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8-17-15 Budget Workshop Minutes MINUTES OF THE BUDGET WORKSHOP OF ATLANTIC BEACH CITY COMMISSION HELD IN COMMISSION CHAMBERS ON MONDAY,AUGUST 17,2015 AT 5:00 PM. City Commission Members present: Carolyn Woods, Mayor Mark Beckenbach, Mayor Pro Tern 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 Cathy Berry, Human Resources Director Keith Randich, IT Director Timmy Johnson, Recreation Programs and Special Events Director Michael Deal, Chief of Police Victor Gualillo, Police Commander Jeremy Hubsch, Building and Zoning Director Dan Arlington, Building Official Donna L. Bartle, City Clerk Call to Order The meeting was called to order at 5:03 p.m. by Mayor Woods. She gave an overview of the previous budget meeting on August 12. Courtesy of the Floor to Visitors Courtesy of the Floor to Visitors was taken out of sequence and acted on at this time. Mayor Woods opened the floor to visitors. Chris Jorgensen, 92 W. 3rd Street, stated he views the City as a profit making business and as a model city for other cities to imitate due to our quality of life from our parks and recreation. He also discussed the Bennett property. Michael Bruce, 2313 Ocean Forest Dr. W., thanked everyone for what they do, stating he is appreciative as a citizen. He stated he is a member of the concerned citizens of Atlantic Beach regarding the widening of Seminole Rd., with or without four bike paths, with or without the result of Hanna Park being opened. He stated they raised over 230 signatures to encourage the TPO not to bring additional bike traffic down Seminole Rd. He stated Steven Tocknell, as a member of the East Coast Greenway and as a representative, has written to the TPO that he would prefer a path that sticks with what we currently have (a map of which he distributed to the Commission). He stated, both from the standpoint of the TOP recognizing their concerns and the East Coast Greenway, he believes there is a significant reason not to increase and add four ft. lanes on either side. He thanked them for the wisdom they showed in the last meeting and wanted to reaffirm that by putting this in the record. Kirk Hansen, 2393 Ocean Breeze Ct., stated he is pleased that the 4 ft. extensions to Seminole Rd. don't appear to be a good option. He stated that leaves the 8 ft. ped paths like they have from Ocean Walk to 20th St. and extending those. He stated although the City has a 100 ft. right-of-way and has Minutes—City Commission Budget Workshop August 17,2015 Page 2 every right to exercise that right-of-way and cut into those front yards, you have to ask yourself is that the right thing to do aesthetically for Seminole Rd. and are we really gaining anything by doing so. He suggested that they give more thought to it and asked what is the problem they are solving and is it really a problem and will there be other unintended consequences to that. No one else from the audience spoke so the Mayor closed the floor to visitors. Administrative City Manager Nelson Van Liere showed slides of the departments' budgets, explaining the major items included. He further explained the General Government accounts, comparing the current year to next year, and the Miscellaneous Items including Health Insurance and General Liability Insurance. General Government IT Director Keith Randich gave a presentation on Information Technology showing slides on the Accomplishments in 2014-15. He stated they completed the migration to SunGard's ONESolution Community application, which was a multi-year project that started about three years ago. He stated they installed a new video management system for the Police Department; have upgraded the City Email server and software, giving the City Clerk the ability to search the archive server for records requests related to emails; are setting up the Co-location Site for the City's Emergency Preparedness program and are beginning the installation of a new City phone system in City Hall. He stated the plans for 2015 —2016 include completing the installation of the new City phone system in the Police Department and at Public Works; completing the set up of the City's Co-location Site for email and phones; replacing the City's file servers; and involvement with the Police building construction in moving the phones and data to ensure they have connectivity throughout that project. He explained what's not in the Budget this year is the ONESolution— Finance application which was the next step of that multi-year project. He stated they decided to put off the installation of the Finance application for another year, which will defer over $300,00 in capital and over $50,000 in operating costs out of the 2015-16 Budget into the following year. He further reported on the ONESolution application, stating they have put a lot of time and effort in that and wished they had a sterling report to give today. He stated, however, it didn't really turn out to our level of expectation. He explained they began the installation of this project in July 2014 and were installing software modules for Code Enforcement, Building Permits and Business Licenses. He stated the project took a tremendous amount of staff time for conversion, training and subsequent troubleshooting. He stated the troubleshooting was not something they were counting on having to dedicate their time to. He stated after SunGard put in changes to the reports, the Code Enforcement and Building Permit portions of the application are running pretty good. He stated the Business License portion of the application is not doing well and they meet on a weekly basis with SunGard to go over the outstanding problems and issues and get an idea of what their plans are for remedying these situations. He stated in February 2015, Mr. Van Liere and he met with the SunGard Vice President to go over the application and to see what his plans were for going forward. He stated by June, SunGard announced they were discontinuing this application and bought their closest competitor and their product. He stated the company is called CRW and this product will be repackaged as a Minutes—City Commission Budget Workshop August 17,2015 Page 3 SunGard ONESolution product going forward. He stated in the next year, when we receive upgrades from SunGard for this product they will be installing this CRW product and we will run off of that product going forward. He stated SunGard didn't have the confidence in their development staff to take this product and make it right so they went out and bought something that was already very successful and are going to make it their own going forward. He stated we are looking to have that done in the next year, which is why they decided to put off the Finance application for another year. He answered questions from the Commission. Commissioner Hill stated he would like to see that company help with the data input for the conversion and would like a report back on how that conversation goes. Discussion ensued. Commissioner Hill asked if there might be an intern opportunity for messaging out to the citizens. Discussion ensued. Parks and Recreation Recreation Programs and Special Events Director Timmy Johnson stated his budget is primarily the same as last year but there is a line item added for senior programs to take place at the Baker Center, which he explained. He answered questions from the Commission about the senior programs. He stated there is also an increase for the Recreation Committee under Discretionary Advertising for a FACE program, which is a character building program that would take place at one of the schools. He stated the Recreation Committee, which consists of 9 members, is responsible for putting on programs as well the oversight of funds to outside agencies. He showed a slide of the various programs for 2015, as follows: Acoustic Nights, After School Program, Art Exhibit/Reception, Art Walk, Artisan's Faire, Arts in the Park, Bowl Bash, Clothing Drive, Cooking Classes, Dance/Fitness Programs, Family Campout, Flag Football, Egg Hunt, Habitat Education Program, October Festival, Public Computers, Seniors Program, Shakespeare in the Park, Songwriters Concert, Summer Camp, Tennis, Tennis Tournaments, Teens Program, Toy Party, Tree Lighting, Twilight Movies in the Park, and Wild Wonders. He explained the Contracts for 2015 are with Atlantic Beach Athletic Association (ABAA), Atlantic Beach Elementary School,Atlantic Beach Experimental Theatre (ABET), Tennis Pro and Habitat. He further stated they have three Community Centers that they rent out to the public as well as assist the public with their private events such as Weddings, Camping, Fires on the Beach, rental of the pavilions, fun runs, etc. He answered questions from the Commission. He showed a slide of the Funding To Outside Organizations, as follows: • Atlantic Beach Elementary School - $15,500/$5,820(grass cutting) • Beaches Fine Arts - $3,000 • Beaches Resource Center- $2,000 • Dial-A-Ride - $1,500 • Fitness and Character Education, Inc - $2,500 • Mayport Middle School - $13,000 • Total: $43,320 Minutes—City Commission Budget Workshop August 17,2015 Page 4 Mr. Johnson answered additional questions from the Commission. Public Safety Chief Michael Deal thanked the Commission for their support of him and his department. He gave a slide presentation on the Goals & Strategies of the Police Department, explaining each, including instituting a Community-Oriented Policing Approach; finalizing and implementing a plan for expansion and renovation of the Police Building; working toward Law Enforcement Accreditation; focusing on pedestrian and bicycle safety; developing a succession plan; remaining competitive in pay and benefits for recruitment and retention of staff; instituting regular communication with JFRD; developing a Social Media Platform for community outreach; and actions to continue updating and working on Emergency Preparedness. Chief Deal and Commander Gualillo answered questions regarding Emergency Preparedness. Discussion ensued. He showed a slide of the Public Safety Budget stating the Total Budget was $ 5,813,259, which included Police Services - $4,357,754; Lifeguards - $227,901; Fire Rescue - $1,113,554; Capital purchases - $164,600 for three marked patrol vehicles - $127,000, eight Laptop Computers - $25,600, and Department&FTO Training Program Software - $12,000. He stated the FY 2015 Grants came from the JAG grant — $63,150, which will be used for one full time COPs officer (partial salary only - $21,150) and one full time Crime Suppression Unit (CSU) Detective(salary only- $42,000). He answered questions from the Commission. He explained Police Training Fund of$25,000 will come from the restricted funding from a surcharge on traffic citations dedicated for police training and Regional Training Funds that are allocated by the JSO for the entire region to host classes at the academy. He stated all training in FY 2015 was funded by these two restricted accounts and no General Fund dollars were budgeted in 2016 for police training. He explained the Radio Communications Fund of$14,000 is from restricted funds from a surcharge on traffic citations which may be used for radio airtime, laptop airtime, and other related emergency communications expenses. He stated it represents about 16% of the total communications budget of $89,700. He stated they have allocated a budget for the Forfeiture Funds of$5,050 which comes from seized money and other assets that have been used in the commission of a felony crime. He stated the most common source is from drug cases and the revenue is very difficult to predict. He explained the expenditures are very restricted and cannot be used for personnel or other normal operating expenses. He stated the Sworn Staff total 28, including the Chief of Police / Director of Public Safety, 2 Commanders, 2 Lieutenants, 6 Sergeants and 17 Officers. There are 15 Civilian Staff, including the Support Services Manager, Administrative Assistant, Records Clerk, Purchasing Clerk, Property & Evidence Custodian, Emergency Communications Supervisor, 5 Emergency Communications Operators, 2 Animal Control Officers, and 2 School Crossing Guards. He stated all of the positions are full-time except for the School Crossing Guards which are part-time positions. Minutes—City Commission Budget Workshop August 17,2015 Page 5 He stated the Patrol Division, led by Commander Gualillo, is in charge of Patrol, Community-Oriented Policing Unit, Department-wide Training, Field Training Officer Program, Emergency Management, Special Events, and SWAT. He stated the Support Services Division, led by Commander Tiffany Layton, includes General Investigations Unit, Crime Suppression Unit, Accreditation, IT Support, Emergency Communications, Records, Purchasing, Property& Evidence, and Social Media. He reported on the Crime Statistics stating the index crimes have gone down from 2013. He also showed slides of the Crime Rate Comparison Per Capita and the Performance Statistics. He stated the Lifeguards are staffed from Memorial Day through Labor Day. The beach is staffed 7 days per week. Monday — Friday it is staffed with 8 towers from loam — 5pm. Saturdays and Sundays are staffed with 9 towers from loam — 5:30pm. He stated the only exceptions are in inclement weather. Weekend staffing begins in March and continues through the end of September. He explained the Junior Lifeguard Program, which was implemented in 2015. He further explained the Fire/Rescue Services stating the Fire and Emergency Medical Services in Atlantic Beach are provided through a contract between the City of Atlantic Beach and the City of Jacksonville. He stated Atlantic Beach provides facilities and funding to Jacksonville, and Jacksonville staffs the Atlantic Beach Fire Station. He stated the agreement provides for an Advance Life Support (ALS) level of emergency medical care for citizens, and the department members continue to provide tours, blood pressure checks, and community services as requested. He showed a slide on the Fire/Rescue Services-Alarms- Response Times. He explained the Citizen Police Academy (CPA) stating it is a 12-week program that meets one evening per week (2-3 hours) and one Saturday. 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 and SWAT. He stated they have completed the 3`d CPA class and now have approximately 68 citizens who have attended our Citizens Police Academy. He stated they also have a thriving CPA Alumni Group. He stated Class 4 is scheduled for next year. Building, Planning and Zoning Building and Zoning Director Jeremy Hubsch gave a review of the Building, Code Enforcement and Planning and Zoning Departments. He explained the staffing in the Building and Zoning Department includes the Building and Zoning Director, a Building Official, a Senior Building Inspector, a Code Enforcement Officer, a Planner, an Administrative Assistant and 2 Building Permit Clerks. He explained the Enterprise Fund Concept stating the Building Department permit fees can only pay for activities related to enforcement of the Florida Building Code. He stated the Building Department has been doing well revenue-wise and have not had to tap into the General Fund as they have had to in the past. Mr. Van Liere answered questions about transferring money to the General Fund. Minutes—City Commission Budget Workshop August 17,2015 Page 6 He showed slides on 2015/16 Revenue Projections, Construction Trends and 2015/16 Proposed Expenses with Total Expenses projected at $457,868. He stated in recent years, the department has not spent its entire projected expense budget and has rolled excess cash into the operating cash fund which has a current cash balance of around $350,000 and they will probably roll another $80,000- 100,000 into it this year. He showed charts of the Building Department Expenditures and Revenue, the Construction Value in Atlantic Beach, and the Building Department Permits and Inspections. Mr. Hubsch introduced Building Official Dan Arlington and Mr. Arlington explained his position. Mr. Hubsch explained the Planning Department Trends for 2014/2015 including the Atlantic Beach Country Club and 201 Mayport permitting, construction, development, and platting; setting up and funding a study for the creation of a Community Redevelopment Agency (CRA) for the Mayport Road Corridor; and rewriting the City's Tree Ordinance. He stated they applied for and received three grants: $25k CRA, $10k Tree Management Plan, and $650k CDBG, which is still contingent on Jacksonville's approval. He further stated they joined the Florida League of Cities Economic Development and Growth Management Committee; participated in the North Florida TPO Beaches Bike/Pedestrian Study; will be doing a lot of staff work with the CRA Study Team and will create a Technical Advisory Committee; will be working on a Tree Management Plan and a comprehensive planting program once the Tree Management Plan is complete; and will be applying for Tree City USA Designation. He explained the Planning and Zoning Expenses for 2014/2015 were $250,710 which included $92,000 for the CRA study. He stated in 2015/2016 they have projected expenses to be $149,364. He answered questions from the Commission. Discussion ensued. He showed a slide of the Tree Fund Revenue stating the balance is $20,806. He also showed a slide on the comparison of Tree Removal Permit results since the City revised its Tree Code in May 2015. Discussion ensued. Mr. Hubsch discussed Code Enforcement stating the Department is funded through the General Fund. He stated they have a new Code Enforcement Officer, John Markee, who started in May 2015. He stated the projected expenses are lower this year due to the period where we didn't have a Code Enforcement Officer. He answered questions from the Commission. Follow-Up Topics Mr. Van Liere stated the budget is balanced and believes it meets the strategic initiatives. He stated they have kept the same millage rate, have raises for the employees, and are delivering the same or better level of service as the prior years. He stated there are four major projects that will be under construction this year including Seminole Road, the Police Building, Francis Street and the CRA. He asked if there was anything in this budget that the Commission doesn't want to have in it or if there was anything they would like to add, so they can put together a schedule of changes. Minutes—City Commission Budget Workshop August 17,2015 Page 7 Commissioner Daugherty stated he would like to see a budgeted number for paving the parking area at Rose Park. Mr. Van Liere stated when they spoke about this at the last meeting it was suggested that maybe it just needs an apron when you pull in and out and drive up the little hill for starters to see how that works. Commissioner Daugherty also suggested some kind of pedestrian path along Main Street and a sidewalk from Main Street to Tideviews to complete that path. Mayor Woods stated she thought during their discussion that it was a major change to widen the road. Commissioner Daugherty further discussed opening up that section of Tideviews through the Bennett property stating he would like to put in $250,000 for the acquisition of the property through a short sale. Mr. Van Liere stated that is not an item to include in the budget at this time but if a deal is put together, they can bring it to the Commission and if they are interested, they can do a mid-year budget modification. Commissioner Hill asked what the Marsh path is now. Mr. Van Liere stated they are talking about the road from where it leaves shore out to the island and putting the boardwalk that goes along side of it to separate the people from the cars and redoing the road. Commissioner Hill stated he would like to see an actual line item to get bike racks from the end zone areas of the beach accesses. Mr. Van Liere stated they just did five of them. He stated he asked for that last year and they put some money in there and they are doing it. Discussion ensued. Commissioner Beckenbach asked if they are doing anything about the soccer field at Russell Park. He asked if there is going to be some kind of irrigation there. Mr. Van Liere stated they have $160,000 in the budget for park improvements and it is flexible to do with it what they want and irrigation is on the list. Mr. Layton stated they just submitted a grant request for both the sod and irrigation and lights on the basketball court. Discussion ensued. Mayor Woods stated she believes staff has done a really good job in understanding the community and knowing what they are looking for and complimented them for their hard work. Mr. Van Liere thanked staff also, stating everyone has worked hard on this, complimenting the new Finance Director, Russell Caffey, specifically. Courtesy of the Floor to Visitors This item was taken out of sequence and acted on earlier in the meeting. Adjourn There being no further discussion by the City Commission, the Mayor declared the meeting adjourned at 7:55 p.m. oca Carolyn Woods Mayor /4/1,42et (tA4MJee Donna L. Bartle, CMC City Clerk