Submitted By: Tye Chighizola
presenter
Presentation By: Tammi Haslam
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Department: Growth Management
STAFF RECOMMENDATION (Motion Ready):
title
Adopt Budget Resolution 2024-118 amending the Fiscal Year 2023-24 budget to appropriate funds from the Building Fund Reserve for building-related expenses in the amount of $260,469
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence, Economic Hub
PROOF OF PUBLICATION:
N/A
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BACKGROUND: In August 2023, the City entered into an agreement with CentralSquare Technologies, LLC to upgrade and migrate to the cloud-permitting software, Community Development (formerly known as TrakIt) from our current GovSense software. The migration will take time to complete, therefore, we must maintain GovSense and its Oracle platform for another year. Oracle has increased its cost by $43,844 and is requiring an additional $8,793 for the data migration. This is an overall increase of $52,637 above what was budgeted in Fiscal Year 2023-24.
The Growth Management Department will be hiring a building services director who will oversee both the building inspections and permitting functions. The cost for this position, including salary, benefits, a new vehicle, a computer with docking station and monitors, and uniform shirts will be $190,184.
The paygrade of the one-stop permitting manager position has been elevated due to increased responsibilities and requirements. This position is currently vacant, and the position is being advertised. The amount budgeted for this position is not sufficient for the new paygrade; therefore, an additional $17,348 is being requested.
To maintain and constantly improve its customer service, the Building Division will be utilizing the Baldrige Group to conduct quarterly satisfaction surveys. The cost for this will be $300 for the year, which was not budgeted.
FINDINGS AND CONCLUSIONS: The City must maintain GovSense and therefore Oracle during the transition period to the new Community Development software. Staff was unable to negotiate a lower cost than the $52,637 increase.
The building services director position and the upgrade of the one-stop permitting manager position are necessary to provide the best services to our customers. These positions will help increase the communication between the customers and staff, assemble a team that can meet the expectations of the city’s strategic goals, and provide exceptional service levels.
FISCAL IMPACT: The Reserve for Building Fund, which has an approximate balance of $2,974,705, is designed to support the operating expenses of the Building Division. The building services director position and other requested items are appropriate expenses for this fund and support the building function.
PROCUREMENT REVIEW: N/A
LEGAL REVIEW: N/A
ALTERNATIVE:
• Adopt with changes
• Table
• Deny
BUDGET RESOLUTION 2024-118
A RESOLUTION AMENDING THE FISCAL YEAR 2023-24 BUDGET TO APPROPRIATE FUNDS FROM THE RESERVE FOR BUILDING FUND FOR BUILDING-RELATED EXPENSES IN THE AMOUNT OF $260,469
WHEREAS, in August 2023, the City entered into an agreement with CentralSquare Technologies, LLC to upgrade and migrate to the cloud permitting-software, Community Development, from our current software, GovSense; and
WHEREAS, the cost to maintain the Oracle software platform that GovSense requires during the transition period has increased by $52,637; and
WHEREAS, the Growth Management Department will be hiring a new building services director position that will oversee both the building inspections and permitting functions; and
WHEREAS, the cost for the building services director position, including salary, benefits, a new vehicle, a computer with docking station and monitors, uniform attire, and miscellaneous operating costs, will be $190,184; and
WHEREAS, an additional $17,348 is needed to cover the increase in paygrade of the one-stop permitting manager position; and
WHEREAS, to maintain and constantly improve its customer service, the Building Division will be utilizing the Baldrige Group to conduct telephone satisfaction surveys for $300 for the year, which was not budgeted.
NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF OCALA, FLORIDA, duly assembled in regular session, that the Fiscal Year 2023-24 budget be amended as outlined below.
SOURCE:
001-099-999-513-81-99170 Reserve for Building Fund ($260,469)
USE:
001-016-061-524-52-12020 Building - Salaries $135,510
001-016-061-524-52-15040 Building - Exec Car Allowance $ 3,000
001-016-061-524-52-15050 Building - Exec Life Insurance $ 78
001-016-061-524-52-21010 Building - FICA Taxes $ 10,099
001-016-061-524-52-22012 Building - DC Retirement $ 10,560
001-016-061-524-52-23010 Building - Life & Health Insurance $ 11,481
001-016-061-524-52-24010 Building - Workers’ Compensation $ 104
001-016-061-524-52-34010 Building - Other Services $ 300
001-016-061-524-52-52045 Building - SBITA $ 52,637
001-016-061-524-52-52010 Building - Operating Supplies $ 1,150
001-016-061-524-52-52060 Building - Equipment $1,000 - $4,999 $ 1,550
001-016-061-524-66-64010 Building - Equipment $5,000 + $ 34,000
TOTAL $260,469
This resolution adopted this ______ day of ______________________, 2024.
ATTEST: CITY OF OCALA
By: By:
Angel B. Jacobs Barry Mansfield
City Clerk President, Ocala City Council
Approved as to form and legality:
By: _________________________________
William E. Sexton
City Attorney
Reviewed for accounting accuracy & completeness:
By: _________________________________
Peter A. Lee
City Manager