08-05-85 v 1
r MINUTES OF THE COMMITTEE OF THE WHOLE BUDGET WORKSHOP MEETING OF THE
ATLANTIC BEACH CITY COMMISSION HELD AT THE CITY HALL ON AUGUST 5, 1985
The meeting was called to order at 7:15 p.m. Those present were Mayor William S.
Howell; Commissioners Robert B. Cook, Sr. and William I. Gulliford, Jr. ; City
Manager Richard C. Fellows, and Adelaide R. Tucker, City Clerk. All department
heads were also present.
Capital Project Requests were discussed by departments. Copy of Capital Project
Request is attached hereto and made a part hereof.
Finance and Administration, City Clerk, Building, Planning and Zoning, and
Police Departments all requested various microcomputers for their proposed
projects. Following discussion with each Department Head, it was the consensus
of the Commission that further study should be made with an impartial, independ-
ent consultant to advise the departments on the hardware equipment which would
properly serve their data processing needs, and report back at next meeting.
Police Department. Cost of $150,000 for a new Public Safety Building was listed
because the evaulation from Connelly & Wicker had not been received. Further
discussion was deferred until the next workshop meeting.
Mr. Hogan detailed items requested in the Public Works Building. Street re-
surfacing is required every year. He stated his department did not request the
backhoe. The two mower tractors will replace existing ones that are beyond
use.They would be street tractors and used to mow areas such as the new water
plant, 20th st. back to Atlantic Blvd. west. The 22 h.p.lawnmower (diesel) would
mow areas such as City Hall, etc. The tractor (480LL) would be used by both
Public Works and the Sewer Dept for cleaning drying beds.
Parks & Recreation. The two courts to be resurfaced are at Russell Park. Lights
for Tennis courts are at Russell Park and automatic timers will be installed.
The City Manager suggested installing coin operated timers to help retrieve some
of the cost involved. Mr. Hogan also said lights for the baseball park need to
be replaced and they were waiting on estimates. Lights in Donner Park are also
out. (the last two items are not listed in the Parks and Recreation Capital
Project Request.) Mr. Hogan said vandalism had destructed most of the lights in
the park,including the skylights in the building, and the playground equipment
was torn up. He advised that several citizens had volunteered to supervise a
recreation program next summer. In FY 84-85 $9,000 was budgeted for city play-
ground equipment. This amount was used to help cover the cost of resurfacing the
tennis courts. No playground equipment was purchased for any park.
The City Manager explained the expenditure of the backhoe $51,000 - ($20,000
reserved prior year) . It was a jointly used piece of equipment between Public
Works, Water and Sewer Departments. It was proposed to add another $31,000 to
the $20,000 approved for the five year capital program. They had determined a
suitable backhoe, if needed, could cost approximately $29,000 (JCB) depending
on the number of options desired. It could run as low as $20,000. The merits
of John Deere, Case, Ford, and JCB were discussed. It was agreed to leave
$50,000 in budget for the present time.
Mr. Braid presented justification for the Water Department. The 1955 roof on the
control building at 11th st (# one water plant) is leaking. While the leaking
PAGE TWO
BUDGET WORKSHOP
AUGUST 5, 1985
was not a major problem, Mr. Braid said a $28,000 master control system was
located in the building. Repairs would also include sheeting and some joists.
Painting would include two reservoirs, control bldg. and pipes in between that
are exposed to rust. Ventilation system also included screens on aerators.
Replacement doors included steel entrance doors and two overhead doors. Mr.Braid
commented the Commission may consider in the future replacing the control
building. The developer will be contributing $7,000 towards the privacy stockade
fence. The flowmeter is thirty years old and no longer manufactured. Needs to
be replaced. There are four pumps in the #1 plant, all of which are over 20
years in age and parts are not available for the motors.
Neither generator in #1 or #2 water plant are automatic. Following discussion,
the decision was made to drop $35,000 from Water Plant #1 and $37,500 from Water
Plant #2 and leave $37,500 to provide automatic electrical power for one of the
plants. That figure would not include the cost of a building.
Mr. Braid stressed safety items such as Chlorine Hoists. He added right now
you don't have the capability of knowing how much chlorine is in the #2 plant
tank. He was concerned about a one ton cylinder rolling on one of the workers.
The suggestion was made for hydro mulching rather than sodding as it would be
much less expensive. Committee agreed.
MSA Air Pack - State regulation required to have gas masks on site.
Well Booster Pump and Housing needed for No. #1 plant.
Pick-up trucks- Two are replacement units and one additional unit needed.
Reservoir Aerator Influent Valves - They don't work properly and cannot be cut
off.
Mudhog Pump - 4" Diesel- recommended item be left in as he considered it to be
a necessity when an 8" water line breaks.
Hydro Stop - expensive but desirable. Provides a means whereby you can avoid
shutting down the whole city to replace a valve. The suggestion was made the
city could rent the equipment to Neptune and Jacksonville Beach to help defray
the cost as the closest one was in St. Augustine.
Royal Palm Water Main Replacement. All pipes need to be replaced with 6" min.
and not enough fire hydrants. Amount also includes other sections of the city.
Section H - Engineering cost. 1/2 in water budget and 1/2 in sewer budget.
Sewer - Return Pump Conversion-item for old plant after new plant is on line.
Items 4, 5, 6, and 7 to be addressed at the time Part 4 - Rehab of the whole
plant.
Televising Sewer Lines- Mr. Braid said if the whole system was televised, it
PAGE THREE
MINUTES
AUGUST 5, 1985
would be a simple matter to tell where the problems were. One area needs to
looked at immediately. Mr. Braid highly recommended the city fund the item,
perhaps half this year and half next year. Also in the future, anytime a
development goes in, require the developer provide the city with televised
reports of what went in the ground. The City Manager advised that would be a
part of the developer agreement he was preparing.
Building for Fairway Villas Lift Station. Item scratched.
Upgrading I Station. I Station is by Donner Park, a 6' x 6' x 311' high fiber
glass building. Impossible to work on the station. Propose to replace the
building.
Replacement of Contactors on Motor Controller. Accident or problem waiting to
happen. Will not be phased out when the new plant goes in. This would be buying
insurance.
Buccaneer was discussed during purchase negotiations. No further discussion.
Mayor Howell commented he did not recall seeing anything for the Fire Dept.
The Chief said they struck it.
Mayor Howell thanked the Department Heads for attending the meeting and their
requests would be given consideration. The next meeting would be held on August
19, 1985 at 7:15 p.m. Personnel and salaries would be discussed at that time.
Commissioner Gulliford expressed concern over establishing priorities first and
then reviewing revenues. The City Manager said the best procedure was to decide
what you have to have and then see if the money was available. If not, come back
and cut again. Discussion followed.
There being no other business to discuss, the Ma dec are. he meeting
adjourned at 10:35 p.m.
/ i
l
William . Howe 1
Mayor/Presiding Officer
ATTEST: d'Q�
Adelaide R. Tucker
City Clerk
CITY OF ATLANTIC BEACH
CAPITAL IMPROVEMENTS FUND
SUMMARY OF REVENUES, EXPENDITURES, AND BALANCES
FY 1983-84 FY 1984-85 FY 1985-86
BUDGET ACTUAL BUDGET ESTIMATED BUDGET
Beginning Balance 904 4,882 534 20,193 172,249
Add Revenue:
Transfer from
General Fund 126,000 126,000 294,280 294,280 133,905
Transfer from
Federal Revenue Sharing 53,000 50,313 59,000 57,776 43,332
Municipal Loan -0- -0- -0- -0- 150,000
Total Revenue 179,000 176,313 353,280 352,056 327,237
Deduct Expenses:
Professional Services -0- -0- 6,000 6,000 -0-
Other Current Charges -0- -0- -0- -0- 20,000
Road Materials and
Supplies 52,422 38,927 91,800 91,760 70,000
Land -0- -0- 25,000 9,646 -0-
Building 34,500 32,408 -0- -0- 150,000
Improvements 2,375 -0- 69,749 40,143 25,000
Machinery & Equipment 89,703 89,667 52,451 52,451 146,206
Total Expenses 179,000 161,002 245,000 200,000 511,306
Ending Balance 904 20,193 108,814 172,249 88,280*
* - In the 1984-85 budget, the Commission reserved $63,280 for storm drainage
improvements and $25,000 for future purchase of patrol vehicles.
8/5/85
ANNUAL BUDGET
DEPARTMENT NAME: Capital Improvements FUND #30 ACCOUNT #541
FUNCTION:
The Capital Improvements Account is established as a control fund for
capital improvmeents which include; street construction, buildings,
major equipment purchases, and major repair and replacement projects.
In FY 1985-86, funds will be expended for the purchase or construction
of the following:
Description Amount
Public Safety Building $ 150,000
Micro Computer and Software 10,500
Communications Equipment 15,000
Patrol Vehicles 23,000
Street Resurfacing 70,000
Backhoe 51,000
Mower Tractors (2) 11,706
Tennis Court Resurfacing 5,000
Lights for Tennis Courts 5,000
Playground Equipment 15,000
Front End Loader 35,000
Contingency 20,000
TOTAL $411,206
Funding Sources:
General Fund $133,905
Revenue Sharing 43,332
Municipal Loan 150,000
Fund Balance 83,969
TOTAL $411,206
ANNUAL BUDGET
'Y 1985-86
FUND NO. 30
DEPT.-ACTIVITY: Capital Improvements DIVISION NO. 541
EXPENDITURE CLASSIFICATION FY 83-84 FY 84-85 FY 85-86
BUDGET ACTUAL BUDGET EST. EXP. BUDGET
PERSONAL SERVICES
12 Reg. Salaries & Wages
14 Overtime
15 Special Pay
21 FICA
22 Pension
23 H $ A Insurance
24 Workers' F, Unemp. Comp.
TOTAL PERSONAL SERVICES -0- -0- -0- -0-
-0-
OPERATING EXPENSES
31 Professional Services 6,000 6,000 -0-
32 Accounting and Auditing
34 Other Contract Svs.
5 Investigations
0 Travel, Conf. E Trng.
41 Postage $ Communications
43 Utilities
44 Rentals $ Leases
45 Insurance
46 Repair $ Maint. Svs.
47 Printing and Publishing
49 Other Current Charges -0- -0- -0- -0- 20,000
51 Office Supplies
52 Operating Supplies
5210 Operating-Restricted
53 Road and Material Sups. 52,422 38,927 91,800 91,760 70,000
54 Books, Sub. , Mberships
TOTAL OPERATING EXPENSES 52,422 38,927 97,800 97,760 90,000
CAPITAL OUTLAY
61 Land 25,000 9,646 -0-
62 Buildings 34,500 32,408 -0- -0- 150,000
63 Imps. Other than Bldgs. 2,375 -0- 69,749 40,143 25,000
64 Machinery F Equip. 89,703 89,667 52,451 52,451 146,206
65 Const. in Progress
TOTAL CAPITAL OUTLAY 126,578 122,075 147,200 102,240 321,206
8/5/85
ANNUAL BUDGET
1985-86 FUND NO. 30
DEPT.-ACTIVITY Capital Improvements DIVISION NO. 541
EXPENDITURE CLASSIFICATION FY 83-84 . FY 84-85 FY 85-86
BUDGET ACTUAL BUDGET EST. EXP. BUDGET
DEBT SERVICE
71 Bond Principal
72 Bond Interest
73 Other Debt Service
TOTAL DEBT SERVICE -0- -0- -0- -0- -0-
GRANTS $ AIDS
81 Aids to Gov't Agencies
82 Aids to Private Orgs.
TOTAL GRANTS & AIDS -0- -0- -0- -0- -0-
"ON-OPERATING
99 Other Non-Operating
TOTAL NON-OPERATING -0- -0- -0- -0- -0-
DIVISION TOTAL 179,000 161,002 245,000 200,000 411,206
PERSONNEL SCHEDULE
Current Budget Base
Position Title Budget Request Salary
8/5/85
• CAPITAL PROJECT REQUEST
FY 1985-86
FINANCE AND ADMINISTRATION
Description Cost Fund Code *
1 . Additional memory for NCR 9020 $ 4,000 01-513-6400
2. Microcomputer equipment 5,000 01-513-6400
DEPARTMENT TOTAL $ 9,000
CITY CLERK
1. Microcomputer $ 2,500 01-517-6400
2. Microfiche Reader/Printer 2,792 01-517-6400
DEPARTMENT TOTAL $ 5,292
BUILDING, PLANNING AND ZONING
1. Personal computer $ 4,000 01-585-6400
and 01-524-6400
POLICE DEPARTMENT
1. Micro computer and software $ 10,500 30-541-6400
2. Base station 20,400 30-541-6400
3. Patrol vehicles 23,000 30-541-6400
DEPARTMENT TOTAL $ 53,900
PUBLIC SAFETY
1. New Public Safety Building $150,000 30,541-6200
PUBLIC WORKS BUILDING
1. Street Resurfacing $ 70,000 30-541-5300
2. Backhoe (20,000 reserved prior year) 51,000 30-541-6400
3. Mower Tractors (2) 11,706 30-541-6400
4. Lawnmower 22 H.P. 7,890 01-541-6400
5. Tractor (480LL) 35,000 30-541-6400
DEPARTMENT TOTAL $175,596
PARKS AND RECREATION
Description Cost Fund Code *
1. Tennis Court Resurfacing (2 courts) $ 5,000 30-541-6300
2. Lights for Tennis Courts 5,000 30-541-6300
3. Playground Equipment 15,000 30-541-6300
DEPARTMENT TOTAL $ 25,000
WATER DEPARTMENT
1. Water Plant #1
a. Roofing $ 3,500 40-533-4600
b. Painting 10,500 40-533-4600
c. Ventilation System 3,000 40-533-4600
d. Replacement Doors 3,000 40-533-4600
e. Fencing 7,500 40-533-6300
f. Flowmeter 2,800 40-533-4600
g. Replacement Pumps 20,000 40-533-6400
h. Generator and Building 35,000 40-533-6400
TOTAL $ 85,300
2. Water Plant #2
a. Generator $ 37,500 40-533-6400
b. Painting 4,500 40-533-4600
c. Chlorine Hoists 10,000 40-533-6400
d. Resodding 7,500 40-533-6300
TOTAL $ 59,500
3. MSA Air Pack 2,500 40-533-6400
4. Well Booster Pump and Housing 50,000 40-533-6400
5. Pick-up Truck 7,800 40-533-6400
6. Pick-up Truck - 1 Ton 12,000 40-533-6400
7. Reservoir Aerator Influent Valves 30,000 40-533-6400
8. Mudhog Pump - 4" Diesel 7,000 40-533-6400
9. Hydro Stop 20,000 40-533-6400
10. Royal Palm Water Main Replacement 40,000 40-533-6400
11. Section H 25,000 40-533-3100
DEPARTMENT TOTAL $339,100
SEWER DEPARTMENT
Description Cost Fund Code *
1. Pick-up Truck - z Ton $ 7,800 41-535-6400
2. Return Pump Conversion 3,500 41-535-6400
3. Maintenance Equipment 5,000 41-535-6400
4. Lighting for Sludge Beds 1,800 41-535-6300
5. Railing at Sewer Plant 15,000 41-595-6300
6. Sod or Regrass Sewer Plant Grounds 4,000 41-535-6300
7. Painting 20,000 41-595-4600
8. Televising Sewer Lines 36,000 41-595-3400
9. Building for Fairway Villas Lift Station 3,000 41-535-6200
10. Upgrading I Station 3,000 41-535-6200
11. Replacement of Conti/actors on
Motor Controller 2,450 41-535-4600
12. Section H 25,000 41-535-3100
TOTAL DEPARTMENT $ 126,550
BUCCANEER WATER
1. High Service Pump at Assisi Plant $ 10,000 43-533-6400
BUCCANEER SEWER
1. No. 3 Waste Treatment Plant $ 385,000 44-535-6300
2. Westside Force Main 110,000 44-535-6300
3. Emergency Generator 18,000 44-535-6400
4. Contingency Equipment $ 10,000 44-535-6400
TOTAL DEPARTMENT $ 523,000
TOTAL CAPITAL PROJECTS $1,421,538
* - First two digits indicates fund as follows:
01 - General Fund
30 - Capital Projects
40 - Water
41 - Sewer
43 - Water, Buccaneer
44 - Sewer, Buccaneer