Item #09 2nd Reading of Ordinance Amending the FY2011 Budget Cennterl of Good L i vfh
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AGENDA ITEM COVER SHEET
Meeting Date: March 1, 2011
Item #
Reviewed By.
Contact Name: Wanda Horton Department Director: Wanda Horton
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 fully equipped transport capable rescue truck and a
back -up unit.
The general employee's retirement trust fund Board of Trustees requests a part time position, Pension Plan
Technician, be added to the general fund budget for fiscal year 2011. This position will be funded annually by
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
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
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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
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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
Fire (522 - 00) 197,500
TOTAL EXPENDITURES 32,854,705 344,438 33,199,143
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Mayor e center of Good L Commissioners
S. Scott Vandergrift �rY Gary Hood, District 1
Rosemary Wilsen, District 2
City Manager - - r Rusty Johnson, District 3
Robert Frank 1 Joel Keller, District 4
STAFF REPORT
Police Department
TO: The Honorable Mayor and City Commissioners
FROM: Deputy Police Chief Goclon
DATE: March 1, 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.
1
Mayor cen ter of Good 4, . Commissioners
S. Scott Vandergrift d i„ ` Gary Hood, District 1
j'� Rosemary Wilsen, District 2
City Manager t'"*' Rusty Johnson, District 3
Robert Frank ! --- ; .1;, Joel Keller, District 4
STAFF REPORT
Fire Department
TO: The Honorable Mayor and City Commissioners
FROM: Fire Chief McNeil
DATE: March 1, 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 fully equipped
transport capable rescue truck and a back -up unit.
BACKGROUND/DISCUSSION
On May 18, 2010 the City Commission approved 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 a fully equipped transport capable
rescue truck and a back -up unit with that revenue.
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 fully equipped transport
capable rescue truck and a back -up unit.
FINANCIAL IMPACT
The approval of this budget amendment will have no negative impact on the current budget.
1
� d zi Commissioners
S. Scott VMayor andergrift lenteY of �' Gary Hood, District 1
Rosemary Wilsen, District 2
City Manager �,� Rusty Johnson, District 3
Robert Frank Joel Keller, District 4
STAFF REPORT
Pension Board
TO: The Honorable Mayor and City Commissioners
FROM: Russ Wagner, General Employees' Retirement Board Chairman
DATE: March 1, 2011
RE: Pension Plan Technician/Budget Amendment Request
BACKGROUND/DISCUSSION
See attached memorandum dated January 25, 2011.
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BOARD OF DIRECTORS
CITY OF 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 class. 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.
1 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 sunning 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
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CITY OF OCOEE - PUBLIC HEARING
A Public Hearing before the Ocoee City
Commission will be held Tuesday, March 1,
2011, at 715 p.m. or as soon thereafter as
may be heard, in the Commission
Chambers of City Hall at 150 North
Lakeshore Drive, Ocoee, Florida, to
consider the following:
AN ORDINANCE OF THE CITY OF OCOEE, OR-
ANGE COUNTY, FLORIDA RELATING TO THE
CITY BUDGET, AMENDING THE CITY BUDGET
ADOPTED BY ORDINANCE 2010-021 FOR THE FIS-
CAL YEAR BEGINNING OCTOBER 1, 2010 AND
ENDING SEPTEMBER 30, 2011 BY PROVIDING
ING INCREASE RABI IT PROVIDING AN EFFEC-
TIVE DATE.
If a person decides to appeal any deci-
sion made by the above City Commis-
sion with respect to any matter consid-
ered at such hearing, they will need a
record of the proceedings, and for
such purpose they may need to ensure
that o verbatim record of the proceed-
ings is made, which record Includes
the testimony and evidence upon
which the appeal Is to be based.
All interested parties are invited to at-
tend and be heard with respect to the
above. In accordance with theArneri-
cans -with Disabilities Act, persons
needing a special accommodation or
an Interpreter to participate in this
proceeding should contact the City
Clerk's office at 407- 905 -8105 at least 48
hours prior to the date of hearing.
Beth Eikenberry
City Clerk
'0LS1116691 2/17!2011