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08-29-90 v MINUTES OF THE BUDGET WORKSHOP MEETING OF THE ATLANTIC BEACH CITY COMMISSION HELD AT CITY HALL AT 6:00 PM ON WEDNESDAY, AUGUST 29, 1990 The meeting was called to order by Mayor Gulliford. Present in addition to the Mayor were Commissioners Edwards, Tucker, and Weldon. Commissioner Cook was out of town and had been excused. Also present were City Manager Leinbach, Finance Director Royal, and City Clerk King. Department heads present included Tom Bowles, Chief Rew, Don Ford, Harry McNally, Bob Kosoy and Rose Blanchard. Before continuing with budget discussions, Finance Director Royal asked Tom Bowles, Community Development director to report on his research regarding the CADD computer system. Mr. Bowles provided a handout covering the cost of the system and methods of funding, copy of which is attached hereto and made a part hereof. He explained the capabilities of the system and the possible applications within the various city departments. After a complete discussion of the matter, the City Manager was directed to check further into financing and report back regarding how the cost of the system could be allocated to the various departments which would benefit from its purchase. Account 522 - Fire Department: Chief Rew explained some of the training he hoped could be provided for his personnel. A lengthy discussion ensued regarding the use of the trucks for other than training or business related trips and because of the increased cost of fuel it was generally agreed the use of the fire trucks would be curtailed as much as possible for non-business-related activities. After a complete discussion of the operating supplies, Commissioner Weldon moved to increase the budget for operating supplies by $2,000. The motion was seconded by Commissioner Edwards and was unanimously approved. Discussion also ensued regarding the amount of time the Atlantic Beach Fire Department spent assisting the Neptune Beach Fire Department. After further discussions no other adjustments were made to the Fire Department budget. Account 524 - Building Department: Don Ford reported the cost of building permits had been increased in accordance with the Southern Building Standards. He said the addition of the requested building inspector would allow more time for such administrative reviews. Discussion ensued regarding Mr. Ford' s request for a 4-wheel drive vehicle and Mayor Gulliford suggested the City Manager check into lease arrangements. Account 541 - Public Works: The items which had been reduced or eliminated on recommendation of the City Manager were discussed and the figures budgeted for gasoline and diesel fuel were each increased by $500. Discussion ensued regarding the requested equipment and the City Manager explained this equipment had been deleted because it was his recommendation the city contract out such projects as cleaning of drainage ditches and patching of pot holes. Bob Kosoy, Public Services Director spoke in support of his request for a Secretary II. He said the clerical staff in the department currently consisted of an inventory Page Two Minutes of Budget Workshop Meeting August 29, 1990 clerk and a storekeeper. These individuals are also responsible for dispatch, telephone, and secretarial duties as necessary. It was agreed to reconsider this position when the MSN pay and job classification study is submitted. Account 572 — Parks & Recreation: Commissioner Weldon inquired into the status of the clearing of the lots at Donner Park. Rose Blanchard, Parks & Recreation Director, reported bids would be received for this work on September 19, 1990. She said vandalism in the area continues to be a problem. Commissioner Tucker inquired regarding the Activities Coordinator Ms. Blanchard had requested. Ms. Blanchard said she planned to retire in about a year and this person would be trained to take over her responsibilities at that time. The City Manager said his recommendation would be to plan to fill this position approximately a month before Ms. Blanchard retired. Commissioner Weldon moved $7,500 be budgeted to provide for a Summer Activities Coordinator. The motion was seconded by Commissioner Tucker and was unanimously approved. Mayor Gulliford said he was aware of problems regarding the relationship with the Babe Ruth League. He said he felt the city should have a written contract with any such group which uses city facilities and that the city should be provided with a copy of liability insurance coverage and have access to the financial records of such organization. After further discussion, the City Manager and Parks and Recreation Director were directed to develop conditions and have the City Attorney draft an agreement. Account 581 — Interfund Transfer: No discussion Account 590 — Equipment Maintenance: Harry McNally explained the need for a van organizer which had been requested under Object Code 6400. After discussion, Commissioner Weldon moved the Equipment Maintenance budget be increased by $1,600 to provide for the purchase of the van organizer. The motion was seconded by Commissioner Edwards and was unanimously approved. Miscellaneous Grants: Repair of the sand fences was discussed and Harry McNally explained the state beach renourishment project was due to commence in the spring. Don Ford explained according to information he had received from the Corps of Engineers the project included sand fencing. Debt Service: No discussion Capital Projects: The various projects were discussed individually and funding sources for each identified. Discussion ensued regarding the request for an additional 10,000 gallon tank and the Mayor suggested Page Three Minutes of Budget Workshop Meeting August 29, 1990 considering switching the gasoline and diesel tanks but Harry McNally said the 2,000 gallon capacity of the current diesel tank would not be adequate for gasoline. After further discussion Mr. McNally was asked to review the gasoline usage to see if more frequent deliveries would be adequate. Discussion also ensued regarding the rainy day reserves and the Mayor asked if anyone could suggest a better method of determining an appropriate amount for a rainy day fund. After further discussion the City Manager was asked to call North Carolina and see how much rainy day funds were required for clean-up operations after Hurricane Hugo. Regarding the requested computer system for City Hall, Harry Royal explained he had been in touch with the vendors and they had recommended a different unit which reduced the combined price for the hardware and software by $50,000. The Mayor inquired whether the system could be phased in in stages and Mr. Royal indicated certain elements could be added later. The Mayor suggested Mr. Royal include only those portions which would be necessary in the first fiscal year and adjust the budget accordingly. Brief discussion then ensued regarding the Section H project and the Mayor inquired whether any remaining balance could be used for removal of the landfill areas in Section H. Harry McNally responded that the engineers had indicated the present balance could be depleted by the time the project is complete. Before adjourning the meeting the Mayor pointed out the City Manager had recommended a considerable increase in water rates to balance the Atlantic Beach water fund. He asked the Commissioners between this meeting and the following one to consider the possibility of increasing the excess water rate rather than the minimum water rates. The City Manager reminded the Commission the city is under a consent order and extensive repairs would be required in the water department. He asked the Commissioners to seriously consider the affects of a large increase in water rates and at the same time keep in mind the responsibility of bringing the water fund to self sufficiency. There being no further discussion, the Mayor adjourned the meeting and announced budget discussions would continue on Tuesday, September 4, 1990 at 7:30 PM. '"))41(t Maureen King, City Clerk U PROJECT REQUEST 1 . Department : Planning & Zoning, Public Services 2 . Name of Project : Geographic Information System/Computer Aided Design Workstation 3 . Project Description: The Geographic Information System (GIS ) is a means of linking information about a particular parcel to all of its documentation ( legal description, address, zoning, and other property related records ) . Computer Aided Design (CAD) is used to perform civil engineering tasks (geometry, cross-sections, map preparation, and site layout) . 4 . Costs of Project : The system being considered is a Sun Microsystem workstation. The price for the system is : a. Sun Microsystem ( 207 mb hard drive, 8 mb RAM, 1 . 44 mb floppy drive, 16" color monitor, 16 mips ) $8,000 . 00 b. Calcomp 12" x 12" Digitizer $ 500 . 00 c. Calcomp 1025 Plotter $5, 000 . 00 d . AutoCAD Release 10 $2, 500 . 00 e. DCA Civil Works $4, 280 . 00 f . Surge Protector $ 125. 00 Sub-total $20, 405 . 00 g. Training $400 . 00/day @ 5 days $ 2, 000 . 00 (training is in-house with no restriction on number of trainees ) Total $22, 405. 00 5. Annual Cost of Project : a. Maintenance Agreement $ 1, 800 . 00 b. Plotter (pen replacement) $ 150 . 00 c. Materials (paper, mylar, ink etc. ) $ 250 . 00 Total $ 2, 200 . 00 Project Request GIS/CAD System page 2 6 . Personnel Services : No additional personnel will be required . 7 . Comments : The City has a need to place its entire utility system and mapping on a medium that is readily accessible and can be easily revised to reflect new conditions . The current practice is to contract with an outside source to periodically update all maps (base map, zoning) . The present base map is in need of major revision owing to real estate changes occuring over the past several years . In addition, larger scale plan extractions can be made as required. Utility. (water and sewer ) mapping is incomplete. In the Fall of 1989 the City contracted with the Gee & Jensen engineering firm to prepare a computer generated map of the Buccaneer sytems . The fee for this service was $16, 000 . A revision of either system can only be achieved by forwarding the information to Gee & Jensen. Gee & Jensen advises that each revision of the map will cost approximately $500 . 00 . The Atlantic Beach distribution and collection systems are not in computer format . The proposed work program for the workstation includes the following projects (The dollar values provided are only approximations to be used in evaluating the magnitude of the work ) : a. Mapping of the Atlantic Beach utility systems $20, 000- $25, 000 b. Update mapping of the Buccaneer utility systems $3,000- $5, 000 c. Prepare piping and facility layout plans for water and wastewater treatment plants $6, 000-$8,000 d . Prepare city base map $10,000-$15, 000 The completion of this project will require that the map be subjected to a scanning process prior to being revised. In addition, staff time will be needed to assess the accuracy of the existing map and research the city' s official records as a way of identifying changes in real property, street closures, easements and etc. e. Update zoning district map $3, 000-$5, 000 f . In-house planning and engineering of utility, drainage, and roadway improvements, including the eventual development of a pavement management system. Consider the workstation to be equivalent to one civil engineering draftsman. $30, 000-$35, 000 Project Request GIS/CAD System page 3 g. Incorporate improvements and monitor developments of stormwater management utility. $3, 000-$5, 000 h. Incorporate and monitor levels of service established by the comprehensive plan and subsequent land use ordinances . $3, 000-$5, 000 i . Incorporation of outside utilities (JEA, Southern Bell Telephone, Cablevision) to provide utility crews immediate information. $5, 000-$7, 500 Summary of Values : Low-range $83, 000 High-Range $110, 500 We estimate that the projects will require approximately 7, 800 manhours to complete . Completion time is based on the assumption that one person will operate the workstation and additional personnel will be needed to verify the accuracy of available information and perform research where information may be deficient or nonexistent . This system will require considerable front end investment in staff time. However, the benefits are that the city has direct management and control of its facilities documentation and has the in-house capability to make any necessary revisions. The added attraction is the financial savings available to the city if it elects to perform civil design with staff . 8 . Monthly Lease Arrangement with Monthly Maintenance Agreement : Purchase amount : $22, 405 36 Mth 48 Mth 60 Mth Payment $759 . 53 $609 . 42 $519 . 80 Maint. 150 . 00 150 . 00 150 . 00 Total $909 . 53 $759 . 42 $669 . 80 Two payments required at delivery and $1 . 00 at end of lease buy-out .