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8-28-12 Budget Workshop Minutes MINUTES OF THE BUDGET WORKSHOP OF ATLANTIC BEACH CITY COMMISSION HELD IN COMMISSION CHAMBER, ON AUGUST 28, 2012 AT 5:00 PM. City Commission Members present: Mike Borno, Mayor Maria Mark, Mayor Pro Tem Mark Beckenbach, Commissioner Jonathan Daugherty, Commissioner Carolyn Woods, Commissioner Staff present: Jim Hanson, City Manager Nelson Van Liere, Finance Director Donna Kaluzniak, Public Utilities Director Rick Carper, Public Works Director Tim Gilboy, Deputy Public Works Director Sue Danhauser, Human Resource Director Mike Griffin, Building and Zoning Director Keith Randich, IT Manager Donna L. Bartle, City Clerk The meeting was called to order at 5:02 p.m. by Mayor Borno. Mayor Borno explained the process. City Manager Hanson explained the agenda items to be discussed tonight. Utilities (Handout: FY2013 Public Utilities Budget) Public Utilities Director Donna Kaluzniak referred to the handout as she reported on the Current FY Project Status on the 11 Street Water Main Replacement, Water Main Replacement on 12 Street, Ocean Boulevard & 15 Street, Sewer Rehabilitation, and TMDL WWTP #1 Upgrades with Sludge & Odor Control. She reported the TMDL Project Summary and showed photos of equipment as she explained the efficiency and benefits of each. She and Mr. Hanson answered questions from the Commission. She explained the TMDL Construction Cost Savings which includes SJRWMD Grant of $1,000,000, other funding with State Revolving Fund Loan with much lower interest rates, excellent construction prices due to bidding while the market was right, and major equipment procurement process that resulted in excellent pricing for equipment (Approx. $600K savings). She also explained the TMDL Operational Cost Savings includes consolidating treatment plants results in more efficient operations and cost savings; new equipment is much more efficient, resulting in electrical savings; and new sludge treatment process will result in major savings in tipping fees if implemented by City of Jacksonville (COJ). She explained the Operations Budget Reductions from TMDL Project which totaled $337,600, including electrical savings at WWTP #1 and #2, personnel, contractual services savings at WWTP #2, City utilities, regulatory fees and operating supplies. She explained the Cost Savings for Sludge Disposal, which includes the Sludge Treatment project, will reduce trips to landfill and tipping fees (if required by COJ) and new nitrogen removal process will double sludge production, but new dewatering method will lower amount hauled back to present level. Minutes — City Commission Budget Workshop August 28, 2012 Page 2 She explained the estimated landfill costs for sludge (if tipping fees are required) noting that sludge disposal costs would be approximately double without the sludge treatment improvements currently being constructed ,which is an annual savings of about $130,000. She explained Public Utilities Operations which includes working towards optimum efficiency with minimal staff and use of contractors; keeping salary/benefit costs lower with a few good men and women; and utilizing expertise of specialized contractors, noting that contractors are part of the Public Utilities team. She explained that contractors are expected to provide excellent service, most contractors are required to be available for emergencies 24/7, and they help City staff meet regulatory requirements. She gave an overview of what staff does and what contractors do as she referred to the slides called Public Utilities Staff & Contractors — Water and Public Utilities Staff & Contractors - Sewer. She also explained the Public Utilities Organizational Charts for the staff and contractors. She explained Water Loss Reduction by noting the purchase of leak detection equipment, enhanced meter replacement project and large meter testing. She reported the status of the Water Master Plan and explained future issues. She referred to the maps showing Water Main Replacements since 2001 and Future Water Main Replacements as she explained the history and future needs. Discussion ensued. She explained the Water Capital Items for FY13 which includes replacing water main on Pine St. at $ 90,000, replacing water main on Wonderwood at $180,000, elevated tank rehab WP #1 (interior) at $45,000, ground storage tank rehab WP #2 at $20,000 and ground storage tank rehab WP #3 at $40,000. She reported on the Sewer Master Plan Status including continued rehabilitation of gravity sewer system during FY12, emergency replacement of collapsed CI sewer main on Willow Cove Ct. E., televised CI mains and lined with CIPP as needed, and CIPP sewers in Area B (north of core City). She showed maps as she explained the Sanitary Sewer Rehabilitation and the Sewer System Rehabilitation and answered questions from the Commission. She reported the costs on the Sewer Capital Items for FY13 which include Replace Sludge Hauling Truck - $140,000, 2 Roll - on/Roll -off Containers - $35,000, Major sewer repair at Donner Rd. - $40,000, Major sewer repair at W. 6 St. - $55,000, Repairs to effluent force mains - $142,000 and Sewer Rehabilitation - $200,000. Commissioner Daugherty asked about the price of the Hauling Truck being high. Ms. Kaluzniak explained the cost estimate and the need for a new truck. Discussion ensued. Commissioner Daugherty requested a report showing an evaluation and estimate of cost to contract sludge hauling vs. buying a new truck. She explained the Septic to Sewer Program which was implemented by City Commission in 2000 to require connection to sewer system to meet the law, with timing based on existing sewer assessment. She explained the financial assistance options and reported the number of conversions completed and remaining. Discussion ensued. Minutes — City Commission Budget Workshop August 28, 2012 Page 3 (Commissioner Mark left at 6:11 pm and returned at 6:14 pm) General Fund Revenues/Balance (Handout: Utility Sales, Rates and 10 -Year Plan) Mr. Hanson referred to his handout as he explained and answered questions on the charts titled Water Sales Volume 99 -00 to 11 -12, Sewer Sales Volume FY 2000 -FY 2012, Average Monthly Water Customer Usage, and Water and Sewer Utility Bill Comparison August 2012. He explained the 2012 Florida Water Rate Survey which was just released and reported the Monthly Charge Comparison. He showed a chart titled Transfers to General Fund vs Surcharge noting the dark blue bar = the dollars transferred to the General Fund and the green bar = how much the surcharge is. He referred to and explained the chart titled Public Utilities (also page 117 in the proposed budget) which shows the amounts for Personnel Services, Operating Expenses, Debt Services, Transfers, Capital Outlay and Revenue. The Commission asked questions and staff responded. Mr. Hanson explained the State Revolving Fund (SRF) loans reporting that the repayment on the loans doesn't start until FY13, so what has happened is we have collected revenues before we needed them. He explained we have $1.2 million of construction funding that we can borrow from the SRF. He explained the option not to borrow the remaining $1.2 million, or borrow it but pay back some other loans we have at a slightly higher interest rate. He requested concurrence on whether or not to use the $1.2 million to reduce our future debt. He referred to page 116 of the proposed budget as he answered questions on the long -term financial projections. Discussion ensued. Mayor Borno requested a scaled chart be provided that would show the various concepts discussed. The Commission agreed to see the options scheduled out before making any decisions. Further discussion ensued. Mr. Van Liere confirmed that he will prepare a schedule. (Break at 6:55 pm to 7:05 pm) Revenue and Tax Information (Handout: FY 2013 Budget Workshop Revenue and Tax Information) Finance Director Nelson Van Liere referred to the handout and pages 4 & 5 in the proposed budget as he reported the percentages of the Total 2013 General Fund Revenues and explained the various funds including Ad Valorem Taxes, Licenses and Permits, Intergovernmental, Interfund Transfers, Fines and Forfeitures, Charges for Services, Miscellaneous, Utility, Communications and Business Taxes. Mr. Van Liere answered questions from the Commission. He referred to the charts in the handout and explained the Total General Fund Revenues by Type with Total Expenses, Ad Valorem Assessment Rolls, Office of the Property Appraiser Final 2012 Millages, Multi -year Operating Millages and 2012 Total Proposed Millages. He and Mr. Hanson answered questions. Mr. Van Liere pointed out that he does not budget 100% of the millage times the taxable value, but instead does 95.5 %, explaining most people finance their homes and escrow their taxes and if they pay early, get a 4% discount. He stated that the City is required by the TRIM law to budget at least 95 %. He reported that we balanced our budget with the millage rate of 3.3917 which is $72,500 more than if we had just budgeted the current rate; the roll back rate would be 3.4550 and that would give $145,000 more than the current rate; so we picked a rate to balance our budget with about halfway in between. Mr. Van Liere and Mr. Hanson further explained the millage options and answered questions. Minutes — City Commission Budget Workshop August 28, 2012 Page 4 Commissioner Beckenbach referred to page 104 and asked Mr. Van Liere to explain the remaining available cash balances and what they could be used for. Mr. Van Liere explained the amounts shown reflect his projection of the cash balances remaining at the end of next year, if they follow the plan. He further explained the details of the cash balances including what they can be used for. Commissioner Beckenbach asked approximately how much money would be available in order to consider a possible purchase of the Selva Marina Country Club. Mr. Hanson and Mr. Van Liere explained the various funding options. A lengthy discussion ensued. (Commissioner Daugherty left at 8:14 and returned at 8:16) Building Department (Handout: Review of Building Department 2012 -13 Budget) Building and Zoning Director Mike Griffin referred to the handout noting that it shows activities of the Building Department associated with enforcement of the Florida Building Code related to expenditures and revenue. He explained the Enterprise Fund Concept which includes the following: The Building Department permit fees pay for the activities related to enforcement of the Florida Building Code and, by Florida law, permit fees may only cover building code enforcement activities; Floodplain management, housing code enforcement and zoning code activities are not funded with building permit fee; and the Building Department has been supported by the General Fund related to other non - building code activities. He reported the proposed budget includes anticipated expenses of $265,581 and anticipated revenues of $282,600. He explained the charts titled Construction Value in Atlantic Beach, Building Department Expenditures and Revenues, and Building Department Permits and Inspections which indicates construction seems to be coming back in Atlantic Beach. He explained the Building Department is operating with one Building Official and one Building Inspector /Plan Reviewer and reported the ISO rating for this year is 3 with 1 being the best and 10 being the worst. Human Resources (Handout: Human Resources) Human Resource Director Sue Danhauser explained the first slide titled Pension Payroll Fluctuation Factors noting it is in response to questions raised by Commissioner Daugherty. She and Mr. Van Liere answered questions from the Commission. She referred to the handout and explained that the major budget issues include union negotiations, health insurance, general insurance and employee compensation. She reported the status of union negotiations and explained what was put on the table is as follows: Implement Defined Contribution Plan for General Employees to include all non - vested employees hired on/after 09/01/2008 and all new employees; increase contribution for Police and General Employees in current Defined Benefit Plan; eliminate Personal Leave sell- back program; decrease Personal Leave Accrual; implement maximum leave accrual amount to 480 hrs; implement Personal Leave payout at voluntary termination, layoff and retirement to 50% of accrued balance, not to exceed maximum allowed amount; and eliminate Longevity Add Pay. Minutes — City Commission Budget Workshop August 28, 2012 Page 5 She explained that the premium rates and out -of- pocket costs of health insurance continue to increase as she referred to various graphs and charts titled Total Cost per Fiscal Year, City's Annual Cost Per Policy Type, Employee's Annual Cost Per Policy Type, and Out -of- Pocket Expenses. She stated General Insurance, also known as Property & Liability Insurance, includes Property, General Liability /Law Enforcement, Automobile, Crime, Public Officials & Employment Practices, Fiduciary, Police Statutory Death/AD &D and Environmental coverage and Workers Compensation. She explained the factors driving up property insurance rates include a new version of the Catastrophic Probable Loss Model; global catastrophic losses doubled in 2011; and the average municipal coastal property rate increased from 10% - 15 %. She stated the Workers Compensation rates are done by a Mod Factor which is based on payroll, number of losses and the severity of those losses. She reported the Mod Factor for last year was .9 and this year it has gone up to 1.00 noting that the 2012 State rates have risen by an average of 8.9 %. She explained that the renewal rate estimate had come in with an increase of 21.7 %, but today she received good news that the increase will be lower and expects the new estimate tomorrow. She explained compensation issues including pay adjustments, pay compression, Consumer Price Index, inflation, and Social Security Tax. She reported there have not been any pay adjustments given for the last three years and there is no pay increase budgeted for next year either. She explained that in 2010 a bonus of 1.1% of base salary was given and in 2011 employees received a bonus of $556.11. Ms. Danhauser and Mr. Hanson answered questions from the Commission and discussion ensued. Ms. Danhauser reported the Social Security tax cut for all employees is scheduled to expire at the end of 2012. She stated that employees currently pay 4.2% of their income to Social Security and if this tax cut expires, all employees will have to pay 6.2% of their income to Social Security which will lower their take home pay even more. She summarized the situations which are impacting all employees, stating there have been no pay increases for 4 years but there has been an increased cost for medical insurance premiums of approximately 3.0% with increased out -of- pocket expenses (co -pays, deductibles), inflation factor of 7% and a possible Social Security tax increase of 2 %. Mayor Borno opened the floor to citizen comments. Citizen Comments Ray Brown, 522 Clippership Lane, expressed concern about the Workers Compensation Mod Factor and the high cost. He addressed the issue of pay increases in private companies explaining their increases are given as productivity increases and they do more with less. He stated he believes the City is playing games with taxpayers because the City is charging citizens fees that are required, transferring the money in to the General Fund therefore using less taxes, and then bragging about the lower tax rate. He would like the City to explain that to the citizens and indicated he would rather pay a higher tax rate with no fees or lower fees. He explained that in the case of Public Utilities, if they are installing new technologies and it has never been installed before, he would expect not to know what the manning requirements are, but if it has been installed elsewhere, we should have a fair understanding of the exact manning requirements. Minutes — City Commission Budget Workshop August 28, 2012 Page 6 Sally Clemens, 1638 Park Terrace West, commented on Commissioner Daugherty's comment regarding Selva Marina Country Club that the developers can go to them with more money than the City can. She asked whether an official from the City should go to them and ask them since they are Atlantic Beach people. The Mayor answered that he believes, by going to them, it may interfere with them finding a different solution. Mrs. Clemens believes the City should be more aggressive and just ask questions and send someone that has the tact to do that. She believes that we should protect the citizens from the traffic and problems that would be created if a developer goes in there. Nancy Whittington, 1861 Beachside Ct., asked for a clear answer to how much money is available that is not committed in the budget or is available to work with. Mayor Borno explained that there will be information provided at the next meeting. Mr. Hanson referred to the spreadsheet in the back of the budget that was covered earlier in the meeting as he reiterated why some of the fund restrictions make it complicated. Commissioner Woods commented on comments made by the Mayor and explained why she believes it would be beneficial for the City to step up to Selva Marina and express our support. Discussion ensued and Mr. Hanson offered suggestions. It was agreed to have the City Manager check with Selva Marina Country Club Board to see 1) if they are interested in selling their property to City of Atlantic Beach for use as a city park, 2) if they would make their records available for use by consultants to do a feasibility study, and 3) if there is enough time before the sale of outstanding debt. The Commission asked to have a report ready by the third budget workshop on August 30, 2012. There being no further discussion by the City Commission, the Mayor declared the meeting adjourned at 9:16 p.m. 4 61-- ‘-4 4 /t) Mike Borno Mayor /O?flQi 125i Donna L. Bartle City Clerk