MinutesMINUTES
REGULAR CITY COMMISSION MEETING
September 8, 2008
CITY HALL, 800 SEMINOLE ROAD
Attendance IN ATTENDANCE:
Mayor John S. Meserve Commissioner Cazolyn Woods
Mayor Pro Tem Mike Borno City Attorney Alan C. Jensen
Commissioner John L. Fletcher City Manager Jim Hanson
Commissioner Paul Parsons City Clerk Donna Bartle
Call to Order/Pledge Mayor Meserve called the meeting to order at 6:00 p.m. The Mayor gave the
Invocation, followed by the Pledge of Allegiance to the Flag.
Approval of Minutes 1. Approval of the minutes of the Regular Commission Meeting of August 25,
2008.
Motion: Aaarove the minutes of the Regular Commission MeetinP of August 25,
2008. as written.
Moved by Borno, seconded by Parsons.
Votes:
Aye: 5 -Borno, Fletcher, Meserve, Parsons, Woods
Nay: 0 -
MOTION CARRIED
Courtesy of the Floor 2. Courtesy of the Floor to Visitors.
Mayor Meserve opened the Courtesy of the Floor to Visitors. He welcomed the
audience and explained the process for public comments.
Michael Hoffmann, 176 CameGa St., addressed the Commission regarding Item 7C,
stating he was concerned about the map as it relates to 135.
Don Remley,1309 Violet Street, addressed the rate increases, stating no rule or rate
increase should be passed that does or appears to discourage conservation of any
resource.
Stephen Kuti,1132 Linkside Drive, stated he does not agree with the proposed tiers in
the new rate increase.
Charles Harcourt Bu11,1810 Sevilla Blvd., Apt. 304, addressed the proposed
Assistant City Manager position stating he was concerned there is not enough work for
an Assistant in a town of 14,000. He was also concerned that the Chief of Police will
move into that position with no competitive recruitment.
Ellen Glasser, 421 Oceanwalk Dr. S., addressed the Commission regazding the
proposed increase in property taxes and the recapture rule.
September 8 20(18 REGULAR COMMISSION MEETING Pace 2
Milton "Sarge" Hall, 685 Amberjack Lane, complimented Dale Hatfield for his
quick actions in having the recent sinkhole repaired on Mayport Rd. He further stated
he believes Atlantic Beach needs to be looked at as a whole, not as a black thing, or a
white thing, or a Westside thing. He stated it is about all of the citizens living here and
enjoying the culture of beach life and having the opportunity for their children to grow
up and be successful.
Craig Dunning, 351 Seminole Road, addressed the Commission regarding repairs to
Seminole Road. He stated the road is not wide enough for traffic, needs gutters, and
cars parked on right-of-way block the view of drivers backing out of their driveways.
He also complimented the Police Department for addressing the speeding issue on
Seminole Road.
No one else from the audience spoke so Mayor Meserve closed the Courtesy of the
Floor to Visitors.
Unfinished Business ~. Unfinished Business from Previous Meeting
from Previous A. City Manager's Follow-up Report.
Meeting None.
Consent Agenda 4. Consent Agenda
ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED
TO BE ROUTINE BY THE CITY COMMISSION AND WILL BE ENACTED BY
ONE MOTION IN THE FORM LISTED BELOW. THERE WILL BE NO
SEPARATE DISCUSSION OF THESE ITEMS. IF DISCUSSION IS DESIRED,
THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL
BE CONSIDERED SEPARATELY. SUPPORTING DOCUMENTATION AND
STAFF RECOMMENDATIONS HAVE BEEN PREVIOUSLY SUBMITTED TO
THE CITY COMMISSION ON THESE ITEMS
A. Acknowledge receipt of Monthly Public Works and Utility Departments Report
for August 2008.
Mayor Meserve read the Consent Agenda.
Motion: Aaarove Consent Agenda Item A, as read.
Moved by Borno, seconded by Fletcher.
Votes:
Aye: 5 - Borno, Fletcher, Meserve, Parsons, Woods
Nay: 0 -
MOTION CARRIED
Committee Reports 5. Committee Reports
None.
Action on Resolutions 6. Action on Resolutions
None.
Action on Ordinances 7. Action on Ordinances
Sgptember 8.2008 REGULAR COMMISSION MEETING Page 3
A. Public Hearings on adopting a Tentative Millage Rate and adopting
Ordinance No. 20-08-91 establishing the Operating Budget for Fiscal Year
2008lZU(19 on first reading.
AN ORDINANCE ADOPTING THE FINAL BUDGET FOR THE CITY
OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING
OCTOBER 1, 2008 AND ENDING SEPTEMBER 30, 2009. SNote: The
revised cony, as arovided to Commission at his meeting, is attached
and made wart of this Official Record as Attachment A.)
Mayor Meserve read Ordinance No. 20-48-91 by title only.
Mayor Meserve explained the current millage rate is 2.9974, the proposed tentative
millage rate is 2.9974, and the roll-back rate is 3.1317. The tentative millage rate is
4.27% lower than the roll-back rate. The roll-back rate is that rate it would take to
maintain the same revenues as current year. The purpASe of adopting the millage rate
of 2.9974 is to maintain a level of ad valorem tax revenue sufficient to maintain
adequate funding for the existing level of services at anticipated increased cost and to
continue to maintain the City's infrastructure.
Motion: Adopt tentative millage rate for oaerating auraoses of.2.9974.
Moved by Borno, seconded by Parsons.
Mayor Meserve opened the Public Hearing.
No one from the audience spoke so the Mayor closed the Public Hearing.
Votes:
Aye: 5 - Borno, Fletcher, Meserve, Parsons, Woods
Nay: 0 -
MQTION CARRIED
Mayor Meserve explained the second item to be considered is Ordinance No. 20-08-91,
establishing the Operating Budget for fiscal year 2008/2009 of $29,025,143.
Motion: Adopt Ordinance No. 20-08-91, establishing the Operating Budget for
fiscal veer 2008/2009. as read.
Moved by Borno, seconded by Parsons.
Mayor Meserve opened the Public Hearing.
No one from the audience spoke so the Mayor closed the Public Hearing.
Commissioner Woods stated there are some major problems she has with this
budget: (1) no money budgeted for. infrastructure for the water department; (2)
budget was balanced by some unexpected lump sum money that was received
and that cannot be counted on in the future; (3}she is still uncomfortable with
the creation of the Assistant City Manager position which is an ongoing,
Seutember 8, 2008 REGULAR COMMISSION MEETING Page 4
reoccurring expense in a time when the City is expecting revenues to be
falling; and (4) believes police building funding needs to be looked at closer.
Mayor Meserve stated the police building has not been designed yet, nor a size decided
upon yet and believes there are plenty of ways for this Commission to address any
concerns. He further stated he supports the Assistant City Manager position and
explained his reasons why.
Following concerns of Commissioners Woods and Fletcher, Mr. Hanson explained what
has been completed regarding the infrastructure and stormwater system.
Commissioner Fletcher commented on the Assistant City Manager position, stating
from an organizational standpoint it makes sense.
Commissioner Parsons stated he believes the Assistant City Manager position is viable
for now. Regarding the infrastructure, he believes the work done on it performs very
well.
Commissioner Borno stated he appreciates the staff time spent on the budget and stated
he supports the reorganization.
Votes:
Aye: 5 - Borno, Fletcher, Meserve, Parsons, Woods
Nay: 0 -
MOTION CARRIED
B. Ordinance No. 95-0&96, Public Hearing and Final Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA,
AMENDING CHAPTER 12, NUISANCES, TO PROVIDE FOR QUICKER
PAYMENT OF CITY FUNDED REMEDIATION COSTS, AND PROVIDING
AN EFFECTIVE DATE.
Mayor Meserve read Ordinance No. 95-08-96 by title only.
Motion: Auprove Ordwance No. 95-0&96, as read.
Moved by Borno, seconded by Parsons.
Mr. Hanson explained this ordinance allows the City to file a lien quicker following
work done by the City on someone's lot when the owner would not do it. He stated
many of those lots are houses that are for sale and if they can't get the lien filed quickly
the City doesn't get their money before the house gets sold.
Mayor Meserve opened the Public Hearing.
No one from the audience spoke so the Mayor closed the Public Hearing.
Sep~ber 8, 2008 REGULAR COMMISSION MEETING Page 5
Votes:
Aye: 5 - $orno, Fletcher, Meserve, Parsons, Woods
Nay: 0 -
MOTION CARRIED
C. Ordinance No. 33-08-16, Introduction and First Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA,
ESTABLISHING THE FOUR DISTRICTS FOR SEATS TWO THROUGH
FIVE OF THE CITY COMMISSION, ASSIGNING CITY COMMISSION
SEATS TO THE DISTRICTS, ADDING RESIDENCY REQUIREMENTS,
SETTING AN ELECTION SCHEDULE, AND PROVIDING AN EFFECTIVE
DATE.
Mayor Meserve read Ordinance No. 33-0&16 by title only.
Motion: Aoarove Ordinance No, 33-0&16, as read.
Moved by Bomo, seconded by Fletcher.
Votes:
Aye: S - Borno, Fletcher, Meserve, Parsons, Woods
Nay: o -
MOTION CARRIED
D. Ordinance No. 55-08-34, Introduction and First Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA
INCREASING THE MONTHLY SANITATION RATES BY AMENDING
CHAPTER 16, SOLID WASTE AND RECYCLING, ARTICLE I, SOLID
WASTE DEFINITIONS AND PROCEDURES, SECTION 16-10 FEES FOR
COLLECTION; PROVIDING FOR INTENT; PROVIDING FOR THE
ADOPTION OF NEW RATES; PROVIDING FOR SEVERABILITY; AND
PROVIDING FOR AN EFFECTIVE DATE.
Mayor Meserve read Ordinance No. 55-08-34 by title only.
Motion: Aanrove Ordinance No. 55-08-34, as read.
Moved by Parsons, seconded by Bomo.
Mr. Hanson explained the rate increase raises the residential rates from $17.14 to
$17.78 per month.
Votes:
Aye: 5 - Borno, Fletcher, Meserve, Parsons, Woods
Nay: 0 -
MOTION CARRIED
E. Ordinance No. 80-08-7'I, Introduction and First Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA
INCREASING THE MONTHLY STORM WATER UTILITY FEE BY
AMENDING CHAPTER 22 UTILITIES, ARTICLE TV, STORM WATER
Seatember 8 2008 REGULAR COMMISSION MEETING Page 6
MANAGEMENT, DIVISION 2 RATES AND CHARGES, SECTION 22-335
FEES; PROVIDING FOR INTENT; PROVIDING FOR THE ADOPTION OF
ANEW RATE; PROVIDING FOR SEVERABILITY; AND PROVIDING
FOR AN EFFECTIVE DATE.
Mayor Meserve read Ordinance No. 80-08-77 by title only.
Motion: Aoarove Ordinance No. 80-08-77, as read.
Moved by Borno, seconded by Pazsons.
Mr. Hanson explained this increases the monthly stormwater fee by $1.00/month.
After further discussion, Mayor Meserve called for a vote.
Votes:
Aye: 5 - Borno, Fletcher, Meserve, Parsons, Woods
Nay: 0 -
MOTION CARRIED
F. Ordinance No. 80-0$-78, Introduction and First Reading
AN ORDINANCE AMENDING CHAPTER 22 UTILITIES, ARTICLE II,
WATERWORKS SYSTEM, SECTION 22-27 CHARGES FOR WATER
SERVICE, TO PROVIDE A REVENUE NEUTRAL SHIFT IN VOLUME
CHARGES BY INCREASING THE LOWEST BLOCK RATE AND
DECREASING THE UPPER BLOCK RATES EFFECTIVE OCTOBER 14,
2008 AND AGAIN FOR OCTOBER 1, 2009: AND AMENDING ARTICLE
III WASTEWATER SYSTEM, DIVISION SEVEN, SEWER USER RATES
AND CHARGES, SECTION 22-167 SCHEDULE OF WASTEWATER
VOLUME CHARGES TO PROVIDE A REVENUE NEUTRAL SHIFT IN
VOLUME CHARGES BY INCREASING THE LOWEST BLOCK RATE
AND DECREASING THE UPPER BLOCK RATES FOR RESIDENTIAL
AND COMMERCIAL CUSTOMERS EFFECTIVE OCTOBER 14, 2008 AND
AGAIN OCTOBER 1, 2009, AND PROVIDING FOR SEVERABILITY, AND
PROVIDING FOR AN EFFECTIVE DATE.
Mayor Meserve read Ordinance No. 80-08-78 by title only.
Motion: Anarove Ordinance No. 80-08-78, as read.
Moved by Borno, seconded by Parsons.
Finance Director Nelson Van Liere explained the tiers and rate increases.
Discussion resulted in deferring the ordinance and directing staff to bring back a new
proposal including new rate structures for the higher tiers to encourage water
conservation. Staff was also directed to prepaze a report explaining how much our cost
for production of water is and an estimate of how much additional revenue we would
receive if the proposed increase is on water rates only, not sewer.
Motion: Defer Ordinance No. 80-0&78 until the next meeting.
September 8 2008 REGULAR COMMISSION MEETING Page 7
Moved by Borno, seconded by Fletcher.
Votes:
Aye: S - Borno, Fletcher, Meserve, Parsons, Woods
Nay: 0 -
MOTION CARRIED
G. Emergency Ordinance No. 20-08-92 (attached and made part of this
Official Record as Attachment B.)
AN EMERGENCY ORDINANCE AMENDING THE OPERATING BUDGET
FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR
BEGINNING OCTOBER 1, 2007 AND ENDING SEPTEMBER 30, 2008.
Mayor Meserve read Ordinance No. 20-08-92 by title only. Mayor Meserve explained
this emergency ordinance is for cost of debris removal due to Tropical Storm Fay. He
stated the City will request reimbursement for the costs associated with the clean-up
efforts.
Motion: Approve Eme{~ency Ordinance No. 20-08-92, as read.
Moved by Borno, seconded by Fletcher.
Mr. Hanson explained this is a budget amendment needed to pay the expenses for
clean-up of Tropical Storm Fay.
Votes:
Aye: 5 - Borno, Fletcher, Meserve, Parsons, Woods
Nay: 0 -
MO~ION CARRIED
Miscellaneous 8. Miscellaneous Business
Business
A. Hopkins Creek TMDL Grant Funding Agreement
Public Works Director Rick Carper explained the grant agreement.
Motion: Approve settlement agreement qnd authorize Mayor to sign agreement.
Moved by Fletcher, seconded by Parsons.
Votes:
Aye: S - Borno, Fletcher, Meserve, Parsons, Woods
Nay: 0 -
MOTION CARRIED
B. Grease Trap Additives
Public Utilities Director Donna Kaluzniak explained the regulations and restrictions for
additives to grease traps. She further stated the cost to pump out a 900-1,000 gallon
grease trap ranges from $160 to $195, which would be an annual cost of about $800.
Ms. Kaluzniak's recommendation was that we follow the JEA program and not allow
September 8, 2008 REGUL•A~t COMMISSION MEETING Page 8
addition of enzymes, emulsifiers and detergents, allow addition of bacteriological
products, and not allow any longer than 90 days between pump-outs.
C. Extension of First Vehicle Services Contract to Operate the City
Garage
Mr. Carper explained the current contract with First Vehicle Services allows the City to
renew the services for an additional five years.
Motion: Aunrove extension of First Vehicle Services maintenance contract for a
period of anyroximately five years, from 12/01/08 through 9/30/13 (expiration date
modified to coincide with City fiscal year). and authorize the City Manager to sign
the proposed contract extension and amendments.
Moved by Borno, seconded by Fletcher.
Votes:
Aye: 5 - Borno, Fletcler, Meserve, Parsons, Woods
Nay: 0 -
MOTION CARRIED
City Manager 9. City Manager
A. City Manager's Report
Mr. Hanson reported the latest alcohol deployment revealed three businesses selling
alcohol to minors from the fifteen businesses checked. Those businesses were K&W
Discount Beverage Store, 469 Atlantic Blvd.; BP Food Store, 1211 Mayport Rd.; and
Citgo Gas Station, 1600 Mayport Rd.
Mr. Hanson further reported on the status of dilapidated buildings, stating from the list
of 22 buildings, 5 have been tom down, 9 have been repaired, 5 have repairs ongoing,
and 3 are being monitored.
Mr. Hanson asked for guidance for payment to staff when business offices are closed,
as in the case of Tropical Storm Fay. He stated those employees who were sent home
were not paid, unless they took personal leave. He stated other cities have varied
policies for payment of staff that are sent home. He stated he believes some pay for
those sent home is fair because they were ready and willing to come to work but could
not through no fault of their own. He stated all of these employees were hourly
employees so they are the people who are least able to afford a loss of pay. He stated
the Department Heads, are exempt. He stated he believes it is not in his authority to
amend the pay policy without the concurrence of the Commission so his emergency
decision at that time was to not pay those that did not work.
Mayor Meserve stated he believes there should be a differentiation between those who
worked and those who were asked to stay home and proposed paying those employees
who were ready to come to work but could not come to work because the City shut its
doors, a stipend of 75% of their normal wages for the hours they missed. He proposed
when we have these issues based on storms that it be handled on a case basis each time
so there is no precedent set. He stated in this case, it gives the employees enough
September 8 2008 REGULAR COMMISSION MEE~'ING Pase 9
money to pay their bills but it also recognizes the fact that for all of those employees
who did come in, there is a differential. After discussion, Mayor Meserve reiterated
what he is suggesting is for those people who were prepared to come to work who were
told to stay home because City Hall was closed they will get 75% of their pay in a
bonus check and those who worked get 100%, whether it was regulaz or overtime
hours. He stated if someone had taken regular vacation time, he doesn't believe they
should be paid for being on vacation because that is what vacation time is for.
Commissioner Borno stated he is in agreement with the proposal, but he believe in
addition to that the two (three) people who volunteered to work answering phones, the
Commission should give the City Manager discretion to deal with that as he desires in
the future, on a case basis.
Staff was directed to bring back at next meeting to authorize the expenditure of 75%
pay for those who didn't work, 0% for those on regulaz vacation, full pay for those who
worked. Commissioner Borno added that the two (three) people who volunteered to
answer phones when they could have been home, are to be dealt with at the City
Manager's discretion.
Mr. Hanson reported on the rainfall during Tropical Storm Fay, stating official counts
taken in Atlantic Beach were 8.5" in 24 hours. He stated aten-yeaz storm event is 7.5",
so Atlantic Beach was significantly above that and reported the storm water system
worked very well.
Reports/Requests 10. Reports and/or requests from City Commissioners and City Attorney
City Commissioners
City Attorney Commissioner Borno
• Announced he was appointed to the Florida League of Cities Finance and
Taxation Committee and asked for input to take to the Committee if anyone
wants to add anything.
Commissioner Parsons
• Expressed concern about cars pazked in right-of--way as was reported eazlier by
a citizen and asked Chief Thompson if there is anything that can be done. Chief
Thompson stated this can be handled on a case-by-case basis from citizen
complaints.
Commissioner Woods
• Asked if cazs parked in the right-of--way is an issue on major arteries or side
streets. Chief Thompson explained this is pretty much everywhere. He stated
the City allows pazking on the right-of--ways and it is of a particular problem
where there is no other pazking. He stated when it becomes a problem, the
police talk to the person and ask them to make some adjustments for their
neighbors.
Commissioner Fletcher
• Thanked the department heads for their work on the budget hearings, stating the
meetings were very educational.
Mayor Meserve
SeQtember 8.2008 REGULAR COMMISSION MEETING Page 10
• Stated we have a new reporter for Beaches Leader, Liza Mitchell.
• Expressed his appreciation for the clean-up efforts after the storm by the Public
Works staff and the contractor.
Adjournment There being no further discussion, the Mayor declared the meeting adjourned at 7:50 pm.
ATTEST:
John S. Meserve, MayorlPresiding Officer
Donna L. Bartle, CMC
City Clerk
ATTACHMENT A
CITY OF ATLANTIC BEACH, FLORIDA
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Public Hearings on adopting a Tentative Millage Rate and adopting
Ordinance #20-08-91 establishing the Operating Budget for fiscal year
2008/2.009.
SUBMITTED BY: Nelson Van Liere, Finance Director
DATE: September 8, 2008
BACKGROUND: In order to adopt a millage rate and operating budget, the City
Commission must adhere to a strict. process per state law. Please find attached an outline for
the public hearings to be held on September 8th, 2008 in the Commission Chambers at 6:OOpm
as was noticed to all property owners by the Duval County Property Appraiser's Office. The
format is the same as in previous years and is to be read into the record as presented in order to
assure compliance with the TRIM laws (s.200.065, F.S.).
Prior to these hearings, the City Manager presented a Proposed Operating Budget and held four
workshops to review and make adjustments with the City Commission's guidance. The
Proposed Operating Budget is funded using the millage rate of 2.9974 mills. This is 4.29
percent lower than the rolled back-rate.
There will be a second public hearing for the final adoption of the millage by resolution and a
second public hearing for the final adoption of the Operating Budget, Ordinance #20-08-91, on
September 22°d, 2008.
RECOD~IlVICNDATION:
1.) Hold two public hearings as described in the attached outline to approve both
the Tentative Millage Rate of 2.9974 mills and the Operating Budget Ordinance
#20-08-91 with total expenditures of $29,025,143 in that order by separate vote.
2.) Set the Time and Date of the Second Public Hearing at September 22, 2008 at
6:OOpm. In the Commission Chambers of City Hall
ATTACHMENTS: Agenda for Public Hearings
Ordinance # 20-08-91
Budget Summary of all Funds
List of Amendments to Draft Budget
REVIEWED BY CITY MANAGER:
ADOPTION OF A TI+11giTATIVE NCILLAGE AND OPEIIATING BUDGET FOR
FISCAL YEAR 2003/2009
First item to be considered:
Adoption of a Tentative Millage Rate
State the fallowing:
The Millage Rate is 2.9974
The Tentative Millage Rate is 2.9974
The Roll-Back Rate is 3.1317
The Tentative Millage Rate is 4.29 percent lower than the Roll-Back Rate
The purpose for adopting the millage rate of 2.9974 is to maintain a Ievel of ad
valorem tax revenue sufficient to maintain adequate funding for the existing
level of services at anticipated increased cost and to continue to maintain the
City's infrastructure.
Motion to adopt a Tentative Millage Rate for operating purposes of 2.9974
Open Public Hearing
Close Public Hearing and Vote
Second item to be considered:
Ordinance #20-08-91 establishing the Operating Budget for fiscal year 2008/2009 of
$29,025,143
Motion to adopt Ordinance #20-08-91 establishing the Operating Budget for fiscal year
2008/2009
Open a Public Hearing
Close Public Hearing and Vote
oRI~tNAN~r No. 2~--~~-9:1
AN ORDINANCE ADOPTING THE FINAL BUDGET FOR THE
CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR
BEGINNING OCTOBER 1, 2008 AND ENDING SEPTEMBER 30,
2009.
WHEREAS, the City Commission of the City of Atlantic Beach, Florida, on September 8,
2008, held a public hearing as required by Florida Statute 200.065; and
WHEREAS, the City Commission of the City of Atlantic Beach, Florida, set forth the
appropriations and revenue estimate for the budget for Fiscal Year beginning October 1, 2008
and ending September 30, 2009 in the amount of $29,025,143.
NOW, THEREFORE, BE IT ENACTED BY THE CITY COMMISSION ON BEHALF
OF THE PEOPLE OF THE CITY OF ATLANTIC BEACH, FLORIDA, that;
1. The fiscal Year 2008/2009 budget be adopted, and
2. This ordinance shall take effect immediately upon its adoption.
Passed by the City Commission on first reading this day of September 2008.
Passed by the City Commission on second and final reading this day of September
2008.
John S. Meserve
Mayor /Presiding Officer
Approved as to form and correctness:
Alan C. Jensen, Esquire
City Attorney
ATTEST:
Donna L. Bartle
City Clerk
City of Atlantic Beach
Combined Summary of Revenues and Expenditures
Summary of all Funds
Actual Actual Estimate Budget Increase
2005-2006 2006-2007 2007-2008 2008-2009 (Decrease)
Cash Forward 25,274,211 26,959,398 29,683,208 28,820,063 (863,145)
Revenues
General Fund 10,485,321 10,665,729 10,874,148 10,499,874 (374,274)
Special Revenue Funds 1,754,850 1,709,853 1,620,081 1,468,654 (151,427)
Debt Service Fund 72,669 73,759 69,566 69,500 (66)
Capital Project Fund 0 0 333,000 335,000 2,000
Enterprise Funds 8,799,935 9,485,776 11,744,393 13,061,075 1,316,682
Trust and Agency Funds 2,117,320 2,980,968 1,509,846 2,132,708 622,862
Total Revenues 23,230,095 24,916,085 26,151,034 27,566,811 1,415,777
Other Financing Sources 91,111 952,675 0 0 0
Total Resources 48,595,417 52,828,158 55,834,242 56,386,874 552,632
Expenditures
General Fund 9,594,009 10,692,435 10,766,585 12,005,029 1,238,444
Special Revenue Funds 1,675,362 1,329,069 2,425,816 1,514,562 (911,254)
Debt Service Fund 71,505 72,482 70,966 71,355 389
Capital Project Fund 0 0 0 660,000 660,000
Enterprise Funds 9,237,098 10,141,428 12,854,544 13,837,808 983,264
Trust and Agency Funds 782,479 881,520 896,268 936,388 40,120
DIVISION TOTALS 21,360,453 23,116,934 27,014,179 29,025,143 2,010,964
Other Financing Uses 275,566 28,016 0 0 0
Cash Reserves 26,959,398 29,683,208 28,820,063 27,361,737 (1,458,332)
Total Expenses and Cash 48,595,417 52,828,158 55,834,242 56,386,874 552,632
Resource Allocation
Personal Services 8,371,588 9,086,164 9,312,929 9,960,463 647,534
Operating Expenses 8,391,538 8,406,218 9,169,237 9,103,977 (65,260)
Capital Outlay 2,042,419 2,605,940 4,364,315 5,665,196 1,300,881
Debt Service 1,765,831 1,675,553 1,683,805 1,681,207 (2,598)
Transfers 789,077 1,343,059 2,483,893 2,614,300 130,407
Total 21,360,453 23,116,934 27,014,179 29,025,143 2,010,964
Notes from Budget Review Workshops and Amendments tE~ Draft Budget
September 8, 2008
A. Reductions to Proposed Budget
i. General Insurance; Budget reduced by $48,400. Since the draft budget was prepared,
final quotes came in for the renewal of several types of general city insurance
including automobile, property, liability, crime and environmental. These final
quotes were lower than estimates put in the budget by $48,400.
2. Overtime/Holiday Pay; Budget reduced by $74,000. The city's policies for payment
of overtime and holidays has been considerably more liberal than requirements of the
Fair Labor Standards Act (FLSA). This savings will be a net reduction from changing
the payment for overtime from "hours paid" to "hours worked", changing the police
shifts from 8 or i 0 hours to 8, 10 or 12 hours, depending on the position, changing
police patrol overtime from 40 hours per week to 42 hours per week, and changing
pay for any city employee working a holiday from double time and a half to double
tlme.
3. Health Insurance; Budget reduced by $130,000. The draft budget included a 17%
increase in group health in~-~rance costs totaling $148,000. This budget reduction
results from changing the amount the city pays for the base HMO "Employee Only"
coverage from 100% to 95%, changing the amount the city pays for coverage of
spouse and family members from 50% of the difference to 45% of the difference, and
reducing the benefits provided under the health insurance plan..
4. Phase One IT Software Upgrade; Budget reduced by $99,000. This eliminates the
budget for the upgrade to the "Navaline" software from the city's niainfiame software
vendor, HTE.
B. Additions to the Proposed Budget
1. Cost of Living Adjustment (COLAj; Budget expenditures increased by $260,000.
As in previous years, no COLA was included in the draft budget. The City
Commission determined that 4% was an appropriate number after considering the
most recent cost of living index, what other employers in the area and state have been
providing for COLA adjustments, and in consideration of the changes to the
overtime/holiday pay policies and health insurance that will either reduce the pay or
increase the cost of benefits to city employees.
2. Sound System for Atlantic Beach Elemen ,School; Expenditures increased by
$10,000. The City Commission was asked by the Friends of Atlantic Beach
Elementary to put $10,000 towards the cost of a new sound system for the school
auditorium. In deciding to add this to the budget, the commission asked that an
agreement be worked out with the school administration about which groups could
use this new sound system (and the school's auditorium).
3. Mayport Middle Schools Prog_; Expenditures increased by $14,1.30. Upon request
from the Cultural Arts and Recreational Advisory Committee, the budget was
increased to provide support for new programs at Mayport Middle School. The
commission wanted to specifically note that it was the city's intent that this be a one
time expenditure and not to turn into a recurring budget item.
4. Part time Police Records Clerk; Expenditures increased. by $12,000. This will help to
eliminate the backlog of data entry in the Police Records Division.
5. Police Drug Dog; Expenditures increased by $13,200. This includes not only the
purchase of the drug dog and equipment for the car but also the cost for the first year
of food, a supplement to the salary of the officer who will be keeping the dog at their
house and for other expenses.
C. Transfers between Funds
1. Police training expenses; Transfer of $16,800 from General Fund to Police Training
Fund. Since the draft budget was prepared, the city received two checks from the
Clerk of Courts Office for revenues for past amounts due related to traffic citations
and other cases. One of the checks was far over $100,000 and was deposited in the
special training fund per requirements in state law. This enables the transfer of the
operating expense for police training from the General Fund to the Police Training
Fund.
2. Howell Park Bridges; Transfer of $50,000 from the General Fund to the Better
Jacksonville Discretionary Half Cent Sales Tax Fund. This is a capital project to
replace some of the aging bridges in Howell Park and will result in an increase in the
fiord balance of the General Fund and an equal decrease to the Sales Tax Fund.
D. Revenue Changes
1. Milla~te; Reduction in revenues of $184,500. The city's current (FY08} millage
rate is 2.9974 mils. The draft budget was based upon an increase millage rate of
3.1317 mils to offset the reduction in the tax base resulting from the approval of
Amendment 1 which doubles the homestead exemption, places a ten percent per year
cap on the increased value of non-residential property, allows people with homestead
exemptions to have "portability" when they move and exempts tangible personal
property. The higher millage rate was proposed to enable the city to receive same
amount of taxes as the previous year and thereby allow the continuation of present
service levels. However, with the receipt of over $200,000 from the Clerk of Courts
Office going to the General Fund, the city commission determined that it was best for
the community to hold the tax rate at the current amount even though it would result
in a reduction of revenues to the city.
2. State Revenue Estimates; Reduction in revenues to various funds of $113,600. City
staff uses state estimates far various revenues received through the state government
such as the Communication Service Tax, Gas Tax and state revenue sharing. Since
the draft budget was prepared, state revenue estimates have been revised downwards
which will result in a decrease in revenues in the General Fund. of $80,300 and an
additional decrease in revenues in the Better Jacksonville Half Cent. Sales Tax Fund
of $33,300.
E. Qther Notes
i. Revenues from the Clerk of Courts Office of Duval County; Increases the fund
balance of the General Fund by $201,000. Two checks were received from the Clerk
of Courts Office in payment for revenues earned over the last three years for traffic
citations and other offenses tried in the Duval County Court System. One of the
checks equaling $201,000 was deposited in the General Fund. A second (previously
noted) check for over $100,000 was deposited in the Police Training Fund.
2. Acquisition of the Buckman Property; No change to budget. The city had previously
budgeted fiords from both the Half Cent Discretionary Sales Tax Fund and the
Convention and Development (Bed Tax) Fund for a local share to match a grant to
purchase approximately 350 acres of marsh and uplands adjacent to the Intracoastal
Waterway known as the Buckman Property. The city was unable to come to terms
with the seller and funds were de-obligated. However, additional negotiations have
recently been underway that may result in the city's ability to purchase this property
for the appraised value of $185,000. The current balance in the Bed Tax Fund is in
excess of that amount. However, this is not included in the changes to the draft
budget and will need to be added through a budget amendment if the details of the
property purchase are worked out.
3. Retirement Stem; a discussion was held during the third budget workshop on
August 27`~ about the continuing high cost of the city's defined benefit retirement
plans. The commission requested that a report be presented during the next year
about the possibility and savings that could result from the change to a defined
contribution retirement system.
ATTACHMENT B
ORDINANCE NO. 20-08-~~2
AN EMERGENCY ORDINANCE f:i'VIENDING THE OPERATING
BUDGET FOR THE CITY OF ATLANTIC BEACH:, FLOR:~DA FOR
FISCAL YEAR BEGINNING OCTOBER 1, 2007 AND ENDING
SEPTEMBER 30, 2008.
WHEREAS, the City Charter of the City of Atlantic Beach requires that the City
Commission approve all budgetary increases and transfers at the fund level, and
WHEREAS, the nature of budgetary systems and those day to day decisions affecting such
budgetary systems require adjustments from time to time, and
WHEREAS, the City has declared an emergency due to tropical storm Fay for the purpose
of recovering a portion of the costs to remove vegetative debris from the City, and
NOW, THEREFORE, BE IT ENACTED BY THE CITY COMMISSION ON
BEHALF OF THE PEOPLE OF THE CITY OF ATLANTIC BEACH, FLORIDA, that;
1. The Fiscal Year 2007/2008 Final Budget be amended as follows:
SANITATION FUND
Revenues:
F.E.M.A. 75% Reimbursement $60,000
Expenses:
Public Works -Sanitation
Operating Expenses -Contract Services $80,000
Fund Balance: <$20,000>
2. This ordinance shall take effect immediately upon its adoption.
Passed by the City Commission as an Emergency Ordinance with only one reading this
day offs tcrn(~e--, 2008.
Nlayor7 Presicii~g Officer
Approved as to form and correctness: ATTEST:
~~
Jensen, Esquire Donna Bartle
Attorney City Clerk