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8-24-23 Budget Workshop Adopted MinutesMINUTES �s Budget Workshop Meeting Y Thursday, August 24, 2023 - 5:30 PM :: Commission Chamber ATTENDANCE: Present: Michael Waters, Commissioner - Seat 3 (District 1307) Candace Kelly, Commissioner - Seat 4 (District 1306) Curtis Ford, Mayor Jessica Ring, Commissioner - Seat 5 (District 1312) Absent: Bruce Bole, Commissioner - Seat 2 (District 1308) Also Present: Joe Gerrity, Interim City Manager (CM) Donna Bartle, City Clerk (CC) Kevin Hogencamp, Deputy City Manager (DCM) Brittany Percell, Finance Director (FD) Victor Gualillo, Police Chief (PC) Steve Swann, City Engineer (CE) Troy Stephens, Utilities Director (UD) Scott Williams, Public Works Director (PWD) CALL TO ORDER Mayor Ford called the meeting to order at 6:30 p.m. 1. PUBLIC COMMENT There were no public comments. 2. TOPICS A. General Fund Overview CM Gerrity presented slides 1 through 5 of the presentation titled, "Fiscal Year 2023-24 Budget" (which is attached hereto and made part of this Official Record as Attachment A). CM Gerrity and FD Percell answered questions about budgeted revenue sources on page 3 of the agenda packet. Attachment A to 8-24-23 Minutes B. Water and Sewer Utility Funds Overview CM Gerrity presented. FD Percell assisted with answering questions. Budget Workshop August 24, 2023 C. Water and Sewer Capital Improvements CM Gerrity and UD Stephens presented. CE Swann assisted with answering questions. E. Stormwater Utility Fund Overview CM Gerrity presented. CE Swann assisted with questions. F. Stormwater Utility Capital Improvements CM Gerrity presented an overview. He explained some Capital Projects would be cut and that some of the projects that are not being cut are grant -funded. PWD Williams highlighted the annual drainage ditch maintenance work and the challenges with the current budget funds. PWD Williams answered questions regarding specific locations of drainage issues. PWD Williams and CE Swann provided an update on the Aquatic Gardens Ph. 1 and answered questions regarding Stormwater projects. D. Public Works Overview CM Gerrity and PWD Williams presented and answered questions. G. Public Works Capital Improvements GM Gerrity, CE Swann, and PWD Williams presented and answered questions. Other Topics CM Gerrity explained Insurance Deductibles, shown on slide 16. There was consensus to go with a $10,000 deductible. CM Gerrity spoke about Unallocated Funds, as he showed slide 17 of Attachment A and referred to schedules of Capital Improvement Projects, (which are attached hereto and made part of this Official Record as Attachment B and Attachment C). Staff answered questions from the Commission. There was discussion about projects and the use of the unallocated funds. Mayor Ford expressed support for allocating more money for milling and paving and Turf Block parking. Attachment B to 8-24-23 Minutes Attachment C to 8-24-23 Minutes 3. COMMISSION COMMENTS/QUESTIONS Mayor Ford explained his desire for a .125 reduction to the millage rate. A conversation ensued regarding reducing the millage rate. There was consensus to have staff bring back budget options reflecting a millage reduction of .125 (1/8 of a mil) for consideration. Budget Workshop August 24, 2023 Commissioner Ring asked about providing a pay increase for lowered -paid employees and a COLA increase for retirees. FD Percell explained studies are being done regarding COLA increases for retirees. Mayor Ford suggested the Commission have further conversation with HR Director Varian regarding pay adjustments to assist with salary increases for lower -paid employees but offered suggestions. CM Gerrity responded that the Unions must be part of the request. CM Gerrity will bring back a budget reflecting a .125 millage rate reduction and explain what was cut. Commissioner Ring had no further comments and thanked staff for their efforts. Commissioner Waters thanked the staff for all the information provided. Commissioner Kelly acknowledged the hard work on preparing the budget and thanked staff for their time. Mayor Ford thanked the staff for their efforts. ADJOURNMENT The meeting was adjourned at 7:02 p.m. Attest: Donna L. Bartle, City Clerk Date Approved: 1'/Z7 2023 Curtis Ford, Mayor Budget Workshop August 24, 2023 Attachment A to 8-2423 Minutes ATLANTIC BEACH Attachment A to 8-24-23 Minutes June 23 to July 31 State Revenue Sharing Estimates provided Department of Revenue July 1 Deadline to receive Certification of Taxable Value; actually received June 26. Property Appraiser July 10-13 Review budget with Commissioners individually City Commission, City Manager July 24 Approval of proposed millage rate on DR -420 and scheduling of public hearings to consider the Tentative Millage and Tentative Budget. This information is to be presented to the property appraiser by Aug. 4 -- within 35 days from the July 1 date of certification deadline. CM, Director of Finance July 25 Budget Workshop #1 DF, CM, CC August 7 Budget Workshop #2 DF, CM, CC August 24 Tax notifications to be mailed within 55 days of Certification, (TRIM notice of proposed property taxes). PA August 24 Budget Workshop #3 DF, CM, CC September 21 Advertise in newspaper for public hearing on adoption of Tentative Budget and Proposed Millage (The property appraiser also notified property owners). DF, CC, PA September 13 First Public Hearing to adopt the Tentative Budget and Millage (F.S. 200.065). CC September 21-23 Publish TRIM notice in newspaper DF September 25 Second/Final Public Hearing to approve Budget and Millage Rate CC Within 3 days of final hearing Send resolution adopting the millage rate to the property appraiser and tax collector DF Within 3 days of receiving Form DR -422 Complete and certify millage rate to property appraiser DF Within 30 days after final hearing Complete Certification of Compliance Form (Form DR -487) along with copies of ads (whole page) proof of publication from newspaper and copies of ordinance adopting the budget and resolution adopting the millage rate DF r Projected FY24 Revenue - Projected FY24 Expenditures = Projected FY24 GF Surplus Attachment A 24-23 Minutes $18,868,440 $18,746,3oo $122,057 REVENUE Taxes Permits, Fees, Special Assessments Intergovernmental Revenue Charges for Services Judgments, Fines & Forfeitures Misc. Revenue $9,185,826 $1,105,626 $31628,044 $2,824,773 $111,37s $244,050 Other $1,768,746 TOTAL REVENUE $18,868,440 Attachment A 24-23 Minutes r N � ' EXPENDITURES General Government Public Safety S Public Works Admin, Streets, Beautification Recreation, Culture, Parks $5,467,764 $8,500,728 $2,740,330 $1,799,711 Attachment A 24-23 Minutes Other $237,850 TOTAL EXPENDITURES $18,746,383 FY23 Projected Fund Balance FY24 Projected Revenue FY24 Projected Carryover FY24 Operating Expenditures FY24 Debt Service FY24 Capital Expenditures TOTAL Projected FY24 EOY Fund Balance Attachment A Z4-23 Minutes $4,735,743 $4,122,027 $4,688,217 ($3,202,427) ($553,013) 55,024,850 $4,765,698 WTP #2 Modernization & construction WTP #1 modernization & construction (c/o) WTP #3 New well and pump construction Ground storage tank clean and paint Attachment A 8-24-23 Minutes $113001000 $9921000 $850,000 $250,000 FY23 Projected Fund Balance FY24 Projected Revenue FY24 Projected Carryover FY24 Operating Expenditures FY24 Debt Service FY24 Capital Expenditures TOTAL Projected FY24 EOY Fund Balance Attachment A 24-23 Minutes $9,427,121 $6,141,014 $3,200,378 ($5,779,203) ($1,227,066) $2,625,380 $9,136,865 • Lift station vulnerability retrofits • Infiltration & inflow control • Construct hypochlorite building • 2 0t" Street lift station bulkhead/access road • Odor control project Attachment A 24-23 Minutes $794,000 $500,000 $300,000 $250,000 Attachment A to 8-24-23 Minutes Recommended Rote Plan: 4.50% Annually thrt , Pv 9023, 3.00% Thinreafter Recommended Ca Strong Coverage Rate Plan city of Atlantic Ceach Throughout FY 2018 FY 2019 FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 FY 2026 027 FY 2028 FY 2023 FY 2028 Weier Rote Pbn r - • r r .. - r r • • r • sewer Rote Man • ,1 r .• r;r ... r.• rn�. _ _• �- AR tnctuslve DSC Avg 8[11(6,000 got) ' cnonges 1279 12.91 slot $1 f6 $229 s. T:.i* z:..r s: • F.' openNN Fund — smac~•rVIM —T~ RevvL bp OF Spending -- -- •Cwonl Floe can o: - MM seen seen IS n s t4 " n at n » S• S et v >e v �e �♦ 7o n , 7� 7s u v za _ _ SDC .,1.r. eonswltq No BorFUNViF1g CW .o.e Sufficient Balances row __ Throughout seen-oo.rs.,Qrc— S~ Throughout ut+ S, IA .— UtA — — _ I.AA 32M �+ 1. 1• p 11 b 23 H s 2e 17 a 14 H 70 1h 1e 23 fe es as V ss W It m it b n 31 a s n N Recommended rate plan is sufficient to fund all identified requirements without the need for new borrowing FY23 Projected Fund Balance FEMA HMGP Grants Other Funding FY24 Projected Revenue FEMA HMGP Grants State Appropriations Projected Carryover $467,354 $1,797,422 $924,240 $1,046,484 $1,933,431 $800,000 $3,377,376 Operating Expenses ($1,425,006) Debt Service ($187,387) Capital Improvement ($3,789,400) TOTAL Projected FY24 EOY Fund Balance With Grants ($4,634,514) Without Grants ($510,576) Attachment A 24-23 Minutes Aquatic Gardens Ph. 1 (c/o) Mary/Stewart street improvements Annual drainage ditch maintenance Stanley Road enlarge storm sewer Cutlass box culvert Attachment A 24-23 Minutes $218131000 $371,400 $200,000 $103,000 Js ATLANTIC BEACH ' v Attachment A to 8-24-23 Minutes PUBLIC WORKS (General Fund Overview) Scott Williams, Director FY 2024 Budget: $3,,962,,660 • (6.8% increase) Notes: • $194K grant to replace bay doors (reimbursable) • $50K for electronic traffic message board • Vehicles (fleet inspection reports on next slide) o $46K for new tractor (Public Utilities to pay 25%) o $45K for a pickup truck S I�Lyr ;01 ATLANTic BEACH FLEET INSPECTION REPORTS Attachment A to 8-2 - Minutes FLEET INSPECTION REPORT DEPARTMENT ` - VEMICLEB: P37 VIN: lrOXFA6$43EBA90S7 TYPE OF VEHICLE: � Y(;K-UDI UTIILITY BODY YEAR; 2003 MILEAGE: I005'0 MAKEIMODEL: FORD IF45OSD HOURS. _... _..-. ESTIMATED COMPONENT REMARKS AND/OR CONDITION COST TO REPAIR ENGINE RUNS I VERY HIGH MILES TRANSMISSION WETS r VERY HIGH MIL ES SUSPENSION ')K I HAS LIGHT RUST ON FHAME AND SUSPENtSON STEERING BRAKES KIK I FAIR 'HIGH MILES BODY 'OUGH ELECTRICAL HYDRAULICS OTHER RE.OUIRED REPAIRS I COMMFNTS INSPECTED BY: Gere Mchdle RECOMMEND PURCHASE: NO YES DATE ""•2n;.; RECOMMEND REPLACE. NO YES X SUPERVISOR S SIGNATURE: wH— FLEET INSPECTION REPORT DEPARTMENT. VEHICLE 4 ON "'422677 TYPE OF VEHICLE' ' RACIOR YEAR 'M MILEAGE- MAKERAODEL: KUBOTA :13430 HOURS: 2639 COMPOM®R _ REMAIMAII I CONDRION ENGINE FAIR; OK I HIGH HOURS TRANSMISSION OK SUSPENSNIM ROUGH /RUSTI WORN STEEREIO DRAMS OK ROUGH HEAVY RUST BODY ELECTRICAL .LOUGH 1 RUST A CORRISION HYDRAULICS I OTHER R EOUIRED REPAIRS I COMMENTS INSPECTED BY: Gene Mchale RECOMMEND PURCHASE NO YES DATE:', . RECOMMEND REPLACE NO YES Y SUPERVISORSSIGNATURF ESTIMATED COST TO REPAIR X". J r.,4 • Public Works building ($950K c/o) $550K funded by Utilities • Levy Road multi -use path (c/o) • Splash pad (c/o) • 16th Street walkover (c/o) • Connect Stu rdivant-Seminole-East Coast • Dutton fishing pier rehab • Sunset pier decking, handrails • Pickleball expansion achment A 23 Minutes $1,500,000 $629,000 $607,500 $600,000 $550,000 $200,000 $200,000 $90,000 r � r� y�3`.l J' , da A DS Line of Coverage Current PremiumRenewal Premium w/ No Deductible Renewal Premium w/ 510.000 Deductible Renewal Premium w/ Deductible Premium Projection Difference from Difference from Difference from Premium Variance Premium Variance Premium Variance Projection Projection Projection Property 261,593 431,637 411,713 19) 2 -`_' -5°1 401,713 (29,924.00) -7°: 389,713 (4--.--24.00,, -10`a General Liability & Employee Benefits 47,758 57,309 50,240 (7.O v > -12% 43,240 (14,069.00) -25% 37,240 (10,069.00) -35% Liability Law Enforcement 32,710 39,252 34,375 (4,877.00) -12% 29,375 (9,877.00) -25% 25,375 (13,877.00) -.35% Liability Public Officials & Employment Practices 107,818 5129.382 137,877 8,495.00 7',, 131,785 2,403.00 2% 126,819 (1,563.00! -21b Liability Total 449,884 657,580 634,205 (73,375.00) -4% 606,113 1 (51,467.00) -8% 579,147 (713,433.00) -12% Attachment A 24-23 Minutes Projected FY24 GF Surplus $122,.057 Projected FY24 Better Jax Available Funds $851,876 Recommended Maintain Better Jax Fund Balance ($250,000) Stormwater Utility Fund Deficit ($510,576) Balance $213,1357 Attachment B to 8-2423 Minutes PW 1014 Public Works Department , Year2024 through 2033 Draft includes Projects Identffled In the 2019 SWIVIP, 2030 Parks mP, 2021 connectivity Plan & 2021 Adaptatlon Pion �mom 4444 m�©�� ■�� PW 1014 Attachment B to 8-2423 Minutes PM2d4 DepartmentPublic Works , Year Schedule Of Capital Improvements - 2024 through 2033 Draft - 08-24-23 Includes Projects Identified In the 2019 SWMP, Z030 Perin; MP, 2021 Connectivity Plan L 2021 Adaptation Pian PM2d4 Attachment B to 8-2423 Minutes hwq.f4 Public Works D.Yeari Draft - 08-24-23 Includes Projects Identified in the 2018 SVVMP, 2030 Perim MP, 2022 Connectivity Plan & 2021 Ad2ptation Plan xzS hwq.f4 Attachment B to 8-2423 Minutes - Wl16 b Np1 n166a GenMl NIM -0.f IM1IIOm SMn W � 6N .1"".F -M S.nlbllon wne. v rm ruro -n Nammv6bF Utlllry furM -SW s 120,300 5 2v,000 s 1:SA6G S 1AIGAOG $ 30,000 $ 3.104000 S 4M1,SW $ 466,00 $ 6,201.500 $ 1,596.000 S 9130.00 S ]130.00 $ 5 5 S $ SAW $ $ w f - $ 6,]15,600 $ 2,305.00 5 2,330.00 S 2.05.00 hp4w. $ 1101.000 $ 60.000 $ s Vs.=s 1nAw $ 315A00 s l,1L.500 $ 1, 01,300 $ 2,13S,= S 6j13,000 S - S I6.'_ S - 5 35.562.00 $ 3.716.00 5 LIN= $ 00.00 5 6231,000 f 500.000 S —AM S 19,]53.300 S S $ 203,000 $ I'MA00 $ MAW $ 3,05.00 S 100A00 S 200.000 $ 11,M.600 Department, F 1 /: Includes Projects Identified In the 2013 SWMP, 2030 Parks MP, 2021 Connectivity Plan & 2021 Adaptation Plan IN Mlllllllllll�E Mhunnin _ ��61661�61!l116�F6�6t6!67�f161TT�f - Wl16 b Np1 n166a GenMl NIM -0.f IM1IIOm SMn W � 6N .1"".F -M S.nlbllon wne. v rm ruro -n Nammv6bF Utlllry furM -SW s 120,300 5 2v,000 s 1:SA6G S 1AIGAOG $ 30,000 $ 3.104000 S 4M1,SW $ 466,00 $ 6,201.500 $ 1,596.000 S 9130.00 S ]130.00 $ 5 5 S $ SAW $ $ w f - $ 6,]15,600 $ 2,305.00 5 2,330.00 S 2.05.00 hp4w. $ 1101.000 $ 60.000 $ s Vs.=s 1nAw $ 315A00 s l,1L.500 $ 1, 01,300 $ 2,13S,= S 6j13,000 S - S I6.'_ S - 5 35.562.00 $ 3.716.00 5 LIN= $ 00.00 5 6231,000 f 500.000 S —AM S 19,]53.300 S S $ 203,000 $ I'MA00 $ MAW $ 3,05.00 S 100A00 S 200.000 $ 11,M.600 Attachment C to 8-2423 Minutes Public Utilities Department -10 Year Schedule of Capital Improvements - 2024 through 2033 Draft - 0a-16-73 I. Wes Prolecb W tMad In the 2032 Sb tec [W, 2014 Pe bla Water MP, 2016 6 2021 PoUt#e Weer Medd end 2021 MepW w Wan pMf/1 OEM °°i■°0��i�i�i�i�i�i np-=13 �WC ==�� =��©�=�� Eoi��iii�i�� i�i��ioi�� U�� Im fn o ■ii�i��i�i��i��ii��ii��l��l��ioi�� pMf/1 Attachment C to 8-2423 Minutes Public Utilities Department - 10 Year Schedule of Capital Improwments; - 2024 through Z033 .. 2021 Pat" Watar Modal and 2021 Adaptation Mao