07-17-19 Minutes Budget WorkshopMINUTES
Budget Workshop Meeting
Wednesday, July 17, 2019 - 5:30 PM
Commission Chamber
ATTENDANCE:
Present:
Also Present:
Ellen Glasser, Mayor - Seat 1
Cindy Anderson, Commissioner - Seat 2
Blythe Waters, Mayor Pro Tem / Commissioner - Seat 3
Candace Kelly, Commissioner - Seat 4
Brittany Norris, Commissioner - Seat 5
Joe Gerrity, City Manager (CM)
Donna Bartle, City Clerk (CC)
Kevin Hogencamp, Deputy City Attorney (DCM
CALL TO ORDER
Mayor Glasser called the meeting to order at 5:31 pm.
CM Gerrity introduced Melissa Burns, the new City Finance Director. He also stated he and
DCM Hogencamp will be doing most of the presenting at this meeting due to the City's Finance
Department being in transition.
Commissioner Norris arrived at 5:35 pm.
Commissioner Waters arrived at 5:35 pm.
1. FY 2019 ACCOMPLISHMENTS
CM Gerrity gave an overview of the Fiscal Year 2019 accomplishments.
Established priorities
Funded the Selva Preserve purchase
Secured over two (2) million dollars in Federal Grants from Hazard Mitigation Grant
Program (HMPG) as a result of Federal Emergency Management Agency (FEMA) and
Hurricane Irma
Hired a state lobbyist and secured $300,000.00 in appropriations for Aquatic Park
improvements.
Established a Workplace Climate Committee
Established a City Engineer position
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Building Department accomplishments:
Maintained their International Organization for Standardization (ISO) flood insurance
ratings.
Lobby remodeling
Recreation Department accomplishments:
Instituted a successful summer intern programs at the two (2) City centers
The second year of planning for the Jazz Festival is ongoing
Shakespeare in the Park is resuming
The 16th Annual Arts in the Park Arts Festival
Coordination of a City-wide bicycle tour
Distributed $35,000 to non-profit organizations in the City
City Clerk accomplishments:
Set up iCompass software program for agenda management
Scanning and disposing of old records
Assisted in the transition to Special Magistrate from the Code Enforcement Board
Assisted in standardizing City boards and committees
Scanned 45,000+ pages of documents for electronic storage
Finance Department accomplishments:
New Financial Director, Melissa Burns
Paperless billing system implemented in utility billing
Human Resources accomplishments:
Earned a First Coast Worksite Wellness Counsel Award
Reduced Worker Compensation claims resulting in a premium savings for the upcoming
year
Implemented an employee benefit platform software program
Information Technology (IT) accomplishments:
Improved website accessibility for people with disabilities
Implemented a ransom ware awareness campaign
Improved the online application process
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Planning Department accomplishments:
Completed the Land Development Regulations re -write
Adopted a new pervious surface and stormwater provisions
Performed a coastal vulnerability assessment
Developed the Mayport Road Facade and Public Art Grant Program
Leadership and Energy Environmental Design (LEED) was submitted and the City is
awaiting certification
Secured help from the Federal Government and continued work on the Parks Master Plan
Involvement with Special Magistrate
Established a new zoning district in Selva Marina
Police Department accomplishments:
Achieved accreditation
Participated in hosting events and initiatives including Citizens Police Academy,
elementary school activities, Mobile Police Athletic League, Toy Drive, Career Day,
Surfing with Police, meals for shut-ins, Cocoa & Caroling, and MemorialNeterans Day
activities.
Public Utilities accomplishments:
Updated the Supervisory Control and Data Acquisition (SCADA) System
Considerable saving due to in-house functions of jobs that previously had been
contracted out.
Public Works replaced two (2) bridges and used Staff to improve the trails in Howell
Park
Built an Americans with Disabilities Act (ADA) accessible walking path, placed new
sand in play areas, installed ADA ramps and lighting at Russell Park
A Skate Road sidewalk has been completed
Completed 10th Street beach walkover
Resurfaced the tennis courts at Donner Park and made one exclusively a Pickleball
Court.
2. FY 2020 OVERVIEW
CM Gerrity listed the budget highlights for the next fiscal year (2020).
1. Workshop on August 8, 2019 (second workshop)
2. Final Budget Hearing on September 23, 2019
CM Gerrity reminded everyone that the budget is passed by Ordinance; therefore, there will be
two (2) readings and two (2) Public Hearings.
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CM Gerrity listed the City's budget highlight goals:
1. Maintaining the lowest millage rate in Duval County at 3.2285 (this budget does meet
that goal)
2. No increase in General Funds positions
3. A three (3) percent salary increase for all employees
4. Purchase of four (4) police vehicles
5. 18th Street safety and beautification enhancements in the parking area ($125k). These
enhancements have not yet been determined
6. Purchase a water plant ground storage tank for improvement in restoring utilities and
more pumps for infrastructure ($1M)
7. Funding for Mayport Complete Streets Project ($200k)
8. Pipe replacements on Seminole Road ($400k plus $400k from fiscal year 2018-2019)
9. Aquatic Garden Stormwater Mitigation Project ($2M)
10. Donner Road improvements ($1.16M)
CM Gerrity stated funding sources have been identified for all of these projects. All questions
were answered.
3. DEPARTMENTAL OVERVIEWS
CM Gerrity listed the pending Commission/Departmental Requests (not yet funded):
1. Aquatic Dog Park improvements
2. Widening of the 18th Street walkover and end zone beautification
3. Park Maintenance - bicycle playground (Safety Town) and walking path down Selva
Marina
4. Seminole Road entrance enhancements
5. Russell Park basketball court rehabilitation
6. Storage building for Police Department and Public Works for vehicles and equipment
7. Flyover mural
8. Branding/wayfinding signage implementation
9. Tree planting
10. Lifeguard station
CM Gerrity explained that some of these things can be done from this year's budget. He stated
the City does have some funding sources and predicts the City will have $80,000 available in
the Tree Protection Fund, $339,000 available in the Convention Development Tax Fund,
83,000 in the Local Option Gas Tax Fund, and the City's share of the Better Jacksonville Tax
Share should be around $1.4 million.
There was some discussion about the City's aide to government agencies ($4,500), i.e. donations
that benefit the elderly such as Dial -A -Ride, Counsel on Aging, Neptune Beach Senior Center,
the Beaches Emergency Aide Ministry, etc.
CM Gerrity announced the City's Recreation Department will continue the internship program.
The IT Director position has been eliminated due to a reorganization. This position now falls
under DCM Hogencamp, but the IT Department will, most likely, be reporting to the City
Finance Director.
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Discussion ensued about potential IT security issues and making sure the City's systems are
secure. All questions were answered.
A. Governing Body (pp 25-27)
One percent (1%) salary increase for governing body
150k legal budget
New accounting position in Finance
IT Director position cut due to re -organization
Continuing Recreation internship program
B. City Administration (pp 29-30)
Legal Counsel (p 36)
City Clerk (p 31)
City Manager (p 32)
Finance (p 33)
Information Technology (p 34)
Human Resources (p 35)
Mayor Glasser asked if there were any questions regarding any item listed under 3B of
the agenda.
Commissioner Anderson asked to get a definition of "Special Pay."
Human Resources Director, Kathy Barian, explained Special Pay and the process
involved.
Mayor Glasser spoke about legal counsel budgeting, the Commission's management of
legal counsel regarding work flow/availability, and the possibility of getting in-house
counsel in the future. A lengthy discussion ensued about the feasibility for the City to
hire in-house counsel.
C. Planning and Building (pp 43-44)
Planning (45, 49-50)
Community Development Block Grant (p 46)
Building (pp 47-48)
CM Gerrity stated the Planning Department is still working on the Parks Master Plan
and Branding/Wayfinding/Signage. The only major expense in the Planning Department
is the replacement of a 2002 Jeep, which comes out of their own particular fund.
D. General Government (pp 37-39)
Convention Development Tax (p 40)
General Government Capital Project Fund (p 41)
Half-Cent Discretionary Sales Tax (p 42)
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Commissioner Anderson asked about the City's Operating expenses doubling since last
year and the Capital Outlay under the Convention Development Tax Fund. All questions
were answered.
E. Public Safety (pp 51-52)
Police (pp 53-59; 62-63)
Fire (pp 60-61)
CM Gerrity reiterated there are four (4) police cars built into this budget, the first
payment of a computerized dispatch program, an all -terrain vehicle (ATV), and a
purchase for animal control. The police department is also instituting a body camera
program.
Discussion ensued about the cost of the parking kiosks and whether the budget should
include additional funds for the Police Department to hire part-time help. Chief Cook
addressed the Commission and stated she will research the cost of hiring part-time
Parking Specialists."
F. Recreation (p 67)
Commissioner Anderson asked about an increase in the budget under Recreation
Programs and Special Events - "Other Current Charges". Cultural Arts and Recreation
Director Timmy Johnson addressed the question stating the increase was due to
Shakespeare in the Park and an increase in expenses for the Jazz Festival.
G. Public Works (pp 69-70)
Parks Maintenance (p 68), Streets (p 71), Administration (p 72), Fleet Maintenance
p 78)
Stormwater (pp 76-77)
Local Option Gas Tax (p 73)
Sanitation (p 74-75)
CM Gerrity talked about not building a new dune walkover this year, but rather re -plank
several of the City's existing walkovers. There are additional funds in the amount of
90,000 for the re -planking, and $90,000 will be carried over to build a street walkover
on one of the streets the Commission has already designated.
Mayor Glasser brought up budgeting for improvements to the dog park, and a lengthy
discussion ensued. All questions were answered.
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H. Public Utilities (pp 79-86)
CM Gerrity announced the Public Utilities Department received a six (6) month
extension from St. Johns on the grant for the Septic -to -Sewer Project. He stated, since
2001, in the Capital Improvement Plan (CIP), there has been a ground storage tank, and
the tank will be installed this year. CM Gerrity asked the City's Public Utilities Director
PUD), Bill Pittman, to speak to the Commission about the benefits of installing this
tank.
PUD Pittman addressed the Commission and explained the tank will give the City much
more storage in the event of a hurricane and will provide better water quality. He
explained there has been a lot of growth at the north end of the system (the Duval County
side) due to three (3) large housing developments coming in. The City has two (2)
smaller sized plants at the north end, and one plant is fairly old and toward the end of its
life. This new tank will help provide adequate water not only for that end of the City but
for the entire system as well. All questions were answered.
PUD Pitman spoke about how valves work, valve replacements, and the importance of
having a valve maintenance program as mandated by the Department of Environmental
Protection (DEP). He also explained the "valve exercise program," which places the
valves on a grid and enables the City to better locate them for repair or replacement.
This should take about one (1) year to put in place. All questions were answered.
Discussion ensued about the System Development Fund budget allocations. All
questions were answered.
4. COMMISSION QUESTIONS/DISCUSSION
Commissioner Kelly questioned CM Gerrity on sections of the budget report regarding
maintaining a low millage rate, the LEEDs line item, recycling and brand initiatives.
Commissioner Waters brought up her desire for the City to embrace glass recycling and went
over all the potential benefits and would like to research further to determine if it is feasible. She
also would like to see the beautification of the 18th Street parking lot and pointed positive
outcomes for this project, and the idea of a community pool.
Commissioner Norris seconded the idea of murals, more festivals/community involvement, and
would like to see the Plaza bike path extended west of Main Street to connect with the West
Plaza Grove, running into the marsh.
Commissioner Anderson spoke about the beach parking and allocating funds to help solve that
problem.
Mayor Glasser spoke on recycling and suggested different ways to promote it,
community/neighborhood identity, murals, and bicycle safety.
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City Manager Gerrity addressed some of the Commissioners previous questions and comments.
CM Gerrity relayed that a call came in to the DCM asking the City to re -visit a roundabout at
the five (5) points.
A lengthy discussion ensued about the roundabout and the requirement for the City to use
Eminent Domain and forced sale of property, questioning if the City's need is great enough for
those measures.
5. PUBLIC COMMENT
Rick Carper spoke about the Selva Marina Median and extending the reclaimed water for
irrigation.
ADJOURNMENT
Mayor Glasser adjourned the meeting at 8:03 PM.
Attest:
o(Com-KA-or/Sa4teL.
Donna L. Bartle, City Clerk El en Glasser, Mayor
Approval Date:
Budget Workshop
July 17, 2019
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