Legal Expenses HandoutCITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
COMMISSIONER'S REPORT
AGENDA ITEM: Authority and Accountability for Oversight of All Extraordinary
Legal Expenses
SUBMITTED BY: John M. Stinson, Commissioner, Seat No. 2
REPORT DATE: 28th of May 2018,.
BACKGROUND: In March 2015, the City Commission approved a contract for
legal iservices with Lewis, Longman,and Walker•to retain Ms.
Brenna Durden as legal counsel arid�City Attorney for & City
of Atlantic Beach.�:��`
In September 2017, the City Commissipn approved the FY
2017 - 2018 Operatingudgetf A
for the City otlantic Beach,
Florida.
_ 'Le al fees and -ex nses pProPriiatedn the budgetet for FY
a. i
2017-2018(ar-e-wo hun/dyed-fifty thousand ($250,000.00)
dollars. Included in this tappropriation was an amount for Legal
Fees for -Extraordinary Items_of ninety-five thousand
($95-000.00)�dollars. These extraordinary items include, but
were not limited to, matters such as gas / service station code
updates, medical'marijuana dispensary considerations, and
` sign code revisions:'
There maybe other historical information not presented in
this chronology and not available at the time of the drafting of
this report.
JUSTIFICATION: �1 City Attorney reports detailing legal fees and a breakdown by
<' department for services rendered, estimate expenses incurred
to approach one hundred twenty-one thousand, three hundred
fifty-five dollars ($121,355.00) dollars for the first six months
of the fiscal year. An annualized forecast of this estimate from
the City Attorney would forecast legal fees at year-end to be
approximately two hundred forty-two thousand, seven
hundred ten ($242,710.00) dollars.
BUDGET:
RECO
.TION:
ATTACHMENTS:
City Finance Director reports detailing legal fees estimate
expenses incurred to approach one hundred forty-one
thousand, five hundred fifteen ($141,515.00) dollars for the
first seven months of the fiscal year. An annualized forecast of
this estimate would forecast legal fees at year-end to be
approximately two hundred forty-two thousand, five hundred
ninety-seven ($242,597.00) dollars.
Both forecasts predict expenses to be within budgetary
projections, one projection seeming more advantageous than
the other.
What is notable about these/
incurred is the average lega'1
through 2015 is ninety-eiglil
six ($98,826.00) dollars and
the projected legal expense i
hundred fifty-three thousani
dollars.
ntyears legal expenses
ensesAncurred from 2008
usand, eight hundred twenty -
average fro m\2016 through
rredin FY 2017`_ 2018 is two
hty-nine ($253,8 00)
While there are reasonable explanations for' h se increases,
due to the significan , e of these increases`,�it would be prudent
for the City Commission to direct closer scrutiny by City staff of
any and all future legal expense's expected to be incurred.
B dgetary impact is expected -to be negligible to non-existent
wrth�the upside being a closer focus on legal demands may well
result in.budaetarvasavi�ngs.
It is recommende&fhat the City Commission charge the City
Manager with Authority and Accountability for Oversight of All
Extraordinary Legal Expenses Not Specifically Expressed or
Enumerated within the Contract engaging Lewis, Longman &
Walke'Vr'and Ms. Brenna Durden as legal counsel and City
Attorney for the City of Atlantic Beach.
1. Unexecuted Contract for Legal Services dated the 14th of
March 2016 (note: the actual contract was executed,
however an executed copy of said contract was not
available to include in this packet)
2. City of Atlantic Beach Budgetary Summary of
Expenditures by Department for FY 2017 -2018
3. City Administration Budgetary Combined Summary of
Revenues & Expenses for FY 2017 - 2018
4. City of Atlantic Beach Budget Presentation from the 12th
of July 2017
5. City of Atlantic Beach Budget Reserve Reconciliation for
FY 2017-2018
6. Lewis, Longman & Walker Estimated Breakdown of
Fees by Department Through April 2018 for Services
Rendered for FY 2017 - 2018
7. City of Atlantic Beach Legal Fee Breakdown from CoAB
Finance Department for FY 2017 -2018
8. City of Atlantic Beach, City Manager Organizational
Chart
9. City of Atlantic Beach, City Manager Key Objectives
10. City of Atlantic Beach /City A''tto�6 neyEey Objectives
11. City of Atlantic Bea,
�City Administration Legal
Counsel Budget and Historical>Expense�A
PRESENTATIONS: None at this time.
APPR(
AMENDED AGENDA ITEM #3A
March 14, 2016
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Recruitment of City Attorney
SUBMITTED BY: Catherine Berry, J.D., Director of Human Resources
DATE: March 14, 2016
STRATEGIC PLAN: None
BACKGROUND: in a special called meeting on March 8, the Commission voted to
direct the City Manager to negotiate a contract with the firm of Lewis, Longman and Walker,
P.A., which he has done. The contract, a copy of which is attached, provides for compensation.
in a hybrid format as follows: Lewis, Longman and Walker will attend All City Commission
meetings, Special Called Commission Meetings, Code Enforcement Meetings and Community
Development Board meetings and prepare for such meetings, for a monthly retainer of $4500,
which is $225/hour, for up to 20 hours. All other services are "non -retainer services" and shall
be billed at an hourly rate of $250 an hour in time increments of .10 hours. Paralegal time shall
be billed at $150 an hour and an associate's time will be billed at $200 an hour. Litigation
services in Federal or State Court, if any are requested, shall be billed at $250 an hour.
Lobbying, pension and public finance/bond services shall be provided, upon request, at
negotiated rates. Preapproved out-of-pocket costs will be reimbursed. Travel time or mileage
in Duval County will not be charged and outside of Duval County will be billed at one half (1/2)
the agreed hourly rate. LLW will be responsible for advising the City Manager when fee's and
costs reach $7,000 a month. Compensation may be negotiated on an annual basis.
RECOMMENDATION: The City Manager be directed to enter into the attached contract
with Lewis, Longman and Walker, P.A. on behalf of the City.
ATTACHMENTS: Contract for Legal Services
BUDGET: $96,000 currently budgeted for legal services
REVIEWED BY CITY MANAGER: _", // , o [�
AMENDED AGENDA ITEM OA
March 14, 2016
CONTRACT FOR LEGAL SERVICES
THIS CONTRACT FOR LEGAL SERVICES, hereinafter referred to as the "Agreement," is
made and entered to be effective this 16th day of March, 2016, by and between the City of. Atlantic
Beach, Florida, hereinafter referred to as the "City" and Lewis, Longman & Walker, P.A.,:' hereinafter
referred to as "LLW."
Recitals
A. The City is a political subdivision of the State of Florida, and maintains its principal place of
operations at the City of Atlantic Beach City Hall, 800 Seminole Road, Atlantic Beach, Florida
32233.
B. LLW is a Professional Association organized and existing under the laws of the State of Florida,
and has its local place of business and office at 245 Riverside Avenue, Suite 150, Jacksonville, FL,
32202.
C. LLW was the successful responder to RFP #16-02, issued by the City of Atlantic Beach on January 26,
2016.
D. Pursuant to the terms of the RFP, the parties have negotiated the terms and conditions contained in this
agreement.
THEREFORE, in consideration of the premises and mutual covenants expressed herein and
pursuant to the RFP response submitted by LLW, and for other good and valuable consideration, the
receipt and adequacy of which is hereby acknowledged by the parties, the parties agree as follows:
1. Recitals
The recitals outlined above are true and correct and are incorporated into and made a part of this
Agreement.
2. Incornorate by Reference
The parties hereby incorporate by reference into this Agreement the City's needs and requirements
detailed in RFP #2016-02, as well as LLW's response to the RFP, considered by the City Commission.
Further, LLW agrees to perform any and all services pursuant to this Agreement in a professional
manner consistent with and as presented in LLW's response to RFP #2016-02.
3. Position
The City hereby engages LLW to serve as and to perform the duties and responsibilities ofCity
Attorney pursuant to the Charter of the City of Atlantic Beach• and the general laws of the: State
of Florida. LLW designates and the City accepts Brenna M. Durden, Esq. as the primary attorney
for City legal work. Brenna Durden may utilize the services of other attorneys and staff in LLW
as she deems appropriate for City legal work. Any attorney designated in Brenna Durden's
absence shall meet the minimum requirements outlined in RFP 42016-02.
AMENDED AGENDA ITEM OA
March 14, 2016
4. Services to be Performed
A. General. LLW shall serve as the City Attorney, who shall act as legal advisor to, and
Attorney and counselor for, the City and all of its officers in matters relating to and within
the scope of their official duties. All of the resources of LLW will be available to support
that role. Specifically, Brenna Durden, Esq. will have the assistance, when necessary; of other
members of LLW, secretarial staff, paralegals, law research and technical' support. It is
expected that Brenna Durden, Esq. or her designate will provide such duties (required
pursuant to the Charter of the City of Atlantic Beach and the general laws`of the, State of
Florida.
B. Legal Services: The legal services to be provided on a recurring basis may include but will
not be limited to the following:
1. To perform the duties and responsibilities pursuant to the Charter of the City of Atlantic
Beach and the general laws of the State of Florida.
2. Advise, research, assist and render written opinion, when requested, to the City on a wide
variety of legal areas including but not limited to: general municipal law, labor )aw, general,
state and federal laws relating to municipal government, intergovernmental relations and rules
and regulations.
3. Legal advisor and counselor for all departments and all of its officers in matters relating to
their official duties.
4. Prepare, review, or advise on all contracts, bonds, and all other legal and official instruments
in which the Municipality is concerned and shall endorse on each his approval of the form and
correctness.
5. Review all agenda items.
6. Advise, research and assist the City on a wide variety of legal areas including bot not limited
to: grants, budgets, bonds, user fees, impact fees, franchise fees, property taxes, special
assessments, public disclosure issues, and laws against discrimination.
7. Advise, research and assist the City on a wide variety of legal areas including but not limited
to: housing, subdivision and land use law, comprehensive planning, zoning regulations and
property rights, eminent domain, economic development activities, public utilities, code
enforcement, building codes, real estate law, annexations.
8. Advise, research and assist the City on a wide variety of legal areas including but not limited
to: contract law, environmental law, franchise law, municipal leases, purchasing and.
procurement.
9. Advise, research and assist the City on a wide variety of legal areas including but not limited
to: personnel matters including collective bargaining, union negotiations, arbitration;_
employee grievances, including advice on the creation of policies and procedures.
10. Advise, research and assist the City on a wide variety of legal areas including, but not limited
to: criminal prosecution, litigation and trial activity, tort law and proactive methods to avoid
litigation.
11. Code Enforcement Board attorney.
12. Prosecute and defend on behalf of the City all complaints, suits and controversies in which the
City is a party except where the City's defense is provided either by contract or law by a third
Party
.13. Furnish the City Commission, the City Manager and the head of any department, his: opinion
on any question of law relating to any matter concerning their respective power and duties.
2
5.
i
AMENDED AGENDA rrEM OA
March 14, 2016
14. Advise the City Commission as to their compliance or non-compliance with theprovisions of
the Charter and Florida Statutes.
15. Attend all meetings of the City Commission, either in person or by his duly designated
representative to supply those legal services as may be needed during the meeting. :1
16. Provide Counsel and legal services for City boards, task forces and committees duly
authorized by City Commission.
17. Assist the City in preparation, drafting, revisions of codes, ordinances, resolutions,
amendments, leases, policy and procedural manuals, and other documents at the request of the
City Commission and/or City Manager.
18. Assist, revise, review and/or advise with acquisition requirements with appropriate
departments, evaluate any special legal or cost problems, develop acquisition timetables,
make preliminary cost estimates and obtain or develop proper legal descriptions of real estate
transactions. Prepare documents necessary for routine land purchases and/or sales. All such
transactions shall be deemed to be routine unless the Attorney contacts the City in advance
and obtains the City's approval that the transaction contemplated is non -routine.
19. Submit, as part of the annual budget process, anticipated expenditures, and revenues
20. Provide monthly report to City Manager summarizing legal services activities.
21. Provide all required documentation to the external auditor as part of annual audit.
22. Coordinate and supervise specialized legal services provided by outside counsel.
23. Keep the City Commission, City Manager, and City Clerk informed of legislation or judicial
opinions that have potential impact to the City.
24. Meet with City Manager and/or designee on an as needed basis to provide for the operational
necessity of the City. j
25. Assist in preparation, drafting, revisions of contracts, amendments to the contracts and other
legal documents at the request of the commission and/or City Manager.
26. Advise City Commission, City Manager and City Clerk at least once a year on SVnshine Law
and public records law, home rule, legislative and quasi-judicial bodies; and all other areas of
municipal law, legislative and judicial opinions that could potentially impact ;the City.
27. Perform any other duties as assigned by the City Charter, or as directed by the City
Commission.
i
Compensation. The City shall pay LLW the following compensation for the various typesiof
legal services provided by LLW:
Brenna Durden, Esq. (or her designee when she has an unavoidable scheduling conflict)
attend All Regular City Commission meetings, Special Called Commission Meetings, C
Enforcement Board Meetings and Community Development Board Meetings and prep&
such meetings, up to twenty (20) hours per month for a monthly retainer of $4,500 ($22
If more than twenty (20) hours in any given month is required to provide these services,
LLW shall bill an hourly rate of $250 for any time over twenty (20) hours. All other se)
"non -retainer services" and shall be billed at an hourly rate of $250 in time increments c
hours. Paralegal time shall be billed at $150 an hour and associate time will be billed at
hour. Litigation services in Federal court, State court or administrative hearings,or ip
anticipation of litigation, if any are requested, shall be billed at $250 an hour. Lobbying
and public finance/bond services shall be provided, upon request, at negotiated rates.
for
/hour).
then
rices are
'.10
6200 an
pension
6.
7.
E:1
a
10.
,A ITEM 43A
2016
Costs: Preapproved out-of-pocket costs incurred by LLW, such as for courier fees, court reporter
fees, etc., will be reimbursed to LLW within 30 days of City's receipt of an invoice. ` 6stlaw is
only charged if necessary to reimburse for costs incurred outside the regular plan with prior
approval of the City. Per diem travel will only be charged if pre -approved by the City Manager.
LLW shall not charge for secretarial services. Travel time or mileage to and frgm all City
functions located inside Duval County will not be charged. Travel time and cosh to functions
located outside Duval County will be billed in accordance with Chapter 112, Florida St tutes,
and at one half (1/2) the agreed hourly rate.
LLW will be responsible for advising the City Manager when fees and costs reach $7,000 a
month.
Compensation may be renegotiated on an annual basis.
Billing
LLW will submit an itemized statement to the City for each month for Legal $ervii es and
payment shall be due upon receipt.
I
Controllins Law
This Agreement and the validity, execution, construction, interpretation, performance and
I
enforcement thereof shall be governed by the substantive and procedural laws of the State of
Florida. Venue shall be in Duval County.
i
Termination
i
Either party may terminate this agreement without cause at any time. The City will be obligated to pay
LLW for all work completed as of that date. LLW will be obligated to continue representation!in, and
be compensated at the applicable rate, for all critical matters until new representation can be found, to
provide the City with all documentation and files relating to matters of the City and all of its other
obligations under the Rules Regulating the Florida Bar.
Severability j
The invalidity or partial invalidity of any portion of this Agreement will not affect the validity of
any other provision. In the event that any provision of this Agreement is held to be invalid, the
remaining provisions shall be deemed to be in full force and effect as if they had been exectrted by
both parties subsequent to the expungement or judicial modification of the invalid pro!ision.;
Integration
The Agreement sets forth and establishes the entire understanding between the City and
relating to the engagement of LLW by the City. Any prior discussions or representation
between the parties are merged into and rendered null and void by the Agreement. I No
amendment or modification of this Agreement shall be valid or effective unless it is in w
properly executed by all parties thereto.
4
W
V or
and
I
AMENDED AGENDA rrEM 03A
March 14, 2016
.i
11. Notice
Any notice required or permitted under this Agreement shall be sent by certified maii to (a) the
City at its principal place of operations and (b) to LLW at its local place of business land office.
I
12. Conflicts of Interest
During the term of this Agreement, Brenna Durden, Esq. and members of LLW shall observe e
requirements regarding conflicts of interest as set forth in the Rules Regulating the Florida Bar ;and its
Rules of Professional Conduct.
13. Attorneys Fees
In any litigation, lawsuit, legal or other proceedings brought in connection with the construction,
interpretation, meaning, - validity, performance or enforcement of this Agreement, the prevailing
party shall be entitled to receive all of its costs and reasonable attorney's fees from the other party.
14. Annual Evaluation
The City Commission may conduct an annual evaluation of the performance of LLW.
15. Files
All files generated as a result of this Contract are the property of the City of Atlantic Beach and
shall be turned over promptly upon request after resolution of all compensation issues)
During resolution of compensation issues, the City shall be provided liberal access to its files in order
to protect its legal interests. During the course of representation, and continuing during custody of
the City's files, LLW will comply with GS 1 -SL and the Florida Bar's record retention
requirements, and will comply with Chapter 119, Florida Statutes.
IN WITNESS WHEREOF, the parties executed this Agreement in Duval
made and entered into the day and year first written above.
CITY OF ATLANTIC BEACH,
a Florida municipality.
M
Nelson Van Liere, City Manager
LEWIS LONGMAN & WALKER, P.A.
Brenna Durden, Esq., Shareholder
to be
City Administration
City Commission
City Manager
City Clerk
Finance and Administration
Information Technology
Human Resources
i` Legal Counsel'
Total y
Planning and Zoning
General Government
Police Department
Administration
Patrol
Detective
Dispatch
Animal Control
School Crossing Guards
Total
City of Atlantic Beach
Summary of Expenditures by Division
General Fund
Actual
Actual
Estimate
Budget
Increase
2014-2015
2015-2016
2016-2017
2017-2018
(Decrease)
9,850
10,017
3,675,878
4,137,871
44,372
38,708
39,951
41,630
47,760
6,130
235,093
243,675
318,674
387,943
69,269
253,095
263,460
281,271
320,305
39,034
832,441
884,840
862,111
930,734
68,623
766,063
777,644
717,634
771,460
53,826
199,795
213,385
211,942
_228,545
16,603
96,150
235,824
233,135
250,000.
16,865
2,421,346
2,658,777
2,666,397
2,936,747
270,350
145,633
237,466
129,824
326,715
196,891
492,042
1,008,750
490,025
845,407
355,382
572,488
665,892
2,405,853
2,760,434
322,262
324,090
274,603
303,382
90,822
74,055
9,850
10,017
3,675,878
4,137,871
Fire
818,076
348,581
Fire Control / Rescue
1,080,045
1,111,107
Lifeguards
236,426
211,507
Total
1,316,471
1,322,614
Code Enforcement
50,204
44,372
Public Works
10,680
628
Administration
441,985
459,898
Fleet Maintenance
231,642
234,030
Streets and Road Maintenance
684,037
763,096
1,382,798
1,357,664
1,457,023
Parks and Recreation
75,552
! 9,429
Administration and Activities
343,677
566,166
Beautification
2,176
23,721
Maintenance
819,214
768,660
Total
1,165,067
1,358,547
Grand Total
469,495
818,076
348,581
2,635,850
2,810,013
174,163
198,284
401,046
201,512
289,469
358,854
75,706
100,055
92,747
(7,533)
10,052
10,680
628
3,703,205
4,491,416
793,057
1,143,011
1,262,802
119,791
239,787
262,086
22,299
1,382,798
1,524,888
142,090
66,123
75,552
! 9,429
453,714
431,754
(21,960)
280,900
284,218
3,318
975,662
1,150,734
175,072
1,710,276
1,866,706
I 156,430
403,238
8,750
869,025
1,281,013
10,624, 305 12,225,421 11,429,661
509,071
105,833
58,262
49,512
837,370
(31,655)
1,404,703
123,690
13,472,134
i 2,047,319
18
;'City Administration
Combined Summary of Revenues and Expenses
Resource Allocation:
Actual
Actual
Estimate
Budget
Increase
1,919,160
2014-2015
2015-2016
2016-2017
2017-2018
(Decrease)
Revenues:
95,982 87,000
121,000
34,000
Transfers
General Fund Resources
2,382,638
2,618,827
2,624,767
2,888,987
264,220
Total Revenues
2,382,638
2,618,827
2,624,767
2,888,987
264,220
Expenses:
2017-2018
City Clerk
City Clerk
253,095
263,460
281,271
320,305
39,034
City Manager
235,093
243,675
318,674
387,943
69,269
Finance and Accounting
832,441
884,840
862,111
930,734
68,623
Information Technology
766,063
777,644
717,634
771,460
53,826
Human Resources
199,795
213,385
211,942
228,54b.
_ 16,603
!__Legal Counsel
96,150
235,824
233,135
250,000
16,865
Total Expenses
2,382,638
2,618,827
2,624,767
'- 2;888;987•-
264,220
Resource Allocation:
Personal Services 1,603,625
1,703,577 1,638,558
1,919,160
280,602
Operating Expenses 592,676
819,267 899,209
848,827
(50,382)
Capital Outlay 186,337
95,982 87,000
121,000
34,000
Transfers
Total Resource Allocation: 2,382,638
2,618,827 2,624,767
2,888,987
264,220
Summary of Authorized
Positions
2016-2017
2017-2018
City Clerk
City Clerk
1.00
1.00
Administrative Assistant
1.00
1.00
Records Clerk
1.00
1.00
3.00
3.00
City Manager
City Manager
1.00
1.00
Deputy City Manager
0.00
1.00
Administrative Assistant
0.00
1.00
Customer Service Specialist
1.00
1.00
2.00
4.00
Finance
Finance Director
1.00
1.00
Deputy Finance Director
1.00
1 1.00
Accountant
1.00
0.00
Purchasing Agent
1.00
1.00
Utility Billing Supervisor
1.00
1.00
Utility Specialist.
1.00
1.00
Accounts Payable Clerk
1.00
1.00
Customer Service Super.
1.00
1.00
Customer Service Rep.
2.00
2.00
10.00
9.00
Information- Technology
Computer Network Director
1.00
1.00
Computer Network and PC/Server Technician
2.00
2.00
3.00
3.00
Human Resources
Human Resources Director
1.00
1.00
Human Resources Assistant
1.00
1.00
2.00
2.00
Legal Counsel
City Attorney
1.00
1.00
Total
21.00
1 222.00
Administrative Budget
General Fund
Miscellaneous Items
• Health Insurance included is available for all full
time employees. This budget includes an estimated
1o9/6 rate increase. We also conservatively assume any
vacant positions will request the coverage although
there is varying levels of participation due to turnover.
• 2o17 Budget S 987,410
• 2o18 Budgetoi. 86.151
• Increase $98,741
• Percentage Increase 10%
low up Topics to Discuss
• Millage Rate and budgeting policies
7/12/2017
Major Items Included
• Clerk
• Contractual Services (Minutes) s19,82o
• Finance & Administration
• Audit - sio,000 additional audit services to assess risk of
separation of duties January 2017 - April 2017
• Information Technology
• Will discuss 7/19/17
• Human Resources
• EmployeeAssistance Program and training,- $5,000
• Legal Services - $175,000
General Liability
• General Liability- The Insurance cost are allocated based
on the policy to the various departments depending on the
coverage of the policy. The policies include Auto, General
Liability, Public Official and Employee Liability,
Environmental, Fiduciary and Police Statutoryand
Liability. The City also budgets for a broker's service to
assist in keeping adequate coverage.
• 2o17 Budget $370,967
• 2o18 Budget $408.0
• Increase of io% $37,084
• Percent Increase of to%
2017
2018
• City Clerk
$ 317,215
S326,61g
• City Manager
253,905
389,895
• Finance and Accounting
942,557
937,899
• Information Technology
769,o1g
854,435
• Human Resources
217,935
23.5_,_614
Legal Counsel.
1,55.000 ,
00
• Total
$2,655,631
$2,959,462
Miscellaneous Items
• Health Insurance included is available for all full
time employees. This budget includes an estimated
1o9/6 rate increase. We also conservatively assume any
vacant positions will request the coverage although
there is varying levels of participation due to turnover.
• 2o17 Budget S 987,410
• 2o18 Budgetoi. 86.151
• Increase $98,741
• Percentage Increase 10%
low up Topics to Discuss
• Millage Rate and budgeting policies
7/12/2017
Major Items Included
• Clerk
• Contractual Services (Minutes) s19,82o
• Finance & Administration
• Audit - sio,000 additional audit services to assess risk of
separation of duties January 2017 - April 2017
• Information Technology
• Will discuss 7/19/17
• Human Resources
• EmployeeAssistance Program and training,- $5,000
• Legal Services - $175,000
General Liability
• General Liability- The Insurance cost are allocated based
on the policy to the various departments depending on the
coverage of the policy. The policies include Auto, General
Liability, Public Official and Employee Liability,
Environmental, Fiduciary and Police Statutoryand
Liability. The City also budgets for a broker's service to
assist in keeping adequate coverage.
• 2o17 Budget $370,967
• 2o18 Budget $408.0
• Increase of io% $37,084
• Percent Increase of to%
ATLANTIC BEACH
Reserve Reconciliation
(497;681) `.Negative'Variance in the General Fund`
100,000 'Streetscaping. and Beatification on or west of Mayport Road
150,000 Sidewalk Improvements — Royal Palms (Reserves)
95,000Legal_ Fees
-y
2031,000
Items,
203;000 Transfer to Capital Project Fund - ERP
9
ESTIMATED BREAKDOWN OF FEES BY DEPARTMENT
THROUGH APRIL 2018 FOR SERVICES RENDERED
SINCE OCTOBER 112017
Fee Amount
Cily Attorney General Representation
59%
Community Development
35%
Commission
25%
Code Enforcement
15%
Building Department
5%
Public Works/Public Utilities
5%
City Clerk
5%
City Manager
5%
Human Resources
2%
Finance Department
2%
Police Department
1%
All other matters
Community Development
59%
Gate
21%
Selva Preserve
14%
Flynn (50%)
6%
Mayport Road
3.5%
Sign Code
3.5%
Land Development Regulations
3.5%
Appeals
3%
Comprehensive Plan
1.5%
Commission
12%
Election matters
1%
Code Enforcement
10%
Cloister
Seafood Kitchen
Public Works
9%
Flynn (50%)
Finance
6%
DMS Appeal
Litigation/HR
4%
Harkelroad
Shaw
Subtotal — All other
matters
TOTAL FEES — A11 matters
Estimate of Department Percentage for all matters through April 2018
00969430-1
Community Development
42%
Commission
21%
Code Enforcement
14%
Public Works/Public Utilities
6%
Building Department
3.5%
City Clerk
3.5%
City Manager
3.5%
Finance
3%
Human Resources
1.5%
Litigation/HR
1%
Police Department
1%
$ 86,500.00
$ 1,400.00
$ 8,100.00
$ 3,025.00
$ 3,375:00
$ 75.00
$ 750.00
$ 3,525.00
$ 225.00
$ 4,195.00
i
$ 50:00
$ 3,585.00
i
$ 3,025.00
$ 2,175.00
$ 125.00
$ 1.225.00
$ 34,855.00
$121,355.00
City of Atlantic Beach
Legal Fee Breakdown
FY08
FY09
FY10
FY11
FY22
FY13
FY14 FY15
FY16
FY17
FY18 Total
LEWIS, LONGMAN & W
$ -
$ - $
2,863 $
- $
- $
- $
- $ - $
180,348 $
245,266 $
141,515 $ 569,992
KOPELOUSOS, BRADLE
-
-
-
-
-
-
78,800 96,150
48,300
-
- 223,250
JENSEN, ALAN
49,568
53,624
56,836
56,111
58,731
67,008
45,112 -
-
-
- 386,990
CONSTANGY BROOKS &
-
8,111
-
2,873
38,865
62,738
1,100 -
-
-
- 113,686
BRENT MILLIKAN & C
-
1,225
-
-
-
-
- -
-
-
- 1,225
COFFMAN, COLEMAN,
3,913
-
-
-
-
-
- -
-
-
- 3,913
COMMUNITY REDEVELO
-
-
-
-
-
-
- -
4,306
-
- 4,306
FOWLER WHITE BOGGS
176
8,446
13,002
19,334
-
-
- � -
-
-
- 40,958
DEBT. BRANHAM P.A
-
-
-
-
-
-
1,365 -
-
-
- 1,365
JOHN R PHILLIPS, E
-
-
-
2,456
-
-
- -
-
-
- 2,456
LYDECKER DIAZ
-
-
-
-
-
-
- -
393
15,635
- 16,027
PAPPAS METCALF JEN
1,684
-
-
-
-
-
- -
-
-
- 1,684
PGIT Deductible -Le
-
-
-
-
-
-
2,500 -
-
-
- 2,500
PREFERRED GOVERNME
2,500
7,770
2,230
30,000
2,500
1,889
- -
-
-
- 46,889
RECORDING OF WIRE
-
-
-
-
-
-
- -
1,000
-
- 1,000
SHEPARD & SMITH, P
-
-
-
-
-
-
- -
-
20,425
- 20,425
SUZANNE WORRALL GR
122
2,384
2,570
1,148
1,006
3,903
- -
-
-
- 11,133
WIRE FOR RETAINER
-
-
-
-
-
-
- -
1,000
-
- 1,000
$ 57,962
$ 81,560 $
77,500 $
111,922 $
101,102 $
135,538 $
128,876 $ 96,150 $
235,346 $
281,325 $
141,515 $ 1,448,798
CITY OF ATLANTIC BEACH
Organizational Charts
CITY MANAGER
City Manager
Deputy City Executive
Manager Assistant
Receptionist_
Public Recreation Finance Public Planning & Building Human
Safety & & IT Works Zoning Resources
Activities
4
City Manager
Purpose:
To administer and enforce the en actments of the City Comm ission; to assis t t
Commission in making policy and program decisions; and, to otherw ise administer t
affairs of the City. The key component of administration of the city :is the preparation a
delivery of the Annual Operating Budget.
Key Objectives:
• Prepare a long-range financial plan
• To assist the Commission annually to establish a Strategic Plan and then to supervise tl
accomplishment of established priorities
• Continuously examine and monitor city departments to ensure that the City is operating
an effective and productive manner
• Provide the Commission with adequate, pertinent and clear information to allow them
make prudent decisions
• Ensure that the handling of citizen com plaints is done in an efficient, tim i ely a
professional manner
• Communicate with citizens and the press to maintain an open and responsive atri
necessary in a democratic government
• Carry out the goals, objectives and policies established by the City Commission
Issues, Trends and Highlights:
In an of fort to f ill the need f or improved citizen engagement and outreach, th e
Manager's Office has added two positions in fiscal year 2018.
• Deputy City Manager and Receptionist
Legal Counsel
Purpose:
The purpose of this program is to provide legal services, including of
interpretation, legal opinion, negotiation, litigation, etc., requested by tl
Commission, City Manager or City staff.
Key Objectives:
• The City Attorney is appointed by the City Commission and acts as the legal advisor for
the municipality and all of its officers in matters relating to their official duties. Tle
attorney prepares contracts, bonds, and other instruments in which the City is concemdd
and endorses on each his approval of the form and correctness thereof. When required too
do so by the City Commission, prosecutes and defends, for and on behalf of the City,
complaints, suits and proceedings in which the City is a party. The attorney furnishes the
City Commissioners, City Manager or department heads of the City an opinion on any
question of law relating to their respective powers and duties. ;1
PERSONNEL SERVCES
Wages
Salaries and Wages
Overtime
Special Pay
Sub -Total
Benefits
FICA
Pension
Health and Life Insurance
Worker and Unemploy Comp
Sub -Total
Total Wages and Benefits
OPERATING EXPENSES
Professional Services
Contract Services
Local Travel
Communications
Postage
Utilities
Rentals and Leases
Insurance
Repairs and Maintenance
Printing and Publishing
Advertising and Promotions
Other Current Charges
Office Supplies
Operating Supplies
Books, Training, Memberships
Internal Service Charges
Total Operating Expenses
CAPITAL OUTLAY
Land
Buildings
Infrastructure Improvements
Vehicles
Equipment
Total Capital Outlay
DEBT SERVICE
Principal
Interest
Other
Total Debt Service
TRANSFERS
To
To
Total Transfers
DIVISION TOTALS
City Administration
Legal Counsel
Actual Actual Estimate
2014-2015 2015-2016 2016-2017
96,150
96,150
235,421
402
233,135
235,824 233,135
Budget Increase
2017-2018 (Decrease)
i
i
i
i
250,000 16,865
i
i
250,000 16,865
i
i
233,135 250,000 5