Item 4A - Reports ReceivedAGENDA ITEM #4A
City of Atlantic Beach MARCH 14, 2016
FINANCIAL REPORT
January 2016
Cash Balances
Prior Current Dollar Percent
Fund(s) 12/31/15 01/31/16 Change Change
General $ 9,919,435 $ 9,650,052 $ (269,383} -2.72%
Tree Replacement 18,955 18,955 0.00%
Convention Development Tax 113,310 105,421 (7,889} -6.96%
Local Option Gas Tax 241,830 264,304 22,474 9.29%
Better Jax 1/2 Cent Sales Tax 464,661 479,140 14,480 3.12%
Police Training, Forfeiture, Grants, etc. 75,881 58,283 (17,598) -23.19%
Capital Projects 2,957,432 3,005,244 47,812 1.62%
Utility 5,561 '108 5,797,502 236,394 4.25%
Sanitation 421,674 434,231 12,557 2.98%
Building Code Enforcement 428,991 442,125 13,134 3.06%
Storm Water 1,633,866 1,665,224 31,358 1.92%
Pension -Police 98,591 112,387 13,796 0.00%
Pension -General 22,548 34,215 11,667 51.74%
Total $ 21,958,283 $ 22,067,083 $ 108,800 0.50%
Total Restricted Cash 7,132,571
Total Unrestricted Cash $14,934,512
Cash and Investments
Prior Current Dollar Percent
Account 12/31/15 01/31/16 Change Change
Bank of America -Depository $ 6,188,986 $ 6,289,791 $ 100,805 1.63%
Delaware Limited-Term Diversified Inc A 2,480,673 2,498,661 17,988 0.73%
Global X Gold Explorers ETF 4,163,128 4,157,229 (5,900) -0.14%
lnvesco Floating Rate A 710,205 700,465 (9,739) -1.37%
Voya Short Term Bond Fund Class A 4,150,280 4,155,844 5,564 0.13%
MSSB Money Market/Cash 4,239,035 4,239,106 72 0.00%
SBA -Florida Prime 22,827 22,837 9 0.04%
Cash on Hand 3,150 3,150 0.00%
Subtotal $ 21,958,283 $ 22,067,083 $ 108,800 0.50%
Police Pension Investments $ 8,829,177 $ 8,840,464 $ 11,286 0.13%
General Pension Investments 15,622,938 15,622,344 (594} 0.00%
Subtotal $ 24,452,115 $ 24,462,808 $ 10,692 0.04%
Total $ 46,410,398 $ 46,529,891 $ 119,492 0.26%
AGENDA ITEM #4A
MARCH 14, 2016
City of Atlantic Beach
FINANCIAL REPORT
January 2016
Revenues
Annual YTD YTD Dollar
Fund I (Footnote) Estimate Estimate Actual Variance
General $ 11,762,799 $ 3,920,792 $ 6,350,929 $ 2,430,137
Convention Development Tax 96,307 32,096 34,150 2,054
Local Option Gas Tax 461,611 153,868 157,841 3,973
Better Jax 1/2 Ct Sales Tax 790,128 263,372 246,931 (16,441)
Police Training, Forfeiture & Grants 89,150 29,708 15,104 (14,604)
Grants 650,000 216,664 (216,664)
Capital Projects 855,000 284,992 339,282 54,290
Utility 8,335,711 2,778,516 2,901,622 123,106
Sanitation 1,840,330 613,436 684,489 71,053
Building Code Enforcement 439,134 146,364 155,637 9,273
Storm Water 875,708 291,900 319,512 27,612
Pension -Police 1,530,544 510,176 295,309 (214,867)
Pension -General 2,336,217 778,736 431,893 (346,843)
Total $ 30,062,639 $ 10,020,620 $ 11,932,699 $ 1,912,079
Analysis of Major Variances
In general, the major variances are created when the actual funds received-to-date are
different from the percentage of the budget elapsed-to-date. Highlighted variance explanations
follow:
General Fund revenues show a net positive variance of $2,430,137. Most of this variance
is due to the timing of receipt of ad valorem taxes, the majority of which are received in
December.
Grant Funds reflected a negative variance of $216,664, Grant revenue is reimbursement
based, revenue will begin being collected in February.
Pension Funds reflected significant, negative variances this month, $214,867 and
$346,843, respectively, from the decreased value of investments.
Percent
Variance
61.98%
6.40%
2.58%
-6.24%
-49.16%
-100.00%
19.05%
4.43%
11.58%
6.34%
9.46%
-42.12%
-44.54%
19.08%
AGENDA ITEM# 4A
City of Atlantic Beach MARCH 14, 2016
FINANCIAL REPORT
January 2016
Expenses
Annual YTD YTD Dollar
Department Estimate Estimate Actual Variance
Governing Body $ 40,384 $ 13,448 $ 13,593 $ (145)
City Administration 2,544,554 848,032 867,022 (18,990)
General Government 587,118 195,636 132,864 62,772
Planning and Building 709,679 212,616 169,173 43,443
Public Safety 9,414,454 3,137,944 1,939,848 1,198,096
Recreation and Special Events 574,568 179,331 138,855 40,476
Public Works 8,491,734 2,830,324 1,677,815 1,152,509
Public Utilities 10,267,628 3,425,632 3,181,529 244,103
Pension -Police 621,607 207,180 203,386 3,794
Pension -General 986,941 328,968 580,784 {251,816}
Total $ 34,238,667 11,379,111 8,904,869 $2,474,242
Annual YTD YTD Dollar
Resource Allocation Estimate Estimate Actual Variance
Personnel Services $ 10,167,342 $ 3,398,226 $ 3,297,195 $ 101,031
Operating Expenses 11,473,400 3,802,198 3,115,489 686,709
Capital Outlay 8,985,830 2,974,695 392,720 2,581,975
Debt Service 1,964,401 654,784 1,533,550 (878,766)
Grants and Aids 36,820 12,268 28,955 (16,687)
Transfers 1,610,874 536,940 536 960 (20}
Total $ 34,238,667 $ 11,379,111 $ 8,904,869 $ 2,474,242
Analysis of Major Variances
In general, the major variances are a result of timing differences created between the percentage of budget
elapsed-to-date and actual expenditures. Highlighted variance explanations follow:
Public Safety had a positive variance of $1,198,096. Most of the variance is the result of the Public
Safety Building project-see Project Activity Schedule.
Public Works had a positive variance of $1,152,509. Most of the variance is the result of project activity
budgeted that has not been started/completed -see Project Activity Schedule.
Public Utilities had a positive $244,103 variance for the period. Most of the variance is the result of
project activity budgeted that has not been started/completed -see Project Activity Schedule
Pension-General shows a negative $251,816 variance for the period. In October, a large payout of
$207,381.11 was made to a former employee's beneficiary.
Operating Expenses had a positive variance of $686,709. Various contractual services make up
$649,128 of this balance. The largest contracts are the Fire Contract (COJ), Tipping Contract, and Road
Paving.
Capital Outlay had a positive variance of $2,581,975. Most of the capital and project expenditures occur
in the middle to latter part of the fiscal year-see Project Activity Schedule.
Debt Service reflects a negative variance of $878,766; this was the result of the largest Public Utility
debt service payment being made in October.
Percent
Variance
-1.08%
-2.24%
32.09%
20.43%
38.18%
22.57%
40.72%
7.13%
1.83%
-76.55%
21.74%
Percent
Variance
2.97%
18.06%
86.80%
-134.21%
-136.02%
0.00%
21.74%
AGENDA ITEM #4A
City of Atlantic Beach MARCH 14, 2016
FINANCIAL REPORT
January 2016
Project Activity-Current Year Activity Only
Project YTD YTD
Project Name Number Budget Actual Encumbrances Balance Status
Public Safety:
NEW POLICE BLDG-DES/CONST PS1501 3,026,667 66,881 67,086 2,892,700
$ 3,026,667 $ 66,881 $ 67,086 $ 2,892,700
Public Utilities:
INLINE VALVE INSTALLATION PU1404 16,355 16,253 102 D
EFFLUENT OUTFALL REPLCMT PU1408 2,625 2,625 I
WELL LOGGING-6 WELLS PU1501 130,000 130,000 s
UPDATE MODELS PU1502 23,442 9,598 13,844 I
EFF OUTFALL@ SHERMAN PT PU1504 320,000 320,000 I
WETWLL LINE-MIM COVE LS PU1505 13,954 13,954 (0) I
WETWELL LINE-FAIRWAYV LS PU1506 14,141 14,141 0 I
NORTH FENCE REPLACE WTP2 PU1601 10,000 10,000 E
SOFT STARTS -WTP1, 2 &3 PU1602 48,000 1,840 46,160 A
CHLORINE AUTO CONTROL VAL PU1603 31,000 1,189 29,811 A
CONTROL BUBBLER SYSTEM PU1604 15,000 574 14,426 A
REPLACE SEASPRAY H20 SERV PU1605 100,000 100,000 A
ATLANTIC WATER MAIN REPLA PU1606 100,000 100,000 E
SEWER SYSTEM REHAB SEAOAT PU1607 200,000 200,000 E
CONTROL PANEL LIFT STA WW PU1608 19,000 727 18,273 A
SOFTSTARTS LIFT ST. ABC&D PU1609 55,000 2,109 52,891 A
2 POINT REP. EFF GRAV ICW PU1610 30,000 30,000 E
PHORPHOROUS TREATMENT FAG PU1611 225,000 1,334 23,499 200,167 I
REPLACE DISKS KRUGER DISF PU1612 6,000 6,000 A
INFLUENT SCREENS (2) PU1613 20,000 768 19,232 A
REPLACE EFF PUMP #2 PU1614 50,000 1,916 48,084 A
REPLACE RAS PUMP & MOTOR PU1615 50,000 1,915 48,085 A
REPLAC INFLUENT PUMP WWTP PU1616 22,000 842 21 '158 A
Subtotal $ 1,501,517 $ 27,185 $ 179,944 $ 1,294,389
Parks Maintenance:
RUSSELL PK RENOVATION PM1501 233,180 34,074 26,394 172,712
DONNER PK PLAYGRND LIGHTS PM1503 6,500 6,146 354 E
BULL PK PLAYGRND EQUIPMT PM1504 35,000 5,300 29,700 I
DUTTON ISLE RD IMPROVMENT PM1505 25,000 24,620 380 E
Subtotal $ 299,680 $ 40,220 $ 56,314 $ 203,146
Public Works:
SAL TAIR/STURDIVAN SIDEWLK PW1406 32,090 2,080 2 30,008 I
SEMINOLE STREET SCAPE PW1407 976,974 25,614 1,359 950,001 D
Marsh Project Ped Path PW1408 56,504 7,378 49,126 1 I
SAL TAIR DRAINAGE UPGRADE PW1411 61,707 4,000 (2) 57,709 I
SE SEMINOLE RD DRAIN IMPR PW1412 650,000 650,000 D
BIKE RACKS & STREET LIGHT PW1501 6,789 6,789 I
FRANCIS AVE DRAINAGE IMPR PW1502 650,000 650,000 I
CH PARK LOT LIGHTS-LAST PW1504 9,554 9,554 (0) I
TOWNCENTER IMPR DECK & BR PW1601 40,000 40,000 E
VET PARK PLAYSET PW1602 40,000 40,000 E
Subtotal $ 2,523,618 $ 55,415 $ 50,485 $ 2,417,718
Total $ 7,351,482 $ 189,701 $ 353,828 $ 6,807,953
Status Key
A -Bid/RFP Advertised I -Project In-progress
B -Bid Awarded N -Complete/Non-Capital
C -Project Completed R -Re-budget Next Fiscal Year OR Re-Evaluated
D -Design Completed S -Staff Researching
DE -Deferred X-Project Cancelled
E-Design Phase
.. • -:~·_,.,...;Special Events
City-· Report
January 20l!
Events, Rentals, & Facilities
Featured Events in January Songwrite rs' Conce rt, Art Walk Rece ption
One Time Facility Renta ls Ade le Grage
Ba ke r Ce nter
Jo rdan
Spe cial Eve nts/Pe rmits ·~u u "·r.~ o n beach or parks
.~ ~ oavlli o n:, & Parks
Ca mping Dutto n
Beach ~·· c hair
..• T! ~!I!~ Other ·Ve t Pa rk, Sk, Na ture d ay, e t c
[-. ~ Party Block Pa rty, Pa rty In the pa rk
Fi res on t he b each
!Afte r School Progra m s Do n ner After Sc hooi Program
[Jo rda n Aft e r Schoo l Program
City Sponso red Events [Se n fo rs@ t h e Baker Cente r
I Son g w o !Le o ~· Com:en:
[Zu m ba @ Jorda n Park (4)
[Art Sh o w/Recep \.•v •
[AB ET -Childre n 's ')eifu , n ances
City Contract Programs [AB ET Perfo rma n ces
Te n n is oc """"'" Te nnis
Upc o ming Eve nts & Programs
In 'i'"'u• .. a•y [Su .. 11w""'"'" Conce rt
[Art Show & Exh ibi t w/ live demon strat ion
II of
resistratlo ns/ II of .................. ' occurrences
D !
15 22
1 1
2 2
2 2
1 1
12 18
0 0
1 1
1 1
14 14
35 4 weeks
1
4
1
0
5
AGEND A I TEM #4A
MARC H 14, 2016
II of sta ff/ vo l,
It of particip ants/ committee
a tte nd ees attended
74/135 4 t utors/1 staff
50 p e r day 6 t utors/1 s t aff
11 each t ime 1
62 0
8 p e r class 1
75 2
0 0
358 0
24/9 j rs 0
City of Atlantic Beach
M ajor Public Works Proj ects
FY15/16 -Status 3/3/16
Project Name Budget Project Activit y Notes
Utilities
Effluent Outfall Replacement $320,000 Design complete. DEP & ACOE permits received. This is replacement of the end of the beaches combined
Received final Permit from Coast Guard. effluent pipeline and is cost shared by the 3 beach Cities. The
bid was advertised on 3/2 with opening set on 3/30.
Atlantic Blvd Waterline Upgrade $100,000 Design only Waiting on water model comp letion
Update Water System Model $30,000 Initial model built. Calibration started. Hydrant field flow tests complete. Model in final ca libration
-
Well Logging-6 wells $130,000 Working with consultant to scope task. This is a down hole check of the structural integrity of our
drinking water wells and development of a well management
plan.
Replace Water Main on Seminole Rd. $700,000 Design underway-part of Seminole Road Finalizing design coordination with stormwater and streetscape
From Atlantic Blvd. to S-Way Streetscape project. components of project.
WTP2 North Fence Replacement $10,000 Installation anticipated week of 3/7. Vendor awaiting materials
Replace Seaspray water services $100,000 Project completed within budget, processing final Work needed because of recurring line breaks and
payment. accompanying outages
Sewer Line rehab Sea Oats $200,000 Coordinating scope and cost with contractor Invo lves lining of aging sewer infrastructure to reduce water
inflow & infiltration (1&1).
Phosphorus Treatment Improvements $225,000 Preliminary engineering Report completed. Received grant to offset portion of cost.
WWTP Awaiting 60% engineering design .
2 repairs Gravity Outfall to ICW $30,000 Consultant reviewing TV inspection to determine
condition of outfall piping.
Combined Plant Renewal and ~278,000 Addressing items separately in-house. In progress. Utility staff working with vendors & purchasing.
Replacement
Soft Starts WTP 1,2,3 $10,000
Chlorine AutoContro l $31,000
Control Bubbler System $15,000
LS Control Panel $19,000
LS ABCD Softstarts $55,000
Replace Kruger Disks $6,000
2 new Influent Screens $20,000
Replace Eff Pump #2 $50,000
Replace RAS Pump $50,000
Rep lace Influent Pump $22,000
Parks Projects
Russell Park Renovation $160,000 New swing set installed. Other improvements being p lanned . $30K grant may
supplement funding
Bull Park Improvements $35,000 Pricing new fence for playground area landscaping complete. New swing Installed.
Twin Lake Parks Design $25,000 Design only. Community meeting schedu led for Concept options design started. Wil l not submit application for
3/19 to solicit public input FIND grand funding this year.
Marsh Multipurpose Path $540,000 Bid opened on 3/2; low bidder within budget. $50% FIND Grant funded.
Vet Park Playset Rep lacement $40,000 Researching priclng and options
Public Works Projects
Seminole Road Improvements $900,000 Design 95% complete Bidding late Spring/early Summer.
Francis Avenue Drainage $650,000 $100% CDBG funding. Received CDBG Contract Anticipate start of construction mid to late March. Flyer sent
Improvements and he ld pre-con meeting. to neighborhood 12/15.
Beach Renourishment $0 Scheduled for summer of2016 100% paid with Federal and County funds
2016 Resurfacing Program $330,000 Borings complete. Contracting for construction Will include resurfacing of Seminole from Plaza to cui de sac.
with new vendor. Construction 1st half of 2016
Ahern Bike Plaza $15,000 Installation by City forces in 1st quarter of 2016 Grading comp lete. Initial rack installation completed (r racks).
near lifeguard station. Monitoring to gauge usage/demand .
Atlantic Blvd Bike Plaza $50,000 Negotiating with property owner for location. Design not st;:~rted.
Sherry Saf e Route to School Sidewalk $0 8' sidewalk along Sherry & Semino le from Ahern Design & survey recently started. Neighborhood meeting to be
to 17th. Design and construction funded by DOT . announced . Construction scheduled for second half of 2017.
Police Building $2,892,700 Permitting, final design/constructability Construction pricing in progress
adjustments.
BUILDING DEPARTMENT MONTHLY ACTIVITY REPORT
FOR THE MONTH OF DECEMBER 2015
PERMITS ISSUED INSPECTIONS PERFORMED
NO. OF CONSTRUCTION
PERMITS PERMIT COST VALUE BUILDING: 277
SINGLE FAMILY/ SF ATIACHED 8 $16,501.13 $3,286,918.00 ELECTICAL: 86
NEW DUPLEX/ MULTI-FAMILY 0 $0.00 $0.00 PLUMBING: 66
RESIDENTIAL ADDITIONS 2 $265.00 $19,500.00 MECHANICAL: 47
RESIDENTIAL ALTERATIONS 11 $2,630.06 $268,417.00
COMMERCIAL NEW 1 $4,171.27 $1,050,423.00 TOTAL: 476
COMMERCIAL ADDITIONS 0 $0.00 $0.00
COMMERCIAL ALTERATIONS 0 $0.00 $0.00
ACCESSORY STRUCTURES 1 $87.75 $1,700.00
SWIMMING POOLS 2 $667.50 $69,000.00 TREE REMOVALS
ROOFING 18 $1,609.42 $141,878.00 INCHES REMOVED: 0
WINDOW/DOOR 14 $1,742.38 $91,053.00 INCHES PRESERVED: 0
SIDING 1 $62.50 $2,500.00 INCHES RELOCATED: 0
ELECTRICAL 32 $3,223.80 N/A INCHES PLANTED: 0
MECHANICAL GAS 5 $339.00 N/A INCHES PAID INTO
MECHANICAL HVAC 24 $2,778.00 N/A TREE FUND: 0
PLUMBING 35 $4,746.00 N/A TOTAL: 0
DEMOLITION 4 $400.00 N/A
FENCES 2 $70.00 N/A
DRIVEWAY/ROW 6 $210.00 N/A REINSPECTION FEES: $440.00
SIGNS 0 $0.00 N/A
TOTAL 166 $39,503.81 $4,931,389.00 SURCHARGE COLLECTED: $1,038.22