11-09-20 Regular Commission Final Agenda
City of Atlantic Beach
Final Agenda
Regular City Commission Meeting
Monday, November 9, 2020 - 6:30 p.m.
Commission Chamber
City Hall, 800 Seminole Road
INVOCATION AND PLEDGE TO THE FLAG
CALL TO ORDER
Page(s)
1. APPROVAL OF MINUTES
1.A.
Approve minutes of the Budget Workshop on July 23, 2020.
07-23-20 Budget Workshop Minutes
5 - 33
*
1.B.
Approve minutes of the Budget Workshop on July 30, 2020.
07-30-20 Budget Workshop Minutes
35 - 89
*
1.C.
Approve minutes of the Budget Workshop on August 6, 2020.
08-06-20 Budget Workshop Minutes
91 - 124
2. COURTESY OF FLOOR TO VISITORS
*
2.A.
Recognition of Outgoing Commissioners, Blythe Waters and Cindy Anderson
PUBLIC COMMENT
3. CITY MANAGER REPORTS
3.A.
City Manager’s Report
4. REPORTS AND/OR REQUESTS FROM CITY COMMISSIONERS
5. UNFINISHED BUSINESS FROM PREVIOUS MEETING
None.
6. CONSENT AGENDA
None.
7. COMMITTEE REPORTS
None.
Page 1 of 152
Regular City Commission - 09 Nov 2020
8. ACTION ON RESOLUTIONS
*
8.A.
RESOLUTION NO. 20-55
A RESOLUTION OF THE CITY OF ATLANTIC BEACH EXTENDING THE TERM OF JEB
T. BRANHAM AS SPECIAL MAGISTRATE FOR ONE YEAR; AUTHORIZING THE CITY
MANAGER TO EXECUTE CONTRACTS AND PURCHASE ORDERS IN ACCORDANCE
WITH AND AS NECESSARY TO EFFECTUATE THE PROVISIONS OF THIS
RESOLUTION; AND PROVIDING AN EFFECTIVE DATE.
Resolution No. 20-55
125 - 126
9. ACTION ON ORDINANCES
9.A.
ORDINANCE NO. 20-20-158, Public Hearing and Final Reading
AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF
ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2020 AND
ENDING SEPTEMBER 30, 2021, AND PROVIDING AN EFFECTIVE DATE.
Ordinance No. 20-20-158
127 - 128
*
9.B.
ORDINANCE NO. 20-20-159, Introduction and First Reading
AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF
ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2019 AND
ENDING SEPTEMBER 30, 2020, AND PROVIDING AN EFFECTIVE DATE.
Ordinance No. 20-20-159
129 - 132
10. MISCELLANEOUS BUSINESS
None.
11. CITY ATTORNEY/CITY CLERK REPORTS AND/OR REQUESTS
12. CLOSING COMMENTS BY CITY COMMISSIONERS AND CITY MANAGER
RECESS OF RETIRING COMMISSION (PENDING CERTIFICATION OF ELECTION RESULTS)
OATHS OF OFFICE FOR NEW COMMISSION (PENDING CERTIFICATION OF ELECTION RESULTS)
A.
Commissioner-Seat 2
B.
Commissioner-Seat 3
C.
Mayor-Seat 1
Page 2 of 152
Regular City Commission - 09 Nov 2020
CALL TO ORDER OF NEW COMMISSION (PENDING CERTIFICATION OF ELECTION RESULTS)
13. COURTESY OF FLOOR TO VISITORS
14. ACTION ON RESOLUTIONS
14.A.
RESOLUTON NO. 20-49
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AUTHORIZING THE
POLICE DEPARTMENT TO PURCHASE THREE FLEET VEHICLES DURING THE 2020-
2021 FISCAL YEAR.
Resolution No. 20-49
133 - 136
*
14.B.
RESOLUTION NO. 20-52
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AWARDING BID NO.
2021-01 MULTI-YEAR CONTRACT FOR ORTHOPHOSPHATE.
Resolution No. 20-52
137 - 140
*
14.C.
RESOLUTION NO. 20-53
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AWARDING BID NO.
2021-02 MULTI-YEAR CONTRACT FOR POLYMER FOR THE PUBLIC UTILITIES
DEPARTMENT.
Resolution No. 20-53
141 - 143
*
14.D.
RESOLUTION NO. 20-54
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AWARDING RFP NO.
21-01 MULTI-YEAR CONTRACT FOR ENVIRONMENTAL LABORATORY SERVICES.
Resolution No. 20-54
145 - 147
15. MISCELLANEOUS ITEMS FOR ACTION
*
15.A.
Accept the 90-Day Calendar (November 2020 through January 2021)
90-Day Calendar
149 - 152
16. ANNOUNCEMENTS/COMMENTS
17. ADJOURNMENT
This meeting will be live-streamed and videotaped. The video recording will be posted within
four business days on the City's website. To access live or recorded videos, click on the
Meeting Videos tab on the city's home page at www.coab.us.
If any person decides to appeal any decision made by the City Commission with respect to
any matter considered at any meeting, such person may n eed a record of the proceedings,
and, for such purpose, may need to ensure that a verbatim record of the proceedings is made,
which record shall include the testimony and evidence upon which the appeal is to be based.
Page 3 of 152
Regular City Commission - 09 Nov 2020
Any person wishing to speak to the City Commission on any matter at this meeting should
submit a request to the City Clerk prior to the meeting. For your convenience, forms for this
purpose are available at the entrance to the Commission Chamber.
Every effort is made to indicate what action the City Commission is expected to take on each
agenda item. However, the City Commission may act upon any agenda subject, regardless of
how the matter is stated on the agenda.
In accordance with the Americans with Disabilities Act and Section 286.26, Florida Statutes,
persons with disabilities needing special accommodation to participate in this meeting should
contact the City Clerk’s Office by 5:00 PM, the Thursday prior to the meeting.
Page 4 of 152
Budget Workshop
July 23, 2020
MINUTES
Budget Workshop Meeting
Thursday, July 23, 2020 - 6:00 PM
via Videoconference
ATTENDANCE:
Present: Ellen Glasser, Mayor - Seat 1
Cindy Anderson, Commissioner - Seat 2 (District 1308)
Blythe Waters, Commissioner - Seat 3 (District 1307) – arrived at 6:15
PM
Candace Kelly, Commissioner - Seat 4 (District 1306)
Brittany Norris, Mayor Pro Tem / Commissioner - Seat 5 (District 1312)
Also Present: Shane Corbin, City Manager (CM)
Brenna Durden, City Attorney (CA)
Kevin Hogencamp, Deputy City Manager (DCM)
Lori Diaz, Deputy City Clerk
1. CALL TO ORDER
Mayor Glasser called the meeting to order at 6:00 p.m.
Pursuant to Governor DeSantis' Executive Order Number 20-69 and COAB Emergency Order,
the meeting was held via videoconference.
2. PUBLIC COMMENT
DCM Hogencamp stated there were no written comments received.
Mayor Glasser requested IT Senior Systems Engineer Bob Cimon to confirm speakers on the
platform who wish to speak. Mr. Cimon reported one speaker, Rick Carper.
Rick Carper stated the draft budget was not user friendly, does not include a summary and
listed numerous items that required explanation. He requested the Commission consider an
increase in the stormwater utility fee.
Mayor Glasser closed Courtesy of the Floor.
3. FY2020-21 BUDGET UPDATE
CM Corbin presented a PowerPoint presentation titled Fiscal Year 2020 -21 Budget
Commission Workshop #1 July 23, 2020, (which is attached hereto and made part of this
Official Record as ATTACHMENT A).
Page 1 of 29
Agenda Item #1.A.
09 Nov 2020
Page 5 of 152
Budget Workshop
July 23, 2020
CM Corbin provided an overview of the slides and requested Commission feedback.
(Commissioner Waters arrived at 6:15 PM)
Finance Director (FD) Melissa Burns reported that the projected losses were based on
networking and previous years.
ATTACHMENT A - Fiscal Year 2020-21 Budget Commission Workshop #1 July 23,
2020
4. CITY COMMISSION COMMENTS/QUESTIONS
Commissioner Anderson requested explanation of line items with large increases, and what
types of services falls under Professional Services and the Communications line item.
Commissioner Kelly requested addressing 2020 Priorities that don't cost any money, and
requested that the Revenues Impacted by Covid-19 Update slide be publicized.
Commissioner Norris conceded with comments for a more user friendly budget, stated she is
not against use of the Reserves to cover budget shortfalls and requests department heads attend
next budget meeting.
Commissioner Waters questioned the use of the Reserves to cover budget shortfalls that are
recurring expenses.
Mayor Glasser requests FD Burns to research uses for the Coronavirus Aid, Relief and
Economic Security (CARES) Act for assistance, requests department heads attend next budget
meeting.
Questions and discussion ensued regarding guidance for staff. Commission requested:
• Clarify that the proposed budget for FY21 assumes approximately $338,000 in lost
revenue.
• Provide status of the transfer of the re-surfacing increase to the General Fund.
• Provide options for use of the FY20 Unspent Funds.
• Provide a list of proposed projects that have not yet been done.
• Use money from the Re-development Fund for mural/art.
• Regarding Reduce or Eliminate 3% Cost of Living Salary Increase: To remain as an
option.
• Regarding Creating an In-House Position for City Attorney: Provide cost savings, and
proposed salary of an In-House position.
CM Corbin shared a wish lists of projects by department which included projects that were
cut. He proposed the possibility of using FY20 Unspent Funds in this area which would lower
the projected expenses.
Page 2 of 29
Agenda Item #1.A.
09 Nov 2020
Page 6 of 152
Budget Workshop
July 23, 2020
5. ADJOURNMENT
Mayor Glasser adjourned the meeting at 7:41 PM.
Attest:
Donna L. Bartle, City Clerk Ellen Glasser, Mayor
_______________________________
Date Approved
Page 3 of 29
Agenda Item #1.A.
09 Nov 2020
Page 7 of 152
Page 4 of 29
Agenda Item #1.A.
09 Nov 2020
Page 8 of 152
Fiscal Year 2020-21 Budget
Commission Workshop #1
July 23, 2020
ATTACHMENT A
July 23, 2020 Minutes
Page 5 of 29Agenda Item #1.A.09 Nov 2020Page 9 of 152
ATTACHMENT A
July 23, 2020 Minutes
Page 6 of 29Agenda Item #1.A.09 Nov 2020Page 10 of 152
2020 Priorities
•Advancing Racial Equity
•Environmental Leadership
•Multimodal Mobility and Safety
•Mayport Road
•Capital Planning and Budgeting
•Quality of Life
•Partner Development
ATTACHMENT A
July 23, 2020 Minutes
Page 7 of 29Agenda Item #1.A.09 Nov 2020Page 11 of 152
FY 2020-21 Budget Highlights
A balanced budget
Maintains ad valorem rate of 3.2285 mills; lowest in Duval Co.
Completion of major capital projects:
- South Seminole drainage, sidewalk
- Aquatic Gardens stormwater improvements
- Donner Road improvements
- Marshside septic-to-sewer
ATTACHMENT A
July 23, 2020 Minutes
Page 8 of 29Agenda Item #1.A.09 Nov 2020Page 12 of 152
FY 2020-21 Budget Highlights
3% salary increase for all employees; additional increase for
sworn police personnel
Community-oriented policing initiative
Police body cameras
Security cameras in three locations
Promoting racial equality initiative
ATTACHMENT A
July 23, 2020 Minutes
Page 9 of 29Agenda Item #1.A.09 Nov 2020Page 13 of 152
Postponed projects
Department/Division Project Approx.
Amount
Beautification Flyover mural $50,000
Park Maintenance Selva Marina path $50,000
Park Maintenance Aquatic Dog Park improvements $50,000
Street Resurfacing $50,000
Park Maintenance 20th Street Beach Walkover $125,000
Beautification 18th Beach Access $125,000
Recreation Events and Programs $20,000
TOTAL $470,000
ATTACHMENT A
July 23, 2020 Minutes
Page 10 of 29Agenda Item #1.A.09 Nov 2020Page 14 of 152
Projected Fund Balances 9-30-21
Fund Potential Projects *Projected Balance
General Fund Reserves (Restricted)$3,774,233
General Fund Reserves (Unrestricted)3,476,330
Public Utilities 2,114,569
Stormwater Reserves Drainage 711,249
Better Jax Transportation; quality of life /
economic dev. / public facilities
1,304,505
Sanitation 1,300,002
Local Option Gas Tax Road and drainage systems 73,141
Tree Protection Tree planting/preservation 50,538
Convention Development Tax Park acquisition/dev.; lifeguard
stations; ballfields; tourism promo
50,000
•Projected balance as of 9-30-21
ATTACHMENT A
July 23, 2020 Minutes
Page 11 of 29Agenda Item #1.A.09 Nov 2020Page 15 of 152
General Fund Reserves At-A-Glance
General Fund
Operating Budget
$15,096,930 % of General Fund
General Fund Reserves
(Restricted)
$3,774,233 25%
General Fund Reserves
(Unrestricted)
3,476,330 23%
General Fund Reserves
TOTAL
$7,250,563 48%
* Projected balance as of 9-30-21
ATTACHMENT A
July 23, 2020 Minutes
Page 12 of 29Agenda Item #1.A.09 Nov 2020Page 16 of 152
Available Funding Sources
Fund Potential Projects Projected
Balance
Tree Protection Tree planting/preservation $50,539
Convention Development
Tax
Acquisition and development of parks,
lifeguard stations and/or athletic fields;
tourism promotion
50,000
Local Option Gas Tax 73,141
Better Jacksonville Tax
Share
Transportation; environment/quality of
life/ targeted economic
development/public facilities
1,304,505
ATTACHMENT A
July 23, 2020 Minutes
Page 13 of 29Agenda Item #1.A.09 Nov 2020Page 17 of 152
Departmental
Overviews
ATTACHMENT A
July 23, 2020 Minutes
Page 14 of 29Agenda Item #1.A.09 Nov 2020Page 18 of 152
Governing Body, City Administration &
Recreation
•$150K legal budget
•Continuing Recreation internship program
•New dog festival
ATTACHMENT A
July 23, 2020 Minutes
Page 15 of 29Agenda Item #1.A.09 Nov 2020Page 19 of 152
Planning and Building
•Development review and permitting
•Continuing development of a parks master plan
•Environmental Stewardship
•LEED initiatives
•Tree Plantings
•Tree Code Update
ATTACHMENT A
July 23, 2020 Minutes
Page 16 of 29Agenda Item #1.A.09 Nov 2020Page 20 of 152
Public Safety
•4-7 Vehicles
•Expanding Body Camera Program
•Community Oriented Policing (COPs program)
•Security Cameras
•18th Street Beach Access
•Tideviews
•Town Center
ATTACHMENT A
July 23, 2020 Minutes
Page 17 of 29Agenda Item #1.A.09 Nov 2020Page 21 of 152
Public Works
•Aquatic Gardens Stormwater Improvement Project
•Donner Road and Sidewalk Improvement Project
•Maintenance of Buildings, Beach, Parks and Public Rights-
of-Way
ATTACHMENT A
July 23, 2020 Minutes
Page 18 of 29Agenda Item #1.A.09 Nov 2020Page 22 of 152
Public Utilities
•Completing the Marshside Septic-to-Sewer Project
•Lift Station Repairs
•Selva Marina Forced Main Extension
•Donner Road Forced Main Replacement
•Odor Control
•General Maintenance
ATTACHMENT A
July 23, 2020 Minutes
Page 19 of 29Agenda Item #1.A.09 Nov 2020Page 23 of 152
Proposed budget assumes approximately $338,000 in lost revenue.
ATTACHMENT A
July 23, 2020 Minutes
Page 20 of 29Agenda Item #1.A.09 Nov 2020Page 24 of 152
Pg. 9
ATTACHMENT A
July 23, 2020 Minutes
Page 21 of 29Agenda Item #1.A.09 Nov 2020Page 25 of 152
General Fund Reserves At-A-Glance
General Fund
Operating Budget
$15,096,930 % of General Fund
General Fund Reserves
(Restricted)
$3,774,233 25%
General Fund Reserves
(Unrestricted)
3,476,330 23%
General Fund Reserves
TOTAL
$7,250,563 48%
* Projected balance as of 9-30-21
ATTACHMENT A
July 23, 2020 Minutes
Page 22 of 29Agenda Item #1.A.09 Nov 2020Page 26 of 152
Pg. 5
ATTACHMENT A
July 23, 2020 Minutes
Page 23 of 29Agenda Item #1.A.09 Nov 2020Page 27 of 152
Considerations and Guidance
•Revenue Loss May be Less Than Projected: $388K
•Consider Funds from FY 20 Budget Unspent: $400K
•Utilize Unrestricted Reserves: $3,476,330
•Create In-House Position for City Attorney
•Make Additional Reductions from General Fund
•Police
•Public Works
•City Administration
•Reduce or Eliminate 3% Cost of Living Salary Increase (77k per percentage point)
ATTACHMENT A
July 23, 2020 Minutes
Page 24 of 29Agenda Item #1.A.09 Nov 2020Page 28 of 152
ATTACHMENT A
July 23, 2020 Minutes
Page 25 of 29Agenda Item #1.A.09 Nov 2020Page 29 of 152
Priorities (est. January 2020; amended July 2020)
ATTACHMENT A
July 23, 2020 Minutes
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Priorities (est. January 2020; amended July 2020)
ATTACHMENT A
July 23, 2020 Minutes
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Priorities (est. January 2020; amended July 2020)
ATTACHMENT A
July 23, 2020 Minutes
Page 28 of 29Agenda Item #1.A.09 Nov 2020Page 32 of 152
Priorities (est. January 2020; amended July 2020)
ATTACHMENT A
July 23, 2020 Minutes
Page 29 of 29Agenda Item #1.A.09 Nov 2020Page 33 of 152
Page 34 of 152
Budget Workshop
July 30, 2020
MINUTES
Budget Workshop Meeting
Thursday, July 30, 2020 - 6:00 PM
Commission Chamber
ATTENDANCE:
Present: Ellen Glasser, Mayor - Seat 1
Cindy Anderson, Commissioner - Seat 2 (District 1308)
Blythe Waters, Commissioner - Seat 3 (District 1307) – arrived at 6:07
PM
Candace Kelly, Commissioner - Seat 4 (District 1306)
Brittany Norris, Mayor Pro Tem / Commissioner - Seat 5 (District 1312)
Also Present: Shane Corbin, City Manager (CM)
Brenna Durden, City Attorney (CA)
Donna Bartle, City Clerk (CC)
Kevin Hogencamp, Deputy City Manager (DCM)
1. CALL TO ORDER
Mayor Glasser called the meeting to order at 6:00 PM.
Pursuant to Governor DeSantis' Executive Order Number 20-69 and COAB Emergency Order,
the meeting was held via videoconference.
2. PUBLIC COMMENT
DCM Hogencamp stated there were no written comments received.
Mayor Glasser requested IT Senior Systems Engineer Bob Cimon to confirm speakers on the
platform who wish to speak. Mr. Cimon reported one speaker, Rick Carper.
Rick Carper stated that the draft budget contains significant revisions but still with no
explanations or a summary. He requested explanations of the following:
• Purpose of the Debt Service Fund - a new entry.
• The Building Departments $35,000 transfer, to line is blank.
• The Public Safety Police Administration Division's Pension costs increase of over
$200,000
• Tree Mitigation Funds- none were shown or expected.
• Street Re-surfacing projected costs for this year.
• Purpose of the Local Option Gas Tax Fund $212,000 transfer to the General Fund.
• Parks Division increase of $163,00 in Contract Services and $40,000 increase in
Professional Services.
• Parks Division $56,000 decrease in Repairs, Maintenance and Operating Supplies, and
• Public Utilities Dept. $400,000 increase in Operating Expenses.
Page 1 of 55
Agenda Item #1.B.
09 Nov 2020
Page 35 of 152
Budget Workshop
July 30, 2020
He stated there is still no long term financial plan shown in the budget.
3. FY2020-21 BUDGET UPDATE
CM Corbin presented a PowerPoint presentation titled Fiscal Year 2020 -21 Budget
Commission Workshop #2 July 30, 2020, (which is attached hereto and made part of this
Official Record as ATTACHMENT A).
(Commissioner Waters arrived at 6:07 PM)
He provided an overview of the slides, explaining the changes that were made in response to
feedback provided at the previous Workshop. He reported since the receipt of revenues, the
projected lost revenue amount decreased and Better Jax money was more than budgeted. This
resulted in being $338,670 under budget. CM Corbin opened staff presentations.
Public Works and Public Utilities
City Engineer (CE) Steve Swann presented a PowerPoint titled Public Works & Public
Utilities Capital Projects FY19/20 Carry Over & FY20/21 Proposed, (which is attached hereto
and made part of this Official Record as ATTACHMENT B).
He reported that several projects have been delayed due to COVID and Public Utilities Dept.
staff changes. He provided an explanation of the Capital Projects.
Public Works (PW) Director Scott Williams provided an explanation of the Carry Over
Projects.
Further discussion and questions ensued regarding timelines, costs and proposed projects for
20/21. All questions were answered.
CE Swann to present the Commission with the full list of long deferred projects for beyond
20/21.
Police Department
Interim Chief Vic Gualillo reported on the $250,000 increase in the requested budget from last
year’s amount. He explained this being due to the need to fund the Special Pay category,
equipment upgrades and building maintenance.
Discussion and questions ensued regarding the Special Pay category, upgrade of the lifeguard
station, and reasons for staff of two animal control officers. Interim Chief Gualillo was asked
what the Professional Services and Contract Services line item amounts are used for? Interim
Chief Gualillo reported that Professional Services would be used for pre-employment testing,
psychological screening, Hepatitis B testing/vaccinations, COVID testing, filling forfeitures,
and other state fees. Contract Services are used to cover payment of vendors. Chief Gualillo
was asked what the criteria is for determining when to replace police department vehicles. He
stated on average seven (7) years or $100,000 miles per vehicle.
Page 2 of 55
Agenda Item #1.B.
09 Nov 2020
Page 36 of 152
Budget Workshop
July 30, 2020
Further discussion and questions ensued regarding staffing, status of a Community Policing
Officer, the parking attendant position, costs to monitor 18th Street and the reason for the
increase of Pension payments.
Finance Director (FD) Burns replied regarding the increase of Pension payments. She reported
it is due to an increase in wages and was in relation to the Special Pay. She added that Special
Pay and overtime are considered salary, as far as Pension.
FD Burns to look into how this was budgeted for previously, to explain why it showed up as
such a large increase this year.
CM Corbin requested guidance regarding proposed projects on slide 10 of the PowerPoint.
ATTACHMENT A - Fiscal Year 2020-21 Budget Commission Workshop #2 July 30,
2020
ATTACHMENT B - Public Works & Public Utilities Capital Projects FY19-20 &
FY20-21
4. CITY COMMISSION COMMENTS/QUESTIONS
Commissioner Kelly is in favor of continuing Park Maintenance.
Commissioner Norris concurred with Commissioner Kelly.
Commissioner Anderson concurred with Commissioner Kelly and Commissioner Norris.
Commissioner Waters spoke regarding the improvements that have been done to the parks
and inquired about the status of the draft Parks Master Plan. She would like to see it soon.
Mayor Glasser inquired about the status of the draft Parks Master Plan. She would like to see
it soon. For the next workshop she requested for staff to address Rick Carpers questions, to
see a list of the park projects that can be completed and for all department heads to attend.
5. ADJOURNMENT
Mayor Glasser adjourned the meeting at 7:55 PM.
Attest:
Donna L. Bartle, City Clerk Ellen Glasser, Mayor
______________________________
Date Approved
Page 3 of 55
Agenda Item #1.B.
09 Nov 2020
Page 37 of 152
Page 4 of 55
Agenda Item #1.B.
09 Nov 2020
Page 38 of 152
Fiscal Year 2020-21 Budget
Commission Workshop #2
July 30, 2020
ATTACHMENT A
July 30, 2020 Minutes
Page 5 of 55Agenda Item #1.B.09 Nov 2020Page 39 of 152
ATTACHMENT A
July 30, 2020 Minutes
Page 6 of 55Agenda Item #1.B.09 Nov 2020Page 40 of 152
Draft 2 Updates
•More User Friendly
•Table of Contents
•Page Numbers
•Description of Funds
•Revenues and Expenses
•3rd Draft
•Definition of Elements
•Separate Parks and Recreation
•Maps
•Revenues and Expenses
ATTACHMENT A
July 30, 2020 Minutes
Page 7 of 55Agenda Item #1.B.09 Nov 2020Page 41 of 152
FY 2020-21 Budget Highlights
A balanced budget
Maintains ad valorem rate of 3.2285 mills; lowest in Duval Co.
Completion of major capital projects:
-South Seminole drainage, sidewalk
-Aquatic Gardens stormwater improvements
-Donner Road improvements
-Marshside septic-to-sewer
ATTACHMENT A
July 30, 2020 Minutes
Page 8 of 55Agenda Item #1.B.09 Nov 2020Page 42 of 152
FY 2020-21 Budget Highlights
3% salary increase for all employees; additional increase for
sworn police personnel
Community-oriented policing initiative
Police body cameras
Security cameras in three locations
Promoting racial equality initiative
ATTACHMENT A
July 30, 2020 Minutes
Page 9 of 55Agenda Item #1.B.09 Nov 2020Page 43 of 152
Proposed budget assumes approximately $338,000 in lost revenue.
ATTACHMENT A
July 30, 2020 Minutes
Page 10 of 55Agenda Item #1.B.09 Nov 2020Page 44 of 152
Pg. 9
1st Draft 1st Draft
ATTACHMENT A
July 30, 2020 Minutes
Page 11 of 55Agenda Item #1.B.09 Nov 2020Page 45 of 152
Pg. 9
2nd Draft = $207,029 Less
Combination of Variables
ATTACHMENT A
July 30, 2020 Minutes
Page 12 of 55Agenda Item #1.B.09 Nov 2020Page 46 of 152
2019-2020 Budget Modification
•2019-2020 Unspent = $440,000 (Now to reserves)
•2 Patrol Vehicles $110,000
•1 Det. Vehicle $40,000
•Radio Console Upgrade $61,000
•8 Laptop Computers $19,200
•9 Police Portable Radios ($4500 ea.) $46,000
•Police Radio Console Data Connection upgrade $17,500
•$293,700 Taken Out of 2021-2022
•$146,300 Under Budget
ATTACHMENT A
July 30, 2020 Minutes
Page 13 of 55Agenda Item #1.B.09 Nov 2020Page 47 of 152
Considerations and Guidance
•Revenue Loss May be Less Than Projected: $388K
•Consider Funds from FY 20 Budget Unspent: $440K
•Utilize Unrestricted Reserves: $3,476,330
•Create In-House Position for City Attorney
•Make Additional Reductions from General Fund
•Police
•Public Works
•City Administration
•Reduce or Eliminate 3% Cost of Living Salary Increase (77k per percentage point)
ATTACHMENT A
July 30, 2020 Minutes
Page 14 of 55Agenda Item #1.B.09 Nov 2020Page 48 of 152
•Better Jax = $500,000 more than budgeted for
•Balanced = $166,330
$ 333,670 Under Budget
•Public Works Projects (Donner Park, Beach Walkovers, Park Maintenance, etc.)
•Create Land Acquisition Fund (2020 Priority)
•Police Pension (Ongoing Need)
•Reserve Fund to receive approximately $440,000 of unspent revenue
Considerations and Guidance
ATTACHMENT A
July 30, 2020 Minutes
Page 15 of 55Agenda Item #1.B.09 Nov 2020Page 49 of 152
General Fund Reserves At-A-Glance
General Fund
Operating Budget
$15,096,930 % of General Fund
General Fund Reserves
(Restricted)
$3,774,233 25%
General Fund Reserves
(Unrestricted)
3,476,330 23%
General Fund Reserves
TOTAL
$7,250,563 48%
* Projected balance as of 9-30-21
ATTACHMENT A
July 30, 2020 Minutes
Page 16 of 55Agenda Item #1.B.09 Nov 2020Page 50 of 152
Departmental
Overviews
ATTACHMENT A
July 30, 2020 Minutes
Page 17 of 55Agenda Item #1.B.09 Nov 2020Page 51 of 152
Pg. 5
ATTACHMENT A
July 30, 2020 Minutes
Page 18 of 55Agenda Item #1.B.09 Nov 2020Page 52 of 152
ATTACHMENT A
July 30, 2020 Minutes
Page 19 of 55Agenda Item #1.B.09 Nov 2020Page 53 of 152
Available Funding Sources
Fund Potential Projects Projected
Balance
Tree Protection Tree planting/preservation $50,539
Convention Development
Tax
Acquisition and development of parks,
lifeguard stations and/or athletic fields;
tourism promotion
50,000
Local Option Gas Tax 73,141
Better Jacksonville Tax
Share
Transportation; environment/quality of
life/ targeted economic
development/public facilities
1,304,505
ATTACHMENT A
July 30, 2020 Minutes
Page 20 of 55Agenda Item #1.B.09 Nov 2020Page 54 of 152
Postponed Projects and Other Unspent Revenue
Department/Division Project Approx.
Amount
Beautification Flyover mural Move to Redevelopment $50,000
Park Maintenance Selva Marina path $50,000
Park Maintenance Aquatic Dog Park improvements $50,000
Street Resurfacing $50,000
Park Maintenance 20th Street Beach Walkover $125,000
Beautification 18th Beach Access $125,000
Recreation Events and Programs $20,000
Various Other ?????
TOTAL $440,000
ATTACHMENT A
July 30, 2020 Minutes
Page 21 of 55Agenda Item #1.B.09 Nov 2020Page 55 of 152
Projected Fund Balances 9-30-21
Fund Potential Projects *Projected Balance
General Fund Reserves (Restricted)$3,774,233
General Fund Reserves (Unrestricted)3,476,330
Public Utilities 2,114,569
Stormwater Reserves Drainage 711,249
Better Jax Transportation; quality of life /
economic dev. / public facilities
1,304,505
Sanitation 1,300,002
Local Option Gas Tax Road and drainage systems 73,141
Tree Protection Tree planting/preservation 50,538
Convention Development Tax Park acquisition/dev.; lifeguard
stations; ballfields;tourism promo
50,000
•Projected balance as of 9-30-21
ATTACHMENT A
July 30, 2020 Minutes
Page 22 of 55Agenda Item #1.B.09 Nov 2020Page 56 of 152
General Fund Reserves At-A-Glance
General Fund
Operating Budget
$15,096,930 % of General Fund
General Fund Reserves
(Restricted)
$3,774,233 25%
General Fund Reserves
(Unrestricted)
3,476,330 23%
General Fund Reserves
TOTAL
$7,250,563 48%
* Projected balance as of 9-30-21
ATTACHMENT A
July 30, 2020 Minutes
Page 23 of 55Agenda Item #1.B.09 Nov 2020Page 57 of 152
Priorities (est. January 2020; amended July 2020)
ATTACHMENT A
July 30, 2020 Minutes
Page 24 of 55Agenda Item #1.B.09 Nov 2020Page 58 of 152
Priorities (est. January 2020; amended July 2020)
ATTACHMENT A
July 30, 2020 Minutes
Page 25 of 55Agenda Item #1.B.09 Nov 2020Page 59 of 152
Priorities (est. January 2020; amended July 2020)
ATTACHMENT A
July 30, 2020 Minutes
Page 26 of 55Agenda Item #1.B.09 Nov 2020Page 60 of 152
Priorities (est. January 2020; amended July 2020)
ATTACHMENT A
July 30, 2020 Minutes
Page 27 of 55Agenda Item #1.B.09 Nov 2020Page 61 of 152
Page 28 of 55
Agenda Item #1.B.
09 Nov 2020
Page 62 of 152
Public Works & Public Utilities
Capital Projects
FY19/20 Carry Over
&
FY20/21 Proposed
ATTACHMENT B
July 30, 2020 Minutes
Page 29 of 55Agenda Item #1.B.09 Nov 2020Page 63 of 152
Public Works Projects
ATTACHMENT B
July 30, 2020 Minutes
Page 30 of 55Agenda Item #1.B.09 Nov 2020Page 64 of 152
ATTACHMENT B
July 30, 2020 Minutes
Page 31 of 55Agenda Item #1.B.09 Nov 2020Page 65 of 152
Donner Road Reconstruction
ATTACHMENT B
July 30, 2020 Minutes
Page 32 of 55Agenda Item #1.B.09 Nov 2020Page 66 of 152
Public Safety Storage Building
ATTACHMENT B
July 30, 2020 Minutes
Page 33 of 55Agenda Item #1.B.09 Nov 2020Page 67 of 152
Aquatic Gardens Drainage Improvements
ATTACHMENT B
July 30, 2020 Minutes
Page 34 of 55Agenda Item #1.B.09 Nov 2020Page 68 of 152
Aquatic Gardens Drainage Improvements
ATTACHMENT B
July 30, 2020 Minutes
Page 35 of 55Agenda Item #1.B.09 Nov 2020Page 69 of 152
Seminole Rd Drainage and Multi-Use Path
ATTACHMENT B
July 30, 2020 Minutes
Page 36 of 55Agenda Item #1.B.09 Nov 2020Page 70 of 152
ATTACHMENT B
July 30, 2020 Minutes
Page 37 of 55Agenda Item #1.B.09 Nov 2020Page 71 of 152
Donner Park Improvements –New Parking
& Basketball Court Rehabilitation
ATTACHMENT B
July 30, 2020 Minutes
Page 38 of 55Agenda Item #1.B.09 Nov 2020Page 72 of 152
Public Works Building Design & Engineering
ATTACHMENT B
July 30, 2020 Minutes
Page 39 of 55Agenda Item #1.B.09 Nov 2020Page 73 of 152
16th Street Walkover Engineering
ATTACHMENT B
July 30, 2020 Minutes
Page 40 of 55Agenda Item #1.B.09 Nov 2020Page 74 of 152
Public Utilities Projects
ATTACHMENT B
July 30, 2020 Minutes
Page 41 of 55Agenda Item #1.B.09 Nov 2020Page 75 of 152
ATTACHMENT B
July 30, 2020 Minutes
Page 42 of 55Agenda Item #1.B.09 Nov 2020Page 76 of 152
WTP No. 4 Tank Rehabilitation
ATTACHMENT B
July 30, 2020 Minutes
Page 43 of 55Agenda Item #1.B.09 Nov 2020Page 77 of 152
WTP No. 1 Modernization
ATTACHMENT B
July 30, 2020 Minutes
Page 44 of 55Agenda Item #1.B.09 Nov 2020Page 78 of 152
WWTF Digester Bridge Rehabilitation
ATTACHMENT B
July 30, 2020 Minutes
Page 45 of 55Agenda Item #1.B.09 Nov 2020Page 79 of 152
WWTF Clarifier Drive Replacement
ATTACHMENT B
July 30, 2020 Minutes
Page 46 of 55Agenda Item #1.B.09 Nov 2020Page 80 of 152
ATTACHMENT B
July 30, 2020 Minutes
Page 47 of 55Agenda Item #1.B.09 Nov 2020Page 81 of 152
Potable Water Distribution Improvements
4 Projects Planned to
Increase Fire Protection
New Connection
across Mayport Rd
ATTACHMENT B
July 30, 2020 Minutes
Page 48 of 55Agenda Item #1.B.09 Nov 2020Page 82 of 152
Marsh Oaks Septic to Sewer
ATTACHMENT B
July 30, 2020 Minutes
Page 49 of 55Agenda Item #1.B.09 Nov 2020Page 83 of 152
Selva Marina Dr Forcemain Extension
ATTACHMENT B
July 30, 2020 Minutes
Page 50 of 55Agenda Item #1.B.09 Nov 2020Page 84 of 152
Donner Rd Forcemain Replacement
ATTACHMENT B
July 30, 2020 Minutes
Page 51 of 55Agenda Item #1.B.09 Nov 2020Page 85 of 152
Cavalla Water Service Upgrade
ATTACHMENT B
July 30, 2020 Minutes
Page 52 of 55Agenda Item #1.B.09 Nov 2020Page 86 of 152
Puckett Creek Forcemain Crossing
ATTACHMENT B
July 30, 2020 Minutes
Page 53 of 55Agenda Item #1.B.09 Nov 2020Page 87 of 152
WWTF Emergency Outfall Repair
ATTACHMENT B
July 30, 2020 Minutes
Page 54 of 55Agenda Item #1.B.09 Nov 2020Page 88 of 152
Reclaimed Water Improvements
ATTACHMENT B
July 30, 2020 Minutes
Page 55 of 55Agenda Item #1.B.09 Nov 2020Page 89 of 152
Page 90 of 152
Budget Workshop
August 6, 2020
MINUTES
Budget Workshop Meeting
Thursday, August 6, 2020 - 6:00 PM
Commission Chamber
ATTENDANCE:
Present: Ellen Glasser, Mayor - Seat 1
Cindy Anderson, Commissioner - Seat 2 (District 1308)
Blythe Waters, Commissioner - Seat 3 (District 1307)
Candace Kelly, Commissioner - Seat 4 (District 1306)
Brittany Norris, Mayor Pro Tem / Commissioner - Seat 5 (District 1312)
Also Present: Shane Corbin, City Manager (CM)
Brenna Durden, City Attorney (CA)
Donna Bartle, City Clerk (CC)
Kevin Hogencamp, Deputy City Manager (DCM)
1. CALL TO ORDER
Mayor Glasser called the meeting to order at 6:00 PM.
Pursuant to Governor DeSantis' Executive Order Number 20-69 and COAB Emergency Order,
the meeting was held via videoconference.
2. PUBLIC COMMENT
Mayor Glasser requested IT Senior Systems Engineer Bob Cimon to confirm speakers on the
platform who wish to speak. Mr. Cimon reported one speaker, Rick Carper.
Rick Carper spoke regarding ways to create a user friendly budget, and additional comments
regarding the 3rd draft budget. He requested the Commission to look for more money for
street resurfacing.
CC Bartle reported that there were no written comments received.
Mayor Glasser closed Courtesy of the Floor.
3. FY2020-21 BUDGET UPDATE
3A. FY2020-2021 Proposed Budget - 3rd Draft
CM Corbin presented a PowerPoint presentation titled Fiscal Year 2020-21 Budget
Commission Workshop #3 August 6, 2020, (which is attached hereto and made part of
this Official Record as ATTACHMENT A).
Page 1 of 34
Agenda Item #1.C.
09 Nov 2020
Page 91 of 152
Budget Workshop
August 6, 2020
CM Corbin reported that department summaries will be included in the budget for the
September 1st hearing, that department heads are present for questions and he stated
that we are now $75, 000 under budget. Shortfalls were less than expected.
CM Corbin opened Department Overviews.
ATTACHMENT A - Fiscal Year 2020-21 Budget Commission Workshop #3 August
6, 2020
3B. Department Heads
Building
Building Official Dan Arlington provided an overview of slide 11 of the PowerPoint.
He answered questions regarding the Contract Services line item.
Mayor Glasser asked for clarification that this draft included the 3% increase for staff
salaries. CM Corbin replied yes.
Finance
Finance Director (FD) Melissa Burns provided an overview of slide 12 of the
PowerPoint. She answered questions regarding training for Pension Board members
and her Professional Services and Contract Services line items.
Human Resources
Human Resources (HR) Director Cathy Varian provided an overview of slide 13 of the
PowerPoint. She reported that everything else remains the same and answered
questions regarding trainings. Commissioner Kelly emphasized career development
training for all departments. HR Director Varian reported that although her budget
amount did not go up things were rearranged and will need to be reallocated. She
reported on HR's use of the Professional Services and Contract Services line items.
Information Technology
DCM Hogencamp provided an overview of slide 14 of the PowerPoint. IT Senior
Systems Engineer Bob Cimon answered questions regarding the Communications and
Contract Services line items. Mayor Glasser asked where Cyber Security is budgeted
for and what are we doing in regards to cyber security? Mr. Cimon replied it is
budgeted for in Recurring Expenses for software services. He stated we have layers of
tested procedures in place.
HR Director Varian reported that insurance for security breach is budgeted for in the
General Liability Fund.
Mr. Cimon reported we have layers of data recovery/back up capabilities.
Page 2 of 34
Agenda Item #1.C.
09 Nov 2020
Page 92 of 152
Budget Workshop
August 6, 2020
Planning
Planning and Community Development Director (PCDD) Amanda Askew reviewed
slide 15 of the PowerPoint. She answered questions regarding the increase in the
Communications and Contract Services line items.
Public Works
Public Works (PW) Director Scott Williams provided an overview of slide 16 of the
PowerPoint. He answered questions regarding the canopies at Vet Park and Sunset
Pier, priorities of the projects, the recurring costs of a splash pad, and the uncertainty of
projects without having an approved Parks Master Plan.
There were additional questions regarding the savings of installing LED lights at the
Rose Park Soccer Field, street paving being in the budget, and the 50% increase in the
Contractual Services line item.
PW Director Williams replied he did not know. Mayor Glasser requested CM Corbin
to provide a breakdown of that line item and the General Fund for Landscaping
increase. FD Burns stated the reason for the increase in the General Fund for
Landscaping was that previously it had not been budgeted properly.
PW Director Williams provided an update on the status of the budget for sidewalks this
year. Mayor Glasser requested sidewalk repair at the stretch between Ahern Street, East
Coast Drive and Beach Avenue. PW Director Williams stated he is working on a plan
for that area.
Commissioner Anderson requested a better delineation in the budget of what the
Public Works Contract Services line item includes. CM Corbin stated the specifics will
be provided for next meeting.
Recreation
Cultural Arts and Recreation Director Timmy Johnson provided an overview of slide
18 of the PowerPoint. He answered questions regarding the budget for after school
programs. Commissioner Kelly suggested hiring more interns. Director Johnson
answered questions regarding his department’s use of Contract Services and
Communications line items.
There was further questions and discussion regarding Contributions, and the budget for
Senior Programs. Mayor Glasser requested ongoing suggestions for additional Senior
Programs. She also suggested supporting non-profit community agencies with a
donation. FD Burns confirmed there is $6000 budgeted for this purpose.
Public Utilities
CM Corbin presented slide 26 for viewing and reported this department was discussed
at length at the previous workshop. Commissioner Kelly requested explanation of the
Delinquent Charges line item for $181,000 on page 76 of the budget. Public Utilities
(PU) Director Troy Stephens referred to FD Burns to explain. FD Burns reported they
Page 3 of 34
Agenda Item #1.C.
09 Nov 2020
Page 93 of 152
Budget Workshop
August 6, 2020
are utility late charges in collections. Mayor Glasser requested FD Burns to ensure this
amount does not include charges on hold during the COVID period. She also requested
PU Director Stephens or CE Swann to provide her the projects presentation from last
workshop.
Legal Counsel
CA Durden reported on slide 23 of the PowerPoint. She stated based on her experience
this is an appropriate amount. The budget amount is accepted until other options are
explored. This has nothing to do with the quality of work provided by CA Durden.
City Clerk
CC Bartle provided an overview of slide 24 of the PowerPoint. There were no
questions for CC Bartle.
Mayor Glasser mentioned the upcoming performance evaluations of Charter Officers.
She stated that a correction will be forthcoming for CC Bartle to receive her 3% raise
from this time last year. She stated it was delayed due to conversations regarding
renegotiation of her contract.
CM Corbin confirmed the money for her raise needs budgeted.
City Manager
CM Corbin reviewed slide 25 of the PowerPoint. There were no questions.
Public Safety
CM Corbin presented slide 27 for viewing and reported this department was discussed
at length at the previous workshop. Mayor Glasser inquired if there is County money
assistance for employee COVID testing. Chief Gualillo stated it is most beneficial to
contract with a private entity.
4. CITY COMMISSION/QUESTIONS
Commissioner Norris requested the presentation of the Parks Master Plan.
Mayor Glasser expressed concerns and suggested a joint workshop so everyone is on the same
page.
Commissioner Kelly spoke regarding the efficiency of the new Environmental Stewardship
Committee (ESC) Chair and is confident it will be presented soon. She requested CPDD
Askew provide a status of how it is progressing on the ESC's agenda.
Mayor Glasser spoke regarding the public input from the workshop and the need for ESC to be
aware and synchronized with this information.
Commissioner Anderson spoke regarding jurisdiction of ESC and the need to move forward.
Page 4 of 34
Agenda Item #1.C.
09 Nov 2020
Page 94 of 152
Budget Workshop
August 6, 2020
Mayor Glasser and CM Corbin confirmed it is part of ESC duties to make recommendation on
parks, etc.
CC Bartle stated she needs to add the money for her cell phone to her budget. Mayor Glasser
stated to provide the information to CM Corbin.
Mayor Glasser confirmed with CM Corbin that no additional information was needed. He
thanked the Commission for their time and input.
5. ADJOURNMENT
Mayor Glasser adjourned the meeting at 8:11 PM.
Attest:
Donna L. Bartle, City Clerk Ellen Glasser, Mayor
_______________________________
Date Approved
Page 5 of 34
Agenda Item #1.C.
09 Nov 2020
Page 95 of 152
Page 6 of 34
Agenda Item #1.C.
09 Nov 2020
Page 96 of 152
Fiscal Year 2020-21 Budget
Commission Workshop #3
August 6, 2020
ATTACHMENT A
August 6, 2020 Minutes
Page 7 of 34Agenda Item #1.C.09 Nov 2020Page 97 of 152
ATTACHMENT A
August 6, 2020 Minutes
Page 8 of 34Agenda Item #1.C.09 Nov 2020Page 98 of 152
Draft 3 Updates
•Separated Parks Maintenance from Recreation
•Moved Tree Protection Fund into Planning
•Revenues and Expenses
•Better Revenues Than Expected
•Fixed Several Accounting Errors
•Moved Capital Expenses to Better Jax
•Approximately 75k Under Budget as Proposed
•Final Draft
•Definition of Elements
•Department Summaries
ATTACHMENT A
August 6, 2020 Minutes
Page 9 of 34Agenda Item #1.C.09 Nov 2020Page 99 of 152
Pg. 9
1st Draft 1st Draft
ATTACHMENT A
August 6, 2020 Minutes
Page 10 of 34Agenda Item #1.C.09 Nov 2020Page 100 of 152
2nd Draft = $207,029 Less
Combination of Variables
ATTACHMENT A
August 6, 2020 Minutes
Page 11 of 34Agenda Item #1.C.09 Nov 2020Page 101 of 152
Pg. 10
3nd Draft = $74,468 Under Budget
Better than Expected Revenues / Capital Expenses to Better Jax
ATTACHMENT A
August 6, 2020 Minutes
Page 12 of 34Agenda Item #1.C.09 Nov 2020Page 102 of 152
Pg. 6
ATTACHMENT A
August 6, 2020 Minutes
Page 13 of 34Agenda Item #1.C.09 Nov 2020Page 103 of 152
Proposed budget assumes approximately $338,000 in lost revenue.
ATTACHMENT A
August 6, 2020 Minutes
Page 14 of 34Agenda Item #1.C.09 Nov 2020Page 104 of 152
General Fund Reserves At-A-Glance
General Fund
Operating Budget
$15,096,930 % of General Fund
General Fund Reserves
(Restricted)
$3,774,233 25%
General Fund Reserves
(Unrestricted)
3,476,330 23%
General Fund Reserves
TOTAL
$7,250,563 48%
* Projected balance as of 9-30-21
Approximately $400,000 Unspent Funding Returning to Reserves.
ATTACHMENT A
August 6, 2020 Minutes
Page 15 of 34Agenda Item #1.C.09 Nov 2020Page 105 of 152
Department
Overviews
ATTACHMENT A
August 6, 2020 Minutes
Page 16 of 34Agenda Item #1.C.09 Nov 2020Page 106 of 152
Building
Building Department budget remained basically flat except for:
•Decrease in salaries should not be, one unfilled position
•Increase in Pension is due to re-allocation of employer contributions
•Decrease in Contractual Services, CRS consultant services no longer needed
•Not purchasing vehicles in FY21 as we did in FY20
ATTACHMENT A
August 6, 2020 Minutes
Page 17 of 34Agenda Item #1.C.09 Nov 2020Page 107 of 152
Finance
•Increase in professional services due to usual annual increase in audit fees
•Increase in postage – third party vendor for utility bills increase in fees
•Training shows a $1,975 increase, but will be going down. A conference scheduled
in October will more than likely be virtual thus reducing the cost.
ATTACHMENT A
August 6, 2020 Minutes
Page 18 of 34Agenda Item #1.C.09 Nov 2020Page 108 of 152
Human Resources
•The pension item was reduced $12,234. This reduction was because the required
contribution by the employer for the General Employees’ Pension went down.
•The increase in salary of $6,452 was offset by the reduction in pension of $12,234,
which left an overall decrease in the HR budget of $5,571.
ATTACHMENT A
August 6, 2020 Minutes
Page 19 of 34Agenda Item #1.C.09 Nov 2020Page 109 of 152
Information Technology
•Reductions of $18,000 in contractual services due to performing work in-
house.
•Virtual server/document management initiative to save $80,000 per year.
•Job Title/Restructuring - $17,000
ATTACHMENT A
August 6, 2020 Minutes
Page 20 of 34Agenda Item #1.C.09 Nov 2020Page 110 of 152
Planning
•Contract Services $30,000.00
•Adaptation Planning and Other Grants
•Printing and Publishing $15,000.00
•Public Notifications
•Environmental Stewardship Committee Projects
•Decrease in Expenses
•Redevelopment Fund Not Showing – To be Resolved
•Accounting Salary Error Resolved
ATTACHMENT A
August 6, 2020 Minutes
Page 21 of 34Agenda Item #1.C.09 Nov 2020Page 111 of 152
Public Works
Parks Projects
•Pavilion at Tideview Preserve
•Pavilion at Howell Park
•Replace Canopy at the end of walkway at Sunset Pier
•Replace canopy over stage at Vet Park
•Change all Tennis Courts and pickle ball courts lighting to LED at Donner Park
•Lighting at the Rose Park Soccer Field
•Donner Park Improvements
Streets Projects
•Complete three different projects on Seminole and have an 8’ bike path from Atlantic Blvd. to the
City Hall
•Milling and paving City Streets (approx. $200K to 300K)
•Donner Road Reconstruction Project
ATTACHMENT A
August 6, 2020 Minutes
Page 22 of 34Agenda Item #1.C.09 Nov 2020Page 112 of 152
Public Works
Stormwater Projects
•Aquatic Storm water project
•Purchase of a Vac-Con camera for viewing inside of the pipes
•Purchase of a Mini skid steer for cleaning beach accesses walkovers
•Purchase of Mulcher attachment for our skid steer
Special Projects
•16th Street Beach Walkover design and Engineering
•Design and Engineering of Public Works building
•Design and Engineering of replacing the Dutton Island Road Bridge
ATTACHMENT A
August 6, 2020 Minutes
Page 23 of 34Agenda Item #1.C.09 Nov 2020Page 113 of 152
Recreation
Recreation budget remained basically flat:
•Summer Internship Program
•Overtime to staff events
•Senior and After school Program
•Atlantic Beach Youth Council
• ContribuƟon Program
•Events which will include a Dog Festival
ATTACHMENT A
August 6, 2020 Minutes
Page 24 of 34Agenda Item #1.C.09 Nov 2020Page 114 of 152
ATTACHMENT A
August 6, 2020 Minutes
Page 25 of 34Agenda Item #1.C.09 Nov 2020Page 115 of 152
Available Funding Sources
Fund Potential Projects Projected
Balance
Tree Protection Tree planting/preservation $50,539
Convention Development
Tax
Acquisition and development of parks,
lifeguard stations and/or athletic fields;
tourism promotion
50,000
Local Option Gas Tax 73,141
Better Jacksonville Tax
Share
Transportation; environment/quality of
life/ targeted economic
development/public facilities
1,304,505
ATTACHMENT A
August 6, 2020 Minutes
Page 26 of 34Agenda Item #1.C.09 Nov 2020Page 116 of 152
Projected Fund Balances 9-30-21
Fund Potential Projects *Projected Balance
General Fund Reserves (Restricted)$3,774,233
General Fund Reserves (Unrestricted)3,476,330
Public Utilities 2,114,569
Stormwater Reserves Drainage 711,249
Better Jax Transportation; quality of life /
economic dev. / public facilities
1,304,505
Sanitation 1,300,002
Local Option Gas Tax Road and drainage systems 73,141
Tree Protection Tree planting/preservation 50,538
Convention Development Tax Park acquisition/dev.; lifeguard
stations; ballfields; tourism promo
50,000
•Projected balance as of 9-30-21
ATTACHMENT A
August 6, 2020 Minutes
Page 27 of 34Agenda Item #1.C.09 Nov 2020Page 117 of 152
General Fund Reserves At-A-Glance
General Fund
Operating Budget
$15,096,930 % of General Fund
General Fund Reserves
(Restricted)
$3,774,233 25%
General Fund Reserves
(Unrestricted)
3,476,330 23%
General Fund Reserves
TOTAL
$7,250,563 48%
* Projected balance as of 9-30-21
Approximately $400,000 Unspent Funding Returning to Reserves.
ATTACHMENT A
August 6, 2020 Minutes
Page 28 of 34Agenda Item #1.C.09 Nov 2020Page 118 of 152
Legal Council
•No Change - $150,000.00
ATTACHMENT A
August 6, 2020 Minutes
Page 29 of 34Agenda Item #1.C.09 Nov 2020Page 119 of 152
City Clerk
•Overtime – decrease– staff utilizes Comp Time option
•Professional Services – None anticipated – this is typically used for employee
screening
•Other Contractual Services - Increase - higher hourly rate of pay for contractor hired
to help with minutes.
•Repairs and Maintenance - Increase - iCompass’ annual fee increased
•Operating Supplies –overall increase- increased picnic allowance + budgeted notary
renewal for city clerk
ATTACHMENT A
August 6, 2020 Minutes
Page 30 of 34Agenda Item #1.C.09 Nov 2020Page 120 of 152
City Manger
•Salaries and Wages decreased by $5,596
•Operating Expenses increased $ 1,428
ATTACHMENT A
August 6, 2020 Minutes
Page 31 of 34Agenda Item #1.C.09 Nov 2020Page 121 of 152
Public Utilities
Proposed budget increase of $1.5M
•New development requiring improved Fire Flow
•Required Critical Maintenance Activities:
Lift Station Repairs
Force Main Repairs
•System Improvements:
Odor & Corrosion Control
Selva Marina Force Main Extension
Septic to Sewer - Marsh Oaks
•Donner Road Rebuild:
Replace Emergency Outfall Line
Replace Donner LS Force Main
ATTACHMENT A
August 6, 2020 Minutes
Page 32 of 34Agenda Item #1.C.09 Nov 2020Page 122 of 152
Public Safety
•City Pension Contribution $250,000
•Special Pay $152,000
•Body Camera Phase II $50,000
•Community Security Cameras $43,000
•Communications Consoles $60,000
•Administrative Staff Step Plan
•Emerg. Comm. Off. Step Plan
ATTACHMENT A
August 6, 2020 Minutes
Page 33 of 34Agenda Item #1.C.09 Nov 2020Page 123 of 152
Pg. 5
ATTACHMENT A
August 6, 2020 Minutes
Page 34 of 34Agenda Item #1.C.09 Nov 2020Page 124 of 152
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@313.Agenda Item #14.B.09 Nov 2020Page 137 of 152
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9“SEE Agenda Item #14.B.09 Nov 2020Page 138 of 152
iséubmissioninTris ?cate
DocumentRequirements ‘Checklist
Totai Cost Per Pound ‘(delivered in 55 gal drums):
L
City of Atlantic Beach
Multi -Year Contract for Drthophosphate (a chemical for Water Treatrnent)
Wednesday,ioctober 14,2020
BID 2021 -"01 3:00 —I
Shannon Chemical L Univar USACarusChemical
Required ;Documents
No BID
Z>
Documentaétian of?Receéi:p1m‘,An ‘Addenda
i.
$‘0.‘B-1-‘0 $0.594
Award of Bid based on §D?epa;rtmen1 Analysis and City Manwerandiotr Commission Approval Agenda Item #14.B.09 Nov 2020Page 139 of 152
City of Atlantic Beach
l t»Nlulti-Year Contract for Orthophosphate (a chemical for Wastewater Treatment)
#Wednesday,October ‘I4,2020
BID 2021 -131
ents
L
L
-er‘pecs-~
May,Calci?uest,Calgon or approved equal)
Persseallonnwm
‘G
6'7 x 7
frotalCost Per 55 Gallon Drum 1 L .’~?
K
7 ’
L
Freight Charge
»»
Total Cost Per 55 Gallon Drum:
Award of Bid based on Department Analysis and Ootrnmission Approval Agenda Item #14.B.09 Nov 2020Page 140 of 152
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Swoodab Agenda Item #14.C.09 Nov 2020Page 142 of 152
City of Atlantic Beach
MuIti-Year Contract for Polymer for Public Utilities Department
‘1‘Di‘l4I202D
BID 2021 -02
Fort Bend Services
Required Documents
P Product Na‘meiNu:m*be.r
P F33 C1282
Raw Polymer Cost Per Pound
Adsditional Cost for Shipping (if any).Shipping Cost PER POUND
of Polymer.
TOTAL COST PER POUND OF RAW POLYMER +SHEIPPJNG
oNumber of Pounds Per 55 Gallon Drum 45D#
Award of §Bid based on De;partment Analysis and Commission Approval Agenda Item #14.C.09 Nov 2020Page 143 of 152
Page 144 of 152
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$023 Agenda Item #14.D.09 Nov 2020Page 146 of 152
EVALUATION OF PROPOSALS FOR MULTI-YEARCONTRACT FOR ENVIRONMENTAL
LABORATORY SERVICES
RFP 21-O1
RFP’s reviewed and evaluated by Steve Swann and Troy Stephens on October 27,2020
Firm Past Record Firm’s Range of Staff Availability Reporting Financial Proximity Cost
of Professional Services and Capability Responsibility Total Rank
Professional Quali?cations to Meet and Insurance Score
Services and Staffing Deadlines
Scaled Value [4][5][3][4][4][2][5][2]
(5-0)(5-0)(5-0)(5-0)(4-5)(4-5)(50)(‘-5)
Advanced (5.0)(5.0)(4.0)(5.0)(5.0)(4.0)(5.0)(5.0)
Environmental
L3b°la)°”e5»'"C-20.00 15.00 13.50 20.00 19.00 3.50 25.00 9.50 140.50 1:1
(5.0)(3.5)(5.0)(4.0)(4.5)(4.5)(4.5)(4.0)
(5.0)(5,0)(5.0)(4.0)(4.0)(6.0)(5.0)(4.2)
Pace_Analytical
5e'V'°e5 20.00 2125 15.00 15.00 17.00 9.50 21.25 0.20 (20.20 2nd
Agenda Item #14.D.09 Nov 2020Page 147 of 152
Page 148 of 152
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l's Agenda Item #15.A.09 Nov 2020Page 149 of 152
MAYOR AND COMMISSION
51 VDM MUVD \\
November 2020
H I SD-\\\\THI RED-\\
Commission Mtg
6:30 pm
Swearing in
Due Date for
~11/23 Agenda
1 l
Veterans Day
City Ot?ces
Closed
17
Pension Boards
6:30 pm
14
16
Commission
Workshop
6 pm
(T enlative)
p
Community
Development
Board
6 pm
18
ESC Outreach
Subcommittee
6:30 pm
19
23 Commission
Photos 3 pm
Special Called Mtg -
Aggl Hearing 4 gm
Commission Mtg
6:30 pm
City O?ca
Closed
City Of?ces
Closed
Agenda Item #15.A.09 Nov 2020Page 150 of 152
MAYOR AND CONHVHSSION
5
City Offices
Closed
Agenda Item #15.A.09 Nov 2020Page 151 of 152
MAYOR AND COMMISSION
2I8Agenda
I)Connhlinnl?ioritysd?lgneailgneulstobescheduled
Agenda Item #15.A.09 Nov 2020Page 152 of 152