Budget Workshop minutes of 8-5-10 MINUTES OF THE BUDGET WORKSHOP OF ATLANTIC BEACH CITY COMMISSION
HELD IN COMMISSION CHAMBER, ON AUGUST 5, 2010.
City Commission Members present:
Mike Borno, Mayor
John Fletcher, Mayor Pro Tem
Jonathan Daugherty, Commissioner
Paul Parsons, Commissioner
Carolyn Woods, Commissioner
Staff present:
Jim Hanson, City Manager
David Thompson, Assistant City Manager
Nelson VanLiere, Finance Director
Donna Kaluzniak, Public Utilities Director
Rick Carper, Public Works Director
Mike Griffin, Building Official
Donna L. Bartle, City Clerk
The meeting, which was held for the purpose of discussing the following items, was called to
order at 5:50 pm by Mayor Borno. Mayor Borno welcomed the visitors.
Public Works (Handouts: Public Works Budget FY 10 -11- PW Admin, Streets, Fleet
maintenance Parks and Beautification Sanitation , Storm Water (Attachment A))
Mr. Carper explained the PW Admin, Streets, Fleet Maintenance, Parks and Beautification all
come under the General Fund. Sanitation is its own fund as well as Storm Water.
Mr. Carper reported on General Fund Issues and explained the following are not funded:
Pedestrian paths or new sidewalks; Replacement emergency generator for PW; Russell Park ball
field lighting upgrade (possible Energy Grant); City Hall parking lot lighting upgrade (may
include with Police Building Project); Skate Park Security Camera System - $8,000; Pave
Stewart Street - $25,000; Parks Master Plan, including River Branch Preserve - $25,000;
Replacement Christmas decorations for Atlantic Blvd. and Mayport Rd. - $12,500; Russell Park
drainage improvements - $10,000; Rose Park upgrades - $161,750 (evaluation requested by
Comm. Daugherty in Strategic Planning); Kayak launch; north end of Dutton Island Preserve -
$32,000 (evaluation requested by Comm. Daugherty); Water fountain for Russell Park - $5,000
(evaluation requested by Comm. Fletcher); Tree Fund subsidy - $6,000 (Possible commercial
Adopt Tree program for Mayport Road); Sidewalk / concrete and storm water point repair funds
continue at reduced levels; Beach Access and Medians Beautification matching funds reduced —
no funds for new adoptions; and Town Center Christmas Decorations. He explained the
Contractor works for AB, and reimbursed by Town Center Agency. He added that there is a three
year plan and this is the second year of the proposed expansion. He showed a diagram of the
proposal placement of the Christmas Decorations in Town Center and discussion ensued.
Mr. Carper reported on the Parks Projects for the proposed budget. He explained and answered
questions regarding the following projects: Replace / refurbish Howell Park Bridges - Refurbish
one bridge (three complete, three remaining); Donner Park Improvements (CDBG Funded) -
Court and Security Lighting, Sod Baseball and portion of Soccer Fields, Parking Addition;
Veteran's Memorial Park - Flagpole funded by grants from VFW and Rotary, additional grant
Minutes — City Commission Workshop August 5, 2010
Page 2
from COJ being processed; and Tideviews Canoe / Kayak Launch - Bed Tax and FIND Grant
Funded. Mr. Thompson addressed the status of the grants. Mr. Carper reported that the Dog
Park project is in the budget and should have been on the list. He explained the project.
(Break at 6:25pm) (Back at 6:35 pm)
Mr. Carper explained and answered questions on Stormwater Capital Improvements — Royal
Palms Drainage Rehabilitation. He reported that Construction began August 2009, scheduled
completion October 2010 (8 weeks added by change order), additional CO being processed;
Approved budget $3,197,824 — includes replacing or rehabbing CM pipe, removing underground
gas tanks, and resurfacing — 2 /3rds of subdivision; and $86,000 in Gas Tax funding needed to
complete planned resurfacing. He explained and answered questions on the Stormwater FY
10 /11 Plan. He reported on the Stormwater Master Plan Update — (deferred from FY 07/08) -
$100,000; Purchase new Menzi Muck (deferred from FY08 /09) - $245,000; Replace undersized
drain line on East Coast Drive (Atlantic to Ahern) - $50,000; Replace corrugated metal pipe on
Saturiba Road (Seminole to Sea Oats) - $42,000; Undesignated Point Repair budget - $25,000;
and not included - Headwall improvements for Robert St ditch - $30,000.
Mr. Carper explained and answered questions on Stormwater CIP Modifications. He reported on
the Stormwater Master Plan Update — to focus on Wet Ditches; Begonia St (W. 6 to W. 9 th ) -
deferred to FY 12/14; Main Street (Levy to Stewart) — deferred to FY 13/15; and Magnolia /
Poinsettia Street Upgrades — deferred to FY 16/17. He explained the projects will be re-
evaluated as part of Stormwater Master Plan Update and additional area of study may include
refining on -site storage requirement for new development.
Mr. Carper referred to the drawing as he explained and answered questions on Stormwater Ditch
Maintenance. He reported that hatched streams are FEMA Floodways, ditches downstream of
Atlantic Beach limits are not maintained by COJ- their policy is if no run -off from city owned
property private owner is responsible for maintaining flow path, and AlA ditch is FDOT's
maintained by AB to salt marsh under annual contract. He explained Florida Statute 298.66,
Obstruction of drainage canals, etc., prohibited; damages; penalties and the City of Jacksonville
Ordinance Code, Sec. 320.102 - Maintenance and use of buildings and property, (d) Obstructing
flow of water.
Mr. Carper referred to and explained the chart titled Storm Water Utility which shows amounts
for Personal Services, Operating Expenses, Capital Outlay, Debt Services, Transfers and
Revenues. He answered questions from the Commission.
Mr. Carper explained the Resurfacing Program, in addition to Stormwater, is another major use
of our Gas Tax Fund. In FY10 /11, there is $203,000 budgeted and we will use $86,000 to
complete Royal Palms Project Resurfacing. He explained that each year he goes with his street
division director and drives each street in the city and gives them a grade. He reported that this
year the inspections have been completed and the Overall Condition Index (OCI) for the entire
city is 71 (Very Good). He indicated that 3 segments were poor and 124 were excellent and
there is a total of 293 (public only). He referred to the map showing the City Street Resurfacing
History Since 2005 as he explained the history.
Minutes — City Commission Workshop August 5, 2010
Page 3
Mr. Hanson referred to the Gas Tax Fund chart and explained the Operating Expenses, Capital
Outlay, Transfers and Revenues.
Mr. Carper explained Sanitation and reported that the estimated revenues this year is $1.8M, the
estimated cost of Pick -up and Haul Contract is $1.25M, and the additional Expense to be paid to
COJ for Commercial Tippage is $50,000 ($44,000 current FY). He further reported the
Contractor's current Residential Rate is $15.13 /month. This is below the initial contract rate
($15.25) due to the quarterly fuel rate adjustment. He indicated we have four years left on the
contract.
Mr. Hanson referred to and explained the chart titled Sanitation Fund which shows amounts for
Personal Services, Operating Expenses, Capital Outlay, Debt Services, Transfers and Revenues.
He answered questions from the Commission.
Mr. Carper showed a photo of Rose Park and explained his concept of what could be done there
in response to what Commissioner Daugherty had spoken to him about. He indicated that Parks
could be studied through a Parks Master Plan to find out where the wants and needs are. He
showed a photo of the guard rails at Dudley Street and a photo of the restroom at Donner Park.
(Break at 8:14 pm) (Back at 8:19 pm)
Grants; not otherwise covered (Handout: Updates 2010 -11 Grants (Attachment B))
Mr. Thompson referred to his handout and explained the details and the status on the CDBG
Grant, Energy Grants, Veterans Memorial Park Grant, and Urban Area Strategic Initiative Grant.
He answered questions from the Commission. Discussion ensued about the Assistant City
Manager position and about the amount of time and energy spent on writing grants and the
benefit to the city. He also gave details about additional grant applications.
Mayor Borno reminded everyone about the next budget meeting on Thursday, August 26, 2010
at 5:00 pm. Mr. Hanson stated that every one of you should come in with a firm idea of how you
what to change the budget.
There being no further discussion by the City Commission, the Mayor declared the meeting
adjourned at 9:00 pm.
4 71 ,
Donna L. Bartle, CMC
City Clerk
General Fund Issues
Not funded:
Pedestrian paths or new sidewalks
Replacement emergency generator for PW
Russell Park ball field lighting upgrade
Possible Energy Grant
City Hall parking lot lighting upgrade
May include with Police Building Project
Skate Park Security Camera System - $8,000
Pave Stewart Street - $25,000
Parks Master Plan, including River Branch
Preserve - $25,000
General Fund Issues
(Continued)
Not funded:
Replacement Christmas decorations for Atlantic Blvd.
and Mayport Rd. - $12,500
Russell Park drainage improvements - $10,000
Rose Park upgrades - $161,750 (evaluation requested
by Comm. Daugherty in Strategic Planning)
Kayak launch; north end of Dutton Island Preserve -
$32,000 (evaluation requested by Comm. Daugherty)
Water fountain for Russell Park - $5,000 (evaluation
requested by Comm. Fletcher)
Tree Fund subsidy - $6,000 (Possible commercial Adopt
Tree program for Mayport Road)
1
General Fund Issues
(Continued)
Sidewalk / concrete and stormwater point repair
funds continue at reduced levels.
Beach Access and Medians Beautification matching
funds reduced — no funds for new adoptions.
Town Center Christmas Decorations — Town Center
Agency in second year of proposed three year
upgrade — adding more trees, surfboards and
packages, new — lifeguard chairs. Contractor works
for AB, reimbursed by Town Center Agency.
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Parks Projects
• Replace / refurbish Howell Park Bridges
Refurbish one bridge (three complete, three
remaining)
• Donner Park Improvements (CDBG
Funded)
Court and Security Lighting
Sod Baseball and portion of Soccer Fields
Parking Addition
• Veteran's Memorial Park
Flagpole funded by grants from VFW and
Rotary, add'I grant from COJ being processed/
• Tideviews Canoe / Kayak Launch
Bed Tax and FIND Grant Funded
Stormwater Capital Improvements
Royal Palms Drainage Rehabilitation
Construction began August 2009, scheduled
completion October 2010 (8 weeks added by
change order). Additional CO being
processed.
Approved budget $3,197,824 — includes
replacing or rehabbing CM pipe, removing
underground gas tanks, and resurfacing
- 2 /3rds of subdivision.
$86,000 in Gas Tax funding needed to
complete planned resurfacing.
3
Stormwater
FY 10/11 Plan
Stormwater Master Plan Update — (deferred from FY
07/08) - $100,000
Purchase new Menzi Muck (deferred from FY08 /09)
- $245,000
Replace undersized drain line on East Coast Drive
(Atlantic to Ahern) - $50,000
Replace corrugated metal pipe on Saturiba Road
(Seminole to Sea Oats) - $42,000
Undesignated Point Repair budget - $25,000
Not included - Headwall improvements for Robert St
ditch - $30,000
Stormwater CIP Modifications
Stormwater Master Plan Update — to focus on Wet
Ditches
Begonia St (W. 6th to W. 9th) - deferred to
FY 12/14.
Main Street (Levy to Stewart) — deferred to FY 13/15.
Magnolia / Poinsettia Street Upgrades — deferred to FY
16/17.
These projects will be re- evaluated as part of Stormwater
Master Plan Update. Additional area of study may include
refining on -site storage requirement for new development.
4
Stormwater Ditch Maintenance
Hatched streams are o ® ,
FEMA Floodways. r,, °� 1 PIONEER
� _' apir
Ditches downstream of '. s� •
Atlantic Beach limits o ... ; - �'""" . --•
I .
are not maintained by W = ... y RUDD : �; TH
1- 0
COJ — their policy is, if w�� z .I411
no
° � ' `
no runoff from city " • ..... c rn
owned property, private Atl owner is responsible i ` , j � s Li for maintaining flow s ∎ ,= T i `0 : Ii
fl
path. I ��
_ Liu, n
A1A ditch is FDOT's — :N�� ` K 'Y - / ii • r y l �'n IIII
maintained by AB to '.
salt marsh under 1S P {i `` ij
annual contract. . 4' :E • 17T I A f. '¢ �. - o n
1 " - ' ` iii �� 1 ; - i
v
Florida Statute
298.66 Obstruction of drainage canals, etc., prohibited; damages;
penalties. - -No person may willfully, or otherwise, obstruct any
canal, drain, ditch or watercourse or damage or destroy any
drainage works constructed in any district.
(1) Any person who shall willfully obstruct any canal, drain, ditch or
watercourse or shall damage or destroy any drainage works
constructed by any district, shall be liable to any person injured
thereby for the full amount of the injury occasioned to any land or
crops or other property by reason of such misconduct, and shall be
liable to the district constructing the said work for double the cost of
removing such obstruction or repairing such damage.
(2) Whoever shall willfully or otherwise obstruct any canal, drain, ditch,
or watercourse, or impede or obstruct the flow of water therein, or
shall damage or destroy any drainage works constructed by any
district shall be guilty of a felony of the third degree, punishable as
provided in s. 775 082, s. 775.083, or s. 775
5
City of Jacksonville Ordinance Code
Sec. 320.102. - Maintenance and use of buildings and property.
(d) Obstructing flow of water. It shall be unlawful for any owner,
custodian, agent, lessee, trustee or occupant of any real property
within the City to construct, allow, or permit any obstruction to the
flow of water, including but not limited to logs, land fills, dams, partial
dams, leaves, trash, building materials, and garbage, to remain in
any natural or artificial waterway or drainageway or their adjacent
floodplains on such property for more than ten days after having
received actual or constructive notice of the existence of such
obstruction upon such property by certified mail or personal service
from or at the direction of the Director of Public Works. The
provisions of this Section shall not apply to the filling or excavation
of land located in or bordering on navigable waters of the State of
Florida if such activities are regulated by F.S. Ch. 253, or other state
or local laws relating to the filling or excavating of such lands.
Storm Water Utility
5
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2
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0
0 0 , ∎ o N N N N N ^ ro t∎ N t∎
� d o � ■ d o �yo 419' �yo d o 9' 1 9' . d o ■ D oti
Personal Services NE Operating Expenses me Capital Outlay
EnDebt Service =Transfers -0- Revenue
6
Resurfacing Program
• FY 10/11 - $203,000 budget: $86,000 targeted
to complete Royal Palms Project Resurfacing
• Overall Condition Index (OCI) – 71 (Very Good)
• Range –3 segments – poor; 124 – excellent
Total segments — 293 (public only)
• Pavement inspections for 2010 complete.
Excellent = 85.01 to 100 Poor = 25.01 to 40
Very Good = 70.01 to 85 Very Poor = 10.01 to 25
Good = 55.01 to 70 Failed = 0 to 10
Fair = 40.01 to 55
City St reet
T r44711 / - ( 1 ' �� 1::,
y .
Resurfacing `°;� lam}
- ,t -1
L
History Since 1 ,1 _ , i_ ___ 7" L:_ C_
2005 ! ►: ' t t.i -- 1.,, , -
,,, '
Annual Resurfacing ,� `N i „,
Program = Green '
-04.-, r � 1
....„ Royal Palms = � 11 It 11- ,
Light Blue (done) a _ /_- , f.i . - -. ,
Purple (planned) , .
, j _
—, ._ , -_:
Oran a endin "' ` i r,„ '�
Other Projects = 4, , 1 , . , `�' � � �
Blue L A :- "" ii.
New Development = ' - : _ `` 4 . ,,,,,,, . ..,,,
Red i .
7
Gas Tax Fund
43 800
g
700
600 —
500 �
400
300
200
100
0 —
0 0 ^ P∎ N ^0 N tla Ca N ^o N ^ N d
t o �o d o � � " 0o 09 0 o �o
=Operating Expenses =Capital Outlay LJTransfers - 4 - Revenues
Sanitation
Estimated Revenues - $1.8M
Estimated cost of Pick -up and
Haul Contract - $1.25M
Additional Expense - $50,000 to COJ
for Commercial Tippage
($44,000 current FY)
Contractor's current Residential Rate
is $15.13 /month. This is below the
initial contract rate ($15.25) due to the
quarterly fuel rate adjustment.
8
Sanitation Fund
3,000
g 2,500 IMFWIIW IIIIIIIII „. P ow_ I
2,000
1,500
1,000
500
0
‘P ‘19 pp o � pi p p ^ N p'` O � tb ^ p ` ►` g p NC° l' ‘194 46 p p ► ` °b iz 9'
,l `1' y `ti y `ti ACV Al' -0 Al' 4 y `t' y `l' y y`t' .0
=Personal Services =Operating Expenses ■CapitalOutlay
=Transfers -+- Revenues
♦ s
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tia -
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10
Attachment B
Budget Workshop 8 -5 -11
Updates 2010 -11
GRANTS
3 44 #1 X C Y ti '
Grant Totals: Approved
Utilities /Sewer $1,456,000
Justice Assist Grants $123,000
FIND $96,790
CDBG $112,000
Energy Grants $338,000
Veteran s Memorial Pk $50,000+
UASI $48,000
Total $2,223,790
CDBG
Community Development Director
coordinates these
$103,000 in 2010
allocated in 2010 -11 for ...
Paving Stewart Street
Completing Donner Park Projects
lighting for basketball, sod baseball and
soccer fields, add paved parking
1
8/5/2010
Energy Grants
COJ Energy Grant (ARRA) for $103,400
including energy audits, retrofits, and
vehicle upgrades
State Energy Program: $234,789 for
audits, HVAC retrofits, outdoor lighting
retrofits, solar hot water in Fire
Department, and vehicle upgrades
Note: We are using the COJ money as
a source for matching funds
Total $338,000
FIND
Florida Inland Navigation District:
Approved $47,500 Design /Permitting,
$96,790 for Construction at Tideviews
Preserve
Beaches Veteran's Memorial
Park
Veteran's Memorial Park:
Jacksonville $50,000
Requests
Lowes $25,000
Winn -Dixie $25,000
Home Depot $2,500
2
8/5/2010
Urban Area Strategic Initiative
Homeland Security: Mobile Command
Vehicle $50,000 Original Purchase,
$48,000 to Outfit, possible more funding
in the near future
Additional Applications
City Hall Wind Retrofit $26,000
Code Plus construction for Atlantic
Beach Emergency Operations Center
and Police Department $349,100
Additional Justice Assistance Grants
Questions?
3