FL - Cape Coral: BUDGET REVIEW COMMITTEE

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BUDGET REVIEW COMMITTEE

1015 Cultural Park Blvd. Cape Coral, FL

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1.
Call to Order

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A.
Chair Starner

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2.
Roll Call:

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A.
Botkin, Doviak, Jacquet-Castor, McQuality, Osborn, Starner, Wolfson, and Alternate Eidson

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3.
Public Input

4.
Business

A. Welcome to New Budget Review Committee Members: Michael Botkin, Beatrice Jacquet-Castor, and Gary Eidson (alternate)

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B.
Meeting Minutes - Approval of Minutes - November 13, 2017 C. 2019 Budget Timeline D. Discussion of what City Council wants from the Budget Review

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Committee E. Discussion of expectations of attendance and who to notify if one

cannot attend

5.
Public Input

6.
Member Comment

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7.
Date and Time of Next Meeting:

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A.
Monday, March 12, 2018, 9:00 a.m. Conference Room 220A

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8.
Adjournment

In accordance with the Americans with Disabilities Act and Section of 286.26, Florida Statutes, persons with disabilities needing special accommodation to participate in this meeting should contact the Office of the City Clerk at least forty-eight (48) hours prior to the meeting. If hearing impaired, telephone the Florida Relay Service Numbers, 1-800-955-8771

(TDD) or 1-800-955-8770 (v) for assistance.

If a person decides to appeal any decision made by the Board/Commission/Committee with respect to any matter considered at such meeting or hearing, he will need a record of the proceedings, and for such purpose, he may need to ensure that a verbatim record of the
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proceedings is made, which record includes the testimony and evidence upon which the appeal is based.

Item Number: 4.B. Meeting Date: 2/12/2018 Item Type: Business AGENDA REQUEST FORM CITY OF CAPE CORAL
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TITLE: Meeting Minutes - Approval of Minutes - November 13, 2017

SUMMARY: ADDITIONAL INFORMATION:

ATTACHMENTS: Description Type Meeting Minutes - November 13, 2017 Backup Material

MINUTES OF THE REGULAR MEETING OF THE CAPE CORAL BUDGET REVIEW COMMITTEE

Monday, November 13, 2017 CONFERENCE ROOM 220A 9:00 a.m. Chair Coviello called the meeting to order at 9:05 a.m.
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ROLL CALL: Coviello, McQuality, Nelson, Starner, and Alternate Osborn

were present. Doviak was excused. Wolfson was absent. ALSO PRESENT: Marilyn Stout, Councilmember Liaison Victoria Bateman, Financial Services Director

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Public Input No speakers.

BUSINESS
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Election of Chair and Vice Chair (if needed)

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Chair Coviello stated since he was elected Mayor of Cape Coral and Member Nelson has been elected as a Council person, we needed to resign our positions from the Budget Review Committee.

Discussion held regarding the effective date of resignation should not affect the quorum for this meeting.
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Chair Coviello stated he would make his letter of resignation effective tomorrow and did not need to do the election today. Member Nelson stated she would also make her resignation effective tomorrow.

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Approval of meeting minutes August 21, 2017 meeting minutes

Chair Coviello stated the minutes from the August 21, 2017 meeting were presented for approval.

Committee Member Nelson moved, seconded by Committee Member McQuality, to approve the minutes for the August 21, 2017 meeting as presented. Voice Poll: All ayes. Motion carried.

2018 Meeting Schedule Discussion held regarding the 2018 Meeting Schedule. Financial Services Director Bateman noted that there is not a lot to discuss unless we are in budget season which starts in March. The City Manager s Budget is released in July. She stated currently they were finalizing the budget amendments that will be going to Council on November 20th. Chair Coviello stated typically we would reserve the dates and cancel when not needed. He stated we could leave this schedule and give the next Chair the opportunity to decide which meetings they want to strike. He questioned if the December meeting was needed to install the Chair and the Vice Chair. Recording Secretary Kerr stated a motion should be made to keep a new Chair in place today until March. Discussion held regarding the two budget amendment proposals throughout the year and if the BRC should be discussing them. Director Bateman stated the budget amendments will be online for the November 20th Council meeting agenda. She can send the BRC what is in the budget amendment and a good description of why. Discussion held regarding the adjustments that were made to the budget amendments to discuss at the next meeting. Member Starner asked when the hard copies of the budget and CAFR will be available. Director Bateman stated the budget will be available around mid-December (it s being put together right now). It was awaiting approval from Council on the 20th. The CAFR gets issued on March 31st.
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Chair Coviello asked for a motion to approve the meeting dates which can always be tweaked as needed.

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Committee Member Starner moved, seconded by Committee Member Nelson, to approve the 2018 meeting dates as presented. Voice Poll: All ayes. Motion carried.

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Election of Chair and Vice Chair (if needed)

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Chair Coviello stated we should move to nominate someone for Chairperson and possibly for Vice Chairperson.

Discussion held regarding if the nomination was for the current Vice Chair as Chair then we would need the Vice Chair nomination.

Discussion held who wanted to take the Chairmanship. Member Starner stated he would be interested in the Chairperson spot.

Chair Coviello stated we were looking for someone to step up to be the Chairperson until March.

Committee Member Nelson moved, seconded by Committee Member McQuality, that we nominate George Starner as Chair.

Committee polled as follows: Coviello, McQuality, Nelson, Starner, and Osborn voted aye. All ayes. Motion carried.

Discussion held regarding the Alternate applying for one of the three vacancies opened up by resignations (Coviello, Green, and Nelson) and how it would have to go to Council for approval.

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Chair Coviello stated effective today based on that vote, currently Mr. Starner would be the Chairperson of this Committee and Mr. Wolfson is currently the Vice Chair. Come March 12th the BRC will have another election in March.

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Public Input None.

Member Comments Committee Member Osborn stated he was honored to be back on the Committee again and would apply for a permanent position. Chair Coviello asked what Mr. Osborn had to do. Recording Secretary Kerr stated he had to fill out an application. We will be sending an ad to the Breeze to advertise twice, as well as posting online and our Facebook page. Once applications come in, it will be on a Council meeting agenda in January. Chair Coviello asked if she could email the application. Recording Secretary Kerr stated she would email it to Mr. Osborn, but it was also on the website.
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Member Nelson stated she has learned so much being on this Committee and what a great preparation it was for this next step. She thanked all on the Board.

Member McQuality congratulated Mr. Coviello and Ms. Nelson. He stated the City would see some really dynamic and great changes. He asked Councilmember Stout how long she would be on the BRC since he did not understand the process.

Councilmember Stout stated on November 20th there will be a reorganization. She noted she has been on BRC for two years, but it would be up to Council to vote on it. She stated she would not be there at the meeting on the 20th.

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Member McQuality stated he enjoyed Councilmember Stout s support and would endorse any kind of renomination to keep her. He appreciates her being liaison.

Chair Starner noted how Councilmember Stout s history of how things happened in this City has been really helpful to the Committee. He questioned the process as well.
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Discussion held regarding:

The process at Council for Councilmembers to be approved on City and County Committees
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Candidates should be on committees or attend the Citizen s Academy before running for office.

Chair Coviello stated this committee has been a wonderful experience having been on it for five years and three years as Chair. He stated it has been a pleasure serving with everyone on this committee. We made solid positive recommendations which may not have always been heeded to, but at least we came up with what was the best course of action. He thanked Ms. Bateman for her help for sending in Chris and Monte when she could not make the meeting.

Date and Time of Next Meeting The next meeting will be held on Monday, December 11, 2017, at 9:00 a.m. in Conference Room 220A.

Adjournment

There being no further business, the meeting was adjourned at 9:29 a.m. Submitted by,
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Barbara Kerr Recording Secretary

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Holiday Holiday 29 30 31 26 27 28 29 30 24 25 26 27 28 29 30 Update Budget Document FY 2017 BA 2 Finalize Budget Document Nov 17th Draft Budget Book Submit to GFOA by December 20 Work on AMP Templates

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Holiday AMP 21 22 23 24 25 26 27 18 19 20 21 22 23 24 18 19 20 21 22 23 24 Holiday 28 29 30 31 25 26 27 28 25 26 27 28 29 30 31 Week of Jan 15 Budget Prep Kickoff Feb 7 - AMP Templates Due to Budget Staff Department development of budgets Jan 16 - AMP Templates Sent out to Depts. Feb 20 - Payroll Projections Operating Acct Work on Budget Templates Templates sent out to Departments March 29 - April 20 Budget Staff JDE Entry Jan 16 Begin Payroll Projections Feb 20 - Department development of budgets

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Holiday

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May 1 -31 CM Review of Dept Submittals June 1 - Preliminary property value with departmental meetings June 1- July 2 Finalize CM Proposed Budget

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July 1 - property values from Property Appraiser City Council Budget Workshop(s) TBD 2 Public Hearings - 2 weeks apart July 18 - Distribute CM's Proposed Budget Will set based on dates established for July 30 -Discussion Item CM's Budget Lee County BOCC School Board July 30 - Set proposed Millage Rate

March 28 - Departmental submissions required

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JANUARY FEBRUARY MARCH

FY 2018 FISCAL YEAR With FY 2019 Budget Events

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OCTOBER NOVEMBER DECEMBER

JULY AUGUST SEPTEMBER Finalize CM Proposed Budget Finalize CM Proposed Budget Finalize CM Proposed Budget March 29 - April 30 Budget Staff JDE Entry April 1 - 30 Budget Staff Review of Account Level Data Finalize CM Proposed Budget
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Process Calendar JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC

Strategic Plan Update X Budget Packages and Policy Guidelines sent to Departments X X Department Preparation X Budget Workshops, Final Review
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Development of City Manager's

Proposed Budget X X X X City Manager's Proposed Budget Presented to City
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City Council Adopts Proposed

Millage Rate X

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Review of City Manager's

Proposed Budget by Budget Review Committee X X
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City Council Workshops

X City Council conducts two public hearings on proposed budget and proposed millage X

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City Council Adopts FY 2019

Budget X Final Document Publication X Research Financial Trends and Develop FY 2019 -

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2025 Fiscal Forecast X

FY 2018 FY 2019

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