7-25-23 Budget Workshop Adopted MinutesMINUTES
Budget Workshop Meeting
Tuesday, July 25, 2023 - 5:30 PM
Commission Chamber
Commission Waters gave an invocation.
ATTENDANCE:
Present:
Also Present:
Curtis Ford, Mayor - Seat I
Bruce Bole, Commissioner - Seat 2
Michael Waters, Commissioner - Seat 3
Candace Kelly, Commissioner - Seat 4
Jessica Ring, Commissioner - Seat 5
Joe Gerrity, Interim City Manager (CM)
Donna Bartle, City Clerk (CC)
Kevin Hogencamp, Deputy City Manager
Victor Gual i 1 lo, Police Chief (PC)
CALL TO ORDER
Mayor Ford called the meeting to order at 5:30 p.m.
PUBLIC COMMENT
Mark Davenport spoke about adding more pickleball courts to Donner Park.
Rick Carper spoke aboutthe budget review process and the importance of keeping the public
updated about on budgeting issues.
Brinkley Harrell spoke about the public not having a budget draft to review. Ile spoke about
the budget, including more detailed salary information and comments about other budgeting
issues.
C(' Bartle read the tbllowing comment into the record:
James Roman is in support of adding additional pickleball courts at Donner Park.
2. FY 2022-23 REVIEW
CM Gerrity gave an overview as presented in slides one through eight of a
is attached hereto and made part of this Official Record as Attachment A).
7-25-23 Atia(lanent
3. FY 2023-24 BUDGET TOPICS
Budget Workshop
July 25, 2023
A. Departmental Budget Overview
PC Gualillo highlighted the Police Department's proposed budgetas detailed in a slide
show (which is attached hereto and made pari of this Official Record as Attachment B)
and answered questions from the Commission.
PC Gualillo spoke in detail, about recruiting challenges and efforts.
Commissioner Waters asked about the maintenance schedule for the police vehicles. PC
Gualillo explained that First Vehicle is contracted out to maintain the vehicles and spoke
about the conditions of the current vehicles.
Commissioner Ring asked for clarification regarding the breakdown of total vehicles
versus the number of staff PC Gualillo responded about current and future staff numbers
and vehicle usage of all staff.
Mayor Ford asked about the status of the newly ordered cars, and PC Gualillo explained
the status of the new cars. Clarification was given regarding the rolled -down car
assignment to staff. Mayor Ford explained he would not support the total request of four
new cars or two new cars because of the difficulty with hiring new officers. Mayor Ford
explained he supports extending the life of a few patrol cars and possibly adding new
cars to next year's budget.
Commissioner Ring asked for clarification regarding the ordering timeline and process.
PC Gualillo explained the process stating it could take up to 18 months to receive a new
patrol car.
Commission Kelly asked about the status of the Citizen Police Academy (CPA). PC
Gualillo responded a new CPA class would start in Spring.
Mayor Ford spoke about the option of offering vehicles being used by volunteers or part-
time staff to be used by new hire officers if needed.
Mayor Ford asked if the City approved the purchase of One new vehicle and deployed
the strategy of pushing, out the life expectancy of the other vehicles and would that work
for the Police .Department. PC Gualillo responded there are currently not enough cars in
the fleet and the department would still be short on vehicles. PC Gualillo reviewed the
currentnumbers of staff versus vehicles needed.
Commissioner Ring asked about the option of leasing police cars. PC Gualillo explained
the process and pros and cons of leasing vehicles.
Mayor Ford asked for confirmation that the purpose of the meeting was for information
purposes only. CM Gerrity explained the final 'budget process and made note that staff
would take information from the departmental budget workshops and prepare a final
Budget Workshop
July 25, 2023
budget for Commission review by August 7, 2023. GM Gerrity reviewed
Workshop and meeting schedule.
7-25-23 Amtchineut B
B. Enterprise Funds Overview
CM Gerrity reported 011 slides eleven and twelve from .Attachment A.
et
Discussion ensued regarding past and current salary increases for all City staff. PC
Gualitlo confirmed the 5% increase for Police versus the 3% increase tbr non-union staff.
Commissioner Kelly asked if all City staff could get equal pay increases. Mayor Ford
reviewed last year's increases. Mayor Ford asked the Commission to consider pay
increases tbr the lower -earning employees, bringing them up to the midpoint salary and
higher -paid employees if not at the midpoint salary. Commissioner Bole spoke about
employees living further away, causing an increase m transportation costs.
C. Capital Projects
CM Gerrity reported on slides thirteen through seventeen from Attachment A.
Commissioner Ring asked about the search status tbr a replacement van for Parks and
Recreation. CM Gen-ity stated a van was ordered, the old van was traded in, and the van
would he shared with the E:3oys and Girls Club.
Commissioner Bole asked about the status of the reconstruction of the loth Street
Walkover. CM Gerrity explained a third engineering study would be completed.
Mayor Ford asked tbr clarification regarding the Sherry Drive Phase 11 Water PVC
(Pioneer/NS Mayport) and the 75% reimbursement DCIP. CM Gerrity explained most
grant funding is reimbursed to the City after the City has paid for the entire project.
Mayor Ford briefly spoke about the benefits of COAB providing water to the Mayport
base.
Commissioner Ring asked for clarification regarding the Dora Drive project and the cost
of the environmental study. Mayor Ford and CM Gerrity clarified the environmental
study would cost approximately $5,000, and this budget item is or phase one of the
project.
CM Gerrity spoke about the items on slide eighteen of Attachment A regarding
C.'ommission Consensus needed. He explained that he and DCM Hogencamp visited
multiple City parks and agreed the only place feasible to add pickleball courts would he
Donner Park. He explained the project would cost approximately $230,000, and 18-20
trees would need to be removed. He mentioned another option would be to convert
existing tennis courts to pickleball courts at an estimated cost of $40,000.
Commissioner Kelly suggested the Parks and Recreation Master Plan should include
updated plans lbr any changes froni the Master Plan betbre decisions are made. She
explained accommodations have already been made within the City to accommodate
pickleball, and if additional changes need to he made, it should go hack to the Parks and
Budget Workshop
July 25, 2023
Recreation Department to he included in the Master Plan and she does not support
spending additional funds for more pickleball courts at this time.
Commissioner Ring asked for background intOnnation regarding the Parks and
Recreation Master Pian. Commissioner Kelly explained the Parks and Recreation
Department created the Master Plan, and it has never been updated to include pickleball.
Commissioner Waters suggested converting the existing tennis court at Donner Park into
a pickleball court and that tennis courts are available at Jack Russel Park.
Mayor Ford supports adding additional funds to the budget to meet the needs and
requests of the citizens for additional pickleball courts. He agreed the Parks and
Recreation Master Plan could he updated but does not want to delay budgeting funds for
additional courts.
CM Gerrity concluded he would meetwith staff and get a more specific quote or
converting the tennis court at Donner Park into an additional pickleball court and would
bring the information hack to the Commission in the final budget for formal
consideration,
Commissioner Ring suggested Pier deck/rail replacement be made at Dutton !siand north
pier and Sunset pier. CM Gerrity responded the City would do its best.
Mayor Ford explained the City is still waiting on revenue, and it is difficult to determine
an exact budget without all the expected revenue. Additional revenue information should
he corning 'ithin the next week.
Commissioner 'Waters suggested budgeting more money for additional pickleball courts
in addition to the conversion at Donner Park. Commissioner Bole responded additional
plans should be included in the Parks and Recreation Master Plan.
Commissioner Ring asked about the Main Street road project to address speeding. CM
Gerrity explained an active project listed in the budget addressed a traffic calming project
going out to hid. Mayor Ford suggested increasing enforcement, adding lower cost speed
tables, and monitoring the results befOre spending much more money on traffic calming
circles. PC Gualillo suggested everyone look at the hard data in recent reports, which
shows no speeding issues on Main Street. Commissioner Ring reiterated that Main Street
has a speeding issue. Mayor Ford suggested an extra push of hidden speed enforcement.
CM Gerrity stated this topic would he brought back for further discussion at an upcoming
regular Commission meeting.
ADJOURNMENT
The meeting adjourned at 7:10
Budget Workshop
July 25, 2023
Attest:
Donna L. Bartle, City Clerk CuiTt Ford, Myor
Date Approved:
Budget Workshop
July 25, 2023
Attachment A to
7-25-23 Minutes
Attachment A to
7-25-23 Minutes
'TIC BEACH
FY 2022-23 HIGHLIGHTS ADMIN/ENGINEERING
Administering the City's 10 -year capital improvement plan
(Commission Priority)
Secured $574,000 from FEMA and in state appropriation for
design and construction of the Cutlass Drive box culvert
expansion project in the Hopkins Creek drainage ditch.
Secured $194,000 FDEM grant to replace all eight bay doors at
the Public Works building with 140 -mph wind -rated doors.
Secured $184,250 in FDEP grant for Cavalla Road lift station
flood protection project.
Secured $92,500 FEMA grant for design of the Stanley Road
Drainage Improvement project in the Aquatic Gardens
watershed.
Studying/planning for the potential purchase of Dora Drive
stormwater mitigation park
Attachment A to
7-25-23 Minutes
FY 2022-23 HIGHLIGHTS PUBLIC WORKS/UTILITIES
Donner Road project (August completion)
Turf block parking on George Street (14 spaces)
Dutton Island: Rebuilt fishing pier pilings, east and west
lookouts and bridge culvert; planted south kayak area
Modernization of Water Plants 1 (design) and 2
(construction); water tower demolition
Old Sherry Drive water main extension
Safety improvements at Sandpiper and Plaza
Beaches Veterans Memorial Park Merchant Marine
monument
Skateboard park repairs, facelift
Attachment A to
7-25-23 Minutes
FY 2022-23 HIGHLIGHTS
POLICE, OCEAN RESCUE, ANIMAL CONTROL
City Commission arrived at consensus regarding new lifeguard station
Implemented citizen online services presence on
web and added Thorguard lightening prediction
and crime mapping to website
• Produced new annual report that presents crime
statistics using the National Incident Based
Reporting System, the new standard; become one
of first agencies in Florida to have data FBI -
certified
• Took over the management of — and is steadily
improving -- the pay -to -park program at 18th and
19th streets
Attachment A to
7-25-23 Minutes
B CH
FY 2022-23 HIGHLIGHTS
PLANNING, COMMUNITY DEVELOPMENT, BUILDING
Reviewing land development/stormwater management codes
(Commission Priority)
Obtained federal grant to identify new opportunities to improve
connectivity and bike/pedestrian safety (Commission Priority)
Preparing for a tree canopy assessment to create actions to further
protect and enhance the canopy (Commission Priority)
Administering the Mayport Road Vision Implementation Plan,
Connectivity Plan and Parks Master Plan (Commission Priority)
Conducting community outreach aimed to reduce residential water
consumption by 15%, and residential and City energy consumption by
10%, by Dec. 31, 2023 (Commission Priority)
Received LEED Gold v4.1 certification.
Planted 75 trees and recertified as Tree City USA.
Attachment A to
7-25-23 Minutes
FY 2022-23 REVIEW CULTURAL ARTS/RECREATION
Developing partnership with Boys' and Girls' Clubs of Northeast
Florida to provide after-school and summer programming, ensuring
that the program is certified and has qualified educators on staff
(Commission Priority)
Grew Arts, Recreation and Culture Committee grant program; added
community programs
Major Events
o Egg Hunt and Parade
o Tour de Parks
o Shakespeare in the Park
o Fall Fall Fest
o Jazz Fest
o Artisans' Faire
OF CRtATING
BOYS &GIRLS
OC NO (1,41.$T FLOe
20th anniversary of Acoustic Night and Songwriters Concerts
BEACg
Attachment A to
7-25-23 Minutes
FY 2022-23 HIGHLIGHTS GENERAL GOVERNMENT
City Commission: Created Safety, Traffic and Parking
Committee to review beach access -parking and mobility
issues, and provide recommendations to the City
Commission (Commission Priority)
Finance/IT: Reviewing Enterprise Resource Planning
software proposals; requesting funding in 2023-24 budget
Information Technology:
Upgraded server upgrade in virtual environment.
Upgraded IT HelpDesk; established Public Works IT work
order request system.
Migrating on -premise email server to the Microsoft
Government Cloud.
Attachment A to
7-25-23 Minutes
ACTIVE PROJECTS
WWTF Hydraulic & Piping Improvements
o Out to bid Aug. 14
Main Street Traffic Calming
o Out to bid Aug. 21
Levy Rd Sidewalk Improvements
o Out to bid Aug. 21
Aquatic Drive Stormwater Improvements
o Out to bid Aug. 28
Lifeguard Station
o Construction expected to begin October 2023
Splash Pad
o Construction expected to begin October 2023
Attachment A to
7-25-23 Minutes
June 23 to July 31
July 1
July 10-13
July 24
July 25
August 7
August 24
August 24
September 21
September 13
September 21-23
September 25
Within 3 days of final
hearing
Within 3 days of
receiving Form DR -422
Within 30 days after
final hearing
Attachment A to
7-25-23 Minutes
State Revenue Sharing Estimates provided
Deadline to receive Certification of Taxable Value; actually received June 26.
Review budget with Commissioners individually
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.
Budget Workshop #1
Budget Workshop #2
Tax notifications to be mailed within 55 days of Certification, (TRIM notice of proposed property taxes).
(If Necessary) Budget Workshop #3
Advertise in newspaper for public hearing on adoption of Tentative Budget and Proposed Millage (The
property appraiser also notified property owners).
First Public Hearing to adopt the Tentative Budget and Millage (F.S. 200.065).
Publish TRIM notice in newspaper
Second/Final Public Hearing to approve Budget and Millage Rate
Send resolution adopting the millage rate to the property appraiser and tax collector
Complete and certify millage rate to property appraiser
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
Department of Revenue
Property Appraiser
City Commission, City Manager
CM, Director of Finance
DF, CM, CC
DF, CM, CC
PA
DF, CM, CC
DF, CC, PA
CC
DF
CC
DF
DF
DF
Attachment A to
7-25-23 Minutes
ASSUMPTIONS
Maintain the lowest millage rate (3.1035) in Northeast Florida
Personnel
o No increase in number of budgeted personnel; repurpose police
position for information technology responsibilities
o 4% salary increase for general and unionized blue-collar employees
o 5% salary increase for unionized police employees
o 8-10% in health insurance cost
Vehicles
o Two new police vehicles
o One new public works vehicle (pickup truck)
Attachment A to
7-25-23 Minutes
AD VALOREM TAXES
Current millage 3.1035
Property values increased 9%
Rolled -back millage rate is 2.8410. At this rate
the tax levy would be the same as FY 2022-23
Required to budget at least 95% of tax levy
The City usually receives between 95-97% of
the levy.
Attachment A to
7-25-23 Minutes
Capital Improvement Projects
Aquatic Gardens (HMGP)
Public Works building ($950K carryover plus
550K from water/sewer)
Dora Drive 1,100,000
Lifeguard station ($560K COJ, $340K COAB 900,000
TBD)
Enterprise Resource Solution (ERP) 625,000
Levy Road multi -use path ($609,573 609,573
carryover)
Splash Pad 607,600
Reconstruct 16th Street Walkover 600,000
(carryover)
Baker Center expansion ($500K grant) 500,000
2,813,000
1,500,000
Attachment A to
7-25-23 Minutes
Capital Improvement Projects (Cont'd)
Mary Street and Stewart Street stormwater
improvements (75% HMGP funded)
Milling and paving
Traffic Safety Study ($200K grant)
Dutton Island north pier deck/rail
replacement
Sunset pier deck/rail replacement at Tide 200,000
Views
Replace bay doors ($194K HMGP grant 194,000
funded)
New beach walkover(s) (locations TBD) 140,000
Sidewalks (various locations) 125,000
Stanley Road sewer improvement (90% 103,000
HMGP)
371,400
350,000
225,000
200,000
Attachment A to
7-25-23 Minutes
Capital Improvement Projects —Water & Sewer
Sherry Drive Phase 11 water PVC
Pioneer/NS Mayport (75% reimburse DCIP)
WTP #2 modernization -construction
WTP #1 modernization -construction
(carryover)
WTP #3 new well/pump construction $850,000
Infiltration and inflow control — assessment 500,000
and implementation
Cavalla lift station retrofit 400,000
Buccaneer lift station retrofit 384,600
WWTF Hypochlorite conversion 300,000
20th St. lift station bulkhead and access road 250,000
reconstruction
1,400,000
1,300,000
992,000
Attachment A to
7-25-23 Minutes
Capital Improvement Projects — Water & Sewer (Cont'd)
Cavalla service connections east end
Aeration tank improvement
250,000
250,000
WTP #1 ground tank clean/paint inside/out 250,000
Clay service line replacement — Selva 200,000
Marina, Oak Harbor and Park Terrace
Mayport Road water PVC (carryover) 197,100
Replace digester catwalk (carryover) 185,030
Attachment A to
7-25-23 Minutes
GRANT FUNDING
Aquatic Gardens
Drainage Improvements Stormwater
Phase!
$2,813,000 $524,326
HMGP - $1,488,674
State Allocation — $800,000
Donner Park Splash Parks $607,500 $382,500 FRDAP - $185,500
CDBG — $39,500
CDBG - $91,200 (might be Tess due to
Levy Rd Multiuse Path Streets $629,000 $537,800 design fees, need to check grant balance w/
Kim)
Vulnerability CDBG-MIT 486,950
Assessment & Planning $165,000 $13,050 FDEP Resilient FL - $65,000
Adaptation Plan Update
Mary St Drainage
Stormwater $371,400 $$92,850 HMGP - $$278,550
Construction
Pad
Stanley Rd Drainage Stormwater $102,789 $10,279 HMGP - $92,510
Improvements Design
Cutlass Drive Box Stormwater $81,886 $8,189 HMGP - $73,697
Culvert Design
Public Works Building Facilities $194,000 $0 HLMP - $194,000
Storm Rated Bay Doors
Attachment A to
7-25-23 Minutes
Commission Consensus Needed
Public Works
Public Works
Public Works
Pickleball court expansion/tennis court conversion
Seminole Road gateway improvement
Baseball field improvements (ABAA)
230,000
Attachment A to
7-25-23 Minutes
COMMISSIONER REQUESTS
Attachment A to
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Attachment B to
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Investigations
Animal Control
Attachment B to
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Vacant FIT Patrol Unassi ui ed Patrol
Position Cars Available
6 * 3 (+2 requested = S)
Projected Hires in
2024
5