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Item 1C - 8-20-14 MinutesAGENDA ITEM# lC SEPTEMBER 22, 2014 MINUTES OF THE BUDGET WORKSHOP OF ATLANTIC BEACH CITY COMMISSION HELD IN COMMISSION CHAMBERS ON WEDNESDAY, AUGUST 20,2014 AT 5:00PM City Commission Members present: Carolyn Woods, Mayor Mark Beckenbach, Mayor Pro Tern Jimmy Hill, Commissioner (arrived at 5:03) Maria Mark, Commissioner Staff present: Nelson VanLiere, City Manager/Finance Director Mike Classey, Chief of Police Donna Kaluzniak, Public Utilities Director Rick Carper, Deputy Public Works Director Timmy Johnson, Recreation and Special Events Director Jeremy Hubsch, Building and Zoning Director Keith Randich, IT Director Jeri Benjamin, Deputy Finance Director Donna L. Bartle, City Clerk ABSENT: Jonathan Daugherty, Commissioner (Being ill, Mayor Woods excused him giving him the option to call in to the City Manager's cell phone if he had a question while he watches the live-streamed video from home.) The meeting was called to order at 5:04p.m. by Mayor Woods and she turned the floor over to City Manager Nelson VanLiere. Departmental Presentations: Building, Planning and Zoning Building and Zoning Director Jeremy Hubsch presented his budget (Handout: Review of Building, Code Enforcement and Planning and Zoning Departments 2014115, which is attached and made part of this Official Record as Attachment A). He gave a slide presentation and explained the Building Department is an enterprise fund so the permit fees can only pay for the enforcement of the Florida Building Code. He explained flood plain management, housing code enforcement, and zoning code activities are not allowed to be funded through the Building Fund; they have to come from the General Fund. He stated, therefore, within the Building and Zoning Department there are two separate funds. He explained, due to a very strong year of construction, the revised projected revenue has been increased from $281,550 to $398,000. He showed a graph of the construction value in Atlantic Beach, stating it has increased from $13 million in 2009 to a projected total of $36 million for 2014. He presented a slide of the Building Department Expenditures and Revenue, stating revenue is steadily going up. Mr. Hubsch and Mr. VanLiere answered questions from the Commission. Referring to the slide on Building & Zoning Staffing, Mr. Van Liere explained the personnel allocations between AGENDA ITEM# tC SEPTEMBER 22, 2014 Minutes-City Commission Budget Workshop August 20,2014 Page 2 General Fund and Building Permit Revenue Source. He answered additional questions from the Commission. Mr. Hubsch explained the slide on the Building Department Permits and Inspections, stating the permit and inspection load is pretty similar to how it was last year, so even though they are getting more construction in, it is just higher value construction. He stated as the economy does well, people are doing more extensive renovations and new construction projects. He showed the slide on the Planning Department Trends for 2014/2015, explaining each of the projects. He also showed a slide of the potential CRA Area. He answered questions from the Commission. Discussion ensued regarding exploring opening Hanna Park to bikes and pedestrians at Seminole Rd., bus shelters, redevelopment plans for Mayport Corridor, and Town Center issues related to parking. Commissioner Daugherty called in stating he does want to attend the International Council of Shopping Centers conference and will get with Mr. Hubsch regarding details. Public Safety (Handout: Atlantic Beach Police Department Budget Workshop August 20, 2014, which is attached and made part of this Official Record as Attachment B). Chief Mike Classey gave a slide presentation on the Police Department, explaining the mtsswn statement for the Atlantic Beach Police Department is to provide for the safety and protection of lives and property through courteous and professional public service, timely response to problems, and relentless pursuit of criminals, while always respecting each person's dignity. He further stated this leads into the Community Oriented Policing policy they operate under. He stated the time to build relationships with the community is before something bad happens. He presented a slide on Personnel stating they are the same numbers as far as officers that they had last year, and are split between three basic Divisions: Patrol -Includes Community Oriented Policing (COPs); General Investigations; Crime Suppression Unit (CSU). He stated they have the same number of Civilian Staff as last year, under the Divisions: Emergency Dispatch; Records (includes property and evidence); Animal Control; and School Crossing Guards (which are part-time). He presented a chart of Statistical Data stating the Commission sees these numbers quarterly. He stated we have the lowest crime rate per capita for both the County and State. He showed slides of the Patrol Division and Records Division as follows, explaining each: Patrol Division • Twenty officers and supervisors assigned. • Eliminated 1 Commander position (a desk assignment) and replaced with a Patrol Lieutenant (field assignment). • Will have 2 Patrol Lieutenants each supervising 2 squads. • There will be a Lieutenants working in the field with officers 7 days a week, 10 hours a day. • They will work a split shift between days and nights. Records Division • Re-allocated a part-time Records Clerk position into a full time Office Manager position. • This position is required to fill the gap created by the elimination of a Commander position. • Permitted a senior management level sworn position to be re-assigned to Patrol in a field assignment. Minutes -City Commission Budget Workshop Page3 AGENDA ITEM# lC SEPTEMBER 22,2014 August 20,2014 • The Manager will be responsible for higher level administrative projects and tasks previously performed by a higher paid Commander. • This employee will also supervise the civilian Records staff reducing the number of direct reports to the Support Services Commander. Chief Classey further presented the Organization Chart 2014 showing the proposed changes. He stated he believes this is a much better allocation of duties and responsibilities and makes a lot more operational sense. He answered questions from the Commission. Discussion ensued about the COPS program, security surveys and street lighting. Mayor Woods stated she would like to see Commissioner Hill ride with the police and identify areas that need improvement. Chief Classey stated if Commissioner Hill is talking about facades and entranceways he is getting back into Mr. Hubsch's area because that gets into a planning and zoning portion. He stated the police look at it from a safety and security standpoint and when they look at streetlights they look at them from the standpoint of vehicular and pedestrian safety; unless there is a real hot spot of an area that is just crime ridden and they want to add in some extra street lights that may not be needed but would be helpful for preventing crime. He asked that Commissioner Hill let him know if he has some particular locations he has identified from a safety and security standpoint that need additional valuations and he will be happy to take a look at them. Commissioner Hill stated both Rose Park and the new dog park have some issues and Plaza, coming east, would be areas of concern. Further discussion ensued. Chief Classey gave an update on the Emergency Management explaining the Atlantic Beach Comprehensive Emergency Management Plan (CEMP). He stated the City Hurricane Plan was updated last year and the Department Hurricane Plans are being reviewed and revised. He stated they have established minimum training levels by position. He stated both he and Commander Vic Gualillo serve on several committees and work groups including Loss Mitigation (LMS), the Security and Emergency Preparedness Planning Council (SEPPC) and Duval Prepares. He answered questions from the Commission. Discussion ensued. He stated we were awarded a Loss Mitigation Strategy (LMS) grant for $155,000 to do some sewer upgrades. He stated we also have a pre-mitigation grant that is pending for a new generator. Citizen Police Academy Chief Classey showed slides on the Citizen Police Academy, as follows: • A 10-12 week program that meets one evening per week (3 hours) and one Saturday during the program. • Local residents will be taught about a variety of topics, to include: • Communications • Investigations • Traffic/DUI • Patrol • Crime Prevention • Firearms • Defensive Tactics/Taser/Pepper Spray • Promotes open lines of communication between citizens and police officers. • Local residents better understand police work in Atlantic Beach. • A great opportunity for the police to inform the public of what we do, the challenges we face, and obtain citizen input, assistance and support throughout the community. AGENDA ITEM# IC SEPTEMBER 22, 2014 Minutes -City Commission Budget Workshop Page4 August 20,2014 • First CPA class survey resulted in a 4. 7 rating on a 1 to 5 scale. He answered questions from the Commission. Accreditation Chief Classey explained they went under contract for accreditation in February and have two years to get through the accreditation process. He stated the policies are all in line but then you have to show compliance with your policies and they are about 40% complete. He stated he anticipates having the final assessment completed and being awarded accreditation some time next summer. He also explained the benefits of accreditation which were outlined in a slide. Chief Classey presented slides on the budget and future capital purchases, as follows: General Fund Police Budget • Total-$4,168,011 • Capital purchases • Wireless download computer system for the in car video cameras -$20,000 • New Portable radios-$17,000 • Three marked patrol vehicles-$120,000 • Mobile surveillance camera system-$7,000 • New video system for interview room, holding cells and sally port-$13,000 Future Capital Purchases • Police Building -RFP for complete A & E services has been distributed for advertising and responses are due by September 9, 2014 • Replace all mobile and portable radios over next 5 years-Approximately $300,000 • Replace Computer-Aided Dispatch/Record Management System within 2 years-Approximately $300,000 to $400,000 He answered questions from the Commission. Discussion ensued. (Commissioner Mark left the room at 7:04p.m. and returned at 7:06p.m.) Chief Classey presented slides on FY 2015 Grants; Police Special Revenue Funds including Police Training Fund, Radio Communications Fund; Forfeiture Funds; Lifeguards and Junior Lifeguard Program; and Fire/Rescue Services, explaining each. He answered additional questions from the Commission. Commissioner Beckenbach addressed the question that was brought up related to the RFP for the Police Building. Chief Classey stated the consultant assisted him and drafted the RFP for Architectural & Engineering services for Construction Manager, which was the direction the Commission wanted to go. Mayor Woods stated the legal opinion was that that firm was not able to carry forward so they helped the Chief put out an RFP for the Construction Management form of moving forward, which was what they all decided was the better way for us to control what we get and what we spend. Commissioner Beckenbach stated they did that at that moment in time but he felt uncomfortable making a decision right at that point and had assumed they were going to have a discussion. He stated, however, it sounds as though the RFP has already gone out. He stated they put in the original RFP that it was to be design- Minutes -City Commission Budget Workshop PageS AGENDA ITEM# lC SEPTEMBER 22, 2014 August 20,2014 build and they discussed the design-build. He stated he went back and reviewed why they discussed design-build. He stated that was because they wouldn't have overages but if you have any change order with a construction management, it will be on us. He stated, on a design-build, if they mess up there is no increase in the amount of money. City Clerk Donna Bartle read the consensus that was reached at the workshop. Discussion ensued. Chief Classey explained the process. Mr. VanLiere stated the contact point for this project will be Chief Classey but our Building Official will be responsible for inspecting the work just like he would any other commercial project. Mayor Woods adjourned the meeting at 7:20 for a break. She reconvened the meeting at 7:27p.m. Parks and Recreation (Handout: Department of Recreation and Special Events, which is attached and made part of this Official Record as Attachment C). Director of Recreation and Special Events Timmy Johnson gave a slide presentation on the Department of Recreation and Special Events, explaining the growth since 1994. He stated the proposed Budget for 2014-15 is $364,353 listing the events and programs that fall under his Department, i.e. the Easter Egg Hunt, Tree Lighting, Springfest, Tennis, Habitat Education Program, Afterschool Program, Tutoring, Public Computers, Toy Party, Clothing Drive, Dance/Fitness Programs, Fun Run, Tennis Tournaments, Flag Football, Fitness Program, Summer Camp, Arts in the Park, Art Walk, Art Exhibit, Songwriters Concert, Acoustic Nights, Wild Wonders, Bowl Bash, Twilight Movies in the Park, October Festival, Family Campouts, Easter Egg Hunt, Artisan's Faire, Christmas Tree Lighting, and Shakespeare in the Park. He showed charts of the 2013-2014 Events in Review, stating there are 209 reoccurring rentals that take place throughout the year as well as a contract with ABET which includes rehearsals, building sets and meetings. He stated they also oversee contracts with the Atlantic Beach Athletic Association (ABAA), Atlantic Beach Experimental Theatre (ABET), Tennis Pro, and Atlantic Beach Elementary. He stated they currently also have contracts with the Dog Trainer and Yoga instructor but they will not be renewing their contracts in 2015. Mr. Johnson showed slides of the various functions/events that are held at the Adele Grage_Community Center, as follows: • Department of Recreation & Special Events Offices • Art Exhibits/Art Walk Receptions • Parties -Birthdays/ Anniversaries • Meetings/Conferences • Fitness Classes • Memorials • Weddings -Ceremonies/Receptions • Summer Camps • Public Computers He answered questions from the Commission. He stated they have selected a person to fill the position at the Baker Center and following references, etc. they are hoping to have that person on board in the next couple of weeks. He further showed a slide of the various functions/events that are held at the Gail Baker Center, as follows: Minutes -City Commission Budget Workshop Page6 • After School Program • Tutoring/Homework Assistance/lEA Assistance • Senior Program • Summer Camp/Lunch Program • Field Trips • Sports-Tennis, Fun Runs, Cheer • Twilight Movies at the Parks • October Fest • Angel Toy Party • Parties -Birthdays, Anniversaries, Reunions, etc. • Facility Rental for Receptions, Showers, Special Events, etc. AGENDA ITEM# IC SEPTEMBER 22, 2014 August 20,2014 Commissioner Daugherty called in a question about the facility rental rates at Adele Grage asking if we are priced right now, which Mr. Johnson answered, stating he believes we are priced right. Mr. Johnson stated we have a part-time person who runs the activities at the Jordon Center and we have a contract with Beaches Habitat to assist us with the education program. He showed a slide of the various functions/events that are held there, as follows: • Homework Assistance • Afterschool Program • Parties/Games • Dance and Fitness Groups • Sports -Flag Football • Habitat for Education Program • Rentals for Receptions, Meetings, Showers, etc. • Park Rentals for Special Events, Gospel in the Park, etc • Easter Egg Hunt • Cooking Classes He answered questions from the Commission. He explained there are a few outside agencies that we provide funding to, as follows: Atlantic Beach Elementary School (for their enrichment program and art program and mowing the lawn around the flagpole-$21,320 Mayport Middle School-$12,000 Beaches Resource Center $2,000 Dial-A-Ride $1,500 Beaches Fine Arts $3,000 Recreation Discretionary $4,000 Total $43,820 Commissioner Hill suggested that they consider replacement of the flagpole at Atlantic Beach Elementary, if they pick a project that is community-based and civic related. Mayor Woods stated that would be more up Friends of Atlantic Beach Elementary's alley and the Duval County School Board. Mr. Johnson stated their money is earmarked but F ABE would have funding for that if he just reaches out to them. Minutes-City Commission Budget Workshop Page7 AGENDA ITEM# lC SEPTEMBER 22, 2014 August 20, 2014 He explained the upcoming City-sponsored events: Shakespeare in the Park, Wild Wonders, Bowl Bash, Mid-Week Market, Movies in the Parks, Family Fun Day/Campout, Easter Egg Hunt, Angel Tree, and Tree Lighting. He showed a slide of the functions of the administration, as follows: • Perform administrative and operational duties. • Provide customer service to residents, customers, and visitors. • Field questions about Parks and Recreation issues plus other City concerns. • Manage residents and customers requests for Special Events -Reservations/Rentals. • Collect fees, issue receipts and make deposits for payments; prepare documents for department audit. • Inventory supplies, make purchases and track spending for the department and committee. • Coordinate with other departments in preparation of events; oversee Public Works employees during events. • Actively administer the after school program in the absence of the Center Coordinators. • Actively administer events at community center in absence of the Center Coordinators (flag football, Egg hunt, fun run, October Fest, etc). • Maintain website, Facebook and department calendar. • Prepare media releases, flyers and newsletter articles. Mayor Woods asked if ABET has discussed Theatre in the Park anymore. Mr. Johnson stated they have not mentioned it to him anymore since they had that discussion. He stated he did discuss with her changing out their lights which they could use the $4,000 discretionary money for. Discussion ensued about the possibility of having Marsh Fest every year with the help of the Recreation Committee. Mr. Johnson answered questions from the Commission. Discussion ensued. IT Department (Handout: Information Technology 2014-15 Budget, which is attached and made part of this Official Record as Attachment D). IT Director Keith Randich gave a slide presentation on the IT Department outlining their Responsibilities, stating they provide technology services to all City departments. He stated the services include all the servers that run their applications, the networks that tie everything together, and the support of all the devices that are on the networks. He stated they do the procurement for the City. He answered questions from the Commission. He explained the 2015 IT Budget, as follows: Total Budget $822,706 Operating $599,206 Salaries and Benefits $292,076 Maintenance and Repairs $198,130 Various operating expenses $109,000 Capital $233,500 Phone System $102,500 Laptops for Public Safety $32,500 Email Server upgrade $25,000 Various server, radio and video equipment $73,500 He answered questions from the Commission. Minutes -City Commission Budget Workshop Page 8 AGENDA ITEM# lC SEPTEMBER 22, 2014 August 20,2014 He showed a chart of the Ten-Year IT Capital Expenditure Plan, stating the next couple of years are a little higher than they have been in the past and quite a bit higher than they are going to be down the road due to the major capital projects planned; one being the new phone system and the other the software application called One Solution, which is a multi-year project. Mr. Randich explained the new phone system stating we are moving to a digital phone system for City Hall, Police, Public Works, and many of the Water Plants. He answered questions from the Commission. Commissioner Hill stated he wants to discuss, as a body, that they make sure they have a human being answer phones during business hours; he doesn't want an electronic answering in a city of this size unless it is absolutely necessary. He stated he believes we are small enough to provide that layer of service and during this technology jump he, as a citizen, doesn't want to go to a digital message. Mr. Van Liere stated he believes you will always have the option to get to the receptionist. He said right now though our 911 call takers are the receptionist for the police officers and they don't need to be doing that, so this will expand the police capabilities there. He stated they will always have someone at the front counter who can answer the main extension so they can talk to a human if that is what they want. Mr. Randich stated it will take a few months to complete the installation and they will start in City Hall before going into the Police Department. Mr. Randich explained the SunGard One Solution Migration stating they are currently installing the One Solution product for Community applications. He stated the Code Enforcement went live last week, Building Permits training is starting this week, and Business Licensing will be finished up in November. He stated they want to make sure things are working well and they are gaining some familiarity with the system and then will do Finance and Utility Billing in subsequent years. He answered questions from the Commission. Discussion ensued. Commission and Administrative (Handout: Citv of Atlantic Beach Administration. which is attached and made part of this Official Record as Attachment E). Mr. Van Liere gave a slide presentation on the Administrative Budget showing the budget for the General Fund, as follows: General Fund • City Clerk • City Manager • Finance and Accounting • Information Technology • Human Resources • Legal Counsel • Total $288,265 230,244 906,827 822,706 194,531 132,000 $2,574,573 Commissioner Beckenbach asked about the City Clerk's budget stating he would like to see a separate line item so the City Clerk doesn't have to come to the City Manager in order to buy a recording device. He stated if the City Clerk needs something to make sure she does her job to the best of her ability she should be able to use money out of her own budget in order to buy that product. He stated he also believes the City Clerk should have control of the video and shouldn't have to go to the City Manager to see if they have the funds. He stated she is the person in charge of the recording and the records of the City, and he doesn't believe the City Manager is. Mr. VanLiere explained the whole process starts with Minutes -City Commission Budget Workshop Page9 AGENDA ITEM# lC SEPTEMBER 22, 2014 August :.m, :lUI4 her proposing a budget and he didn't change any of her budget. He stated the budget in their books is what she wanted to spend money on. He stated if something arises during the course of the year, such as them wanting a different video, and she doesn't have the money, maybe he or IT have the money. He stated it is all City Administration and they aren't under strict guidelines that the City Clerk can't use someone else's money if it is for the right purpose. He stated if there is consensus that the Commission wants to buy something, if it's not in her budget they will go looking for the money. If they can't find the money for it then they would come to the Commission and ask them to plus up the budget. He stated the other way to do that would be to budget extra money that they might not spend just in case they come up with something during the year, like a contingency pot. Commissioner Beckenbach stated just as the City Manager has the ability to sign off on contracts/purchases up to $25,000, he believes the City Clerk should have that same ability to sign off on a certain amount, especially when it has something to do with record keeping. He stated the reason he says this is because that is the City Clerk's position and her responsibility and there shouldn't be anybody else she has to go to except for the Commission. Mr. Van Liere stated they are here tonight to pass a budget and the budget is to limit the Commission from overspending the taxpayers' money. He stated the budget is the control mechanism so tonight they are to look at her budget and say this is how much we are authorizing you to spend in your department for this year and then if you want to spend more than that you can come back and ask for more through a budget ordinance. Mr. VanLiere stated he is being a little more flexible in that he will look outside her particular budget when he can and if something comes up in the middle of the year and it is appropriate and all of the Commissioners want it, there is no sense in him coming to them for a budget ordinance to add $10,000 in her account when on the next page he has $10,000 for the same administrative purpose. He stated he knows, in the past, people have used the budget as a way of rebelling against what they might not have wanted the Commission to do; but he looks for a consensus, i.e. if you want more cameras, more videos, etc. he will accommodate them in every way he can and come to them only if he has to come to them to ask for more money. He stated this is not him constraining the City Clerk's operation. Commissioner Beckenbach stated what he wants to make sure is that if they should want to have more videos, it goes to the City Clerk and not to anyone else. Mayor Woods stated she would hope that they have hired a City Clerk who feels empowered enough to take matters in her own hands and say when she has a problem in getting something she needs. Discussion ensued. City Clerk Bartle stated Mr. Van Liere is right that a lot of times it is things that come up after the budget so they are unanticipated and then you have to get a feel for what the consensus was. She stated she does have to involve IT for any of these type of issues and IT doesn't work for her; they work for the City Manager. She stated if the City Manager has a different understanding about her needs or the Commission's needs then he is going to steer in a direction that he understands. She stated IT knows the aspects of it as far as what type of hardware, etc. there is, but she is more the user so she needs to make sure it is easy to use. She understands a Commissioner needs to be able to just walk in there, turn it on and let it do its thing and not be overkill, whereas an IT person may try to look for more bells and whistles instead of simplify; so sometimes you are going to have those differences of opinion. She stated she definitely wouldn't be able to do it without IT and wouldn't want to be out there on her own making these type of decisions but it would help if they get clear consensus on what everyone wants and she will try to do a better job bringing it up at Commission meetings so she can get a consensus, if they have any issues. Commissioner Beckenbach stated to clarify, it sounds as though everybody understands that there is a separation and that at any given time the Clerk has the same privilege of putting a budget item on the agenda. Commissioner Hill agreed stating the City Clerk's position is almost an island in itself and it doesn't operate that way at all times here so he would be in favor of pursuing that at an appropriate time to get that layer built in. Mayor Woods stated they are going through that right now with the Charter Review Minutes-City Commission Budget Workshop Page 10 AGENDA ITEM# lC SEPTEMBER 22,2014 August 20,2014 and although they can't speak to the Committee members directly, they can speak with the City Clerk or the City Manager and they can carry your thoughts to the Committee. Director of Public Utilities Donna Kaluzniak stated she believes it is clearly defined in the Charter and believes the City Clerk is aware of her position because in the past she has basically made everyone aware of her position when she hired Nancy and upgraded the position and had a conflict with the City Manager and therefore took it to the Mayor and Commission as her working directly for them. She believes she is aware of it and knows when and how to address situations if there is some kind of conflict. Commissioner Hill stated he just wants to make sure through the process that the City Clerk advises that they restore all power to that position that is supposed to be there. Commissioner Beckenbach stated as they are looking at a new City Manager he wants to make sure that, as they move forward, that if there is a new City Manager that comes into play that that City Manager knows that there is a position that is accepted by the City Commission as being separate and equal. City Clerk Bartle added that she has had to step it up a bit with having the City Manager and City Attorney gone and she had to get involved in things that she normally wouldn't have been as involved in and part of it was because of the transition because she does work so closely with the City Attorney and City Manager. He detailed why the Finance Budget is larger than the others. He showed a slide of the allocations and broke out the major items in each, as follows: Resource Allocation • Personal Services • Operating Expenses • Capital Outlay • Transfers • Total Maior Items Included • Clerk • Election Expenses • Printing and Publications • Finance & Administration • Audit • Postage • Printing • Information Technology • Communications • Maintenance Contracts and Repairs • Computers and related equipment • Phone System • Servers • Legal Services $1,685,538 659,585 229,450 0 $2,574,573 Mayor Woods pointed out that there was a lot of discussion about how much more the legal services would cost us but actually it has gone down by $4,500. Mr. Van Liere added that those charges are not entirely Mr. Komando's charges; there are some legal bills that are not the City Attorney's. Mr. Van Liere showed slides of funds under General Government, explaining that General Government includes items like general liability insurance and a new Building Maintenance Division that has three Minutes -City Commission Budget Workshop Page 11 AGENDA ITEM# lC SEPTEMBER 22, 2014 August ZU, ZU14 people in it and it also includes $50,000 for custodial services for all locations for a year. He stated the $85,000 under Convention Development is transferred to the Capital Project Fund for Marsh Master Plan. He further explained each line item. Discussion ensued. Mr. VanLiere answered questions from the Commission. Mr. VanLiere further explained the Capital Project Fund stating that includes the funds for the Police Building and the two Overlooks and Kayak Launch. He stated he has proposed this balanced budget, and it could be adopted the way it is. He stated he has put together the budget ordinance based on these numbers for the next agenda for September 8. Follow Up Topics Mayor Woods expressed concern about the Maintenance budget, stating if they need to bump up the Maintenance and Repair budget she believes now is a good time to get consensus. Commissioner Mark asked about the Public Works yard. Mr. Van Liere stated he has had discussions with the Public Works Director and Rick Carper about doing some work out there, moving some things around and putting some metal buildings there that can house their expensive equipment. He stated they discussed spending this year, coming up with the plan of exactly how they want the yard layout and put it in the following year's budget. Discussion ensued. Commissioner Hill stated he would like a line item to do an inspection on all of our buildings that are occupied by employees and make that a maintenance budget item ongoing into the future. He also asked for consensus from the Commission to budget some money for the pedestrian, bicycle and low-speed vehicle project. He stated it would be to identify sites for bike racks and parking for low- speed vehicles. He stated he believes they could start with $20,000. He further stated he would like to designate, through signs at our entry points, that we are a pedestrian/low-speed vehicle friendly community. It was the consensus of the Commission to add $20,000 for low speed vehicle and bicycle parking investigation. It was the consensus of the Commission to add $50,000 for Maintenance. Mayor Woods asked if they need to budget for the lighting survey and installations that Chief Classey and Commissioner Hill are going to work on and have they budgeted any money for Mayport Corridor improvements. She stated she would like a commitment to move on Mayport Road. Commissioner Mark stated she believes there are some preliminary steps that need to be taken before you even talk about the money part. She stated Councilman Gulliford set aside about $200,000 as a seed money for the Mayport CRA. Commissioner Beckenbach stated he doesn't believe we should earmark money right now for anything because he would like to hear what they are going to earmark it for. He stated they have done a lot of work on Mayport Road. Mayor Woods stated she would like to see a commitment so they actually follow through with the meetings and workshops to get the project started. She stated if they haven't committed any funds then there is no real incentive to stick to a time plan and do what needs to be done to get to that point. Discussion ensued. Commissioner Beckenbach stated he would like to have a workshop where they can discuss it and determine how much money they are Minutes-City Commission Budget Workshop Page 12 AGENDA ITEM# lC SEPTEMBER 22,2014 August 20,2014 talking about. Mayor Woods stated she would like to commit $50,000 to start this process and if they need to come back with a budget amendment they can do that. Further discussion ensued. Mr. Van Liere stated the money they are talking about would come straight from fund balance; it is already in the bank. He stated they don't have to find revenue to fund it; they just have to say this is what they choose to spend it on. He stated he will come to them with a budget ordinance after they find out what the product is going to be that they are selling to the community. Mayor Woods asked if they want to put any money in the budget for lights. Mr. Carper stated it doesn't cost us a nickel to get a light installed; it just goes on to their monthly bill. Courtesy of the Floor to Visitors Chris Jorgensen, 92 3rd St. W., referred to the Marsh Plan, stating he believes concrete slabs are more cost effective than wood for the boardwalks. Stated he finds the budget process absolutely fascinating. He stated he supports getting the HRO on a referendum. Mr. VanLiere stated although this has nothing to do with the budget, there is an issue with the sign at the entrance to the Selva Marina and Sevilla neighborhoods. He stated they have received some complaints that the neighborhood signs were removed and instead there will be a sign for the Atlantic Beach Country Club. He stated ABCC has in their approved SPA to put their sign there and they removed the other sign. Commissioner Hill stated he also received calls from citizens who stated they have lost the identity of their neighborhood. They stated the Selva Marina sign is gone and it now says Atlantic Beach Country Club. He stated what they have now is an advertising sign on Atlantic Beach property, which is a monstrosity. He stated, from what he was told, it is a tower, not a wall and not a sign, which violates every ordinance we have in every way as far as an advertising sign. He stated he doesn't know how we can, on Atlantic Beach property, allow an advertisement for any business. He stated his understanding of Selva Marina's original sign was that it was the neighborhood sign, not an advertisement. Discussion ensued. Mr. Carper stated, in the ordinance, the Commission gave ABCC permission to take down the wall that had the subdivision signs on it. Mr. Van Liere asked if the Commission wants him to ask Mr. Komando to review this situation. He stated they cut trees down too, but Mr. Carper stated the trees were calculated in their mitigation calculation. Commissioner Hill asked if there is money required to re-engage in the concept of a tree ordinance of some kind. He stated he believes they need to reassess that issue. Mr. VanLiere stated he doesn't know what they would spend money on; he believes he is just talking about legislation. There being no further discussion by the City Commission, the Mayor declared the meeting adjourned at 9:56p.m. Donna L. Bartle, CMC City Clerk Carolyn Woods Mayor A'ITACHMENT A Enterprise Fund Concept o Building Department permit fees pay for the activities related to enforcem ent of the Florida Building Code. By Florida law permit fees may o nly cover building co de enfor cement activities. • Floodplai n m anagement, h ou sing code enforcement and zonin g code ac tivities <u:e n ot to b e funded with building permit fees. o The Building Department has b een s upp orted by the General Fund rela t e d to otl1er non-building code activities. 8/20/2014 AGEN DA ITEM # I C SEPTEMBER 22, 20 14 1 ~ ~----====---~ 2014/15 Budget Projection • 2013/2014 Initial Projected Revenue: $281,550 • 2013/2014 Revised Revenue Projection: $398,ooo Large Projects FY 20J.3I2m4 (Construction Value) o Atlantic Beach Country Club-$5.7 Million o Fleet Landing Nancy House-$5.4 Million • Panera Bread-$1.7 Million o 35 new homes-$14.1 Million . • Numerous renovation projects tic _____. 40,000,000 ...------------------ 35,000,000 -l-----------------1 3o,ooo,ooo -l-----------------1 25,000,000 -l---------------,.--r--i 2.0,000,000 ·1----------1 15,000,000 4-----=---1 10,000,000 s,ooo,ooo 2009 2010 20U 2.012. 2013 2.014 2.00$) 2.010 2.0ll 2012 20)3 2.014 '"!l<!t!Jcll Construction value S•J,•76.6J7 ''4·48•.~ •6,4o>,J79 ln,566.sos ns.07V'4 s 36,y/S . .,.7 of Permits in Atlantic Beach 8/20/2014 AGENDA ITEM #IC SEI'TEMBEJ( 22,2014 2 Building Department Expe nditures and Revenue soo,ooo 400,000 JOO,OOO 200,000 r--1-1--I- 100,000 1-1-1-1- 0 2009 2.010 2011 2.012. ~QQ$) Z.QIQ ;;um Rev<!nue 100,58J 117,168 :14).,03 6xpenditures 191,10J •88.070 •96-JJl Cen. Fund Expe nse 0 55·000 6o,ooo 1- 1- I_ 2 013 2QI:I 184.791 ., . .,. 0 1-1- 1-1- 2.014 2015 J.QU :&IU4 'Pu:1 d~ 199.014 398,000 161,>15 169,>.U )1,000 0 D Expenditures • Gen. Fund a Revenue ~IUS """~ 446,ooo 337o58o 0 Bui lding Department Permits and Insp ections Permits Issued Numb e r of Inspections 2.009 2.010 20U 2012 2.013 2.014 :&010 2011 1011 201J ~.0)1 2,799 2.,)76 3·9•6 4.751 4·704 2014 (pmlqtuU D Permits issued c Jns pec lions 8/20/20 14 AGENDA ITEM# I C SEPTEMRim 22, 2014 3 Ohedorot Bul1dinl 20%!+20111 BDIII·2DIII Dlrttcar at Dulldrne tnd 641~ 1ndtantna lonlni iBulldl"' Oullrllng Olflclol 100'.4 1•3611) 1-36111 Otflci•IJ Medevtlopmt:nt and 0% 10011 Deputy Dullcflnr,z 100% 011 Zontn,coofdtnator Officio! IBulldlna zonlne Code Enrorcernent ~ 100:/o Olrl!ctOr) Ptlnclpal Planner 011 100'.1 IZonlnQTt<hnlcl•n) ZonlngTcthnl<lon 0"..1 100~ aulldlnalnopector 100% (Dopuly oulld lns Admin Aisltttnt 8511( ... 5111 1511 (-4~11) OIR<Ial Code Enfo1cement ~ Dulldlna Permit Cla<k 80111+~0'.11 2011(-40'.1) AdmlnAnhtant 40'-' Auafi!QeAIIorotlon $Sll f+1011) 4511(·1011) Bull dine Permit Cl11k 40',0 Ava.rnr,o 1\.llocatton 3~11 -=--::==---...: ~-I-anning Department Trenas 2014/2015 o North Florida TPO Beaches Bike/Pedestrian Study:$54, 700 funded by TPO (Co mpletion Date 2015) Florida Planning Te chnical Assistance Grant: Applied for $25k for Community Visioning/Strategic Planning o Exploration of Community Redevelopment Agency ( CRA) for Mayport Road Corridor o CDBG Grant Writing and Administration (Awarded $82k)-Francis Street Drainage u Participating in Scenic AlA Corridor Designation with partners 8/20/2014 AGENOA rmM # IC SEPTEMBEll22, 2014 4 ~ng Department Trenas 2014/2015 • Exploring opening Hanna Park to bikes and pedestrians at Seminole Road • New Bus Shelters along Atlantic and Mayport • If not going forward with CRA, the creation of a Mayport Redevelopment Committee and redevelopment plans o Attending International Council of Shopping Centers and American Planning Association Conferences o Continue forming strong relationship with .Beaches Town Center Agency and partner city Neptune Beach. • Transitioning to new computer system 110neSolution". Will improve efficiency ~~~~~~~~ Potential CRA Area 8/20/20 14 AGENDA ITEM# IC SEPTEMBEJl22, 2014 5 ATTACHMENT B ~=-==-----===-:...-=-=--------:::::.::::-===~-'~~~- At~arntoc Beach P. ID" Mossion The m ission of the Atlantic Beach Police Department is to provide for the safety and protection of lives and property through courteous and professional publi c service, t imely response to prob lems, and relentless pursuit of crimina ls, w hile a lways respecting each person's d ignity. 8/20/2014 AG!i:NOA ITEM# I C SEPTEMBER 22, 20 14 1 Com uni y Oriented olicing e Our desire is to improve th e quality of life in the City of Atlantic Beach by forming and maintaining community partnerships that promote safe and secure streets and neighborhoods. ~~ We understand that we cannot do our job as effectively w it hout community involvement. W e will listen to the public's concerns and be responsive to their needs. A ll members of the department are committed to worl<ing together with the community in a partnership, with the goa l of improving the quality of life in the C ity of Atlantic Beach. Persornrn1e~ Sworn Staff 1. FY 2015 -Authorized for 28 officers 2. Officers are assigned to the fo llowing Divisions: A. Patrol-In cludes Community Oriented Policing (COPs) B. General Investigations C. Crime Suppression Unit (C SU) 8/20/2014 AGENDA ITEM IIIC SEPTEMBER 22,2014 2 erson e~ con~ ... o C ivili an Staff 1. Fifteen total, 2 of which are part time only 2 . Assigned to the following Divis ions: A . Emergency Dispatch B. Records (in cludes property a n d evid ence) C . An ima l Control D. School Crossing Guards Statistical Data ~eo·C,pita l.JB JB fax Cl'lme Rate 2013 J2..2.2. 32 ·35 46.19 45·84 :wu 28.86 33·18 s6.16 48.1J 2.0U 37·84 J6.2.3 6s.96 50.15 Florida J6.2.7 40.70 38.o6 8/20/20 14 AGENDA ITEM II lC SEPTEMBEn 22, 20 14 3 atr i ivision Twenty officers and sup ervisors assigned o Elimin ated 1 Commande r position (d es!< ass ignment) and replaced with a Pa trol Li eutena nt (fi eld ass ignm ent). " Will have 2 Patro l Lieutenants each supervising 2 sq uads There will be a Lt. workin g in the field with th e officers 7 days a week, 1 0 hours a day. They will work a sp lit sh ift between days and nights. ~--=-=--~-=-=-=::::.:-.,;;.~ Record ,. a o UVOSGOlrll ,, Re-a llocated a part time Records C ieri< position into a fu ll time Office Manager position o T hi s position is required to fill the gap cre ated by the e lim ination of a Commander position ' Permitted a sen ior m anagement level sworn position to b e re -assigned to Patrol in a field assignment The Manager will be responsible for higher level adm ini strative projects and t asl<s previous ly p erformed by a higher paid Commander o This emp loyee will also s upervise the civilian Records staff reducing the numbe r of direct reports to the S upport Services Commander 8/20/2014 AGENDA l'fEM # l C SEPTEMBER 22 ,20 14 4 AB Organization Chart 2014 ~ Emergency Management " AB Comprehensive Em ergency Management Plan (CEMP) City Hurricane Plan updated last year c Departme nt hurricane plans being reviewed a nd revised Minimum trainin g leve ls establi shed based upon position o S erve on several committees and worl< groups }. Lo ss Mitigation (LMS) ~ Security and Emergency Preparedness Planni ng Council (SEPPC) }> Duval Prepa res c. Participated in table top exercises o LMS grant awarded $155,000 . Other LMS applications being e va luated. Pre-mitigation generator grant pending 8/20/2014. AGENDA ITEM # l C SEPT EMBER 22,2014 5 D oace Cn izen ca e y A 10-12 week program that meets one evening per week (3 hours) and one Saturday during t h e program. Local residents will be taught a bout a variety of topics, to include: • Communications • Investigations Traffic/DUI • Patro l • Crime Preve n t ion o fjrearms • D efe nsive Tactics/Taser/Pepper Spray cad my Promotes open lin es of communication between citizens a nd pol ice office rs Local residents better understand po li ce work in Atlanti c Beach ('I A great opportunity for the police t o inform the public of wha t w e do, the ch all enges w e f ace, and obta in citizen input, assistance and support throughout the community First CPA class survey resulted in a 4 .7 rating on a 1 to 5 scale 8/20/2014 AGENDA IT E M# I C SEPTEMBER 22,20 14 6 Accreditation Commission for Florida Law Enforcement Accreditation (CFA) 145 agencies already accredited and 30 more have applied Total of 259 standards, but some will not apply to AB Q The contract to b ecome accredited was signed February 27, 2014 and it requires completion within 2 years Policies and procedures meet the Standards' requirements Approximately 40% completed with documenting compliance Projected completion is summer 2015 ~ Accreditation Benefits Standards are indus tty best practices with an outside independent r eview of agency operations to ensure compliance In conjunction with the philosophy of community policing, commits the agency to a broad range of programs that directly benefit the public • Creates a forum in which police and citizens work together to control and prevent crime Requires an in-depth review of every aspect of the agency's organizat ion, management, operations, and administration Serves as a yardstick to measme the effectiveness of the agency's programs and services • streamlines operations, providing more consistency and more effective deployment of agency manpower 8/20/2014 AGENDA ITEM IIIC SEr•T EMilER 22, 2014 7 r:- General und alice udget o Total -$4,168,on o Capital purchases • Wireless down load computer system for the in car video can1eras -$2o,ooo • New Portable radios-$17,ooo • Three marked patrol vehicles -$12o,ooo • Mobile surveillance camera system -$7,000 • New video system for interview room, holding cell s and sallyport-$13,ooo urc ases · Police Building-RFP for complete A & E services has been distributed for advertising and responses are due by September 9, 2014 o Replace all mobile and portable radios over next 5 years -Approximately $3oo,ooo o Replace Computer Aided Dispatch/Record Management System within 2 years -Approximately $J001 000 tO $400,000 8/20/2014 AGEN DA I TEM II I C SI!:PTEMUER 22,20 14 8 FY 2015 Grants Total JAG C grant-Approximately $72.193 )>One full time COPs officer (partial salary only) }-One full time Crime Suppression Unit (CSU) Detective (salary only) Pre -mitigation grant for new generator-application pending o JAG D grant is anticipated -Approximately $2 ,000 ).>Typically used to purchase equipment Police Training Fund 1. Restricted funding from a surcharge on traffic citations dedicated for police training 2. Fund balance e><ceeds $1 10,000 3. Reg ion a l Training Funds-Allocated by JSO for the entire region to host classes at academy 4. All training in FY 2014 was fund ed by these two restricted accounts 5. No General Fund dollars budgeted in 2015 for police training 8/20/2014 AGENDA ITEM# I C SEPTEMBEil22, 20 14 9 Special Revenue Funds cont. .. 1o1 Radio Communications Fund 1. Restricted fund s from a surcharge on traffic c itation s 2. May be used for the fo llowin g: A. Radio airtime B. La ptop a irtime C . Other related emergency communications expenses 3. Makes up 21% oftotal communications $90,000 budget ($19,000) COD1l ... c Forfeiture Funds 1 . Seized money and other assets thai have been used in the commission of a felony crime 2. Most common source is from drug cases 3 . Revenue is very difficult to predict 4. Expenditures are very restri cted and cannot be u sed for personnel or other norma l operating expenses 8/20/2014 AG~NOA I TEM IIIC SEPTEMUER 22,20 14 10 Lifeguards • Seasonal March through October Beach coverage will be extended to start during Spring Breal< and continue into October with limited coverage City of Jacl<sonville will contribute $184,30 2 for personne l and operating expenses per the lnterlocal Agreement o FY 2015 personnel and operatin g expenses will be $227,385 ~-===~~~~------~~=-~~~~~--.~-~~· Junior Life.guard Prograrr1 u Four separate week l ong sessions (4 hrs per day) offered to youth interested in learn in g what it t al(es to be a lifeguard , G reat comm unity outreach/l ocal youth mentoring program "' Exposu re to basi c lifesaving t echniqu es/physical fitn ess/lifeg uard respon sibilities/ocean safety & awareness 8/20/2014 AG ENDA ITEM fl JC SEl,TEMDEll22, 20 14 11 Fire /Rescue Services o Contract with JFRD beginning in 1999 • $1,022,318 for ABFD in 1998 • First year of contract cost was $742,807 o Savings of $279,511 o Fiscal Year 2015 contract is $1,066,254 o 3% increase each year I ~'~ -:.:=::----.: AtlantDc Beach PoUce !Department Questi ons??? 8/20/2014 AGEN()A ITEM# I C SEPTEMBER 22,20 14 12 ArfACHMENT C I I 8/20/2014 AGENDA ITEM# JC SEPTEM BER 22,20 14 1 1994 Enster Eac lfunt Tree Liahting Sprlogfest • Tennb • liabitnt Ed uu tlon Program • Afterschool Program • Tut orlnj; • Public Com put ers • Toy Party • C lotWog Drive • Danct/IIItocss Progrnms • Fun Run • TennJ s Toumnmtnts• • Fl ag Foo tbnU • Fitne.ss Program• • Su mmer Cnmp • Arts In the Parlt• • ArtWnllt • ArtE~<hiblt • Songwriters Co ncert• • Acoustic Nights• • WlldWonden • Bow l nas h • 1\vili{:llt Movies in th e Porlt • October Fcstlvnl • Fam ily CnmJIOuts • Easter Egg Hu nt • A rtisan's Fnlrc• • Cbrlstmns Tree LlghtlnJ: • Sbnl<cspeorc in the Pnrl< 8/20/2014 AGENDA ITEM# I C SEPTEMUE R 22,201 4 2 Contracts 1994 Atla ntic Beach Atltlot ic Assoc ia tion (ABAA) Atla ntic Be ach Ex perim e ntal T h ea t ro (ABET) 2015 • Atlantic Beach Athl etic Assoc iation (ADAA) • Atlantic Beach Experimontnl Tllon tt·e (A13ET) • Tennis Pro • Dog'Ji'aine r • Atlantic Beach Ele mentary 8/20/20 14 AGENDA ITEM 11 JC SEPTEMOEll. 22,20 14 3 GAIL BAKER CENTER o After School Program o Tutoring/Homework Assistance/]EA Assistance o Senior Program o Summer Camp/Lunch Pwgram o Fie ld Trips o Sports -Tennis, Fun Runs, Cheer o TWilight Movies at the Parks o October Fest o Angel Toy Party o Parties -Birthdays, Anniversaries, Reunions, etc. o Facility Rental for Receptions, Showers, Special Events, etc 8/20/2014 ACENDA I TEM# I C SEPTEMBER22, 20 14 4 , II '" Ill 8/20/2014 AGENOA ITEM# IC SEPTEMBE R 22,2014 5 CITY SPONSORED EVENTS • Shalcespeare in tl1e Park Wild W011ders • Bowl Basil • Mid-Week Market • Movies in the Parks • Family Fun Day/Campout Easte 1· Egg Hunt • AngelTI·ee Tr ee Lighting ADMINISTRATION ~ Pcrfo ml<~d ministr,ltivc and o pe ra t io na l duties • Prov ide cu s to m er s~r vi ce to residents, cu~tomer s, and visitors • rie ld ques tio n s abo ut Parl<s a nd Recreatio n iss u es p lu s oth er Ci ty con ce rn s • Ma n age resid e nts and customers requb ts for Special F.ve n ts -Reservations/Re n t ~ Is • Sped i!l Even Is - • r ac ili ty Re ntal s • l'rog rn m Rcgist rdl ion· • City-wid e speci al eve nt s -Cha rity fun runs, Culha n e'5 St PJt's Duy Par ty, film i ng mov il·s - • Coll ect fee s, issu e r eceipts and make d ep os it s fo r puym ents; pre p are d ocuments fo r departnu~nt a udit Inventory s upp lies, make purch ases a n d track s pe nd ing fo r the d cpat tme n t a nd committee Coordinate with o the r d e partm e nts in p repara t ion o f even ts; ove rsee Pul>l ic Wotl<s employees during e ve n ts Actively ad rninis t<:t the a ft er sch ool p rogr.un in t h ~> ab~c n ce o f t he Cen tcr Coonlinators • Active ly adminis te r eve n ts dt co mmunity cente r in absen ce o f the Ccntc t Coord in at or • (O ag football , Eeg hunt, fun run, Oc tober Fest, e tc) • Maintain wcl>~ite, fa ccuook a n d d epartmcut <:al endat • P•c pa re m edi~ t cl ~a~cs, flye rs and n ewslette r a r tidrs 8/20/2 014 AGENDA ITEM# I C SEI'TEM BER 22,201 4 6 Responsibilities The In fo rmati on Technology Department prov ides technology services to al l City depa rtments. These services include: Ad min istration o f the City's appli cation, data ba se, e mail, web, and fil e servers; Design and mru ntc nance of the local and wide area netwo rks that connect the City offi ces a nd plants; Suppott of a ll workstati o ns, laptops, tablets, pri nters, copi ers, cameras, and telephone sys tems; Evaluati on a nd acq uisitio n of all IT assets used throughout th e City. ATTACHM ENT D 8/20/2014 AGENDA ITEM# IC SEPT EMBER 22, 20 14 1 2015 IT Budget o Total Budget • Operating • Salaries and Benefits • Ma intenance and Repairs • Val'io u s operati ng expenses o Capital • Phone System • Laptops for Public Safety • Email Server upgrade • Various serve r, radio and vi deo equipment. ~ $822,706 $599,206 $292,076 $198,130 $109,000 $233·500 $102,500 $32,500 $25,000 $73.500 Ten Year IT Capital Expenditure Plan lnformllltJo,lcchnolog~ 001-1011..S1G-GCO~ SQhoduflof CapltatOullly ·tO Y•w CIP 8/20/2014 AGEN DA ITEM# IC SEPTEM BER 22,20 14 ~•pbl Outler Pmr!pl lon On• SOlution .Application New Phono S~stem h.,4 h .u ~-~~ b-n b-l• ~-l• II'Y-N h·21 ~:ll ~.Z3 14.5.000 141,000 >00,000 J O)'.~ so.cco Sarv.,ReplaC41ml nta $,000 C),((JO •~.coo 40,000 65,()(10 10,000 10,000 ·~coo IS.CCO 7l,OOO Na tworkR•ph:sum•nl l I Upgrtdtl Sft'lr(hu.UrtwtH,floutef1 MOO u.ooo 24,000 )0,000 00,()(10 C4,000 50.000 so, coo 55,..0 ,,,000 o .. ktopComp uter RtpiiCCI I'nO"'' \'/61'\.illlltlollt.ltpl41' .. 1•blal.l 17.CC0 n.sto 10,000 10,000 J O,OOO 10,000 10,000 >0.000 ll)p;(l .o.ooo Softw.ataUpgr1d11 Oftlct.SQ\,AMAQ.Ad* n.cco IO,COO >0.000 40.CCO U ,OOO 20.CCO Copter Repfu:mMnt 10,000 10,000 10,000 )0,000 10,000 To tti 107))00 J Jl._CCO 150.CCO 114,000 17$,<>00 IOO,COO l!IO))CO lOO,CIOO >00,000 2<10,000 2 8/20/2014 AGENDA ITEM #I C SEPTEMBEI~ 22,2014 Major Information Technology Programs U New Phone System ~-=­ • Moving to a digital phone system for City Hall, Police, Public Works, and many of the Water Plants W ill replace a PBX in the PD that is o u t of capacity Major Information Technology Programs SunGard One Solution Mieration • CUrrently installing the One Solution product for Community applications: Code Enforcement, Building Permits, Business Licensing • No capital expenditure in 2014-2015 • P lans are to migrate Finance in 2015-2016 3 ATTACHMENT E ~~ ----~~~~ ~ Administrative Budget General Fund o City Clerk o City Manager o Finance and Accounting o Information Technology o Human Resources o Legal Counsel o Total $288,265 230,244 906,827 822,706 194,531 J32.000 $2,S74,573 8/20/2014 AGENDA ITEM ll l C SEI•TEMDER 22,2014 1 ~ Resource Allocation • Personal Services o Operating Expenses o Capital Outlay c Transfers o 'fotal Major Items ~ncluded " Clel'k • Election Expenses • Printing <md Publications o Finance &Adminisn·ation Q Audit o Postage • Printing t Infol·mation Technology • Communications • Maintenance Contracts and Repairs • Computers and related equipment o Phone System o Server s <> Legal Set·vices $1,685,53s 659,sss 229,450 0 8/20/2014 AGENDA ITEM# IC SEPTEMBER 22,2014 2 General Government J General Government Building Maintenance o Convention Development Half Cent Sales Tax ' Debt Service o Grant Funds -Miscellaneous o Capital Project Fund c Total General Government o Non Departmental o Insurance -General Liability o Repair and Utilities -Buildings o Non-Utility Billing postage c Building Maintenance o Custodial Services ~" Convention Development Tax fund o Thansfer to Marsh Master Plan o Debt Service Fund -CLOSED o Misce]Ja neous Grant Fund -CILOSJED $229,181 206,525 85,ooo 1,090,000 0 0 345·000 $4,535,705 133,000 44,000 20,000 so,ooo 8s,ooo 8/20/2014 ACI!:NDA I TEM IJ I C SEPTEMOER 22,201 4 3 General Government o Half Cent Sales Tax Fund • Street Resurfacing • City Hall Parking Lot Lights o Sturdivant Sidewalks • Seminole Road Streetscape o Russell Park Renovation o Howell Park Parking Lot o Donner park playground lights • Bull Park Playground Equipment o Transfer to Storm Water Utility • Total Capital Project Fund 8o,ooo 10,000 130,000 250,000 250,000 25,000 10,000 75,000 260.000 $1,090,000 J Public Safety Building Marsh Master Plan $2,600,000 • Two Overlooks and Kayak Launch ~ Marsh Plan Contingency '' 'fotal 300,000 25,000 8/20/2014 AGENDA IT EM# I C SEPTEM BER 22,2014 4