warranty - specify $3,395.00 $3,640.00 575PREM 2 Extra Care 5/75 $0 Ded 1 I $0 DEDUCTIBLE - PREMIUMCARE 5 YEAR/75000 MILE 2 Bid Award Announcement (10 -18 -0907) 172 Mayor e center of GoocdCi Commissioners S. Scott Vandergrift ,r Gary Hood, District 1 • Rosemary Wilsen, District 2 City Manager _ C'°"' a y Rusty Johnson, District 3 Robert Frank Joel Keller, District 4 STAFF REPORT Fire Department TO: The Honorable Mayor and City Commissioners FROM: Fire Chief McNeil DATE: February 15, 2011 RE: FY 2011 Budget Amendment Approval to permit use of revenue generated from sale of surplus 1996 Pierce Dash 75' aerial and two 1994 KME pumpers for the purchase of a transport capable rescue truck. BACKGROUND/DISCUSSION On May 18 , 2010 the City approved a roved the Fire department to declare two 1994 KME pumpers and one 1996 Pierce Dash aerial surplus. They further approved the sale of these trucks with the generated revenue from the sales to be used to purchase a transport capable rescue truck. ISSUE All three of the apparatus mentioned above have been sold for a total of $197,500. However, the funds were not received until January 2011. Therefore a FY2010 -11 budget amendment must be approved to allow the $197,500 to be added to revenue with the off - setting approval to purchase the transport capable rescue with that revenue as approved in FY2009 -10 budget. RECOMMENDATION Staff recommends the City Commission approve the Fire Department budget amendment to utilize the recently obtained revenue of $197,500 from the sale of three surplus trucks for the purchase of a transport capable rescue truck. FINANCIAL IMPACT The approval of this budget amendment will have no negative impact on the current budget. 1 Mayor � e cen ter of Good i, Commissioners S. Scott Vandergrift Gary Hood, District 1 Rosemary Wilsen, District 2 City Manager '" • 5 Rusty Johnson, District 3 Robert Frank 1 1 Joel Keller, District 4 STAFF REPORT Pension Board TO: The Honorable Mayor and City Commissioners FROM: Russ Wagner, General Employees' Retirement Board Chairman DATE: February 15, 2011 RE: Pension Plan Technician/Budget Amendment Request BACKGROUND/DISCUSSION See attached memorandum dated January 25, 2011. 1 BOARD OF DIRECTORS CITY OCOEE Russell Wagner, Trustee /Chairman 150 N. Lakeshore Drive Wendy West, Trustee /Vice Chairman Ocoee, FL 34761 General Employees' Jean Grafton, Trustee /Secretary Phone (407) 905 -3157 Patricia Gleason, Trustee Fax (407) 905 -3158 Retirement Trust Fund David Wheeler, Trustee MEMORANDUM Date: January 25, 2011 To: The Honorable Mayor and City Commissioners From: Russ Wagner, General Employees' Retirement Board Chairman Subject: Pension Plan Technician / Budget Amendment Request The City of Ocoee General Employees' Retirement Trust Fund Board of Trustees is requesting an amendment to the City of Ocoee Operating Budget to add a part-time position for a Pension Plan Technician. *see attached job description This position would be 100% funded annually by the Retirement Trust Fund at an initial rate of $25,000 / year. The employee would reside within the Finance Department, although the predominate daily work effort would be on Retirement Board matters as directed by the Board Chairman Over the past several years, the administration of the Retirement Trust Fund has shifted between various departments, and records management has been a challenge. A recent audit conducted for the Board suggested several operation changes to ensure successful long -term management of the Fund. The Fund now has over $20 million in assets and almost 200 participants, so daily administration requires a more focused and reliable approach. There have been numerous discussions with the City manager regarding the best approach to provide continuing administration and records management for our employees' retirement program. The Board and City Staff have agreed that an in- house employee would be preferable to hiring an outside employee or consultants, since the clerical duties required to help the Board administer the Retirement Fund have always been provided by City employees. The Board believes this arrangement will best meet the long -term needs of our members to ensure they are capably served. CITY OF OCOEE Classification Description CLASSIFICATION TITLE: Pension Plan Technician FLSA Status: N DEPARTMENT: Finance Department Pay Grade: Four WORK OBJECTIVE Responsible technical /administrative coordination and bookkeeping type work in maintaining, processing, collection and storage of the general employees pension plan records and procedures, in accordance with the Operating Rules and Procedures and the Pension Ordinance. An employee in this classification will be responsible for providing support to the General Employees' Retirement Trust Fund Board, and its Plan members/beneficiaries and interacting with the Employer/Plan Sponsor i.e., City Manager, Human Resources, etc. and communicating with the Plan Custodian, Actuary, Auditor, Attorney, and Money Managers/Monitors. The position shall report directly to the General Employees' Retirement Board Chairman and administratively to the Finance Director of the City of Ocoee. Work requires the exercise of considerable independent judgment under limited supervision and use of acquired knowledge and skills in the performance of broad technical accounting and administrative functions. ESSENTIAL FUNCTIONS The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the dass. The omission of an essential function does not preclude management from assigning duties not listed herein if such duties are a logical assignment to the position, • Arrange, maintain and permanently store /protect all pension plan documents including all plan documents from the inception of the plan, contracts, minutes, administrative policies /procedures, summary plan descriptions and all other pertinent data and records as required by the Board. • Maintain all pension records in electronic files and back -up software systems. • Audit accounts, assigned areas of responsibility in accordance with Plan policies and procedures, and generally accepted standard accounting principles. • Prepare and maintain a matrix of current/future retirees with amounts and key dates and reimbursements, and prepares annual verification letters. • Maintain a current roster of plan members, drop participants, retirees and future retirees, including status, addresses and current beneficiary designations. • Prepare agendas, post notices of meetings, attend all board meetings, produce and distribute minutes prepared by the City Clerk. • Schedule Board Trustees travel, coordinate the Trustees educational requirements, and interact with FPPTA and the International Foundation as it relates to the Trustees needs' and at the Boards direction. • Provide services to Plan participants including explaining the summary plan document in new employee orientation, counseling/education to vested, DROP, early and normal retirement eligible participants including resolution of various questions and issues to assist plan members. • Help create maintain and monitor an interactive web site and participant newsletter. • Assist in the purchasing, AP or other areas of the Finance Department on an as needed basis. • Perform related duties as directed when such duties are a logical and appropriate assignment to the position for the Pension Board and /or the Finance Director. MINIMUM QUALIFICATIONS High school diploma or GED; supplemented by three (3) to four (4) years responsible experience in accounting, banking, pension administration or bookkeeping work, e.g., processing invoices and requisitions, budgeting, payroll processing, payments, stop payments, maintaining general ledger accounts; or an equivalent combination of education, training, and experience. ` PENSION PLAN TECHNICIAN - - - -{ Formatted: Font color: Gray -80% Knowledge, Skills, & Abilities — Considerable knowledge of generally accepted pension principles and other regulatory standards governing fiscal accounts maintenance. Considerable knowledge of principles and practices of advanced bookkeeping, and ability to apply this knowledge to work situations. Ability to prepare complete and accurate accounting reports and statements of considerable complexity, and to assemble and organize data and prepare reports from such records. Ability to read, update and maintain various records and files. Skill in performing routine to moderately complex mathematical computations and tabulations accurately and efficiently. Ability to access and utilize standard software related to accounts maintenance functions. Ability to operate basic office equipment e.g., computer terminals, printers, copy machines, telephone systems, facsimile machines, and scanning equipment. Ability to establish and maintain effective working relations with others. Knowledge in the principles and techniques of customer service skills. PHYSICAL REQUIREMENTS: Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and /or pulling of objects and materials of light weight (5 -10 pounds). ENVIRONMENTAL REQUIREMENTS: Work is performed in usual office conditions with rare exposure to disagreeable environmental factors, e.g., dust, cleaning chemicals /fumes, mild temperature variations. The City of Ocoee is an Equal Opportunity Employer. In compliance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the City of Ocoee provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. I have read and understand this classification description and hereby certify that I am qualified to perform this job, with or without reasonable accommodation. Name (print) Supervisor's Name (print) Employee Signature Supervisor's Signature Date Date 2 I 1 ORDINANCE NO. 2011 - AN ORDINANCE OF THE CITY OF OCOEE, ORANGE COUNTY, FLORIDA, RELATING TO THE CITY BUDGET; AMENDING THE CITY BUDGET ADOPTED BY ORDINANCE 2010 -021 FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2010 AND ENDING SEPTEMBER 30, 2011 BY PROVIDING FOR INCREASE OF APPROPRIATIONS; PROVIDING FOR SEVERABILITY; PROVIDING AN EFFECTIVE DATE. SECTION 1. Authority. The City Commission of the City of Ocoee has the authority to adopt this Ordinance pursuant to Article VIII of the Constitution of the State of Florida, Chapter 166 Florida Statutes, and Section C -38 of Article VI of the Charter of the City of Ocoee. SECTION 2. Intent and Purposes. The City of Ocoee budget for the Fiscal Year beginning October 1, 2010, and ending September 30, 2011, as adopted by Ordinance 2010 -021 is hereby amended as follows: Increase of appropriations totaling $344,438.00 in the General Fund and as shown in detail, attached hereto and incorporated herein by reference are hereby confirmed, adopted and approved in all respects by the City Commission of the City of Ocoee. SECTION 3. Appropriations. There are expressly appropriated out of anticipated revenues and monies necessary to meet the supplemental appropriations stipulated by and in said amended final budget. SECTION 4. Severability. If any section, subsection, sentence, clause, phrase or portion of this Ordinance is for any reason held invalid or unconstitutional by any court of competent jurisdiction, such portion shall be deemed a separate, distinct and independent provision and such holding shall not affect the validity of the remaining portion hereto. SECTION 5. Effective Date. This Ordinance shall become effective immediately upon passage and adoption. ATTEST: APPROVED: CITY OF OCOEE, FLORIDA Beth Eikenberry, City Clerk S. Scott Vandergrift, Mayor (SEAL) Advertised Read First Time Read Second Time and Adopted APPROVED BY THE OCOEE CITY FOR USE AND RELIANCE ONLY BY THE COMMISSION AT A MEETING HELD CITY OF OCOEE, APPROVED AS TO FORM ON , 2011 AND LEGALITY, THIS DAY OF UNDER AGENDA ITEM NO. , 2011. FOLEY & LARDNER BY: Paul E. Rosenthal, City Attorney