FINANCE COMMISSION MEETING AGENDA898790A2-F88A-48… · Ms. Lawson referred to a case study that was done in Colorado Springs. She said that she would send a link to the City Clerk’s

FINANCE COMMISSION MEETING Monday February 8 2016 - 200 pm

City Hall Council Chambers Vero Beach Florida

AGENDA

1 CALL TO ORDER

2 ELECTION OF OFFICERS

A) Chairman B) Vice Chairman

3 APPROVAL OF MINUTES

A) November 12 2015

4 PUBLIC COMMENT

5 FINANCE DIRECTORrsquoS MATTERS

A) Discussion Regarding Potential Elimination of Electric Utility Impact Fees B) Recommendation of Bid Award ndash Series 2016 Capital Improvement Revenue

Bond (backup to be sent at a later date) C) Continue Discussion of Draft General Fund ldquoFund Balancerdquo Policy (From

112115) D) Discussion Regarding Customer Service Technology Upgrades E) Quarterly Financial Report amp Variance Analysis ndash 1st Quarter FY 15-16

(backup to be sent at a later date) F) Update on Electric Utility

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

8 CHAIRMANrsquoS MATTERS

9 MEMBERrsquoS MATTERS

10 ADJOURNMENT

This is a Public Meeting Should any interested party seek to appeal any decision made by the Commission with respect to any matter considered at such meeting or hearing he will need a record of the proceedings and that for such purpose he may need to ensure that a record of the proceedings is made which record includes the testimony and evidence upon which the appeal is to be based Anyone who needs a special accommodation for this meeting may contact the Cityrsquos Americans with Disabilities Act (ADA) Coordinator at 978-4920 at least 48 hours in advance of the meeting

FINANCE COMMISSION MINUTES Thursday November 12 2015 ndash 200 pm

PRESENT Chairman Peter Gorry Vice Chairman Glen Brovont Member Noah Powers and Alternate Member 1 Daniel Stump Also Present City Manager James OrsquoConnor Finance Director Cindy Lawson and Deputy City Clerk Sherri Philo

Excused Absence Kathryn Barton Unexcused Absence Victor Demattia

1 CALL TO ORDER

Todayrsquos meeting was called to order at 200 pm

A) August 10 2015 ndash Regular Meeting B) October 5 2015 ndash Joint Utilities CommissionFinance Commission Meeting C) October 12 2015 ndash Joint Utilities CommissionFinance Commission Meeting D) October 16 2015 ndash Joint Utilities CommissionFinance Commission Meeting

Mr Gorry made a motion to approve the minutes of the August 10 2015 Regular meeting the October 5th 2015 Joint UtilitiesFinance Commission meeting the October 12 2015 Joint UtilitiesFinance Commission meeting and the October 16 2015 Joint UtilitiesFinance Commission meeting Mr Brovont seconded the motion and it passed unanimously

3 PUBLIC COMMENT

Mr Gorry noted that Councilmember Randy Old was present today to introduce his appointee to the Finance Commission

Mr Old introduced Mr Nathan Polackwich to the Commission members He noted that Mr Polackwich has not been sworn in and was present today to observe

Mr Polackwich briefly went over his background with the Commission members

5 NEW BUSINESS

6 OLD BUSINESS

1 111215 Finance Commission

Please note that item 7-D) was moved up on todayrsquos agenda and heard first under Finance Directorrsquos matters

A) FY 14-15 Budget Amendment

Ms Cindy Lawson Finance Director briefly went over the FY 14-15 Budget amendment with the Commission members (attached to the original minutes) She asked for a recommendation from the Finance Commission that the City Council adopt the budget amendment

Mr Powers made a motion that the Commission recommends to the City Council that they adopt the Budget amendment Mr Brovont seconded the motion and it passed unanimously

B) Draft General Fund ldquoFund Balancerdquo Policy

Mr Gorry suggested that the Commission members listen to Ms Lawsonrsquos presentation absorb the information and then they would bring it back at a later date for more discussion and possibly a vote

The Commission members agreed

Ms Lawson said this is a difficult topic There are some really good best practices and some very large potential pitfalls that she has seen where a path was followed that led them into problems with regard to spending fund balance She offered to send the Commission members a link that has more extensive resources that would help them understand the topic She then went over the Analysis and Recommendations - City General Fund ldquoFund Balancerdquo Policy with the Commission members (attached to the original minutes)

Mr Stump referred to the principle not to use a non-recurring revenue source to support a recurring expenditure He said at the City Council Budget Workshop they slightly deviated from that and dipped into it to come up with the increase in the budget expenditures

Ms Lawson said the City Council decided not to dip into the fund balance They increased the mileage to cover operating expenditures and took the $500000 dollars that they were going to spend on capital and removed it from the budget She said the adopted budget did not deplete the fund balance at all

Mr Gorry said the direction they had from the City Council was to reduce taxes without reducing services

Mr Stump asked if they did dip into the fund how would that have affected the current financial situation of the current budget

Ms Lawson explained that the General Fund is made up of recurring expenditures It is 70 payroll pension health insurance etc She said they budget for a certain amount of expenditures and budget for recurring revenue to cover those expenditures She said if they spend less or take in a little more their fund balance increases at the end of the year What she is proposing is that anytime they have an increase in the fund balance once they have established a minimum that they want to hold onto they can take that money and use it for a one-time project such as a road bridge building etc She said they would not be adopting a budget in any year where their operating revenues are not sufficient to cover their operating expenditures because what happens then is the following year they would automatically be in the hole

Ms Lawson said Attachment A (attached to the original minutes) is what she is suggesting be adopted by the City Council She explained that it would be the actual adopted policy that would be attached to an Ordinance or Resolution

Mr Powers felt that having 45 of the Cityrsquos budget set aside for reserves seemed like a lot of money

Ms Lawson said if they could agree that the policy as written with regard to not spending fund balance on recurring expenditures etc then they could focus their discussion on the percentages She wanted to make sure that they proceed very careful when they start dipping into the fund She said the real discussion is what percentage they think is appropriate to recommend

Mr Brovont said that he went over this very carefully He did not feel the reserves were too large but that they were right on He felt that they needed the capital expenditures defined more clearly

Mr Brovont referred Attachment A Section 50 ndash Determination of Excess Fund Balance Amounts of Attachment A) He said that is the total funds that are left after subtracting the three fund balance categories (Emergency (Disaster) Reserves Budget Stabilization Reserve Working Capital) He said to him this implies that it could be used for any operating costs

Ms Lawson said that is just the determination of the amount She explained that Section 6 is the allowable uses of the excess fund balances

Mr Brovont said that he was having difficulty with some of the language and suggested that Ms Lawson clean it up a little bit

After a brief discussion Ms Lawson said that she would look at the verbiage again She said that it might be just switching the order of Sections 50 through 80

Mr Powers said when he looks at budget stabilization and at working capital he has a difficult time separating them because in reality it is a hedge against revenue ups and downs He felt that the two items could be combined into the fund balance

Ms Lawson said for clarity purposes it makes sense to her to categorize why they have the fund balance they have

Mr Brovont felt it was very important to have the working capital differentiated He said the public will understand it with it broken down

Ms Lawson said this is a big topic She said if they agree in principle on the idea of not using non-recurring revenue for recurring expenses and it is appropriate to have an emergency expenditure set aside as well as the other categories then they could discuss the numbers when they discuss this policy again

Mr Brovont did not think they should go three or four years rebuilding the emergency disaster fund It should come out of their budget stabilization

Mr Gorry said his recommendation is that they discuss this further at their next meeting

Mr Brovont agreed He said that he would like to go through the information again and think about it

Mr Powers asked is there a timeline for this to be brought before the City Council

Ms Lawson said that she told the City Council that they would have this in place before they start next yearrsquos budget process They also have some pressure on infrastructure spending particular with stormwater which would be coming to the forefront in the next few months She felt it would be helpful if it was clear that the Finance Commission agreed on the principles of this by January or February

Ms Lawson referred to a case study that was done in Colorado Springs She said that she would send a link to the City Clerkrsquos office to be forwarded to the Commission members

Mr Randy Old Councilmember commended the Commission members on a really good discussion today He wondered if having a line of credit instead of cash might be an alternative He said that he was not suggesting they do this but thought it was something that should be discussed

Ms Lawson said they donrsquot have any debt to support their cash Therefore the question is would they rather have a line of credit than having cash available

Mr Brovont said that he would not be opposed to borrowing money for capital assets but borrowing money for operating expenses would worry him

Ms Lawson said if they had a catastrophic event such as a category 5 hurricane $2 million dollars in emergency expenditures would not even get them started That would be a case where they might have a line of credit as a backstop

Mr Stump excused himself from todayrsquos meeting at 444 pm

Mr Brovont said the City received an offer from Florida Power and Light (FPL) for the sale of Indian River Shores and the counter offer was never brought before the Finance Commission for their input He said the Finance Commission was dismissed as if they were Boy Scouts

Another thing is the City Council approved the TIP Program for Downtown without the Finance Commission seeing the information He said that he has no idea how this affects the City

Ms Lawson asked Mr Brovont if he was discussing the Economic Development Sales Tax

Mr Brovont answered yes He asked what is the impact of this

Ms Lawson said that Ordinance was put in place about three (3) years ago She said that she did an analysis on this and would be happy to share it with them

Mr Brovont said it sometimes feels like the Commission is being used to help give cover to some of their Elected Officials and then when they donrsquot want the Commissionrsquos input they just move it forward

Mr OrsquoConnor did not think there was any effort for the Commission to cover anyone He thought there was a timing issue with Indian River Shores where they didnrsquot have the time to go through all the processes in order to get a response back to Indian River Shores

Mr Brovont said that he understood but if the City is going to have Commissions he did not think it was helpful to use them when they need them and not use them when they donrsquot want them If it takes 30 days longer then it is going to take 30 days longer He said that he was not sure if the counter offer had been brought before this Commission that it would have gone out the same way

Mr Old thought this was covered at the Joint FinanceUtilities Commission meeting

Mr OrsquoConnor thought it was explained to the Commissions after the fact

Mr Old said there was no way they were trying to go around the Commission by any means

Mr Gorry asked for a motion to schedule at a future date another session on the follow up

Mr Brovont made a motion to continue discussion on the draft General Fund ldquoFund Balancerdquo Policy at a future meeting Mr Powers seconded the motion and it passed unanimously (3-0 with Mr Stump no longer in attendance)

C) Discussion Regarding Customer Service Technology Upgrades

Mr Gorry said this item was discussed for over an hour by the Utilities Commission and it is currently 455 pm He asked Ms Lawson how she would like to proceed

Ms Lawson suggested that the Commission members read the backup information and if they have any questions they could call her She said that she will put this item on their next meeting agenda for discussion

D) Cost Analysis of Savings Resulting From Closure of City Electric Power Plant

Please note that item 7-D) was moved up and heard prior to items 7-A) and 7-B) on todayrsquos agenda

Ms Lawson briefly went over the cost analysis of the Electric Utility operating cost savings in closing the Power Plant with the Commission members (attached to the original minutes)

Mr Ted Fletcher Utilities Director gave a Power Point presentation on the three (3) phases after shutting down the generating units to the Commission members (attached to the original minutes)

Ms Lawson noted that Phase 1 is the easiest version of shutdown

Mr Stump said Phase 2 could interfere with long term plans for the site

Mr Gorry said it is almost a fork in the road as to if they want to do Phase 2 or Phase 3

Mr OrsquoConnor clarified that when they discuss demolition they are discussing demolition of materials inside the building They are not discussing taking up the slab If they decide that they want to go with Phase 3 then they would have to determine the type of land use they want for the site which determines the type of cleanup needed He reported that the consultants who are doing the Optimization Study stated that even if the City went to Phase 3 demolished the building cleaned up the site and received the highest and best use of the land they would still be $5 million dollars in the hole

Mr Brovont asked is it possible that the building could be used

Mr OrsquoConnor answered yes but the problem with leaving the building there is they would still have the substation attached which would limit what the building could be used for He reported that the Recreation Commission and the Marine Commission are holding a public meeting on November 30 2015 regarding the use of the site He said the Chamber of Commerce is also looking at potential uses for the site

Mr Stump asked how long will it take to complete Phase 1

Mr Fletcher said they anticipate July or August provided they get the RFP out in time

Mr Powers said at this point Phase 1 would not cost the City anything

Ms Lawson said that is their hope

Mr OrsquoConnor said the fact is that they are going to have to do Phase 1

Mr Stump made a motion that the Commission members agree with moving forward with Phase 1 as recommended by staff Mr Brovont seconded the motion and it passed unanimously

Mr Brovont said some of them pushed hard to get this Orlando Utilities Commission (OUC) situation behind them He said that he was stunned that the analysis of what it is going to cost to move the Plant wasnrsquot prepared prior to their whole discussion He said this is going to be a surprise to the ratepayers He said that if he was doing this he would look at the $20 million dollar cost of moving the Plant and going with OUC To him they are related

Mr OrsquoConnor said they are not related They would not have a $20 million dollar exposure unless they are going to take the Plant down

At this time the Commission members went to item 7-A) on todayrsquos agenda

9 ADJOURNMENT

Todayrsquos meeting adjourned at 456 pm

MEMORANDUM

TO Mayor and Council

FROM James R OrsquoConnor City Manager Cynthia D Lawson Finance Director Ted Fletcher Electric Utility Operations Director

DATE December 28 2015

SUBJECT Discussion Regarding Potential Elimination of Electric Utility Impact Fees

BACKGROUND

The City of Vero charges electric utility impact fees for new development in addition to various other new account fees The attached approved PSC rate sheet shows the current electric impact fees for residential and commercial development According to the Cityrsquos electric utility rate consultants PRMG impact fees are allowable under the Cityrsquos home rule authority but are not a common electric utility industry practice the City appears to be the only municipal electric utility in the State which currently charges impact fees for new development

Staff and the Cityrsquos rate consultant intended to present elimination of impact fees for consideration during adoption of the final rate study currently planned for completion by October 2016 Increased development due to the improving economy has however made it advisable to bring this issue forward for consideration now

For FY 15‐16 the City has budgeted for $250000 in impact fees to support capital projects The five year history of actual impact fees collected is as follows

Five Year Average FY 14‐15 FY 13‐14 FY 12‐13 FY 11‐12 FY 10‐11

Total Impact Fees $159276 129110 140610 62315 253720 210625

This represents only 02 of total annual utility revenues Eliminating this funding could have a rate impact but it is likely to be extremely minor and would be addressed as part of the rate study completion

Staff would like Council direction regarding eliminating impact fees immediately If Council directs this action staff will bring back the appropriate document for approval at a subsequent Council meeting

ANALYSIS

Strengths Eliminating impact fees would bring the City into conformance with current electric utility industry practices

Weaknesses Elimination of impact fees would reduce annual revenues by approximately $160000 on average

Opportunities Eliminating impact fees would reduce the cost burden on new development particularly commercial development

Threats Elimination of impact fees could affect rates but any adjustment is anticipated to be extremely minor

2500000 -+---------------------shy

2000000 ----------------------shy

1500000 +----I ~-~

500000

TO Finance Commission -~middot ~ FROM Cynthia D Lawson F~~e Director I James R OCon ~anager DATE November 4 2015 middot SUBJECT Analysis and Recommendations - City General Fund Fund Balance Policy

BACKGROUND

There are many reasons that governmental entities require adequate fund balances As explained by the Government Finance Officers Association (GFOA)

It is essential that governments maintain adequate levels of fund balance to mitigate current and future risks (eg revenue shortfalls and unanticipated expenditures) and to ensure stable tax rates Fund balance levels are a crucial consideration too in longshyterm financial planning

In response to discussions during the FY 15-16 budget adoption process regarding appropriate fund balance levels and the potential uses of excess balances staff has prepared a proposed fund balance policy (Attachment A) for discussion by the Finance Commission Once finalized this policy would be forwarded for formal adoption by the City Council by ordinance

HOW FUND BALANCE IS CREATED

General Fund reserves are accumulated primarily through budget surpluses and unanticipated revenues In some years the fund balance decreases if the City has experienced unexpected expenditures or revenue downturns Figure 1 provides a historical perspective on the Citys rise and fall in fund balance for the past 11 fiscal years Please note that the Citys General Fund fund balance has actually fallen in 5 of the last 11 years and the net increase in fund balance across this entire time frame has been $25 million This historical data illustrates the fact that fund balance is not a revenue source that grows indefinitely but rather a reserve that rises and falls as needed to fund the Citys operating and emergency expenditure needs

Figure 1 Increases and Decreases in General Fund Fund Balance - 11 Fiscal Years

General Fund Change in Fund Balance ORIGINAL Adopted Budget vs Actuals

3500000 ~--------------------------

3000000 -+----------------------1$28325711-----shy

- Actuals

- Original Budget

(2000000) -----------------------------shy

COMPONENTS OF FUND BALANCE ndash THE lsquoLAYEREDrsquo APPROACH

The proposed fund balance policy in accordance with the GFOA Best Statement Practice ndash

ldquoReplenishing General Fund Balancerdquo (Attachment A) contains three individual components of

target fund balances specifying the purposes for which the various portions of fund balances are

intended as follows

Emergency Expenditures

Budget Stabilization

Working Cash Flow

The Emergency Expenditures component of fund balance is intended to provide cash

coverage for expenditures needed in the event primarily of tropical storms and hurricane

events which required extensive clean up or damage to infrastructure In some cases these

events are reimbursed by FEMA coverage However this reimbursement from Federal and

State is normally 875 percent of incurred costs And in the case of tropical storms or severe

weather for which there is no declared emergency (such as a norrsquoeaster which impacts the

Cityrsquos dunes and boardwalks) there may be no reimbursement leaving the City to fund the

entire amount of expenses plus any associated insurance deductibles This component of fund

balance is also designed to cover deductibles and other expenses in the event of an insured

loss not related to a storm

The Budget Stabilization component of the fund balance is intended to provide a buffer

against the potential volatility of operating revenues and expenditures The Cityrsquos budget is

prepared in July to cover the period that ends almost 14 months later Events happen that

cannot be predicted and the budget stabilization layer is intended to help the City withstand

those normal ups and downs in expenditures due to unforeseen circumstances

Figure 2 shows that amount that the Cityrsquos actual expenditures were overunder the original

adopted budget for the last 11 years

Figure 2 General Fund Expenditures Over (Under) Original Budget ndash 11 Fiscal Years

$(47707)

$(561765)

$83013

$393472 $276830

$(263978) $(241362)

$(612112)

$1527909

$717103

-$1000000

-$500000

$500000

$1000000

$1500000

$2000000

FY 13-14 FY 12-13 FY 11-12 FY 10-11 FY 09-10 FY 08-09 FY 07-08 FY 06-07 FY 05-06 FY 04-05 FY 03-04

General Fund Actual Expenditures amp Transfers Out vs Original Adopted Budget

Over (Under) Original Budget

This time frame includes the hurricanes of September 2004 which caused two years of budget

overages in the General Fund totaling approximately $22 million

The Working Capital component of the fund balance is intended to support the Cityrsquos General

Fund cash flow needs in the months of October ndash November when ad valorem tax revenues

and other seasonal revenue sources (such as Recreation revenues) are not yet available but

monthly operating expenditures must be met In some Cities this component is covered by the

other reserves but in the case of Vero Beach the greatest budget volatility and emergency

expenditures are likely to occur in the same time frame (Oct-Dec) In my opinion that makes it

prudent to include this as a separate component of fund balance This will provide a sufficient

buffer to meet ongoing operating expenses even if there is a simultaneous emergency event

coupled with the possible downturn of state sharing revenues (for instance a November storm)

APPROPRIATE LEVELS OF FUND BALANCE

There is no lsquoone size fits allrsquo approach to appropriate fund balance percentages While best

practices provided by GASB GFOA and other professional government finance organizations

do provide some guidelines they all conclude that each Cityrsquos targeted reserves should be

based on its individual risks and characteristics

In addition to percentages it is important to consider the dollar amount produced by application

of those percentages For instance if Verorsquos reserves were at the minimum 17 recommended

by GFOA the dollar amount would be only $37 million In my (admittedly conservative)

opinion this would be a dangerously low dollar amount given the considerations of budget

stabilization emergency expenditures and working cash flow needs outlined above

The attached policy provides the following recommended percentages as a starting point for our

discussion

Emergency Expenditures = $ 2000000 fixed amount as lsquocommittedrsquo fund balance

This number is consistent with the actual amounts expended in the General Fund during the last

major storm as noted in Figure 2 above

Budget Stabilization at 10

As a point of comparison a 10 stabilization fund would be approximately $ 2 million dollars as

a percentage of the FY 15-16 budget The range of expenditures over (under) budget for the

past 11 years (excluding hurricanes) has been $612000 under to $393000 over budget

Working Capital at 25

This amount is equal to 3 months expenditures to support negative cash flow in October through

December each year

CALCULATION OF lsquoEXCESSrsquo FUND BALANCE FOR APPROPRIATION

The draft policy suggests the following timing for calculation and appropriation of any excess

fund balances resulting from the application of the policy

In March of each year the Cityrsquos Comprehensive Annual Financial Report (CAFR) provides the audited unassigned fund balance for the fiscal year ended the previous

September 30th This unassigned fund balance would be exclusive of the Emergency

Expenditures Reserve which would be classified as lsquocommittedrsquo fund balance in

accordance with GASB Statement No 54 ldquo Fund Balance Reporting and Governmental

Fund Type Definitionsrdquo

This dollar amount can be compared to the then current yearrsquos budgeted operating

expenditures (including transfers out) to obtain a percentage

This percentage can be compared to the total of 35 recommended by the fund

balance policy for the combination of Budget Stabilization and Working Capital

If there is lsquoexcessrsquo fund balance at that point it can be

Appropriated for expenditure in the current fiscal year through a budget

amendment

Left available to be appropriated for expenditures in the coming fiscal year

to be designated by Council during the summer budget cycle

If the fund balance percentage is below the target then plans can be made

to replenish it to acceptable levels as outlined below and in Section 80 of

the draft policy

FIGURE 3 Sample Calculation Based on FY 15-16 Adopted Budget

TOTAL FY 15-16 GENERAL FUND OPERATING EXPENDITURES AND TRANSFERS 22040739$

SEPTEMBER 30 2015 FUND BALANCE (PROJECTED) 9883194$

DESCRIPTION $

EMERGENCY EXPENDITURE RESERVE flat 2000000$

BUDGET STABILIZATION 10 2204074$

WORKING CAPITAL 25 5510185$

TOTAL RESERVES 35 9714259$

EXCESS FUND BALANCE AVAILABLE FOR APPROPRIATION 168935$

FUND BALANCE COMPONENT

APPROPRIATE USES OF EXCESS FUND BALANCE

This is a central part of the fund balance policy and was discussed extensively during the

budget workshops All of the fund balance policies and best practices that are available do

seem to agree on one thinghellipit is not advisable to use a non-recurring revenue source such as

fund balance to support a recurring expenditure This practice simply puts you further behind in

the following year as the availability of fund balance is finite while the expenditure will re-

appear in subsequent years In practical terms using fund balance to pay recurring expenses is

akin to using your savings account to pay your mortgage eventually you will have no savings

account but you will still need housing

The best uses of fund balance as reflected in the draft policy are one time expenditures

particularly those that may also reduce future operating expenses

One time expenditures include capital projects For instance the City has deferred

maintenance expenditures and is currently facing the need for extensive repairs to recreation

facilities A lsquoone timersquo use of fund balance to refurbish a recreation facility is not a recurring

expense and may have the added benefit of reducing any ongoing repairs and maintenance

paid from operating expenses

Another potential use of fund balance as reflected in the draft policy is a one time infusion of

additional cash into the Cityrsquos frozen defined benefit pension plan This would reduce the Cityrsquos

unfunded liability and as a consequence may reduce the Cityrsquos future annual payments towards

that unfunded liability

During the budget hearing the option of paying annual debt service with fund balance was

discussed However annual debt service payments are recurring expenditures in a

governmental fund for the life of the loan The draft policy does includes the use of fund

balance to defease debt (ie refinance or pay off of a loan) which is a one time expenditure but

not to fund annual debt service expenses

REPLENISHMENT OF FUND BALANCES THAT FALL BELOW TARGET LEVELS

In accordance with GFOA best practices the draft policy also includes methods for replenishing

fund balances if they fall below acceptable target levels These include

Replenishment of emergency reserves through insurance proceeds and FederalState

disaster relief funding

Allowing any budget surpluses created in subsequent fiscal years to accumulate until

acceptable levels are reached

Budgeting for surplus (through enhanced revenues or expenditure reductions) to

accumulate until acceptable levels are reached

The draft policy also includes targeted time frames for replenishment of fund balances

ADDITIONAL INFORMATION

The following GFOA lsquoBest Practicersquo publications regarding fund balance have been included as

Attachment B

lsquoDetermining the Appropriate Level of Unrestricted Fund Balance in the General Fundrsquo (2015)

lsquoReplenishing General Fund Balancersquo (2011)

ATTACHMENT A ndash DRAFT FUND BALANCE POLICY PROPOSED FOR ADOPTION

CITY OF VERO BEACH FUND BALANCE POLICY ndash GENERAL FUND

10 PURPOSE

The City desires to maintain a prudent level of financial resources in its General Fund to guard against

service disruption in the event of unexpected temporary revenues shortfalls or unpredicted one-time

expenditures The City also desires to maintain adequate working cash to support operating expenditures

in its General Fund during the first quarter of each fiscal year prior to receipt of seasonal revenues

20 SOURCES OF FUND BALANCE

The General Fund fund balances are accumulated primarily through budget surpluses andor unanticipated

non-recurring revenues

30 FUND BALANCE CATEGORIES

The City will maintain three categories of fund balance reserves in the General Fund in accordance with

this policy These are

Emergency (Disaster) Reserves ndash (Committed Fund Balance)

Budget Stabilization Reserve ndash (Unassigned Fund Balance)

Working Capital ndash (Unassigned Fund Balance)

40 FUND BALANCE CATEGORY DESCRIPTIONS AND TARGET LEVELS

The Emergency (Disaster) Reserves category of fund balance is intended to provide funding for

expenditures needed in the event primarily of tropical storms and hurricane events which require

extensive clean up or damage to infrastructure The Emergency Disaster Reserve is hereby established

at $2000000 in the General Fund as a lsquocommittedrsquo fund balance in accordance with the requirements of

GASB Statement No 54 ldquoFund Balance Reporting and Governmental Fund Type Definitionsrdquo

The Cityrsquos unassigned General Fund fund balance will be divided into both a Budget Stabilization

Reserve and a Working Capital component

The Budget Stabilization Reserve is intended as a buffer for unexpected budgetary impacts to ensure

budget stability and provide service continuity The targeted level of Budget Stabilization Reserves is

10 of annual budgeted operating expenditures (including transfers out) in the most recently adopted

General Fund budget

The Working Capital component of fund balance is intended to serve the Cityrsquos cash flow needs

including the ability to meet payroll and vendor obligations in the first quarter of the Cityrsquos fiscal year

prior to receipt of significant ad valorem taxes and other seasonal revenues The targeted level of

Working Capital is 25 of annual budgeted operating expenditures (including transfers out) in the most

recently adopted General Fund budget

50 DETERMINATION OF EXCESS FUND BALANCE AMOUNTS

After the annual audit and financial statements for each fiscal year ending September 30th

have been

issued if the total audited General Fund unassigned fund balance is greater than the sum of the targeted

Budget Stabilization and Working Capital reserves (35) as a percent of the subsequent yearrsquos budgeted

General Fund operating budget expenditures (including transfers out) the excess may be used for

allowable expenditures (as defined in Section 60 below) through one or more of the following actions

1) Appropriated for expenditure in the current fiscal year through a budget amendment

2) Retained for appropriation in the coming fiscal year as directed during the annual budget adoption

process

3) Left in the General Fund fund balance to earn interest and roll forward for a future use

60 ALLOWABLE USES OF EXCESS FUND BALANCES

Available fund balances shall not be used for ongoing operating expenditures Instead fund balances

shall be used for non-recurring items A non-recurring item is defined as an expenditure that has not

occurred in the previous two years and is not expected to occur in the following year Emphasis shall be

placed on one-time uses that achieve future operating cost reductions fund necessary infrastructure or

reduce long term liabilities Except in unusual circumstances General Fund fund balance shall be used

for general governmental purposes and not transferred in support of enterprise or utility funds

Unless otherwise prohibited by law appropriate uses of excess fund balance include one-time capital

improvements funding for capital projects retirement of General Government debt (not including

payment of annual debt service payments which do not meet the definition of a non-recurring item) or

funding of pension or OPEB liabilities

70 PROCEDURE FOR USE OF EMERGENCY (DISASTER) RESERVE

In the event of an emergency the City Manager may authorize use of the Emergency (Disaster) Reserve

funds in accordance with the requirements of Section 2-350 of the Cityrsquos Code of Ordinances

80 MINIMUM RESERVES AND REPLENISHMENT OF FUND BALANCE TARGETS

If the Emergency Disaster Reserve is used it shall be replenished to the $2000000 level first using any

available disaster relief funds or insurance proceeds If this funding is inadequate to restore the

$2000000 within one fiscal year it is the intent of the City Council to restore this committed balance

through other funding sources within three fiscal years

If the Cityrsquos audited unassigned fund balance drops below 35 but remains above 25 (as calculated in

Section 50 above) it is the intent of the City Council that the unassigned fund balance will be replenished

to the target level of 35 to restore the Budget Stabilization Reserve within four fiscal years

In no circumstances shall the total General Fund unassigned fund balance be budgeted or otherwise

appropriated in such as manner to cause it to fall below the targeted 25 balance for Working Capital

If the Cityrsquos audited unassigned fund balance drops below 25 (as calculated in Section 50 above) due to

unforeseen circumstances in any fiscal year it is the intent of the City Council that the unassigned fund

balance will be replenished to the target level of 25 to restore Working Capital within two fiscal years

Attachment B

Determining the Appropriate Level of Unrestricted Fund Balance in the General Fundrsquo (2015)

GFOA Best Practice Determining the Appropriate Level of Unrestricted Fund Balance in the General Fund (CAAFR Budget) (2015)

Background In the context of financial reporting the term fund balance is used to describe the net position of governmental funds calculated in accordance with generally accepted accounting principles (GAAP) Budget professionals commonly use this same term to describe the net position of governmental funds calculated on a governmentrsquos budgetary basis1 While in both cases fund balance is intended to serve as a measure of the financial resources available in a governmental fund it is essential that differences between GAAP fund balance and budgetary fund balance be fully appreciated

1 GAAP financial statements report up to five separate categories of fund balance based on the type and source of constraints placed on how resources can be spent (presented in descending order from most constraining to least constraining) nonspendable fund balance restricted fund balance committed fund balance assigned fund balance and unassigned fund balance2 The total of the amounts in these last three categories (where the only constraint on spending if any is imposed by the government itself) is termed unrestricted fund balance In contrast budgetary fund balance while it is subject to the same constraints on spending as GAAP fund balance typically represents simply the total amount accumulated from prior years at a point in time

2 The calculation of GAAP fund balance and budgetary fund balance sometimes is complicated by the use of sub-funds within the general fund In such cases GAAP fund balance includes amounts from all of the subfunds whereas budgetary fund balance typically does not

3 Often the timing of the recognition of revenues and expenditures is different for purposes of GAAP financial reporting and budgeting For example encumbrances arising from purchase orders often are recognized as expenditures for budgetary purposes but never for the preparation of GAAP financial statements

The effect of these and other differences on the amounts reported as GAAP fund balance and budgetary fund balance in the general fund should be clarified understood and documented

It is essential that governments maintain adequate levels of fund balance to mitigate current and future risks (eg revenue shortfalls and unanticipated expenditures) and to ensure stable tax rates In most cases discussions of fund balance will properly focus on a governmentrsquos general fund Nonetheless financial resources available in other funds should also be considered in assessing the adequacy of unrestricted fund balance in the general fund

Credit rating agencies monitor levels of fund balance and unrestricted fund balance in a governmentrsquos general fund to evaluate a governmentrsquos continued creditworthiness Likewise laws and regulations often govern appropriate levels of fund balance and unrestricted fund balance for state and local governments

Those interested primarily in a governmentrsquos creditworthiness or liquidity(eg rating agencies) are likely to favor higher levels of fund balance Opposing pressures often come from unions taxpayers and citizensrsquo groups who may prefer that fund balance in excess of a governmentrsquos formal policy requirements be used for other purposes

Recommendation GFOA recommends that governments establish a formal policy on the level of unrestricted fund balance that should be maintained in the general fund for GAAP and budgetary purposes3 Such a guideline should be set by the appropriate policy body and articulate a framework and process for how the government would increase or decrease the level of unrestricted fund balance over a specific time period4 In particular governments should provide broad guidance in the policy for how resources will be directed to replenish fund balance should the balance fall below the level prescribed

Appropriate Level The adequacy of unrestricted fund balance in the general fund should take into account each governmentrsquos own unique circumstances For example governments that may be vulnerable to natural disasters more dependent on a volatile revenue source or potentially subject to cuts in state aid andor federal grants may need to maintain a higher level in the unrestricted fund balance Articulating these risks in a fund balance policy makes it easier to explain to stakeholders the rationale for a seemingly higher than normal level of fund balance that protects taxpayers and employees from unexpected changes in financial condition Nevertheless GFOA recommends at a minimum that general-purpose governments regardless of size maintain unrestricted budgetary fund balance in their general fund of no less than two months of regular general fund operating revenues or regular general fund operating expenditures5 The choice of revenues or expenditures as a basis of comparison may be dictated by what is more predictable in a governmentrsquos particular circumstances6 Furthermore a governmentrsquos particular situation often may require a level of unrestricted fund balance in the general fund significantly in excess of this recommended minimum level In any case such measures should be applied within the context of long-term forecasting thereby avoiding the risk of placing too much emphasis upon the level of unrestricted fund balance in the general fund at any one time In establishing a policy governing the level of unrestricted fund balance in the general fund a government should consider a variety of factors including

1 The predictability of its revenues and the volatility of its expenditures (ie higher levels of unrestricted fund balance may be needed if significant revenue sources are subject to unpredictable fluctuations or if operating expenditures are highly volatile)

2 Its perceived exposure to significant one-time outlays (eg disasters immediate capital needs state budget cuts)

3 The potential drain upon general fund resources from other funds as well as the availability of resources in other funds

4 The potential impact on the entityrsquos bond ratings and the corresponding increased cost of borrowed funds

5 Commitments and assignments (ie governments may wish to maintain higher levels of unrestricted fund balance to compensate for any portion of unrestricted fund balance already committed or assigned by the government for a specific purpose) Governments may deem it appropriate to exclude from consideration resources that have been committed or assigned to some other purpose and focus on unassigned fund balance rather than on unrestricted fund balance

Use and Replenishment The fund balance policy should define conditions warranting its use and if a fund balance falls below the governmentrsquos policy level a solid plan to replenish it In that context the fund balance policy should

1 Define the time period within which and contingencies for which fund balances will be used

2 Describe how the governmentrsquos expenditure andor revenue levels will be adjusted to match any new economic realities that are behind the use of fund balance as a financing bridge

3 Describe the time period over which the components of fund balance will be replenished and the means by which they will be replenished

Generally governments should seek to replenish their fund balances within one to three years of use Specifically factors influencing the replenishment time horizon include

1 The budgetary reasons behind the fund balance targets

2 Recovering from an extreme event

3 Political continuity

4 Financial planning time horizons

5 Long-term forecasts and economic conditions

6 External financing expectations

Revenue sources that would typically be looked to for replenishment of a fund balance include nonrecurring revenues budget surpluses and excess resources in other funds (if legally permissible and there is a defensible rationale) Year-end surpluses are an appropriate source for replenishing fund balance

Unrestricted Fund Balance Above Formal Policy Requirement In some cases governments can find themselves in a position with an amount of unrestricted fund balance in the general fund over their formal policy reserve requirement even after taking into account potential financial risks in the foreseeable future Amounts over the formal policy may reflect a structural trend in which case governments should consider a policy as to how this would be addressed Additionally an education or communication strategy or at a minimum explanation of large changes in fund balance is encouraged In all cases use of those funds should be prohibited as a funding source for ongoing recurring expenditures

Committee Budget

Notes 1 For the sake of clarity this recommended practice uses the terms GAAP fund balance and

budgetary fund balance to distinguish these two different uses of the same term 2 These categories are set forth in Governmental Accounting Standards Board (GASB) Statement

No 54 Fund Balance Reporting and Governmental Fund Type Definitions 3 Sometimes restricted fund balance includes resources available to finance items that typically

would require the use of unrestricted fund balance (eg a contingency reserve) In that case such amounts should be included as part of unrestricted fund balance for purposes of analysis

4 See Recommended Practice 41 of the National Advisory Council on State and Local Budgeting governments on the need to maintain a prudent level of financial resources to protect against reducing service levels or raising taxes and fees because of temporary revenue shortfalls or unpredicted one-time expenditures (Recommended Practice 41)

5 In practice a level of unrestricted fund balance significantly lower than the recommended minimum may be appropriate for states and Americarsquos largest governments (eg cities counties and school districts) because they often are in a better position to predict contingencies (for the same reason that an insurance company can more readily predict the number of accidents for a pool of 500000 drivers than for a pool of fifty) and because their revenues and expenditures often are more diversified and thus potentially less subject to volatility

6 In either case unusual items that would distort trends (eg one-time revenues and expenditures) should be excluded whereas recurring transfers should be included Once the decision has been made to compare unrestricted fund balance to either revenues andor expenditures that decision should be followed consistently from period to period

GFOA Best Practice

TO Finance Commission uh(11 t-~ G~_ss lu bull

I FROM James R OConnor City Mana

Cynthia D Lawson Finance Director ~ DATE November 5 2015

SUBJECT Utility Customer Service Technology Upgrades Process Improvements

On October 19 2015 the City Council requested an update on the progress and future timeline for

improvements to the Citys Utility Customer Service customer service technology and other proposed

process improvements The purpose of this memo is to outline the Citys current payment options

report on our progress towards more efficient technology based Customer Service and provide a

timeline for future improvements

Background

The Finance Department has proposed various process improvements and technology upgrades to

improve the efficiency and cost effective operation of the Utility Customer Service function which is

part of the Finance Department These proposed improvements were first discussed with the Finance

Commission in February 2014 and were further discussed in June 2015 as part of the overall staff

analysis of potential rate reductions The relevant section of the minutes from the February 2014

meeting and a copy of the staff analysis from the June 2015 meeting have been provided in Attachment

A as background to this memo

Current Utility Payment Options

The City currently offers online credit card payments through a third party provider Collector Solutions

I have included some screenshots from the Citys website to clarify the current options for our utility

customer payments (Attachment B) as follows

bull Figure 1 - shows the location of the online utility payment option on the Citys website home

bull Figure 2 - shows the first two steps on the Collector Solutions web portal which opens when you

click on the online utility payment option on the Citys home page

bull Figure 3 - shows the Customer Service dropdown menu which will take you to the web page

that outlines the various bill payment options

bull Figure 4 - is the Customer Service webpage that shows the various bill payment options

including credit card payments by phone or online (the Collector Solutions link on this page will

take you to the same portal shown in Figure 2)

In addition to credit card payments online or by phone customers may pay in person at the Citys

Customer Service lobby (walk in or drive through) from 830 to 500 Mon - Fri by automatic monthly

debit (EFT) or by mail

Attachment C provides data on average monthly transaction volume for each payment type received for

2013 and 2014 along with the proposed process improvement

Utility Customer Service Technology UpgradesProcess Improvements Page 1of3

Phased Approach - Customer Service Upgrades and Process Improvements

As previously discussed the proposed Customer Service upgrades and process improvements are being

implemented in ζν ζζιΪ΅ Α ϢιιΣχ νχχϢν Σ χΊΜΊΣ Ϊι ζν Ίν ν ΪΜΜΪϮν΄

Phase I ndash Update Utility Billing Software

This effort has been completed the ͽΪ live date for the updated Cayenta billing software was

September 25 2015 This update of software (which was 10 years and 10 versions out of date) was

νϢννϢΜΜϴ ΪζΜΊν ϮΊχ ΊΣΊΜ ΊνιϢζχΊΪΣ χΪ χ CΊχϴν ϢνχΪιν Completion of this upgrade

provides a stable software platform for completion of the next phase

Phase II - Upgrade Banking Services (Ebox and Lockbox)

The next upgrade is to implement additional banking services specifically Ebox and wholesale Lockbox

EΪϳ ζιΪϭΊν ΜχιΪΣΊ ΣΙ χΪ ΣΙ ζχϢι Ϊι χΪν ΊΜΜν χχ ι ζΊ by customers through their

own online bill payment services at their respective banks Currently those payments from outside

banks produce paper checks which are mailed to the City and must be hand keyed by cashiers about

95 of the hand key payments shown in Attachment C are these paper checks from online bill

payments which would be eliminated by Ebox

Lockbox services would create a virtual PO Box and our banking services provider Wells Fargo would

receive Σ ζιΪνν ΜΜ Ϊ χ CΊχϴν ϢχΊΜΊχϴ ζϴΣχν Ϯhich are mailed in by customers The City would

ιΊϭ Σ ΜχιΪΣΊ χιΣνΊχχΜ Ϊ ϴν ιΊζχν χΪ ζΪνχ χΪ ϢνχΪι ΪϢΣχν Σ ϮΪϢΜ Μ

to view transactions and clear exceptions through an online portal Implementation of the Lockbox

services would eliminate processing of the remaining 5 of the hand key mail and all of the scannable

mail shown in Attachment C This would provide for improved efficiency in the cashiering function as

well as several other departments that are currently impacted by the mail volume such as Purchasing

(mail delivery attendant) and Customer Service and IT (who assist with processing and preparation of

mailed payments) This would also enhance continuity of service as the Finance Department has

experienced substantial turnover of cashier employees in the last several years

The implementation timeline estimated set up costs and ongoing monthly fees for each are as follows

Timeline

One Time

Implementation Costs

Net Monthly

Net Annual

Ebox 4-6 months Wells Fargo - $2000 350$ 4200$

Cayenta - TBD

LockBox 4-6 months Wells Fargo - $500 4100$ 49200

Cayenta - TBD

Total Annual Fees 53400

Less One Part Time Cashier due to Ebox Implementation (14000)

Total Net Annual Costs for Implementation of Both 39400$

may be concurrent andor overlap - expected completion of both by September 30 2016

Estimated Recurring Costs

Utility Customer Service Technology UpgradesProcess Improvements Page 2 of 3

Α ΊζΜΣχχΊΪΣ Ϊ EΪϳ Σ ΪΙΪϳ ϮΪϢΜ νϢνχΣχΊΜΜϴ ιϢ χ Ι Ϊ χ ΪϢν ϮΪιΙΜΪ

Ϊι χ CΊχϴν νΊιν΅ Α ΊζΜΣχχΊΪΣ Ϊ EΪϳ ϮΪϢΜ ινϢΜχ ΊΣ νχΊΣͽ ιϢχΊΪΣ Ϊ ΪΣ ζιχ χΊ

cashier for a net savings of approximately $10 per year However as previously discussed neither Ebox

nor Lockbox will decrease the number of customer visits to the lobby and if there is a window open

there has to be a staff person to service it Therefore the implementation of Lockbox will not

automatically result in reduced costs unless we combine this with a reduction in the number of hours

during which the cashier lobby and drive through windows are open Previous proposals to eliminate

the drive-through or reduce the lobby hours have not been supported by either Council or the Finance

Commission Staff is recommending that we implement Lockbox solely for the improvements in

efficiency and continuity without further staffing reductions or changes in lobbydrive through hours

Once it is implemented we can continue to evaluate its impact for potential future changes in

conjunction with the next phase of improvements

Phase III ndashUtility Customer Website Upgrades

Once the functionality of the billing software is improved and the new electronic banking services have

been integrated the final phase of the Customer Service improvement would be an improved website

based customer service portal Such a website would enable customers to perform many of the

activities associated with their accounts on-line without support from customer service representatives

For example an improved website could allow customers to pay bills and set up recurring auto-

payments start and stop service view bills and usage data set up budget billing get paperless bill

delivery and find answers to many frequently asked questions regarding billing and service policies

without a visit to the Customer Service lobby or a phone call

The time frame for implementation of this upgrade would be FY 16-17 predicated on successful

completion of Phase II outlined above The costs of such a website could be substantial a cost estimate

for this project would be obtained for inclusion in the FY 16-17 budget workshops for further discussion

and cost benefit analysis

Other Improvements

The City is in the processing of completing the formal Electric Utility Rate study that was placed on hold

pending negotiation of a revised OUC purchased power agreement As part of that rate study we will

be considering some service fee changes and cutoff times to improve cost effective service delivery

Α CϢνχΪι ιϭΊ ΜΪϴ ν Σ Ϊι Ϣνι ιΊΣΜϴ ϴ ιΪζΊΣͽ Ϊ χ νΊι ϮΊχΊΣͽ ΜΊΣ

Σ Σ ν Σ νΊι ϮΊΣΪϮ χχ Σ ΪζΣ ϢιΊΣͽ Ϣνϴ χΊν΅ Σ χ FΧ 15-16

budget further lobby improvements (including a flat screen tv for customer notifications and

educational postings) have been budgeted

ATTACHMENT A - BACKGROUND

FEBRUARY 2014 FINANCE COMMISSION MINUTES

JUNE 2015 SWOT ANALYSIS

A) Quarterly Financial Reports

Ms Cindy Lawson Finance Director said that she added three items to the Quarterly Financial Report that go above and beyond the line item expenditures and revenues that they have had in the past The first is located on page eight a report showing pooled cash on investment balance the second is located on page nine a quarterly debt summary for all of the Cityrsquos funds and the third is located on page 26 a consolidated balance sheet for the Electric Utility Fund (Quarterly Report on file in the City Clerkrsquos office) She briefly went over the report with the Commission members

Mr Powers asked what is the unrestricted cash He asked is it cash on hand part of the reserve fund part of the fund balance etc

Ms Lawson said in looking at it from another direction the restricted cash is equal to customer deposits as well as the short term loans and notes payable This also includes the $2 million dollars the City has to hold in reserve for emergencies

Mr Stump asked is the 72 days of unrestricted cash on hand the Cityrsquos average

Ms Lawson said the Cityrsquos target is 90 days She felt that they would be close to the 90 day mark by the end of the year

Mr Stump questioned the Retirement Premium Assistance located on page eight

Ms Lawson said that is a cash clearing fund She explained that is for the Cityrsquos health insurance premiums

Mr Stump said all the funds located on page eight were in the positive with the exception of the Marina and Crestlawn Cemetery

Ms Lawson explained that the Marina pays their entire debt service for the year in the first quarter and by the end of the year they would not be in the negative The debt of the Cemetery has been there for a number of years and it has improved over the last few years Based on the new rate structure that was recently adopted they should be in the positive in about three years

Mr Powers referred to the 72 days of unrestricted cash He asked if they have legal capabilities of getting a short term note in order to maintain operation if there is a hiccup

Ms Lawson answered yes She said the Cityrsquos debt service coverage is well above what is required by the Cityrsquos various bonds

Mr Gorry felt that the added information was very helpful

B) Discussion Regarding Cashier Process Improvements

Ms Lawson said that she was bringing this before the Commission to get their feedback before she brings a formal report before them to request a recommendation to City Council Her

implementation target for some of these ideas is to start July of this year and to have almost all of them completed by December 31 2014 She said during the last budget season they discussed eliminating the cashier drive-through At that time they decided not to do it but to come back in six months with a plan to restructure that function with some efficiencies and cost savings So they had Wells Fargo do a business process review and came back with technology recommendations they felt would improve the Cityrsquos cashiering function She noted that currently she has three full time and three part time cashiers which costs about $122000 a year plus benefits and the operating costs A good portion of that is charged to the Electric Utility and the Water and Sewer Utility She said it is important to keep in mind that the cashiers are also the accounts receivable location for all the funds that come into the City such as fines from the Police Department money from the Planning Department money for the purchase of Cemetery plots etc and therefore the function of the cashier cannot go away even if the City did not have the utilities She then went over the Average Monthly Volume (2013) number of Transaction with the Commission members (please see attached) She explained that hand-key mail was that when someone does an online bill pay from their bank they think the bank sends the payment electronically What actually happens is the bank creates a paper check and mails it to the City She said these checks are worse than regular checks because they donrsquot come with the coupon they canrsquot be scanned and most of the time they donrsquot have the account number on them The cashiers actually have to identify the correct account number and hand cue them into the system The first thing Wells Fargo suggested was to implement the E-Box system which would replace the hand printed checks with an electronic capture of the on-line bill payments bank to bank The City would receive a daily file that they could input directly into the Cityrsquos billing system The bills that come in envelopes are a huge volume of what they receive every month Wells Fargo is suggesting a wholesale lockbox which would be a virtual PO Box and all the mailed bills would go to Well Fargo who would process them and send the information to the City in an electronic file She explained that the CSI Credit has about 1000 people who pay their bill by credit card through a company that the City pays They can call on the phone or on-line Currently the fee if they do this over the phone is 295 of their bill plus $250 and on line it is 295 of their bill If they implement the lock box the City can do away with most of that by changing the bill coupons and placing an area for the customer to write in their credit card information and Wells Fargo will process those credit card payments At the same time the City can add a credit card machine at their cashier window She said there are a small number of customers who pay their bills by automatic draft from their bank (EFTrsquos) She said that she has seen utilities that give incentives to their customers if they use EFT by waiving part of their security deposit She said staff is looking into seeing if they canrsquot get customers more excited about using EFT She reported that currently the Cityrsquos lobby hours are 830 am to 500 pm and the drive-through hours are from 830 am to 430 pm In order to realize cost and staff savings they are going to have to make adjustments to the hours at the drive-through window and in the lobby

Mrs Barton felt like these were excellent changes She asked could they do away with the drive-through and the lobby and have everything dropped off in a drop box such as the night deposit box

Ms Lawson said they would continue to use the night drop but they need to have the cashier window for people to open a new account

Mr OrsquoConnor said they donrsquot want to eliminate interaction with their customers He said the cashiers provide a valuable service in listening to customers problems and they try to resolve them

Mr Powers asked do they receive a lot of cash through the drive-through

Ms Lawson answered yes She said another thing regarding putting credit card payment boxes in is that they would not be able to take credit card payments through the drive-through She felt it would make sense to close the drive-through and they could use the night drop

Mr Brovont excused himself from todayrsquos meeting at 332 pm

Mr Powers felt that the reasonable thing to do would be to close the drive-through and if they need to they could add another drop box

Ms Lawson said that is the direction they are heading

9 ADJOURNMENT

Analysis of Potential Rate Reductions Pre Sale from Finance Commission Chairman

Item 4 - Examine Customer Service operations to streamline bill paying processing hours of opening face to face part timing on line applications (in progress) and levels of service offered

BackgroundAnalysis In September 2013 the City participated in a Business Process Review for its cashiering function with its banking services contractor Wells Fargo At the Finance Commission meeting of February 5 2014 the Finance Director discussed with the Commission some proposed improvements in electronic banking technology specifically e-box and lock-box services as a result of this review See the Finance Commission minutes at Attachment C for details of this discussion

Although the addition of electronic banking services such as e-box and lock-box will improve the reliability and speed of revenue collection it will not reduce the costs of cashiering unless the City also changes its lobby hours No matter how much the processing volume is reduced for other forms of payment if there is a window open there has to be an employee to service it Currently the City operates two lobby windows from 830 AM to 500 PM Monday through Friday and two drive-through windows from 830 AM to 445 PM Monday through Friday The staff is proposing to eliminate the drive-through entirely (the drop box will be available outside) and reduce the lobby hours

The following is a recap of the current cashier volumes for each form of payment and the process improvement that is proposed to eliminate or reduce the volume of these transactions handled by the cashiering staff

Average Monthly Volume 2013)

Transaction Type ofTransactions of Total Proposed Process Improvement

Scannable Mail 12000 35 Lockbox

Ha nd-Key Mail 6500 19 Ebox (95) I Lockbox remainder

Walk-In Lobby 4300 13 Reduce hours

Drive Through 3000 9 Eliminate Night Drop 1700 5 Maintain

EFT 5800 17 Incentives

CSI Credit 1000 3 Add to bill cou pon (lockbox) credit card option at Cashier window

Total 34300

In addition to improving electronic banking services the City is proposing to update its utility billing software in FY 14-15 The current software is 10 years and 10 versions out of date Once the functionality of the billing software is improved and the new electronic banking services have been integrated we would like to take the further step of implementing a web based customer service portal Such a website would enable customers to perform many of the activities associated with their accounts on-line without support from customer service representatives For example although FPL does not have any lobby locations on the FPL website customers can pay bills and set up recurring auto-payments start and stop service view bills and usage data set up

budget billing get paperless bill delivery and find answers to many frequently asked questions regarding billing and service policies

Staff is currently working wiith its banking service provider and billing software consultants to prepare an integrated implementation schedule and associated costs for the suggested upgrades In addition the staff is analyzing the potential savings associated with each upgrade to arrive at a complete cost-benefit analysis The suggested improvements would also be beneficial to the Citys Water amp Sewer utility customers and staff is considering the cost-benefit both before and after an electric utility sale is completed Staff would like to defer an in-depth discussion of this topic to a future Finance Commission meeting once the cost-benefit analysis is complete so that the Commission can make specific recommendations on each to the City Council

Strengths Modernizing the Citys customer service offerings and increasing the ability for customers to handle their day to day account activities on line will bring the City in line with industry best practices and the modern customer demographic

Weaknesses The Citys utility customers are accustomed to being able to interact with cashiers and customer service reps face to face from 830 AM to 500 PM Reducing lobby hours is likely to initially cause some customer complaints

Oooortunities After an appropriate period of customer education we anticipate that the volume of lobby and phone traffic should be reduced enabling the City to lower Customer Service costs

Threats Undertaking major upgrades to billing software modifying electronic banking processes and creating web based customer interfaces are all projects which must be carefully scheduled and managed in order to prevent any interruption to the collection of customer revenues

ATTACHMENT B ndash CURRENT UTILITY CUSTOMER PAYMENT OPTIONS

Figure 1 City Website Home Page ndash Credit Card Payments

Figure 2 Collector Solutions Web Portal

Figure 3 Customer Service lsquoDropdownrsquo Menu

Figure 4 City Web Page ndash Utility Customer Payment Options

Figure 1 City Website Home Page - Credit Card Payments

+- ~ __ ------- ~ h

Step 1 Get starteltl Step 2 ilililiMlili ~ Billinglnfo

Step 1 of 5 - Lets get started

Welcome to the Vero Beach City of Uti lity eCollections Portal

Well securely walk you through your payment for Vero Beach City of Utility

Start Payment

Step 1 Get Slarteo Step 2 Altlltl Payment

Step 2 of 5 - Choose what lo pay for

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

Cancel Adding Item 1sect118

Step 4 Payment Info Step 5 Review

~ CollelttorSolutions Secure C

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Your cart is empty Please add a payment

Step 5 Review

8 Add Payment

Figure 3 Customer Service Drop Down Menu

In Departments

Boards amp Commissions

Byilding Departme nt

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

CTYVB 1 3 - Citv of yero Beach Offipal Televsion Oilnruo Customer Service ~

bull Aoptv for S e rvice or ~

Custome r Tree Trimmmg and M a intenance Resoonsibttt1es

E lectric and W ater Conserya tion

Utilities - Payment 2lgtlligtngt

Electric Utilities

Ellilllaquoltgt E2fil Human Resources

M ymqpal M a rina

Planning and pevelopment

Police Department

Public Works

Recreation p e partme nt

Veterans Memonal Island ~

Water and Sewer

Payment Options

~I S_e_le_c_l_L_a_ng~u_a_g~e __ v~I Powefed by Go e Translate

ATTENTION Please be advised that the City of Vero Beach Customer Service Department never contacts utility custome rs to solicit payments by phone If you have any questions or concerns rega rding phone c ontact from people claiming to be City of Vero Beach Customer Service representatives call us at (772) 978-5100

1 Pay in pe-son at the Utilities Department Office 1036 2oh Street Vero Beach FL 32960 We accept Cash Check or Money Order Payments

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

G o g Je1th s1 fi1 c-201~Goo99-Map0te Tanneofu-

2 Pay by Telephone using a c-edit debit ca-d

Call 772-978-5100 then press option number 3 This service is available between the hours of 9 00 AM and 5 0 0 PM Mon day thru Friday ex cluding holidays

3 Pay Online using a creditdebit card

Click on the Collectors Solution link shown belowmiddot

COLLECTORS SOLUTIO NS INC - ON-LIN E PAY M E NT

4 Pay by EFT

Electronic Funds Transfer from your checking account For more information please call 772-978-5100 Click Here for the F orm

5 Pay by Mail

Mail payment with coupon to City of Vero Beach PO Box 118 0 Vero Beach FL 32961

Budget B illing Take the guesswork out of your monthly utility bill

The City of Vero Beach Utilities is now offering a program that will help you budget for the impact of rising fuel costs on your utility bill The Budget Billing amount will stay the same each month while your actual utility costs may vary There may be months when your Budget Bill amount is higher or lower than your a ctual utility costs but ultimately it averages out to be the same And this makes it easier to budget

You must meet certain criteria to qualify for the Budget Billing Plan including

bull A single family residential utility account

bull Twe lve months of active utility service at your current location

Figure 4 City Web Page - Utility Customer Payment Options

ATTACHMENT C ndash MONTHLY TRANSACTION VOLUMES BY TYPE

Average Monthly Volume (2013) Average Monthly Volume (2014) Transaction Type of Transactions of Total of Transactions of Total Proposed Process Improvement Scannable Mail 12000 35 11100 32 Lockbox Hand‐Key Mail 6500 19 6900 20 Ebox (95) Lockbox remainder Walk‐In Lobby 4300 13 4300 13 Reduce hours Drive Through 3000 9 3000 9 Eliminate Night Drop 1700 5 1700 5 Maintain ‐may increase if Drive Through eliminated EFT 5800 17 6200 18 Incentives CSI Credit 1000 3 1300 4 Add to bill coupon (lockbox) credit card option at Cashier window

Total 34300 34500

NElectric SystemCustomer ServiceCashier Utility Payment Statisticsxlsx

FINANCE COMMISSION MEETING

Monday February 8 2016 - 200 pm

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

A) Discussion Regarding Potential Elimination of Electric Utility Impact Fees

B) Recommendation of Bid Award ndash Series 2016 Capital Improvement Revenue Bond (backup to be sent at a later date)

C) Continue Discussion of Draft General Fund ldquoFund Balancerdquo Policy (From 112115)

D) Discussion Regarding Customer Service Technology Upgrades

E) Quarterly Financial Report amp Variance Analysis ndash 1st Quarter FY 15-16 (backup to be sent at a later date)

F) Update on Electric Utility

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf

FINANCE COMMISSION MINUTES

Thursday November 12 2015 ndash 200 pm



Excused Absence Kathryn Barton

Unexcused Absence Victor Demattia

1 CALL TO ORDER



A) August 10 2015 ndash Regular Meeting

B) October 5 2015 ndash Joint Utilities CommissionFinance Commission Meeting

C) October 12 2015 ndash Joint Utilities CommissionFinance Commission Meeting

D) October 16 2015 ndash Joint Utilities CommissionFinance Commission Meeting


3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None






































Mr Brovont said the City received an offer from Florida Power and Light (FPL) for the sale of Indian River Shores and the counter offer was never brought before the Finance Commission for their input He said the Finance Commission was dismissed as if they were Boy Scouts Another thing is the City Council approved the TIP Program for Downtown without the Finance Commission seeing the information He said that he has no idea how this affects the City




































None

9 ADJOURNMENT


sp

3 FC Agenda Item 11_12_15 Proposed Fund Balance Policypdf

DOC110415-001

1 Fund Balance Policy Analysis

2 Draft Fund Balance Policy

3 B Divider

4 AppropriateLevelFundBalance

5 BUDGET_CAAFR_REPLENISHING_GENERAL_FUND_BALANCE

4 UC FC Agenda Package - Customer Service Technology Improvementspdf

DOC110415-004

UC FC Agenda Package - Customer Service Technology Improvements

1 Updated CS Technology and Process Improvements

ATTACHMENT DIVIDERS AGENDA PACKAGE CS WHITE PAPERdocx

CS SWOT 2014

Atch 020514Finance_Minutes(1)

Attachment B Screen Shots

Screen Shot Home Page

Screen Shot CSI Credit Card Payment Steps

CS Dropdown Home Page

CS Billing Options

Cashier Utility Payment Statistics

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PDF-documenten te maken waarmee zakelijke documenten betrouwbaar kunnen worden weergegeven en afgedrukt De gemaakte PDF-documenten kunnen worden geopend met Acrobat en Adobe Reader 60 en hoger)13 NOR 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FINANCE COMMISSION MINUTES Thursday November 12 2015 ndash 200 pm

Excused Absence Kathryn Barton Unexcused Absence Victor Demattia

1 CALL TO ORDER

A) August 10 2015 ndash Regular Meeting B) October 5 2015 ndash Joint Utilities CommissionFinance Commission Meeting C) October 12 2015 ndash Joint Utilities CommissionFinance Commission Meeting D) October 16 2015 ndash Joint Utilities CommissionFinance Commission Meeting

3 PUBLIC COMMENT

5 NEW BUSINESS

6 OLD BUSINESS

9 ADJOURNMENT

MEMORANDUM

BACKGROUND

ANALYSIS

2500000 -+---------------------shy

2000000 ----------------------shy

1500000 +----I ~-~

500000

BACKGROUND

3500000 ~--------------------------

3000000 -+----------------------1$28325711-----shy

- Actuals

- Original Budget

(2000000) -----------------------------shy

intended as follows

Working Cash Flow

$(47707)

$(561765)

$83013

$393472 $276830

$(263978) $(241362)

$(612112)

$1527909

$717103

-$1000000

-$500000

$500000

$1000000

$1500000

$2000000

discussion

December each year

amendment

the draft policy

DESCRIPTION $

Attachment B

10 PURPOSE

General Fund budget

have been

process

Attachment B

Committee Budget

GFOA Best Practice

Background

Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



9 ADJOURNMENT

MEMORANDUM

BACKGROUND

ANALYSIS

2500000 -+---------------------shy

2000000 ----------------------shy

1500000 +----I ~-~

500000

BACKGROUND

3500000 ~--------------------------

3000000 -+----------------------1$28325711-----shy

- Actuals

- Original Budget

(2000000) -----------------------------shy

intended as follows

Working Cash Flow

$(47707)

$(561765)

$83013

$393472 $276830

$(263978) $(241362)

$(612112)

$1527909

$717103

-$1000000

-$500000

$500000

$1000000

$1500000

$2000000

discussion

December each year

amendment

the draft policy

DESCRIPTION $

Attachment B

10 PURPOSE

General Fund budget

have been

process

Attachment B

Committee Budget

GFOA Best Practice

Background

Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



9 ADJOURNMENT

MEMORANDUM

BACKGROUND

ANALYSIS

2500000 -+---------------------shy

2000000 ----------------------shy

1500000 +----I ~-~

500000

BACKGROUND

3500000 ~--------------------------

3000000 -+----------------------1$28325711-----shy

- Actuals

- Original Budget

(2000000) -----------------------------shy

intended as follows

Working Cash Flow

$(47707)

$(561765)

$83013

$393472 $276830

$(263978) $(241362)

$(612112)

$1527909

$717103

-$1000000

-$500000

$500000

$1000000

$1500000

$2000000

discussion

December each year

amendment

the draft policy

DESCRIPTION $

Attachment B

10 PURPOSE

General Fund budget

have been

process

Attachment B

Committee Budget

GFOA Best Practice

Background

Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



9 ADJOURNMENT

MEMORANDUM

BACKGROUND

ANALYSIS

2500000 -+---------------------shy

2000000 ----------------------shy

1500000 +----I ~-~

500000

BACKGROUND

3500000 ~--------------------------

3000000 -+----------------------1$28325711-----shy

- Actuals

- Original Budget

(2000000) -----------------------------shy

intended as follows

Working Cash Flow

$(47707)

$(561765)

$83013

$393472 $276830

$(263978) $(241362)

$(612112)

$1527909

$717103

-$1000000

-$500000

$500000

$1000000

$1500000

$2000000

discussion

December each year

amendment

the draft policy

DESCRIPTION $

Attachment B

10 PURPOSE

General Fund budget

have been

process

Attachment B

Committee Budget

GFOA Best Practice

Background

Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



9 ADJOURNMENT

MEMORANDUM

BACKGROUND

ANALYSIS

2500000 -+---------------------shy

2000000 ----------------------shy

1500000 +----I ~-~

500000

BACKGROUND

3500000 ~--------------------------

3000000 -+----------------------1$28325711-----shy

- Actuals

- Original Budget

(2000000) -----------------------------shy

intended as follows

Working Cash Flow

$(47707)

$(561765)

$83013

$393472 $276830

$(263978) $(241362)

$(612112)

$1527909

$717103

-$1000000

-$500000

$500000

$1000000

$1500000

$2000000

discussion

December each year

amendment

the draft policy

DESCRIPTION $

Attachment B

10 PURPOSE

General Fund budget

have been

process

Attachment B

Committee Budget

GFOA Best Practice

Background

Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



9 ADJOURNMENT

MEMORANDUM

BACKGROUND

ANALYSIS

2500000 -+---------------------shy

2000000 ----------------------shy

1500000 +----I ~-~

500000

BACKGROUND

3500000 ~--------------------------

3000000 -+----------------------1$28325711-----shy

- Actuals

- Original Budget

(2000000) -----------------------------shy

intended as follows

Working Cash Flow

$(47707)

$(561765)

$83013

$393472 $276830

$(263978) $(241362)

$(612112)

$1527909

$717103

-$1000000

-$500000

$500000

$1000000

$1500000

$2000000

discussion

December each year

amendment

the draft policy

DESCRIPTION $

Attachment B

10 PURPOSE

General Fund budget

have been

process

Attachment B

Committee Budget

GFOA Best Practice

Background

Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



9 ADJOURNMENT

MEMORANDUM

BACKGROUND

ANALYSIS

2500000 -+---------------------shy

2000000 ----------------------shy

1500000 +----I ~-~

500000

BACKGROUND

3500000 ~--------------------------

3000000 -+----------------------1$28325711-----shy

- Actuals

- Original Budget

(2000000) -----------------------------shy

intended as follows

Working Cash Flow

$(47707)

$(561765)

$83013

$393472 $276830

$(263978) $(241362)

$(612112)

$1527909

$717103

-$1000000

-$500000

$500000

$1000000

$1500000

$2000000

discussion

December each year

amendment

the draft policy

DESCRIPTION $

Attachment B

10 PURPOSE

General Fund budget

have been

process

Attachment B

Committee Budget

GFOA Best Practice

Background

Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



MEMORANDUM

BACKGROUND

ANALYSIS

2500000 -+---------------------shy

2000000 ----------------------shy

1500000 +----I ~-~

500000

BACKGROUND

3500000 ~--------------------------

3000000 -+----------------------1$28325711-----shy

- Actuals

- Original Budget

(2000000) -----------------------------shy

intended as follows

Working Cash Flow

$(47707)

$(561765)

$83013

$393472 $276830

$(263978) $(241362)

$(612112)

$1527909

$717103

-$1000000

-$500000

$500000

$1000000

$1500000

$2000000

discussion

December each year

amendment

the draft policy

DESCRIPTION $

Attachment B

10 PURPOSE

General Fund budget

have been

process

Attachment B

Committee Budget

GFOA Best Practice

Background

Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



2500000 -+---------------------shy

2000000 ----------------------shy

1500000 +----I ~-~

500000

BACKGROUND

3500000 ~--------------------------

3000000 -+----------------------1$28325711-----shy

- Actuals

- Original Budget

(2000000) -----------------------------shy

intended as follows

Working Cash Flow

$(47707)

$(561765)

$83013

$393472 $276830

$(263978) $(241362)

$(612112)

$1527909

$717103

-$1000000

-$500000

$500000

$1000000

$1500000

$2000000

discussion

December each year

amendment

the draft policy

DESCRIPTION $

Attachment B

10 PURPOSE

General Fund budget

have been

process

Attachment B

Committee Budget

GFOA Best Practice

Background

Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



2500000 -+---------------------shy

2000000 ----------------------shy

1500000 +----I ~-~

500000

BACKGROUND

3500000 ~--------------------------

3000000 -+----------------------1$28325711-----shy

- Actuals

- Original Budget

(2000000) -----------------------------shy

intended as follows

Working Cash Flow

$(47707)

$(561765)

$83013

$393472 $276830

$(263978) $(241362)

$(612112)

$1527909

$717103

-$1000000

-$500000

$500000

$1000000

$1500000

$2000000

discussion

December each year

amendment

the draft policy

DESCRIPTION $

Attachment B

10 PURPOSE

General Fund budget

have been

process

Attachment B

Committee Budget

GFOA Best Practice

Background

Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



intended as follows

Working Cash Flow

$(47707)

$(561765)

$83013

$393472 $276830

$(263978) $(241362)

$(612112)

$1527909

$717103

-$1000000

-$500000

$500000

$1000000

$1500000

$2000000

discussion

December each year

amendment

the draft policy

DESCRIPTION $

Attachment B

10 PURPOSE

General Fund budget

have been

process

Attachment B

Committee Budget

GFOA Best Practice

Background

Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



discussion

December each year

amendment

the draft policy

DESCRIPTION $

Attachment B

10 PURPOSE

General Fund budget

have been

process

Attachment B

Committee Budget

GFOA Best Practice

Background

Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



amendment

the draft policy

DESCRIPTION $

Attachment B

10 PURPOSE

General Fund budget

have been

process

Attachment B

Committee Budget

GFOA Best Practice

Background

Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



Attachment B

10 PURPOSE

General Fund budget

have been

process

Attachment B

Committee Budget

GFOA Best Practice

Background

Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



10 PURPOSE

General Fund budget

have been

process

Attachment B

Committee Budget

GFOA Best Practice

Background

Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



have been

process

Attachment B

Committee Budget

GFOA Best Practice

Background

Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



Attachment B

Committee Budget

GFOA Best Practice

Background

Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



Committee Budget

GFOA Best Practice

Background

Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



Committee Budget

GFOA Best Practice

Background

Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



Committee Budget

GFOA Best Practice

Background

Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



Committee Budget

GFOA Best Practice

Background

Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



GFOA Best Practice

Background

Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



Background

Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



Timeline

One Time

Net Monthly

Net Annual

Cayenta - TBD

Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



Other Improvements

9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



9 ADJOURNMENT

Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



Total 34300

+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



+- ~ __ ------- ~ h

Start Payment

Payment Category

Ullht1es

Payment Type

Electnc Water Sewer

account number

mailing zip code

Step 3 Billing Info

step 4 Payment Info

Shopping Cart

lli Emptycart

Items m Cart

Step 5 Review

8 Add Payment

In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



In Departments

Cttv Attorney

City Cooncil

City Mana ger

Code Enfonement

Code Of Ordinances

Electric Utilities

M ymqpal M a rina

Police Department

Public Works

Water and Sewer

Payment Options

Vtew larg~ map

21st SI

Vero bull

1036 20t h St

18th S t

4 Pay by EFT

5 Pay by Mail

Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



Total 34300 34500

AGENDA

1 CALL TO ORDER

A) Chairman

B) Vice Chairman

A) November 12 2015

4 PUBLIC COMMENT

6 NEW BUSINESS

A) Annual Report

7 OLD BUSINESS

10 ADJOURNMENT

111215minutespdf







1 CALL TO ORDER








3 PUBLIC COMMENT

None





5 NEW BUSINESS

None

6 OLD BUSINESS

None










































































None

9 ADJOURNMENT


sp


DOC110415-001



3 B Divider




DOC110415-004




CS SWOT 2014






CS Billing Options



Documents

FINANCE COMMISSION MEETING AGENDA898790A2-F88A-48… · Ms. Lawson referred to a case study that was done in Colorado Springs. She said that she would send a link to the City Clerk’s