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08-19-02 v,, ~- ;, Budget Workshop Agenda Meeting 2; August 19, 2002 5:15 _Sign Ordinance 5:30 Storm Water system • Master Plan presentation • Maintenance program • Revenue, 10 year projections of Storm Water Fund p.129-30 • Revenue Sufficiency Analysis • Options to fund 6:15 Public Works • Flyover landscape maintenance • Christmas light project • Gas Tax Fund p.127-8 • Core City project • Sanitation Fund p.123-4 • Allocation of Administration charges • Crosswalks on East Coast Drive 6:45 Water/ Sewer Systems • Rate design • Water/ Sewer revenues; volume of sales • Capital projects from Water/ Sewer Master Plans • 10-year projection p.131-2 • Joint Beaches Utility Study • Security systems MINUTES OF THE WORKSHOP MEETING OF THE ATLANTIC BEACH CITY COMMISSION HELD IN COMMISSION CHAMBERS AT 5:00 P.M. ON MONDAY, AUGUST l~, 2002 City Commissioners Present: John S. Meserve, Mayor Richard M Beaver, Mayor Pro Tem Mike Borno Paul Parsons Dezmond Waters, City Commissioners Staff Present: Jim Hanson, City Manager Nelson VanLiere, Finance Director Bob Kosoy, Public Works Director Donna Kaluzniak, Utilities Director David Thompson, Director of Public Safety Sonya Doerr, Community Development Director Don Ford, Building Official Maureen King, City Clerk The meeting, which was held for the purpose of reviewing height limitations of the City's proposed sign ordinance and reviewing the proposed operating budget for fiscal year 2002/2003, was called to order by Mayor Meserve. SIGN ORDINANCE Commissioner Beaver said he had requested that this item be placed on the agenda so that the City Commission could further review the height limitations indicated in the proposed new sign ordinance. He said he had paid particular attention to the height of signs as he drove around town since the sign ordinance workshop and he felt that a height limit of eight feet would be adequate and preferable to the twelve-foot limit agreed upon at the workshop. Sonya Doerr presented pictures of existing signs of varying heights and following brief discussion, Commissioners agreed that the height limit could be lowered to eight feet. The Mayor inquired what impact this would have on shopping centers and was advised that shopping centers would only be able to put the name of the shopping center on a pole sign and individual business names would appear on the building. Discussion ensued regarding the maximum area of signage and it was felt that the width should not exceed twelve feet, thus establishing a maximum area of 96 sq. $. `~ Page 2 of 5 Minutes of Workshop August 19, 2002. STORMWATER SYSTEM • Master Plan presentation Michael Schmidt of Camp, Dresser & McKee, the firm hired to update the City's Stormwater Master Plan, introduced Patrick Victor, Shane Wood, and Don Maurer, the members of his team. Mr. Schmidt explained his firm's approach to the task and listed their goals for the project. He presented slides to illustrate the City's main drainage basins and explained that while it is not possible to eliminate all drainage problems their goal was to keep flood waters below the elevation of homes and buildings, keep the roads passable, and reduce nuisance flooding. Mr. Schmidt also used graphics to illustrate four problem drainage areas and presented recommendations for addressing those problems. Regarding the drainage problems in the Atlantic Gardens subdivision, Mr. Schmidt used a graphic to show that this subdivision was built within a flood plain. He recommended solutions to address this problem, including purchasing , land to create a pond. Other problem areas were identified as Selva Marina Circle, the intersection of 13th Street and Ocean Boulevard, and 15th Street between Seminole Road and East Coast Drive. Mr. Schmidt presented a Capital Improvements Program phasing plan. A copy of Mr. Schmidt's presentation is attached hereto as Exhibit A. • Maintenance • Revenue, l0year projections • Revenue 5u~iciency Analysis • Options to fund Bob Kosoy gave a brief summary of projects completed during the current fiscal year and gave a status report on the Sherry Drive and Core City Projects. He also summarized the estimated total cost of the Core City project. A copy of Mr. Kosoy's report is attached hereto as Exhibit B. Nelson Van Liere presented tables and graphs to illustrate projected stormwater revenues and expenditures, a copy of which is attached as Exhibit C. Discussion ensued regarding funding the stormwater master plan and the City Manager indicated that funding for the master plan would have to be subsidized by the general fund and/or the half- cent sales tax revenues as the $3.00 per month stormwater fee currently being paid by Atlantic Beach residents, would only cover a small portion of the cost. Discussion ensued regarding the various funding options including grants, half-cent sales tax, bond issue, and low-interest state revolving loans. The City Manager said it would be important to do the work in phases and he felt the purchase of the property should be a priority. Following further discussion, it was suggested that the City Manager begin negotiations to purchase some or all of the land identified by Mr. Schmidt for the retention pond. '' Page 3 of 5 Minutes of Workshop August 19, 2002. PUBLIC WORKS • Flyover maintenance The City Manager reported the flyover landscape maintenance, excluding the pocket park at the old Silvers location, would cost $36,000 per year. Neptune Beach would pay Atlantic Beach $18,000 for maintaining the south side of Atlantic Boulevard, and Florida Department of Transportation would pay an additional $11,000 for maintenance of this area, leaving a net cost to Atlantic Beach of $7,000. • Christmas Lights project The City Manager reported $20,000 has been included in the current year budget for aone-time purchase of decorations to be installed on light .poles on the north side of Atlantic Boulevard and Mayport Road. Neptune Beach has agreed to match the decorations on the south side of Atlantic Boulevard. No funds are budgeted for next year. Commissioner Waters commented on the Welcome to Atlantic Beach sign that had been relocated on Atlantic Boulevard and felt the triangular island at the base of the flyover would be a better location for the sign. He suggested erecting a Welcome to Atlantic and Neptune Beaches sign at this location and requested that this be pursued. • Gas Taz Funds The City Manager reviewed the total gas tax revenues and expenditures. He advised that most of the available funds would be used for paving in the Core City reconstruction project. The City Manager reported that no funds had been budgeted to fund the stormwater master plan. He felt that the stormwater system had not been maintained for many years and the City was now going to have make major capital expenditures to address flooding. Commissioner Beaver suggested that this matter be explained in newsletter so the citizens will be informed of what the city is doing in this regard. • Core City Froject Bob Kosoy provided a cost summary of the Core City project, as follows: sanitary sewer improvements completed in May 2001, at a cost of $1,367,000 ($160,000 under budget); Sherry Drive improvements $1,390,000, ($6,000 under budget). Core City project awarded to Petticoat contracting in May 2002, at $4,811,777 is expected to be completed in December 2003. Mr. Kosoy also summarized the various components of each project that was included in these costs. A copy of Mr. Kosoy's report is attached as Ezhibit D. Commissioner Waters requested information regarding the amount of funds in reserves and the City Manager said he would provide this information for Commissioner Waters. Page 4 of 5 Minutes of Workshop August 19, 2002. • Allocation of Administrative Charges The City Manager pointed out that the method of allocating administrative charges had been changed due to the fact that Public Works and Public Utilities were now two separated departments. • Sanitation Fund The City Manager reported revenues were projected to grow at about 3% per year due to growth of population and no rate increases were anticipated in the near future. Discussion ensued and Commissioner Borno inquired into the feasibility of the three beach cities consolidating sanitation services, but it was explained that the contract year was not the same in all three cities. Commissioner Beaver felt that small increases should be implemented periodically so that large increases could be avoided. Commissioner Parsons suggested the City consider twice per week trash collection but most Commissioners felt a second collection was not necessary. Commissioner Beaver said he would prefer to increase the stormwater fee. f • Crosswalk on East Coast Drive The City Manager reported that Commissioner Beaver had suggested adding pedestrian crosswalks of a different material or color at intersections on East Coast Drive as a means of slowing vehicular traffic. The City Manager said the cost of such crosswalk would depend on the type of material that was selected. Commissioner Beaver suggested installing two or three crosswalks of a patterned concrete material to see if they had any impact before installing crosswalks at all intersections. WATER/SEWER SYSTEM • Rate Design The City Manager reported Atlantic Beach had a complicated rates structure and it was hoped Burton and Associates would be ready to present their report on their rate study in September. He estimated the volume of sales would increase 2.14% next year. The City Manager said the St. Johns River Water Management District was encouraging conservation and discussion ensued regarding the cost charged to large volume users such as the Navy. The City Manager reported that the Navy had contracted with JEA for water and sewer service and some concern was expressed that the Navy may eventually want JEA to provide service to their off-base housing and Atlantic Beach could lose a large customer; however, it was felt that Atlantic Beach may be able to sell water to Neptune Beach under an arrangement that would be good for both cities. Concern was also expressed that the JEA's drawing a lot of water off the aquifer could result in saltwater intrusion at Atlantic Beach wells. f'"',, Page 5 of 5 Minutes of Workshop August 19, 2002. Donna Kaluzniak presented a list of major capital water and sewer projects that had been budgeted as well as lists of projects that had been completed and projects that she had postponed until later years. She responded to Commissioners' questions and indicated that $1-million per year would be needed for repairs and maintenance. A copy of Ms. Kaluzniak's report is attached hereto as Ezhibit E. Following Ms. Kaluzniak's presentation the Nelson VanLiere reviewed the total combined water and sewer systems revenues and expenditures. There being no further discussion, the Mayor declaxed the meeting adjourned at 8:30 p.m. Maureen King City Clerk Exhibit A Workshop Minutes-August 19, 2002 Page 1 Page 2 r`°°'~• ~,~. 3 6 rwoewu. i«x o ~~ f. I Page 3 Page 4 Page 5 .. ~.. HoPkks Gaek PrabNm Naa Phasstl NnpbmeMatbn PrelhnlnryProject GpOal Cost Pheael Pmchese lantl 82 100000 Phase 11 c+'=wta BS McPOntl $2.900,000 PM1ese III Cutlesa Road Culwrtimprowment 820pp00 PheeeN Aoquiro lpertmen[Compbxan $lenley ROatl 83pppOp TatalCOatfrc llolAlim Geak Prefecb 58,800,000 TbrIG Ilm owment Plan Problem Nees ProGemB Prabbm Nea maerOrtlon Relgalrgry Plajaet GpIIal Castr 284 $elw Marina grtle $1.g4~A00 ToolCwifp TbrlgP Prajaeb f1,NT,000 TaW Caatfm TbrlgPPr cbaM tloPkine peak PrO~ecb 58,8aA0 C apital Improvements Program Tier II a ~~ ~~ © ~ a ~ a ~~° ®i I- ®' "' Page 6 Page 7 Exhibit B V~drksizop Minutes-Atrgust 19 2b02 ', ~ ST4RMWATER SYSTEM Public Works Department Atlantic Beach, Florida 1 2002 Work .Completed -~- Purchased -Walking Excavator (Menzi Muck) Hired two Heavy Equipment operators and :trained on excavator ~~ 27,342-feet of-ditches cleaned and flow lines restored,-including-Howell Park 15,4Ci3 feet of storm drains jet cleaned In-house designs = DeWees, Lakeview, etc. Completed 10-yeas Master Plan 2 ', N p r d t}1. 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I wn m m- v. ~W OvC I a m I a W N W a N- < m m m O O t^i a Ol m N I m W W P m n N ~~ ~_ N C7 N O O N Y (O I ~ V.w M m m M o M.-omc I N I n v T a ~ N w m N < N m m w O v W ~.O w - 0 0 N W - m b- N D i 'W N_ ~ l7 . - m N ~ OO N V'NM I Y W O 0 M m N w ~ w m w w O w C N a N tl - a n O N I (Da r ~ M aq N - Nm00. _ N w /m7r - N ~ ~ O N VN N~ m m N m N m m n N O n C I C7m O (V W m O m N ~_ I O M 4 ~ m m N Y m ' m w N n (O ~ N 7- w r .O m N N V N - _ q C ~~ O W O I I C D m W m - a N- a O N O O r O ~ O m I Y m ~ O I +OI N M O m W ~!- O O PH NOa N Q A Exhibit C Workshop Minutes-August tmp O N ~' V by O a m t? 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O m V m M N Q O Q N m r e+) m ~O A Q of a m a Q m N M v_ N m !7 N e a "' ~ m V ~ ~ Cam' T. m m 2 a ~r ~ --~ ~ o o ` 129 ~ City of Atlantic Beach Storm Water Utility Fund Total Revenues and Expenditures 1,500 1,000 O 0 O ~ 500 ~~~~ ~~~~ ~< i N N N tt1 O O O to O O O t~ O i N N O O W N O 0 ~P ~~~ ~~~ ,. IV N N O O O O o a tat O~ ~1 N O 0 00 N O 0 to ~~~ ~~~ ., N N N O O O ~ i i O i N ~~ - ~- Revenues Capital Outlay Pecs®nal Services Debt Service ® Operating Expenses Transfers Out 130,} Exhibit D Workshop Minutes-August 19, 2002 __ ~~ CORE -CITY ~~ Sanitary Sewer Improvements'completed -:May, 2001 for $1,364,000, and carne in $160,.004 under budget. ,. Sherry Drive Improvements completed June, 2002 - $1;390,000 and came in $6,000 under .budget. Core City. Improvement Project began in July, 2002. Awarded to Petticoat Contracting for $4,811,777 and is expected to be completed.... by December, 2003.-. Have spent-$67,614 of project's $627,623 contingency. 3 Core pity Work.: Completed Sanitary Sewer:Improvements -.lined sanitary sewer mains on :Ahern Street through - lOt" Street with cured-in-place', piping. (Insituform Technologies,:. Inc.). Replaced -services and added cleanouts at .right-of-way. Sherry Drive Improvements -.installed new 12"-water main:-from Plaza to Ahern Street,- `and installed new 29"x45" drainage trunk line with two outlets to Howell Park. 4 Remaining fore City Improvements InstaAed three- baffle boxes to Howell Park (Best Management'Practces}. New sanitary sewer-mains on 11t" and 12t" ~ Streets. ~~New_water mains _on 2nd,_4t" tto $thr 10t",;12t~' -Streets and East Coast Drive'-- New drainage on is~ through ~.2t" Streets. Repaving,lSt through 11t" Streets, from Sherry/Seminole to East Coast Drive with inverted crowns. Repaving Ahern, Plaza, East Coast and 12t" Street-with standard crown. s -~. Current core City Improvement Project l c o o ntra tua C st Tota c _ $4,.184,154 Contingency $ 627,623; Incentive $ 20Q,000 Public Education $ 20,000 Monitoring $ 80,,000 Total .......; ................. $ 5,11 `1, 777 EPA 319 Grant $ 428,45:0 6 Exhibit E Workshop Minutes-August 19, 2002 ~ ~ • ~--~- ~ o ~ ~ ~ ~ ~ ~ o cp ~ ~ ~ rn ~ n ~ ~ ~ ~ cv ~ ~.. ~ ~ Q '~' ~ ~ ~ ~~ ~ ~ ~ ~ ~ ~ ~ tD- e--r Q ~v '-~ ~ }~--r ~ ~ ~ ~ ~ ~ ~ ~., e--r M"~ a. CD CD C/~ e--r H"~ ~--~ C!1 ~ ~ ~ ~ 1 i ~ M ~ ~ ~ ~ ~ ~ i CD CD C/~ e--I- h'^ b n 0 a.