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06-24-97 v MINUTES OF THE CITY COMMISSION WORKSHOP MEETING HELD IN COMMISSION CHAMBERS ON TUESDAY, JUNE 24, 1997 The meeting, which was held for the purpose of reviewing the City Manager's proposed operating budget for FY 1997/98, was called to order by Mayor Fletcher. Present, in addition to the Mayor, were Commissioners Borno, Rosenbloom and Shaughnessy. Commissioner Meserve was absent. Staff present included Jim Jarboe, City Manager; Ann Meuse, Finance Director;David Thompson, Public Safety Director; Bob Kosoy, Public Works Director; Claude Mayo, Assistant Fire Chief; Timmy Johnson,Recreation Director; Carl Walker, Beautification Coordinator; and Maureen King, City Clerk. The Mayor called the meeting to order and Director Thompson indicated that an additional $18,000 would be available in revenues from inspection fees if approved by the City Commission, bringing the total of on-going general fund revenues to approximately $40,000. A general discussion ensued regarding the various "betterments" listed. I GENERAL FUND ON-GOING STAFF RECOMMENDED PROJECTS: 1. Full Time Fire/Safety Specialist The City Commission was in favor of continuing this position if it could be funded through cost-savings;however, concern was expressed that the Fire Department was already"heavy" on the administrative end. It was pointed out that the fire/safety specialist would also be a trained firefighter and would not be used exclusively for fire inspections. Director Thompson also indicated that the fire/safety specialist would be responsible for developing a reserve program with qualified personnel,which could be used as a pool for future hiring for the Fire Department. In later discussion, it was suggested that $24,000 be included "below the line" (explained later) to fund the Fire/Safety Specialist position for a second year on a contract basis, and encourage the Fire Department to come up with additional funds through cost savings. 2. General Maintenance Worker(2) - Streets and Roads Discussion ensued regarding the contract with the Department of Transportation for right-of- way and median maintenance and the City Manager reported that one employee had been added to accomplish the additional work to maintain Atlantic Boulevard and Mayport Road. He indicated that while the city was having difficulty getting a good bid, he would still like Page Two Budget Workshop Minutes June 24, 1997 to contract out lawn maintenance, and if this could be done, the additional maintenance workers would not be required. Consensus among the City Commissioners was to try to fund one maintenance worker; however, contracting out the work would be preferable to hiring a full-time employee. The City Manager explained that other cities required homeowners to maintain the rights of way in front of their homes and he had spoken with the City Attorney regarding the legality of such requirement. Currently many residents complain that the city does not cut rights of way in front of their homes often enough while other residents do not want the city to mow in front of their homes at all, and it is difficult to keep track of who wants the service and who does not. It would be a considerable savings to the city if residents maintained the rights of ways in front of their residences. The City Manager explained the concept of"below the line"budgeting - i.e. by putting an item below the line, it would be included in the budget, but the matter would have to be brought before the City Commission for approval before funds could be expended. 3. Contract Maintenance of Russell Park Ball Fields It was pointed out that the Little League organization fertilizes, clays and marks the playing fields and the city's main responsibility has been cutting the grass and cleaning the restrooms. The City Manager explained it was difficult for the city to maintain a cleaning schedule for the restrooms and to keep them open for Little League practices. He indicated he had met with the new president of the organization and hoped an arrangement could be worked out which would be acceptable to all concerned. 4. Part Time Secretary - Fire department It was felt that additional secretarial staff had been added to the Public Safety Department in recent years and no support was expressed for this position. 5. Additional Training- Fire Safety It was felt that this would be the responsibility of the Fire/Safety Specialist and should not require additional funding, and should, therefore, be excluded from the budget. 6. Tresca Park Maintenance The City Manager indicated that he was very hopeful the city would receive grant funds to develop the Tresca property, however, on-going revenues would be required for maintenance. Page Three Budget Workshop Minutes June 24, 1997 He felt the park would be developed by the spring of 1998 and funds would be required for maintenance in the 1997/98 fiscal year. It was suggested that funding for Tresca park maintenance be included below the line. 7. PC Systems/Network Manager Director Thompson explained briefly that it was important to have the computers connected and communicating. It was felt, however, that the cost was too high and additional information was needed. PARKS & RECREATION BOARD RECOMMENDATIONS: 1. Part/Full Time Activities and Volunteer Coordinator at Adele Grage Commissioner Shaughnessy felt that the Recreation Director needed additional help since it was difficult for him to respond to the needs of his office in addition to supervising the programs and parks maintenance. 2. Move Public Works and Build Gymnasium Patricia Goelz explained the facility envisioned by the Recreation Board would be a social center and would include such activities as indoor basketball, etc. The $500,000 was a random figure which was included primarily to bring the matter to the attention of the City Commission. She did not anticipate that the gymnasium would be constructed this year but hoped the city would pursue the idea. Dezmond Waters suggested that one-time monies be used to conduct a cost analysis of moving Public Works but the Mayor felt that this task could be accomplished by city staff. Mr. Waters also suggested that the city pursue grants to fund recreational programs. Commissioner Rosenbloom suggested increasing taxes by one-quarter millage point to raise funds to build a gymnasium and fund Tresca and Dutton Park needs so that the people who use the parks in the future bear some of the cost of their development. Also, it was suggested that some of the one-time monies be set aside for future projects. Commissioner Shaughnessy suggested the city adopt a policy of limiting employee pay raises to cost of living increases. Page Four Budget Workshop Minutes June 24, 1997 II GENERAL FUND - ONE TIME STAFF RECOMMENDED PROJECTS: 1. Property Tax Stabilization Fund Reserve It was felt that this reserve fund was a good idea 2. Asphalt Patcher- Streets and Roads Discussion ensued regarding this equipment and the City Manager explained that it is difficult to contract out asphalt patching as contractors would not be likely to mobilize their equipment for small jobs. Currently the city does some cold patching but this machine would provide much better results. 3. Tranquilizer Gun - Animal Control Based on discussions at the previous budget workshop it was agreed to approve this item. 4. Fire Prevention Education Materials This item was deleted. 5. Fire Extraction Tool It was felt that since the Fire Department already had one such tool, this item could be deleted. 6. Fire Vehicle Exhaust Removal Equipment It was felt that with reasonable ventilation of the building the need for this item could be eliminated. 7. Hurricane Shutters for Public Safety Building Following brief discussion the hurricane shutters were deleted. 8. Replace Fence around Tennis Courts - Russell Park It was explained that this fence had been repaired several times. Some of the metal poles had rusted through and a recent estimate for repairs was $10,000 and Timmy Johnson felt it Page Five Budget Workshop Minutes June 24, 1997 would be more prudent to replace the fence. The Commission concurred. 9. Upgrade Commission Chambers Sound System It was felt with proper use of the system this item could be eliminated. 10. Parks Maintenance - Mower with Mulch Deck If the city is successful in contracting out the parks maintenance, this mower would not be needed. This item was included below the line. 11. Park Maintenance- Truck This item, also, may not be needed if maintenance is contracted out. PARKS & RECREATION BOARD RECOMMENDATIONS 1. Information Kiosk in Russell Park 2. Park Signage for Park Linkage System Patricia Goelz explained that the Recreation Board had recommended the installation of a covered information kiosk which would include maps of the parks system and information about each park. It was suggested that new signs could be installed in all the parks in conjunction with the kiosk for Russell Park. It was suggested that $7,500 be budgeted below the line for these two items. III. CONVENTION DEVELOPMENT STAFF RECOMMENDED PROJECTS 1. Remove YMCA Trailer and Build New Facility The City Manager reported that city staff had checked further regarding the house in Ponte Vedra which the owners were proposing to donate to a charitable organization and are still of the opinion the house is in good condition and it appeared, could be moved and relocated to Russell Park for $125,000. This figure would not include the cedar shingles which has been suggested by Mayor Fletcher. A moving company had estimated approximately $65,000 to move the house. Page Six Budget Workshop Minutes June 24, 1997 2. Create Soccer Field in Russell Park The City Manager explained that if the city was lucky enough to get the house, there would be no funds available to develop a soccer field. RECREATION BOARD RECOMMENDATIONS: 1. Purchase Additional Land at Jordan and Donner Parks Following brief discussion, it was agreed to budget $65,000 below the line for land acquisition. IV. WATER& SEWER FUNDS The City Manager indicated he had listed the water and sewer projects in priority order; however, the priority order could change depending on emergencies. He explained that project reserves had been depleted due to the Beach Avenue project and the curb and gutters in the Core City project. Current reserves were $1.5 million and these funds needed to be kept in reserve for emergencies such as a hurricane. Currently, no funds were available for the listed projects. There being no further discussion, the meeting was adjourned at 10:40 PM. Maureen King Certified Municipal Clerk