07-31-89 v MINUTES OF THE SPECIAL CALLED MEETING OF THE ATLANTIC BEACH CITY
COMNIISSION HELD AT CITY HALL ON JULY 31, 1989 AT 7:15 PM
The meeting was called to order by Mayor Gulliford. Those present were
Mayor William I. Gulliford, Jr. , Commissioners Robert B. Cook, Sr. , Glenn
A. Edwards, Alan C. Jensen and Adelaide R. Tucker; City Manager Kim
Leinbach, Finance Director Harry Royal and Acting City Clerk Karen S.
Moore.
1. Discussion on condemnation of property in Section H for Regional Park
Mayor Gulliford welcomed Steven Stratford to the meeting and asked him if
he had reviewed the material. Mr. Stratford stated he had gone through
the files and the land could be condemned but suggested the Commission
appoint a cammittcc to review the matter and report back on their
findings. Mr. Stratford said he is waiting on another appraiser to give
the City an evaluation on the cost. Mayor Gulliford suggested
Commissioner Jensen, City Manager Leinbach and Finance Director Royal
serve on the committee.
A brief discussion followed concerning the lawsuit on the 16th Street
access. Commissioner Jensen stated the case was very complex and it
would be very difficult for a new attorney to enter into the case. He
recommended letting attorney Jay Steel of Mahoney Adams continue handling
the case. Mayor Gulliford suggested contacting Mr. Steel and finding out
what the City's costs were. Commissioner Jensen reported he had been
contacted by Ralph Wickersham of Mahoney Adams, and Mr. Wickersham stated
they would help the City in any way they could concerning the four
lawsuits that were pending. Mayor Gulliford asked Commissioner Jensen to
report back at the next meeting on his discussions with Mr. Wickersham
concerning the current status of the lawsuits and at that time let Mr.
Stratford review the files and get his opinion on whether or not the City
should proceed any further.
2. Action by the Caimission to appoint an interim City Attorney
Mayor Gulliford offered Mr. Steven Stratford as a suggestion and opened
the floor to any other suggestions the Commission had. Mayor Gulliford
added he did not know Mr. Stratford personally, but by reputation. The
following motion was made by Commissioner Cook:
Notion: Authorize Cb missioner Jensen to negotiate an interim
agreement with Mr. Stratford and report back at the next
meeting.
The motion was seconded by Cb mi ssi goner Tucker and was unanimously
approved.
Page Two
Minutes
Special Called Meeting, July 31, 1989
3. Appointment of a committee to develop procedures for retaining new
city attorney, and drafting duties of same
Mayor Gulliford opened the floor to suggestions as to the appointment of
a committee and stated the City had had search committees before and this
had worked very successfully. He offered Mr. Ron Della Porta as a
participant on the committee. Commissioner Jensen suggested Mr. Bob
Persons, who was in attendance at the meeting. Mr. Persons agreed to
serve on the committee. The Mayor also suggested Mr. Hugh Carithers, and
in the event that Mr. Carithers applies for the position as City
Attorney, Commissioner Jensen suggested either Mr. Steven Stratford or
Judge Charles Howell. Commissioner Tucker suggested Dorothy Kerber as
she had served on many committees in the past. Mayor Gulliford
suggested Commissioner Cook serve on the committee.
Commissioner Jensen asked what procedures the committee would use as far
as specifications and the taking of applications. Mayor Gulliford stated
the first thing was to advertise and set a time frame, and in the interim
the committee needs to establish a criteria which was what committees had
done in the past. Once the criteria was set, receive applications, and
rank the top three or four and schedule interviews.
A discussion between Commissioners Jensen and Cook ensued relative to the
Ordinance which had been introduced at the previous regular Commission
meeting prohibiting any City Commissioner from appointment as City Clerk
or City Attorney during their term or within one year after expiration of
term. Commissioner Cook stated he was thinking of withdrawing or
postponing the Ordinance until an attorney is selected. Commissioner
Jensen said he might be interested in applying for the position but did
not want to create any problems for the City. Following a lengthy
discussion, Commissioner Jensen stated he thought it was very important
that Commissioner Cook serve on the committee to appoint an attorney to
dispel any possible notions Commission Cook might have about his ethics.
* * * * * * * * * * * * * * * * * * * * * * * *
4. Budget discussion relative to the general fund and revenues
Mayor Gulliford asked the Commissioners to look at their Summary of
Revenues Report for the General Fund and directed their attention to the
column titled "Estimated". An ending balance of $947,009 appeared in the
column which was a "rainy day fund". The projected budget for the "rainy
day fund" had a negative balance of $181,340. Mayor Gulliford suggested
if the city was going to maintain an emergency reserve it should be so
designated. He stated the interest from the "rainy day fund" went back
into the General Fund. He suggested either setting a dollar amount to
keep in the fund or tie it to a percentage of revenues or a percentage of
something. He said the Resolution that had been passed stated that the
fund would be maintained at a level that represented a percentage of the
current expenditures in the General Fund.
Page Three
Minutes
Special Meeting July 31, 1989
If it dropped below that level it would be the responsibility of the
Commission to make up the difference the following year; if it went
above, the Honey would be allocated to Capital Improvements.
Commissioner Cook asked Finance Director Royal to explain an item listed
on the Summary titled "Changes in Reserves". Mr. Royal stated the
assumption he was trying to make was the amount of the reserves would not
change and if he made the assumption, you wouldn't need the amounts in
the columns. Mayor Gulliford explained that the $947,009 figure did not
include all the accumulated Convention Development funds the City has
received. City Manager Leinbach stated on a reserve account in the past,
he had used 25% of the General Fund expenditures. He stated the account
was basically a savings account which was gradually replenished. The
Mayor suggested the Commission needed to decide what to do on an
unencumbered reserve. The consensus was to try and set 25% of the prior
year actual expenditures.
Mayor Gulliford asked Mr. Royal what the transfer of $296,301 comprised
of. Mr. Royal stated that was how transfers from the enterprise funds
allocated for overhead presently stood and he had not had time to input
the rest of the data. Transfers out would depend on what the Commission
decided.
Capital Outlay Budget requests were considered for each department. The
Commission cut approximately $226,120 from the Capital Outlay Budget.
Copy of actions taken are attached hereto and made a part thereof.
' 1Agill % AI
1111
William I. Gulliford, .
Mayor/Presiding Offic:
/6 ,tU)mod7Karen S.
Acting City Clerk
CIT`{ OF ATLANTIC BEACH
CAPITAL 0uru'i BUDGET REQUEST
FY 1383-30
PER
PROPOSED DEPT. BUDGET WORKSHOP
DESCRIPTION DEPARTMENT BUDGET TOTAL FUNDING SOURCE 07-31-89 M O T E S
1. New Vehicle City Manager. 15,t'480 15,000 General Fund Revenues Finance Director to look into
Car Allowances.
2. Personal Computer-2 Finance 6,t'k0t4 General Fund Revenues Cut (3,000/One computer deleted, IBM clone
to be transferred to Purchasing,
3. Check Signer 2,560 General Fund Revenues To be revisited at next workshop,
4. Software IOW General Fund Revenues Cut £588}
5. Computer Terminal 500 10,00t General Fund Revenues
6. Personal Computer PlannirrgfBuilding - 3,2t0 General Fund Revenues Cut £3,200}
Typewriter P1arnsingfSuilding 525 3,725 General Fund Revenues
--------
7. Typewriter City Clerk `s�' General Fund Revenues
8. !dap for Commission Roca `508 General Fund Revenues
3. Document Iihreder 2,000 3,1000 3 Genera 1 Fund Revenues
10.Computer Software Police l8,395 General Fund Revenues
11.Surveillance Equipment 2,.53 General Fund Revenues
12.Ccr,sputer Monitor and Keyboard 588 General Fund Revenues
13.Harddrive Stt3 General Fund Revenues
14.Computer Desks 70t General Fund Revenues
15.Portable Radios-4 2,000 General Fund Revenues Cut £1,000}Two units for new personnel.
16.Glock Service Revolvers 1,288 General Fund Revenues Cut £1,288}To be discussed with personnel
request.
I,.Typewriter 580 13,342 General Fund Revenues.
18.Exercise Equipment Fire 2,00General Fund Revenues Cut £2,ti+}Fire thief to look for alternate
revenue source.
13.File Cabinets-2 450 General Fund Revenues
2N.New Light Bars 1,500 General Fund Revenues Cut £700}
Distress Devices-6 7ft General Fund Revenues
CPR Training Equipment 2,t'A'�t's General Fund Revenues Cut £2,00.'f8}
_.Hazardous Material Response Kit 69`, General Fund Revenues
24.Carpet 79th General Fund Revenues
25.1}pgrading Engine 1 5,6t'!0 General Fund Revenues Cut (1,000/
26.Portable Radios-4 3,t56 General Fund Revenues
27.New Custom Pumper. 178,00GE Capital Loan
28.Equipment for Above 64,t'r37 GE Capital Loan
23.New Mirripumper 52,080 310,938 GE Capital Loan
30.Motile Radios Public Works 3,It'rO General Fund Revenues (1,800}
31.Personal Computer 3,10t General Fund Revenues
32.Personal Computer Furniture 1,370 General Fund Revenues ;7201
33.Blueprint Cabinet 1,375 General Fund Revenues
34.New Mower Decks 3,0tt 3,0tGeneral Fund Revenues
35.A1C for P.W. Building 5,10t 17,045 General Fund Revenues
36.Color TV Parks 3 Recreation 6tt General Fund Revenues Cut £600}Y1C1 will buy.
37.VCR
300 General Fund Revenues Cut (300/YMCA will buy.
38.Picnic Tables,Bernches,Barbeque Grills 3,050 General Fund Revenues (2,000}
33.Portable Radios-3 1,8ot General Fund Revenues
40.Park Maintenance Equipment 4,ttt" General Fund Revenues
41.Lavers Mower 5,500 General Fund Revenues
42.Overhead Projector 2,5t3i'r 17,750 General Fund Revenues £1,500}
Total General Fund 396,0
44.Purchase of Regional Park Recreation Grants 325,000 325,000 General Fund-$200,id0 £260,00t}To be funded from unencumbered
City of Sax Grant- reserves if necessary.
$125,000
45.Metal Building Addition-P.Capital Projects 26,100 Gas Tax Funds
Mew City Hall Building 8t'rt,0Florida Municipal Loan
Close in P.W.fcr Storage 5,670 General Fund Revenues
lo.Harsdball Courts 4,000 General Fund Revenues
43.Small Park Pavilions-l2 13,536 General Fund Revenues £4,5121
50.Russell Park Basketball Court 6,500 855,806 General Fund Revenues
Total Grants and Capital Projects 1,577,686 £226,128}
SPECIAL COMMISSION MEETING
MONDAY, AUGUST 7, 1989 7:15 P.M.
AGENDA
Call to order
1. Appearance by James B. Jaffa relative to car wash impact fees
2. Continuation of budget discussion for fiscal year 89/90
3. Any other business
Adjournment
MaNUTES OF THE SPECIAL CALLED MEETING ON THE ATLANTIC BEACH CITY
COMMISSION HELD AT CITY HALL ON AUGUST 7, 1989 AT 7:15 PM
The meeting was called to order by Mayor Gulliford. Present in addition
to the Mayor, were Commissioners Cook, Edwards, Jensen and Tucker. Also
present were City Manager Leinbach and City Clerk King.
1. Appearance by James B. Jaffa relative to car wash impact fees
Mr. Jaffa explained he planned to open a self service car wash on
Mayport Road. He said in light of modern technology he felt the City
Code was vague as it related to car washes. He outlined three types of
car washes, the self service, the roll over and the tunnel, all of which
use different amounts of water. The type installation he planned to
construct was very efficient in its water usage. The city code provided
for a charge of $3,000 per stall and he felt this was written at a time
when car washes used much more water. He suggested that fees should be
based on the projected water usage and requested the Commission to review
the city code with a view to amending it to more accurately address the
question.
Discussion followed relative to recycling the water from the car wash and
Mr. Jaffa explained this was possible but his system would use
approximately 11-15 gallons per car wash and he did not plan to do that
at this time; however, his system was planned with the capability of
recycling the water if that became necessary.
In response to a comment from the City Manager relative to the quality of
discharge water, Mr. Jaffa said all products used must be bio-degradable
and must comply with all EPA regulations and car washes were subject to
EPA inspection.
The City Manager was requested to review the ordinance and draft an
ordinance to allow for different types of car washes and possibly base
charges on industry estimates of consumption by the different types of
installations.
2. Continuation of budget discussion for fiscal year 1989/90
The budget discussions first addressed requests for additional personnel.
Harry Royal explained the need for an additional person if an annex
office opened in the Buccaneer Building.
Chief Thompson said drug related activities had considerably increased
the work load of the department and his first priority was for two
additional patrol officers. He proposed to establish two additional
positions; those of sergeant and captain, and explained the responsibil-
ities these officers would have. He also suggested a full time person
for crime prevention/code enforcement. The Mayor expressed some
reservations about placing code enforcement under the jurisdiction of the
Police Department and the City Manager said code enforcement had not been
a part of the police departments of any other city he had managed.
Page Two
Minutes of Special Called Meeting
August 7, 1989
Mayor Gulliford said he felt a five year plan should be developed to
address the crime situation and the growth of the city. The City Manager
suggested placing funds in reserve to be allocated after he had had time
to get with the chief to study the needs of the department.
Chief Rew stated his department was considerably below the state average
population/manpower ratio. He requested the addition of six fire
fighters over a three year period. It was decided to place funds in
reserve for the Fire Department and the City Manager and Fire Chief would
study the needs of the Fire Department.
Ms. Blanchard outlined her needs for the Parks and Recreation Department.
She said in view of the plans for additional park areas, she requested
one additional employee to provide for an acceptable level of
maintenance. This was approved by the Commission.
Don Ford reported a temporary electrician had been hired for public works
and he requested, in view of the savings to the City, this be budgeted as
a permanent position in the next fiscal year. The Finance Director
pointed out the bills for outside electrical costs had decreased
considerably and the addition of this new position was generally
approved.
At this time the Mayor called a five minute recess.
After the meeting reconvened, the City Manager reported he had studied
the Cody pay study and he felt the plan as presented did not achieve the
desired result. It was his recommendation the plan be rejected and a
more comprehensive study using different methods be undertaken. It was
his further recommendation an across-the-board increase be given to
general employees this year and an amount of 3% was suggested.
Mayor Gulliford reported the Beautification Committee had requested
$25,000 for landscaping and beautification and he outlined their plans.
Discussion then ensued relative to setting a tentative millage and it was
the general consensus an increase in the millage rate would be necessary.
After further discussion Commissioner Jensen moved setting a tentative
millage of 2.8064 mils for the upcoming fiscal year. This was seconded
by Commissioner Tucker and was unanimously approved.
Public hearings on the tentative and final millage rates were scheduled
on September 11 and September 25, respectively. A printout of budget
adjustments made this evening are attached hereto and made a part hereof.
The City Clerk briefly addressed her request for a records storage
facility at the public works yard and the concept of this facility was
approved.
Page Three
Minutes of Special Called Meeting
August 7, 1989
The Finance Director demonstrated a check signing machine for which he
had requested funds. After brief discussion the Mayor requested the City
Manager to solicit input from the auditors.
There being no further business to come before the City Commission, the
Mayor declared the meeting adjo ed at 10:20
1
/ A. , � ` i
t
Wil"'. I. -- li':rd
Mayor/Presiding Office
ATTEST:
::kMan King,-, Cite
Y
•
CITY OF ATLANTIC AEA:ki
ADDITIONAL PERSONNEL REUEST
FY 1989-38
BUDGET WORFSHOP
POSITION NUMBER DEPARTMENT SALARY t8-t7-83 NOTES
1. Accounting Clerk I Finance 13,166 Cut (13,166)Position not approved at this time
because the use for the 8uc'•aneer
Building has not yet been determined.
2. Captain 1 Police 34,t18 Cut (34498)Individual positions not approved, but
3. Sergeant 2 Police 64,868 Cut (64068} a reserve of 311L 844E was established
4. Detective 1 Police 2S,1'81t Cut s;2841813} to fund 3 positions after further study
Added I1 ,0ft by the City Manager and the Police Chief.
4 126,247
5. Fireman/EMT 6 Fire 105,5534 Cut (l85,534)Individual positions not apprce ed, but
Added 35,8 a reserve of $35,tWN was established
to fund 2 positions after further study
by the City Manager and the Fire Chief.
6. hers.Mairstersarsce Worker II 1 Parks 13,686
Gers.Mairstenarsce Worker I 1 Parks 11,835 Cut (11,835)One positions requested was deleted .
2 25,521
7. Electricians 1 Equipment 16,331 Positions approved.
Maintenance
'-tal General Fursd 14 286,7'38 (118,780)
•
. CIT.? UF' fi rL.Rt rI C E3E.HC1i
ACID I-rI0NAL. PEPS CAVE L. F=EE0IJE:ST
FY 190'.3_.94
eiJCRaE-r We I:SHOOP
PO`..I T I1at•I NUMBER! DE:PFIPT F1EHT `-aFILain.' 0E3-.07—E19 NOTE.;
1. Act c ur,i:i ng C:l er`k: 1 F i nanc:e :1:.1, 16E. Crit. 1:3, 16( )Pit ion not. appro i.d at. this. time
b(pc:awie. the utie• for' ttlr`• ✓'IJC:C ariE er
Gui 1 ding harp not yet been actorni ined.
2. Catat.a in 1 Pol. it.E :34 , 09E1 Cut. r 34,09W I ndi idr_ra1 Fos ons: not. apprcivE•d, but
3. SFr`ctK ant.
Pcil i r:E 64.,WiEI Cut. !6,1,06W a re sE?r ate cif `-t 1 U 0:,Ct0U Oras tab' 1531-10d
4. Oei;E•c: 1 Fac1l i1:E• i'.>rt, 0311 CIA. !2E3,0013? to f carie) 3 F1Gs:it•i ons. ai:t.er Further e.tUEi�{
added 1011,001) by tho MinagEar' and the, Pial Chief
4 12E,,247
5. Fire-man%'Etii 6 Fire 11)Ei, 534- Cut. (1 U`5,534) I radia+idual pos:it.i ori.: not. appr oved, but
added 3`.3,0011 a re sE?rye of 1:15,0010 I
to fund 2 F'us:iti eras.; aiq.er further a;+. uddt-1
by t ho C i Li..i Mina gor and the. Fire Chi c•i .
6. Gen./la int.enarnco Worker I I 1 F ir :121,6136
Ge.n.hla:irrtenamcE? Wark:er I 1 Par 11,43`.. Cut. < 1:1,03`.5)Ono titarrs rE'guEoe.ted Wass deleted
2r. 521
7. ElE?c:tr:ic:ian 1 E:cluipate nt :IE., 3:30 Pus>ltion appr .
Hari ntenanc:e
Total Genora 1 Fund 14 2131 , 79E1 (110,700)