08-6-20 Budget WS Adopted MinutesMINUTES
r , Budget Workshop Meeting
x} Thursday, August 6, 2020 - 6:00 PM
r ►� 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 f Commissioner - Seat 5 (District 1312)
Also Present: Shane Corbin, City Manager (CM)
Brenna Durden, City Attorney (CA)
Donna Bartle, City Cleric (CC)
Kevin Hogencamp, Deputy City Manager (DCM)
1.
2.
3.
CALL TO ORDER
Mayor Glasser called the meeting to order at 6:00 PM.
Pursuant to Governor DeSantis' Executive Order Number 2069 and COAB Emergency Order,
the meeting was held via videoconference.
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.
FY2020-21 BUDGET UPDATE
3A. FY'2020-2021 Proposed Budget - 3rd Draft
CM Corbin presented a PowerPoint presentation titled Fiscal Year 2020-21 Budget
Commission Workshop 43 August 6, 2020, (which is attached hereto and made part of
this Official Record as ATTACHMENT A).
Budget Workshop
August 6, 2020
CM Corbin reported that department summaries will be included in the budget for the
September 1st heating, 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 Binns 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
repoiled 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.
Planning
Planning and Community Development Director (TCDD) Amanda Askew reviewed
slide 15 of the PowerPoint. She answered questions regarding the increase in the
Communications and Contract Services line items.
Budget workshop
August G, 2020
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
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.
Budget Workshop
August 6, 2020
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.
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.
Budget Workshop
August 6, 2020
Mayor Glasser confirmed with CM Corbin that no additional information was needed. He
thanked the Commission for their time and input.
ADJOURNMENT
Mayor Glasser adjourned the meeting at 8:11 FM.
Attest:
Donna L. Bartle, City Clerk
El n Glasser, Mayor
Illej12-0
Date Approved
Budget Workshop
August 6, 2020
ATTACHMENTA
August 6, 2020 Minutes
ATTACHMENT A
August 6, 2020 Minutes
ol
ATLANTic BEACH
CITY BUDGET PROCESS UNDER WAY; ,
HEARINGS SET FOR SEPT. 14, SEPT. 28
The City of AtlanticBeach is developing its budget f -or fiscal year
2020-Z1. which begins Oct. 1. 2020. Fubl.ic input to Cittf staff and the
Cita Commission is welcome throughout the process.
Here is the Fy 2020-21 budget workshop and public hearing calendar,
which is subject to change=
July 23 First City Commission budget workshop; 6 p -m.
July 30 Second City Commission budget workshop;.6 p.m.
Aug. 6 Third City Commission budget workshop (if needed); 6 p_rn.
Sept. 14 First of two City Commission public hedrinqs and votes an
the budget/millage rate
Sept. 28 Second of two City Commission public hearings and votes
on the budget/millage rate
ORE INFORMATION, OR TO PROVIDE INPUT TO CITY STAFF, CAL.247.5804 OR Eh1All. INFO@COABAS.
TO PROVIDE INPUT TO THE CITY COMMISSION, EMAIL. ELECTEDOFFICIALS@CDAB.US.
ATTACHMENT A
August 6, 2020 Minutes
Draft 3 Updates
• Separated Parks Maintenance from Recreation
• Moved Tree Protection Fund into Planning
• Revenues and Expenses
• BetterRevenues 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
Ending Fund Balance
Total Expenses and Fund Balance
Resource Allocation
Personnel Services
Operating Expenses
Capital Outlay
Debt Service
Transfers
Total
ATTACHMENT A
August 6, 2020 Minutes
1St Draft
71077,821 6,791,915 6,000,981
19,479,267 20,857,335 20,570,850
7,535,383
4,085,372
495,782
104,225
12,220,762
8,755,565
4,767,233
542,622
8,898,025
4,976,360
695,484
5,622,622 CO(037�8,359)
21,038,574 4675724
9,175,809
5,921,'121
319,022
14, 065,420 14,569, 869 15,415,952
277,784
944,761
(376,462)
Ending Fund Balance
Total Expenses and Fund Balance
Resource Allocation
Personnel Services
Operating Expenses
Capital Outlay
Debt Service
Transfers
Total
ATTACHMENT A
August 6, 2020 Minutes
2"d Draft = $207,029 Less
Combination of Variables
7,077,821 6,799,915 6,000,981 5,834,651 {166,330)
19,479,267 20,857,335 20,570,850 21,077,865 507,015
7,535,383
4,085,372
495,782
104,225
8,755,565
4,767,233
542,622
12,220, 762 14, 065,420
8,898,025
4,976,360
695,484
9,230,851
5,693,341
319,022
332,826
716,981
(376,462)
14,569,869 15,243,214 673,345
ATTACHMENT
August 6, 2020 Minutes
3"d Draft = $74,468 Under Budget
Better than Expected Revenues / Capital Expenses to Better J ax
Ending Fund Balance 7,077,821 5,701,293 5,281,100 5,355,568 (00"74�,468
Total Expenses and Fund Balance 19,479,267 19,748,554 20,103,659 20,357,984 254,325
Resource Allocation
Personnel Services 7,535,383
Operating Expenses 4,085,372
Capital Outlay 495,782
Debt Service
Transfers 104,225
Total
8,737,252
4,767,386
542,623
9,082,972
5,040,990
698,597
12,220,762 14,047,261 14,822,559
9,194,316
5,579,078
229,022
15,002,416
111,344
538,088
(469,575)
179,857
ATTACHMENT A
August 6, 2020 Minutes
Summary of All Departments
Combined Summary of Expenses
Actual Actual Budget Budget
2017-2018 2018-2019 2019-2020 2020-2021
Expenses:
Governing Body
38,722
40,194
55,876
City Administration
2,730,766
2,862,790
3,086,808
General Government
4,186,185
1,793,494
4,016,474
Planning
364,374
538,887
762,296
Public Safety
5,967,302
6,488,823
7,028,926
Parks and Recreation
1,285,292
477,386
484,333
Public Works
5,422,603
4,428,589
7,722,426
Public Utilities
8,936,670
8,300,891
12,207,733
Building
780,721
550,654
665,699
Pension
2,171,334
2,669,092
2,318,256
Total Expenses
51,707
3,167,678
3,606, 547
664,236
7,270,376
483,542
7,510,970
13,757,399
583,002
2,260,568
31,363,007 28,150,801 38,348,827 39,356,025
Increase
(Decrease)
(4,169)
80,870
(376,399)
(98,060)
241,450
(791)
(211,456)
1,549,666
(82,697)
(57, 688)
1,040,726
ATTACHMENT A
August 6, 2020 Minutes
REVENUES IMPACTED BY COVID-19 UPDATE
Compared same time period Fiscal Year 2020 to Fiscal Year 2019
Revenue Source
Public Service Tax
Franchise Fees
Revenue Sharing
'/7 Sales Tax
Convention Dev Tax
Local Option Gas Tax
Better ]ax '/z Cent Sales "
Total
H
FY20
292,024.59 $
369,099.02
242,43 6.25
823,753.90
64,069.06
256,571.92
521,124.71
FY 19
315,531.28
374,776.91
266,483.07
1,105,974.20
88,428.91
281, 658.28
535,955.94
$ 295692079.45 $ 2,9689808.59
Yo Difference
-8%
-2%
-10%
-34%
-38%
-10%
-3%
-13%
Proposed budget assumes approximately in lost revenue.
ATTACHMENT A
August 5, 2020 Minutes
rJ .r ATLNNTic BEACH
r
General Fund Reserves At -A -Glance
General Fund Reserves $31,774,233 25%
(Restricted)
General Fund Reserves
(Unrestricted)
General Fund Reserves
TOTAL
* Projected balance as of 9-30-21
3,476,330
$7,250,563
Approximately $400,000 Unspent Funding Returning to Reserves.
23%
48%
ATTACHMENT A
August 6, 2020 Minutes
ATLA-,NTic BEACH
Department
Overviews
ATTACHMENT A
August 6, 2020 Minutes
' riy'1i11Jn
ATLA,,.NTIC BEACH
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
August 6, 2020 Minutes
Y „
ATLA-,NTic BEACH
• r.ii� Y
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
f
ATLANTic BEACH
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
Y n ATLANTIC BEACH
��l� �� .IYi�J Jr��-J.3��,•
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, 2620 Minutes
3 ATLANTIC BEACH
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
a' 1
ATLA, NTic BEACH
:s
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
August 6, 2020 Minutes
�isa.lrf�
n ATLANTIC BEACH
Public Works
Stormwater Proiects
• 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
August 6, 2020 Minutes
r y
ATLA,,NTIC BEACH
Recreation
Recreation budget remained basically flat:
• Summer Internship Program
• Overtime to staff events
■ Senior and After school Program
• Atlantic Beach Youth Council
• Contribution Program
■ Events which will include a Dog Festival
ATTACHMENT
August 5, 2020 Minutes
�Y
ATL&NTic BEACH
CITY BUDGET PROCESS UNDER WAY;
HEARINGS SET FOR SEPT. 14, SEPT. 28
The Citq of Atlantic Beach is developing its budget for fiscal year
2020-21, which begins Qct. 1. 2020. Public input to Citq staff and the
Citq Commission is welcome throughout the process.
Here is the Fy 2020--21 budget workshop and public hearing calendar,
which is subject to ch-ange-
July 23 First City Commission budget workshop; b p.m --
1u14 30 Second Citq Commission budget workshop: b p.m.
Aug_ G Third Citq Commission budget workshop [if needed]; b p.m.
Sept. 14 First of two Citq Commission public hearings and votes on
the budget/ millage rate
Sept. 28 Second of two City Commission public hearings and votes
on the budget/millage rate
-
ORE INFORMATION, OR TO PROVIDE EMAIL. INFO@COAB.OS.
TO PROVIDE INPUT TO THE CITY COMMISSION, EMAIL ELECTEDOFFICIAI.SKI)ABAS.
ATTACHMENT A
August 6, 2020 Minutes
Available Funding Sources
Tree Protection Tree planting/preservation $50,539
Convention Development Acquisition and development of parks,
Tax lifeguard stations and/or athletic fields;
tourism promotion
Local option Gas Tax
Better Jacksonville Tax Transportation; environment/quality of
Share life/ targeted economic
development/public facilities
50,000
73,141
1,304,505
ATTACHMENT A
August 6, 2020 Minutes
ATLANTIC BEACH
i
Projected Fund Balances 9-30-21
General Fund Reserves (Restricted)
General Fund Reserves (Unrestricted)
Public Utilities
5tormwater Reserves
Better lax
Sanitation
Local Option Gas Tax
Tree Protection
Convention Development Tax
• Projected balance as of 9--30-21
$3,774,233
3,476,330
2,114,569
Drainage 7111249
Transportation; quality of life / 1,304,505
economic dev. / public facilities
1,300,002
Road and drainage systems 73,141
Tree planting/preservation 50,538
Park acquisition/dev.; lifeguard 50,000
stations; ballfields; tourism promo
ATTACHMENT A
August 6, 2020 Minutes
ri a''r�1.
ATLANTic BEACH
J yr
General Fund Reserves At -A -Glance
General Fund Reserves $3,774,233 25%
(Restricted)
General Fund Reserves
(Unrestricted)
General Fund Reserves
TOTAL
* Projected balance as of 9-30-21
(:3p476,330
$7,250,563
Approximately $400,000 Unspent Funding Returning to Reserves.
23%
L,r.VA.
ATTACHMENT
August 6, 2020 Minutes
Y
ATLA,,TIC BEACH
w
f
Legal Council
• No Change - $150,000.00
ATTACHMENT
August 6, 2020 Minutes
ATLANTic BEACH
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
rj sraI'1l
Yi A
AT I.j,,.kNTIC BEACH
City Manger
• Salaries and Wages decreased by $5,596
• Operating Expenses increased $ 11428
ATTACHMENT A
August 6, 2020 Minutes
� rir l�7rr
i ti ATLANTic BEACH
F
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
21,
ATLANTIC BEACH
Public Safety
• City Pension Contribution $250,000
• Special Pay $152,000
• Body Camera Phase Il $50,000
• Community Security Cameras $43,000
■ Communications Consoles $50,000
• Administrative Staff Step Plan
• Emerg. Comm. Off. Step Plan
Expenses:
Governing Body
City Administration
ATTACHMENT A
August 6, 2020 Minutes
Summary of All departments
Combined Summary of Expenses
Actual
2017-2018
38,722
2,730,766
Actual Budget Budget
2018-2019 2019-2020 2020-2021
40,207 55,876 52,707
2,864,587 3,047,218 3,121,810
Increase
(Decrease)
(3,169)
74,592
General Government
4,186,185
1,674,407
2,776,890
2,731,920
(11,442)
Planning
562,328
540,117
731,196
662,209
(68,987)
Public Safety
5,967,302
6,736,464
6,815,826
7,234,439
418,613
Parks and Recreation_
1,285,292_
1,429,768
1,463,363
1,642,962
179,599
Public Works
5,022,603
5,384,701
8,594,289
8,914,669
320,380
Public Utilities_
8,935,670
8,300,891
12.207,733
13,849,617
1.641,884
Building
780,721
550,654
612,919
602,178
(10,741)
Pension
2,171,334
2,669,092
2,318,256
2.260,568
(57,688)
Total Expenses
31,363,007 30,190,890 38,623,566
41,073,079 2,483,041