Submitted By: Holly Lang, Fiscal Manager
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Presentation By: Jeff Shrum
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Department: Growth Management
STAFF RECOMMENDATION (Motion Ready):
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Adopt Budget Resolution 2024-140 amending the Fiscal Year 2023-24 budget to appropriate funds from the Building Fund Reserve for building-related expenses in the amount of $32,467
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence, Fiscally Sustainable
PROOF OF PUBLICATION:
N/A
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BACKGROUND: During this current fiscal year, additional expenses have been identified due to unforeseen issues and to meet the City Council’s Strategic Planning Session guidance:
• On November 15, 2023, a senior building inspector was involved in a car accident, resulting in a total loss. Risk Management determined the insurance would provide $24,865.83 toward the purchase of the new replacement vehicle, which will cost $33,082. The department will have to pay the difference of $8,216.17.
• New lobby customer management software, QLess, is requested at a cost of $7,250. This software will manage and enhance the customer experience by providing real-time wait times; the ability to check in via phone before arriving at the building; appointment scheduling; a call-back option if the wait time is lengthy; and a customer satisfaction survey at the end of the service. The software includes excellent reporting metrics for staff.
• With the City migrating to its new land management software, CentralSquare, the building inspectors will use iPads in the field for inspections rather than laptops. The iPads are easier to handle in the field, take photos at the inspection sites, and have cases to protect against breakage. The cost to purchase seven new iPads with all associated accessories (protective cases, stylus pens, screen protectors, attachable keyboards) is $8,402.
• The Growth Management Department is reconfiguring the permitting and inspection office areas to be more efficient, make room for additional staff, and provide a new customer service window. This requires minor renovations and the purchase additional furniture. The cost of this is $8,598.
FINDINGS AND CONCLUSIONS: The City’s Building Fund is designed to support the operating expenses of the building division. A new vehicle is required for the inspector. The QLess software will improve the building customers’ experiences and provide staff with analytics that will assist in achieving operational efficiencies. The reconfiguration of offices and the creation of a new customer service window will assist in the provision of improved customer service.
FISCAL IMPACT: The Reserve for the Building Fund account has an approximate balance of $1,985,150. The funding for the vehicle will be in account 001-016-602-524-66-64010. The funding for software, walls, and furniture will be in account 001-016-061-524-55*. These are appropriate expenditures of the building fund.
PROCUREMENT REVIEW: N/A
LEGAL REVIEW: This budget resolution will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Adopt with changes
• Table
• Deny
BUDGET RESOLUTION 2024-140
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 $32,467
WHEREAS, on November 15, 2023, a Senior Building Inspector was involved in a car accident that resulted in a city vehicle being totaled; and
WHEREAS, Risk Management determined that insurance would contribute $24,865.83 toward the purchase price of $33,082 for a new replacement vehicle and that the department needs to pay the difference of $8,216.17; and
WHEREAS, a new lobby customer management software, QLess, is needed to manage citizens coming to the Building Division for permitting and building-related information; and
WHEREAS, QLess, which will cost $7,250, will enhance our customer’s experience, and provide excellent reporting metrics for staff; and
WHEREAS, with the migration to the City’s new land management software, CentralSquare, 7 iPads and related accessories need to be purchased for the inspectors to use in the field; and
WHEREAS, the cost for the iPads and related accessories will be $8,402; and
WHEREAS, the permitting and inspection offices need to be reconfigured to be more efficient, make room for staff, and create a new customer service window; and
WHEREAS, the cost for the reconfiguration and related new furniture will cost $8,598.
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 Building’s Reserve for Fund Balance ($32,467)
USE:
001-016-602-524-66-64010 GRM Bldg. (Fleet CIP) - Equipment $5,000+ $ 8,217
001-016-061-524-52-52045 GRM Bldg. - Internet-Based Software (SBITA) $ 7,250
001-016-061-524-52-52010 GRM Bldg. - Operating Supplies $17,000
TOTAL $32,467
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