08-20-01 v Budget Workshop Agenda
Meeting 2;Auqust 20,2001
5:15 Water & Sewer Systems
• Sewer projects ongoing, planned from master plan
• Sewer to unserved areas
• Water master plan (Beach Av. water line replacement)
• Multi-year plan, rate increases anticipated 3%/yr.
• Reuse on discretionary list
• Spreadsheet comparison of costs
5:45 Stormwater Fund
• Maintenance plan (Kosoy)
• Update to master plan
• Capital plan (refer to 10 year financial projection)
• Subsidy from General Fund, Gas tax
6:00 Core City Budget
• Balance, current estimate of cost
6:10 Gas Tax Fund
• • $, 10 year plan
6:15 Sanitation Fund (notation of fund stability w/ Pub Wks budget)
Convention Development Tax Fund
• $, 10 year plan
6:20 Employee Benefits
• Pay Plan Implementation
• 4% COLA & merit
• Group Health Insurance (City and employee cost)
• Benefit comparison (due from Palmer & Cay)
• Summary of employee change #s (net)
6:40 1/2 Cent Sales Tax Find
• $ available
• List of discretionary projects
6:45 Decisions on Discretionary projects
•
• MINUTES OF THE BUDGET WORKSHOP HELD IN COMMISSION CHAMBERS, 800
SEMINOLE ROAD, ON MONDAY, AUGUST 20, 2001
Commissioners Present: John Meserve, Mayor
Rick Beaver
Mike Borno
Theo Mitchelson
Dezmond Waters
Staff Present: Jim Hanson, City Manager
Nelson VanLiere, Finance Director
David Thompson, Public Safety Director
Donna Kaluzniak, Utilities Director
Maureen King, City Clerk
The meeting, which was held for the purpose of reviewing the proposed budget for FY
2001/2001, was called to order by Mayor Meserve.
The City Manager presented and explained the new budget comparison for water and sewer
utilities for FY 2001-02 which had been provided by Donna Kaluzniak. Ms. Kaluzniak then gave
II an overview of current year utility projects and reported on the status of each project. A copy of
her report is attached as Exhibit A
Ms. Kaluzniak then outlined proposed capital improvement projects totaling approximately$2.2
million which are included in the 2001/02 budget. A copy of the list of projects with their related
costs is attached as Exhibit B.
The City Manager then displayed a graph showing total water and sewer revenues and
expenditures (Page 148 in budget) and indicated there were sufficient revenues coming in to fund
the recommended projects.
Public Works Director Bob Kosoy, then presented a list of streets scheduled for milling and
paving, to be funded from local option gas tax revenues, a copy of which is attached as Exhibit
C.
Mr. Kosoy then presented the budget for the Public Works Department and reported that
currently the new walking excavator (Menzi Muck) was being used only about six hours per
week. He is proposing to add two heavy equipment operators and expects to be able to clean 6.5
miles of major drainage ditches per year, as well as many miles of minor ditches and swales.
Commissioner Mitchelson felt that less frequent maintenance would be required if ditch banks
were stabilized.
Mr. Kosoy then reported on the projects which had been completed under the stormwater master
• plan and gave an overview of the projects which he proposed to include in the ten-year
Stormwater plan. A copy of Mr. Kosoy's report is attached as Exhibit D.
• Page Two
Minutes—Budget Workshop
August 20, 2001
Mr. Kosoy then gave a status report on the Core City project and reported that $2,033,426 had
been spent or encumbered through the end of this fiscal year. He indicated that bids would be
received in the fall of this year and said the engineer had assured him that the remaining of budget
of$5,093,310 was adequate to complete the project. A copy of the Core City project report is
attached as Exhibit E.
The City Manager the displayed a graph showing the stormwater revenues and Commissioner
Borno felt that an increase of$1.00 per month would help offset revenue shortages and free up
general funds and gas tax revenues. Commissioner Waters felt that an increase was not necessary
and the City Manager said he was not recommending an increase at this time.
City Manager then displayed a graph showing the gas tax revenues and discussed account
balances. He then displayed a graph of sanitation revenues and expenditures. Discussion ensued
regarding the amount of sanitation reserves on hand and Commissioner Waters felt that the
citizens were not really happy with one day per week yard trash collection and felt the City
Commission should revisit this matter during the next strategic planning session.
410 Regarding Convention Development Tax, the City Manager reported that about $60,000 revenues
is received each year and noted that no funds had been spent out of this account this year.
The City Manager reported that Palmer and Cay, the consultants who were doing the pay and
classification study would be in attendance and would report to the City Commission at their
meeting on Monday, August 27, 2001. He explained the cost to implement the new pay plan
would be approximately$122,000 and funds were not included in the budget. He reported that
the new proposal would provide pay ranges for each position with a base, middle and maximum
pay indicated. He explained that in order to address the problem of pay compression, employees
would receive increases based on the mid point of the range and not on their current rate of pay.
He reported that it was difficult to hire and retain employees in many positions. He said he had
included funds in the FY 2001/2001 budget to give all employees a 4% COLA. Performance
reviews would be established in the next fiscal year and future pay adjustments would be based on
performance. He recommended the City Commission include the $122,000 in the budget pending
the report from Palmer and Cay.
Discussion ensued regarding the salary of City Commissioners. The City Manager reported on
comparisons he had made on salaries with other cities. The Mayor suggested leaving salaries at
their present level.
The City Manager then presented current and proposed health insurance rates, a copy of which is
attached as Exhibit F, and Commissioner Waters suggested the City Manager survey employees
•
to see how many employees have family members with no health insurance. Discussion ensued
regarding the cost of providing insurance to family members and Commissioner Mitchelson felt
• Page Three
Minutes—Budget Workshop
August 20, 2001
there were other avenues available for families to obtain reasonably priced health insurance. The
City Manager reported on the premiums that AHL was proposing. The City Manager
summarized the available options and felt that to piggy-back on the City of Jacksonville plan
might be the best plan, and it may cost less than the figure budgeted. Also, Jacksonville has a
cafeteria plan so health insurance premiums would be paid with pre tax dollars. The Mayor said
he would e-mail Mayor Delaney and request that they accept Atlantic Beach under their health
insurance plan.
Regarding a pension adjustment for retirees, the City Manager presented a list of the current
pensions being paid to retirees and outlined three options: (1) do nothing, (2) approve a 5%
across the board increase, or (3), approve an increase to retirees who had a long tenure with the
city. Discussion ensued and the Mayor recommended approving a 5% increase at a cost of$8,412
and also developing a policy within the next year which would provide for review and possible
pension increases.
40 Discretionary Projects: The City Manager said he would like to replace the chairs and lectern in
the Commission Chambers. He also suggested replacing the cables around City Hall with
stainless steel cables to eliminate problems with rust. Commissioner Waters also suggested
installing additional blinds in the Commission Chambers.
Discussion ensued regarding other discretionary projects and the City Manager pointed out that
approximately$550,000 would be available from the increased V2 cent sales tax revenues. He
suggested that some of these funds could be used for the Selva streets project, which would cost
approximately $570,000, or for the implementation of the pay plan. Commissioner Mitchelson
felt capital projects with a safety factor such as low flow to fire hydrants on Ocean Boulevard,
should be funded.
Following further discussion it was agreed to hold one more budget workshop to prioritize
discretionary capital projects and to act on the recommendations of Palmer and Cay, the
consultants who are conducting the pay and classification study. Commissioner Waters said he
would like to complete the improvements on Ocean Boulevard and the City Manager reported
that funds were included the budget for this project.
It was noted that a public hearing on the budget was scheduled for September 6, 2001, and it was
agreed that further discussions on the budget could be held at that time.
There being no further discussion, the Mayor declared the meeting adjourned at 7:30 p.m.
40 Maureen King
City Clerk
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Current Water and Sewer
Utility Pro • e c s
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Buccaneer
SAtlanticBeach
ewer Improvements Project
Project includes :
• Master lift station .
• Force main from lift station C.
• Upgrade of fairway villas lift station .
• Upgrade of park street lift station .
Cost $995,500 .
* Status : contract awarded to Meadors
Construction Co . Pumps and materials on
order. Construction to begin 9/4/01 .
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Church & Sewer
Improvements
111
• Project includes :•
• New water and sewer mains on church
road from Mayport to George street.
•Cost : $ 138,608 .
•Status : com tete . Awaitingp
final invoice .
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Wer � ne a ca ion a
a ot
Mayport and Atl
* Project includes :
• Replacement and relocation of 8-inch
water main to avoid conflicts with JTA
Flyover construction .
cost : $271 ,708
Status : complete .lete .
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Wonderwood Utility
Project
..
Project includes :
• Replacement and relocation of water mains
and force mains to avoid conflicts with the
Wonderwood connector construction .
Cost : $600,000 .
•Status : .J roject complete . Awaitingfinal
p p
and invoicepaperwork from JTA.
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• _ i,4 4+F+4+t4+44++41 4 4.14.�y#i#++{�i;+,�4 4f,4i 444.i.+++.}i4•
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Buccaneer Wastewater Plant
Sludge Holding Tank
\I
Project includes :
• A new 186,000 gallon sludge holding tank
for the Buccaneer WVVTP #2 . Existing
tanks need replacement.
complete,*Status : initial design but
redesi n will ll be needed based on
results of sludge handlinganal sis by
g v
CDMI Requestingfunds to construct
tank in FY 02 .
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u
n for Enlisted Men a m
Housing
* Project includes :
• Enlargement and re-piping of the navy lift
station wetwell .
• Addition of water and sewer for 100 units
of navy housing .
*Cost : no cost to citybynavy.Paid
*Status : construction underway.
v
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Wastewater
and R
..
Project includes :
• NPDES Permit Renewal application for WWTP # 1,
Reuse Feasibility Study, 0 & M Performance
Report, Capacity Analysis Report
• Also included letter reports for Reuse Feasibility at
WWTP #2, and Solids Handling analysis
• Cost: $27,821
• Status : Complete
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Water Master Plan
• Project Includes :
• Consumptive Use Permit Renewal
• GIS Surveying and Mapping
• Modeling and analysis of current system
• Capital Improvement Recommendations
• Efficiency recommendations
*Cost : $ 145,000
*Status : 95% complete
EXHIBIT B
MINUTES -AUGUST 20, 2001
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eInspection , ssessmen
•
RehabiIitation , Replacement
Project includes :
• Video and geophysical logging of the wells in the
Atlantic Beach district.
• Required for Consumptive Use Permit.
• Recommended in Water Master Plan.
• Possible rehabilitation, replacement or cleaning of
wells, depending on findings.
• Reduced production at Water Plant Nos. 1 and 3.
Estimated Cost: Up to $350,000
dependent on results of logging and analysis.
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• iii ++ +++i +*++*+ +J�}+*4 ++i4+4444}4+4++k#+
Te eme r
Budgeted initial phase of telemetry
system installation, with
vstarting
Buccaneer system .
• Estimated cost : $70,000 (water and
sewer)
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• J-Afay::
SeIva Streets Water/Sewer
\I
Project includes :
• Work to be performed in conjunction with
drainage and street improvements.
• Water main replacements as needed .
• Sewer point repairs.
• Estimated cost : $245,000 .
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•
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■
eac venue a er a � n
RepIacement
• Project includes :
• Replacement of existing 3-inch through 6-
inch diameter water main with 8-inch main .
• Existing water main is 1912 cast iron
installation .
• As recommended in Water Master Plan .
• City Commission authorized staff to issue
RFP for design buildproject.
/
• Estimated cost: $350,000 .
Tel*i•?Lf}Tl4Y++ittia�iy+#i4�t'#pT#T . s4•r*##!it1} +!!##*!*.tia ! +t!+;;�:<� it#�#tYi#��i+:;i•#•'���,, ,tf i��Y4 fi}*�}�4y.
;t44+asp*4,:+x...4#At,m+;+>b!44',,��+�14a.++Y* h.4.014#Obi*.•°Y4+SCP'i#+!:.��FF��.�'`�°+:::�a*;'r +i :..**i!#;i:?+t«?#1y.{��a4t*i!i'•'.f0+++t#•ht++*t!r!#t++. Y..
• l.+.tl't.;. +.+.*'}tTh?+.t.it•�Y+... '# ? %k• 't'i•iy *' f' :• ...
Water MainRepläcémënton
Park East
..
Project includes :
• Replace existing 2-inch water main with 6-
inch
water main on Park Terrace East from
Country Club Lane to Seminole Road .
• As recommended in Water Master Plan .
Estimated cost : $25,000
• i#4#.4i{!#.+FN+ 4.+>4F+F++++i.+4+##.+ 4 4.#".4.,# +q+t.+a++###+++i#+4++4
4+a+++#++ l + Ai :i1 +#+#+f#
+1++4 + +1+M 4 ##t
} +4+a,�#+#a :*• +.+ i 4*k
Force Main Replacement
Project includes :
• Replacing the force main from Lift Station
B ( 11th street) to WWTP # 1 (Sandpiper
Lane) .
• Force main will be upsized from 10-inch to
12-inch diameter.
• As recommended in Sewer Master Plan .
Estimated cost : $ 130,000 .
• +. +.4 y*++i++ +* *+.++++.0+++rF *+a�iw+4Lt'++*`ti . *i0+aO*ib* *i*:a+t}• F ; iO44+.4.:+kO*t*# +t+i.a�*+.a*:*i•*f.*.+. ... :1S+T
,w+.+i•+w++++A+t+Q+!?.+**+:*++. aw.a+++t.+.+wt++1 + +++ a+++ +:s!•+ #++.4.+++ a+++++++ + t+•*4,1+++WO,+++++ +++d++°�..
JWest
■ ■n a on Upgrade
V;MA`� N N V
zp� NaO
z
Project includes .
Upgrade of lift station to meet DEP regulations
and City Standards
• Existing lift station has only one pump, which does not
meet regulatory requirements
• Existing wetwell is too small for additional pump, and lift
station needs to be brought up to City Standards.
As recommended in Sewer Master Plan
1�� s • timated Cost: $ 100,000
•
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4++k+t +ik444+ 44+i4t+#+} - <tiA�+4 +14#+.44X Y Yi +t4�?4yh++44
Sewer Lining in Donner Roa
d
Area
..
• Project includes :
•
Cured-in-place piping for sewer mains on
Donner and Francis.
• Serious infiltration problem found while
televising to determine cause of sunken sewer
line.
• Estimated cost : $ 180,000 .
•
• Force+iNZI++ Q*++++++*+*+*++*+*T*+++'+ t:-.+#.+T*Kg*F++
+++ 44y:. ++ = .+ 4+* Q + a% r + % w +AfL + i p + iA+r
Effluent -
Stabilization
* Project includes :
• Lateral stabilization of effluent force main
trestle crossing at Sherman Creek.
• Cost to be shared by all three beach cities.
• Per recommendations after9 eotechnical
work completed by Ellis and Associates,
and review by structural engineer.
• Estimated cost : $75,000 (total) .
eHôldihgana•
u
Bucca neer WWTP
111
OProject includes :
• New 186,000 gallon sludge holding tank at
W\ATIP 2 .
• Project design will be modified to ensure tank
orientation will accommodate future thickening
tank. Possible modifications to piping.
• Existing sludge holding tanks in very poor
condition, unable to rehabilitate.
* Estimated cost : $275,000 .
a�*+tf+�F++t+i t+++�♦T+t�+++fit+s++«�«+«+it++ri+�r %•,;:t t%rili+i±+.-++++Pa+ii«+i}+T+y+r'+Firi+t+.1+'+«:ta'+if+tr+*'++i++e'?'++'++'+++t«++s''i L++++T+
• +++*++i++++000+++++'W++*ri++O+:++++t+++ ++-+++++++ t+#b+++i++ir+«+Q+i4+«0�++«++++++++++ f0iAt+4+4«iify++++4i+#F++i+++
+.r.+:+.+.+,w+.+.+.t.O+.+.w+.+.+.t.«,«.+.w+.+.+?'�. wT.++....++,F+++�•t+F!++r#+ +? :
Navy
..
Project includes :
• The U .S. Navy has issued requests for proposals
to privatize all utilities at the Mayport Naval
Station and associated facilities.
• J EA has expressed interest in partnering with the
City in this effort.
Estimated cost: $ 100,000 for consulting
services to determine feasibility prepare
and
proposal .
•
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Installing in Unserved
Area s
Project includes :
• Installation of sewer lines in southwest portion of
City.
• Although not included in cost estimate installation
of water lines would also be recommended during
sewer installation .
• Private developers have been showing interest in
developing areas, including addition of water and
sewer.
Estimated Cost: $500,000
• • 0
Area Un- Developed Estimated
Developed Cost
Begonia from W. 3rd to 10 large and 11 properties $130,000
W. 9th average
properties
Begonia from West Plaza 13 13 properties $110,000
to Levy
Tulip from West Plaza 8 4 $70,000
W. 14th
Carnation & Gladiola 10 5 $70,000
$120,000
Lift Station
41 33 $500,000
Totals
• •
Local Option Gas Tax
Proposed Streets and Sidewalk
-Proposed streets for milling and paving include :
-Ardella Road
-Belvedere Street
-Country Club Lane
-Donner Road
-Ocean Blvd.
- 18th, 19th, and 20th Streets, east of Seminole Road yx
-Linkside DriveC ca
WC 0
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EXHIBIT D
MINUTES -AUGUST 20, 2001
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Stormwater
Maintenance Plan - Walking Excavator
Currently - Average less than 6 total manhours per
week on ditches with Menzi. Equals
approximately 7800 feet, or 1 .5 miles per year.
Proposed - Heavy Equipment Operators will spend
80 hours per week, when possible. This should
allow maintenance of all 6. 5 miles of major
ditches, and many miles of minor ditches and
swales on an annual basis.
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Stormwater
Maintenance Plan - Vacuuming of Closed Drainage System
NPDES requirement - complete approximately
20% of our system per year
Cost analysis - Purchase vs. Contractual :
-Purchase cost of vacuum truck approximately $200,000,
plus annual maintenance averaging $5,000 - $ 10,000.
Annual cost for 5 years approximately $48,000 per year,
not including manpower.
-Annual cost of contractual vacuuming approximately
$30,000 per year.
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Stormwater
New Ten Year Master Plan
Last Master Plan completed in 1995 by CH2M
Hill. The following projects have been completed:
-Saltair subdivision
-Park Street Drainage Project
-Donner Road and Sandpiper Lane
-Selva Marina Circle
-Atlantic Blvd. and downstream culverts (by COJ)
-Tide gate at Aquatic Drive
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Stormwater
New 10-Year Master Plan, cont'd.
Budgeted $75 ,000 for update to 1995 Master Plan
-GIS mapping of entire City
- 10-year capital improvement plan for remaining portions
of City
-Emphasize drainage problems in Hopkins Creek basin, especially
Royal Palms and Donner subdivisions.
-Analyze problems on Seminole Road and Ocean Grove area
-Analyze problems on west side of Mayport Road, not completed
with Marsh Oaks project.
-Analyze maintenance procedures and make
recommendations.
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Stormwater
Stormwater Improvements for Selva Marina Private Streets
Preliminary estimate for drainage = $ 160,000
-Estimate included improvements to Creekside Circle,
Live Oak Lane, North Sherry Drive, Dale Lane.
-Actual cost dependent on which easements are acquired,
and final construction cost of drainage work.
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Core City Project
-Adjusted 2000/2001. budget = $ 7 , 126, 736
-Amount encumbered/spent 9/30/01 = $2 ,033 ,426
-Amount remaining = $ 5 ,093 ,310
-Note : Bids due in Fall 2001 and could exceed
remaining funds .
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Health
Insurance Cost
Current Year Next Year
• City $332,800 $465,000
• Employees 66,000 66,000
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OTotaI $398,800 $531 ,000 i
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AHL Extension
3 mo. $ 162,257 (x4= $649 .028) +63%
.0 12 mo. $818, 362 + 105%