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8-12-15 Budget Workshop Minutes MINUTES OF THE BUDGET WORKSHOP OF ATLANTIC BEACH CITY COMMISSION HELD IN COMMISSION CHAMBERS ON WEDNESDAY,AUGUST 12,2015 AT 5:00 PM City Commission Members present: Carolyn Woods, Mayor Mark Beckenbach,Mayor Pro Tem Jonathan Daugherty, Commissioner Jimmy Hill, Commissioner Maria Mark, Commissioner Staff present: Nelson Van Liere, City Manager Russell Caffey, Finance Director Doug Layton, Public Works Director Kayle Moore,Deputy Public Works Director Donna L. Bartle, City Clerk Call to Order The meeting was called to order at 5:06 p.m. by Mayor Woods. Introduction City Manager Nelson Van Liere stated an Annual Operating Budget is one of the City's most important work products that a City Manager is tasked with. He explained this document gives the City Officials the authority to collect revenues and pay the expenses. It allocates the resources among departments in line with the Commission's priorities and policies by setting limits on how much each department can spend. He distributed copies of the slides for his introduction presentation, copies of the Public Works presentation and the proposed City of Atlantic Beach Annual Operating Budget 2016. He introduced Public Works Director Doug Layton, Deputy Public Works Director Kayle Moore and Finance Director Russell Caffey. Mr. Van Liere gave a slide presentation on the Agenda and Introduction, the Budget Policy and Highlights, the 2015 Strategic Priorities Summary, the 2016 Strategic Priorities Summary, the Revenue Overview and Summary, and Expense Overview. Discussion ensued regarding the Seminole Road project. Mr. Van Liere discussed the available cash balances and the Personnel Services summary. Discussion ensued. Mr. Van Liere distributed a handout prepared by the Actuary for the General and Police Retirement showing the 15-year projection of annual required contribution and actuarial accrued liability. He explained the total unfunded liability on the General stops after 2023 and the contribution drops down to $180,000 by 2026. He stated this is due to the plan being closed and the Actuary forcing us to accelerate the amortization of that liability over this short period of time. He stated closing the plan hurt up front, but for the long term, if the schedule plays out it is taken care of in the future. Discussion ensued. He showed a slide and discussed the Operating Costs, including the Fire/Rescue contract, the Sanitation contract, Fleet Maintenance contract and various point repair contractors. Discussion ensued. Minutes—City Commission Budget Workshop August 12,2015 Page 2 He showed the various capital improvements projects, discussing each and stated Mr. Layton would go into further detail on the major projects. He also pointed out the various equipment purchases proposed for this year's budget. He showed a slide of the General Fund Revenue Diversification and answered questions from the Commission. He also showed slides of the Ad Valorem Assessment Rolls, proposed millages for Atlantic Beach and surrounding communities, the General Fund Expense Distribution, General Fund Revenues by Type and Total Expenses, a graph projecting payroll, operating expenses and some capital expenses in the General Fund. Mr. Van Liere explained they had planned to do computer IT upgrades which would have cost $300,000-$400,000, but there has been a problem with the software company and they postponed that. He stated in 2017 if they go ahead with that project they would use some fund balance to do that. He stated they are getting feedback from some software vendors that there might be other products out there that they can make that hump go away and not have to do that and go in a different direction. Commissioner Mark asked if the conversion has been tabled or should they wait and let Mr. Randich talk about that. Mr. Van Liere stated they will discuss that issue on Monday. Mr. Van Liere also showed a slide of other topics to discuss for the budget, including a running trail in Jordan Park, Ped Path on Selva Marina Drive median, Seminole Road north of 5 points bike lanes, Shore Preservation, Tree Trimming on Selva Marina Drive, Pickleball, Upgrading Crosswalk Signals, Grant Writing Services, Rose Park Parking Lot, Bike Lanes on Main Street, and ABAA Baseball field reconstruction. Discussion ensued on the grant writing services and the bike lanes on Main Street. Departmental Presentations: Public Works Public Works Director Doug Layton gave a presentation on the Public Works Department showing slides of what Public Works does, including an organizational chart showing how the Public Works and Public Utilities Departments have integrated. He introduced Kayle Moore, explaining to the Commission Mr. Moore's background. He explained their primary responsibilities include water, sewer, streets, rights-of-way, parks, facilities, stormwater, sanitation and fleet maintenance, construction administration; NPDES, MS4, EPA, and SJWMD Permits; commercial and residential plan review; ROW permits; and stormwater utility fee calculations. He listed the facilities maintained by Public Works including: 57 miles of paved streets and rights-of-way; 54 City buildings (30 sewer lift stations); 5 treatment plants; 6 stormwater treatment ponds; 232 miles of water, stormwater & sewer pipe; 14.4 miles of stormwater ditches and swales; 1 stormwater pump station (shared with Neptune Beach); 104,000 LF sidewalk & 8' multi-purpose paths; 15 Parks (6 active, 6 passive, 3 preserves); and 1.6 miles of beach. He further showed slides on the Utility Service Area and the Utilities 2015 Flow listing the design capacity and actual flow. Mr. Layton further presented the Public Works Budget, stating the total is $7,109,127, showing a slide of the breakdown. He also broke out the Utilities Budget which had a total of$9,672,180. He showed slides of the Capital items for the next year which included Water, Sewer and other Capital items and explained each item. He answered questions from the Commission. Discussion ensued. Minutes—City Commission Budget Workshop August 12,2015 Page 3 He showed a slide with a Map of the Jasmine St. Pond and explained how the design could be part of the Marsh Master Plan Project 2016 without buying the Bennett property. Discussion ensued. Following discussion, Mr. Layton stated he believes what he is hearing from the Commission is to go ahead with the design, look at it with eyes toward connecting to around the lift station at the Bennett property and look at parking in more than one spot and bring some alternatives back at 30%. He stated he has shown this sketch to North Florida Land Trust and they didn't have any problem with it. (Commissioner Daugherty left the meeting at 7:23 p.m. and returned at 7:25 p.m.) Mr. Layton explained the Resurfacing Program stating the FY 15/16 budget is $340,000. He stated the Citywide overall condition hasn't been rerated for all the streets for about three years and it will be time to do it again this year. He stated he believes the Index is staying about the same and they did finish all paving this year in the program. He showed a map of the streets that have been resurfaced since 2005 and a chart showing the streets that will be a probable for resurfacing for 2015-2016 should the budget be approved, as well as the streets next in line for resurfacing, as shown below: Streets probable for resurfacing if budget approved: Street Starting Point Ending Point OCI Seminole Road 18th Street Turn Around 51.67 Seminole Road 5 Points 18th Street 52.08 Sturdivant Avenue Sherry Drive Seminole Road 51.25 Ocean Walk Dr.N. Oceanwalk Dr. W. Oceanforest Dr.N. 51.67 Hibiscus Street Dead End Levy Road 52.92 Parkside Drive 11th Street Plaza Drive 52.92 Streets next in line for resurfacing: Ocean Blvd. 10th Street 13th Street 52.92 Plaza Drive Ocean Blvd. East Coast Drive 53.33 Begonia Street West 1st street Dead End 53.33 West 14th Street Orchid Street Mayport Road 53.33 5th Street East Coast Drive Ocean Blvd. 53.75 Brista De Mar Cir. 20th Street 20th Street 54.58 Sea Oats Drive Saturiba 19th Street 55.00 Mr. Layton discussed the Seminole Bike Lanes showing a slide of the segments it was divided into by the consultant. He explained the reasons for the differences in cost for each segment. Discussion ensued. He answered questions from the Commission. Mr. Van Liere stated the reason they wanted to have this discussion is because they are about to pave Seminole Road from one end to the other so if the Commission wants to rule out the bike lanes once and for all Mr. Layton can go pave the road. Mr. Layton stated this is just resurfacing the road. He stated that was why he had this study done; since he had heard the Commission talking about it, it made sense to find out what the real numbers were. Further discussion ensued. Mr. Layton stated this is not in the budget and they are not planning to do it at this point. Minutes—City Commission Budget Workshop August 12,2015 Page 4 Mr. Layton briefed the Commission on the following, stating they incorporated Utilities into Public Works in 2015; they will have new income primarily from the additional water, sewer, reuse, & sanitation services for homes in Atlantic Beach Country Club; the Statewide trend is toward stricter requirements for stormwater utility discharge (NPDES & MS4); and they have begun a 2-year Public Works Department accreditation process confirming 500-600 standard operating procedures for the department, after which they will have peers from other cities who will review their procedures. He also showed revenue vs. income charts on Storm Water Utility, Gas Tax Fund, and the Sanitation Fund. He stated what he got from the Commission was a general consensus to move forward to 30% with some options on the Jasmine Rd. park and nothing else. Commissioner Daugherty stated he knows they want to do something over there but he believes until they have people utilizing what's there, they shouldn't be building something else, especially something that is so far out of site from the entrance to the park. He stated he would like to focus more on connectivity and getting people to the park and making the park more accessible to people, instead of creating more things within the park. Mayor Woods stated that is connecting that neighborhood directly to the paths. Further discussion ensued. Mr. Van Liere stated the biggest project is the road out to Dutton Island and it hasn't been bid out. He stated he would like to see those bids come in before they take another piece of the money and use it for something else first. Courtesy of the Floor to Visitors Mayor Woods opened the Courtesy of the Floor to Visitors. Chris Jorgensen, 92 W. 3rd St., stated he would like to see a sidewalk at Club Drive. Stated he would have liked to have seen the financial report on the website. No one else from the audience spoke so Mayor Woods closed the Courtesy of the Floor to Visitors. Commissioner Daugherty stated he would like to have an overview of what the City's debt is at the next meeting. Mr. Van Liere stated he could give them that right now. He stated it is utility debt and is being paid down over their useful life. He stated a big piece of that only has 10 years left. He stated there is $21,600,000 outstanding,which is principal and interest. Adjourn There being no further discussion by the City Commission,the Mayor declared the meeting adjourned at 8:09 p.m. C4 '4P Carolyn Woods de41414, 14,* Mayor Donna L. Bartle, CMC City Clerk