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10-10-16 Amended Agenda Items CITY OF ATLANTIC BEACH CITY COMMISSION MEETING OCTOBER 10,2016 -6:30 PM AMENDED AGENDA Invocation and pledge to the flag Call to order 1. Approval of minutes A. Approve minutes of the Workshop on September 26,2016. B. Approve minutes of the Roundtable Meeting on September 10, 2016. *C. Approve minutes of the Budget Workshop on August 15,2016. *D. Approve minutes of the Budget Workshop on august 24, 2016. 2. Courtesy of Floor to Visitors *A. Presentation from Margo Moehring on Maritime Management Plan 3. Unfinished Business from Previous Meetings A. Establishing the Beautification&Natural Resource Preservation Advisory Committee and Appointing the Members. 4. Consent Agenda ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE CITY COMMISSION AND WILL BE ENACTED BY ONE MOTION IN THE FORM LISTED BELOW. THERE WILL BE NO SEPARATE DISCUSSION OF THESE ITEMS. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. SUPPORTING DOCUMENTATION AND STAFF RECOMMENDATIONS HAVE BEEN PREVIOUSLY SUBMITTED TO THE CITY COMMISSION ON THESE ITEMS. A. Acknowledge receipt of the Building Department Month Activity Report for July 2016 and Financial Report and Business Information List for August 2016. B. Authorize the City Manager to sign the contract with ABET for use of Adele Grage Cultural Center from October 1, 2016 through September 30, 2017. C. Authorize the City Manager to sign the contract with First Act for use of Adele Grage Cultural Center from October 1, 2016 through September 30, 2017. D. Authorize the City Manager to sign the contract with ABAA for October 1, 2016 through September 30, 2017. E. Authorize the City Manager to sign the contract with Brecht Catalan for scheduled use of the tennis courts at Russell Park from October 1,2016 through September 30, 2017. 5. Committee Reports None. 6. Action on Resolutions None. 7. Action on Ordinances None. 1 8. Miscellaneous Business (Discussion only) A. Mayport Road Community Redevelopment Plan Discussion. B. Discussion on requesting Florida Department of Transportation to reduce speed limit on Mayport Road. (Commissioner Hill) C. Welcome Park and Welcome Center Opportunity-Johnston Island. (Mayor Reeves) 9. City Manager A. 90-Day Calendar(October 2016 through December 2016). 10. Reports and/or requests from City Commissioners and City Attorney *A. Letter from T.R. Hainline to Chief Deal regarding the hours of operation for the Gate service station. Adjournment Please Note: This meeting will be live-streamed and videotaped and can be accessed by clicking on the Commission Meeting Video tab located on the home page of the City's website at www.coab.us. If any person decides to appeal any decision made by the City Commission with respect to any matter considered at any meeting, such person may need a record of the proceedings, and, for such purpose, may need to ensure that a verbatim record of the proceedings is made,which record shall include the testimony and evidence upon which the appeal is to be based. Any person wishing to speak to the City Commission on any matter at this meeting should submit a request to the City Clerk prior to the meeting. For your convenience, forms for this purpose are available at the entrance to the Commission Chambers. Every effort is made to indicate what action the City Commission is expected to take on each agenda item. However, the City Commission may act upon any agenda subject, regardless of how the matter is stated on the agenda. In accordance with the Americans with Disabilities Act and Section 286.26, Florida Statutes,persons with disabilities needing special accommodation to participate in this meeting should contact the City Clerk by 5:00 PM, Friday, October 7,2016. *This agenda was amended on October 5, 2016 to add Items 1C, 1D, 2A and 10A. 2 AMENDED ITEM 1C OCTOBER 10,2016 MINUTES OF THE BUDGET WORKSHOP OF ATLANTIC BEACH CITY COMMISSION HELD IN COMMISSION CHAMBERS ON MONDAY,AUGUST 15,2016 AT 5:30 PM City Commission Members present: Staff present: Mitchell E. Reeves,Mayor Nelson Van Liere, City Manager Jimmy Hill,Mayor Pro Tem Russell Caffey, Finance Director Mitchell R. Harding, Commissioner Cathy Berry, Human Resource Director Blythe Waters, Commissioner Keith Randich, IT Director Timmy Johnson, Recreation& Special Events Director City Commission Member(s) absent: Michael Deal, Police Chief John Stinson, Commissioner Derek Reeves, Planner/Interim Comm. Dev. Director Dan Arlington, Building Official Victor Gualillo, Police Commander Tiffany Layson,Police Commander David Cameron,Police Lieutenant Donna L. Bartle, City Clerk Call to Order Mayor Reeves called the meeting to order at 5:40 p.m. and explained that Commissioner Waters is running late. He noted that Commissioner Stinson sent an email to the City Clerk communicating his delayed travel and his request for his comments to be included into the record. Mayor Reeves explained that citizens will be given the opportunity to speak for three minutes each at the end of the meeting. At the request of Commissioner Hill, the City Clerk read Commissioner Stinson's email and list of questions and comments into the record (which is attached and made part of this Official Record as Attachment A). Commissioner Waters arrived at 5:47 p.m. Mayor Reeves directed the City Manager to respond to these questions prior the workshop on August 24, 2016 and send a copy to each Commissioner. Mr. Van Liere indicated that a lot of those questions will be addressed in tonight's presentation. He gave a slide presentation titled Annual Operating Budget 2017 Proposed and explained the Agenda, Introduction, the Budget Policy and Highlights, Total Revenues by Fund 2017, Revenue in Summary, Total Expenditures by Fund, and Resource Allocation. He explained his slide titled Personnel Services Summary noting the following: • Total increase in payroll budget over last year is $239,333 • An increase of 2 Police Officers with benefits at$119,160 • Raises of 3% merit with a 1% C.O.L.A. adjustment to the pay plan estimated at$189,864 or $63,288 per 1%. • Without the two additional positions, we would have a $120,173 increase in total payroll including the raises,but off-set by other changes in personnel. • Defined Benefit Pension cost is up $79,274 • Defined Contribution has partial participation and we estimate that the City's match is about$82,917. This is down$8,854 from last year's budget. He explained the changes in the pension cost shown on the slide titled Pension Contributions which is estimated at an increase of$70,424. He explained his slide titled Operating Costs. • Contractual Increase in the Fire/Rescue contract of 3% or$32,957 to $1,131,511. Minutes—City Commission Budget Workshop August 15,2016 Page 2 • Sanitation contract was renegotiated to include tipping fees so that the cost to the customers would remain the same for 2016. Cost have remained lower due to low fuel charges at an estimated $1,409,800. ® Maintenance Costs for the Fleet estimated to decrease$23,139 to about$281,290. • Various point repair contractors are used for pipe, concrete lawn maintenance and electrical work. These in total are relatively the same as 2016. Included in this category are attorney fees at$155,000. He referred to his slide titled Capital Improvements as he explained the projects and their budget amounts as follows: Seminole Road Project $1,600,000; Aquatic Gardens Stormwater Improvements $250,000; Saltair Stormwater Improvements $250,000; W. Plaza & Carnation Stormwater $135,000; Tideviews Park Pond Improvements $100,000; Sidewalk and Street Improvements $100,000; Russell Park Tennis Court $125,000; Playground Equipment Replacements $82,000; Covered storage for equipment $75,000; Water System Improvements $595,000; and Sewer System Improvements $966,200. Mayor Reeves asked Mr. Van Liere to report on things the separate Commissioners asked to be included in the Capital Improvement budget. Mr. Van Liere indicated that the Commissioners have not provided a list of projects noting that he asked if there is anything they want to see in the budget. He explained these are all department head driven, except for the Tideviews Park Pond Improvements, Aquatic Gardens Stormwater Improvements and Saltair Stormwater Improvements which were all Neighborhood citizen input driven projects. Mr. Van Liere reported one Commissioner requested us to find money for land acquisition and was probably the most significant thing. He added another Commissioner wanted to have motorcycles for the police. He answered questions from Mayor Reeves regarding millage rates, land acquisitions and motorcycles for the police department. He reminded everyone that this is a proposal for a budget and we are here tonight to take your input and make changes to it and it will be your budget when it is adopted. Mr. Van Liere referred to his slide titled Equipment Purchases as he explained the smaller ticket items for capital. IT - File Servers, Radios, Copier Machine, Fiber $98,000; Patrol - Vehicles (3) - Equipped $145,500; Animal Control Truck$25,000; Jet Ski sled and Polaris $18,000; Parks and Recreation -Truck $25,000; Polaris $22,000; Public Works - Computer and Garage Equipment $8,000; Dump Truck Replacement$80,000; Track Skid Steer$60,000; Striping Machine $6,000; Kabota Tractor $50,000; Public Utilities - Mini Excavator $60,000; Roll Off Truck Replacement $150,000; Building Department - Vehicle $20,000; and Building Department Computers $4,000 . Mr. Van Liere explained the slide titled Schedule of Available Cash Balances- Major Funds, which is also page 110 in the budget book under the supplemental tab, and answered questions from the Commission. Mr. Van Liere explained $6,397,000.00 is the projected cash balance at the end of 2016. Mayor Reeves pointed out that the reserve balance is almost double what is recommended for reserve and discussion ensued about the reserve and 1/2 Cent Sales Tax. Mr. Van Liere explained the diagram on General Fund Revenue Diversification and the graph titled Ad Valorem Assessment Rolls adding the taxable value for 2016 is $1.5 billion. He also explained slides on the 2016 Total Proposed Millages for Atlantic Beach and surrounding communities which were sent to the Property Appraiser's Office, Office of the Property Appraiser Proposed 2016 Millages showing the percentages of tax money paid to the various agencies, General Fund Expense Distribution, and General Fund projections for the next ten years for Personnel Services, Operating, Capital, Transfers and Revenues. He explained the layout of the budget book and answered questions. Mr. Van Liere gave a slide presentation titled Administration and General Government. He referred to his slide titled Summary of All Departments which shows amounts as follows: Governing Body $48,079; Minutes—City Commission Budget Workshop August 15,2016 Page 3 Administration$2,655,631, General Government$2,240,178, Planning and Building$873,404, Public Safety $5,970,916, Parks and Recreation $1,284,112, Public Works $6,341,702, Public Utilities $10,133,136, Pension$ 1,959,409 and Total $31,506,567. He explained the slide titled Administrative Budget General Fund reflecting the following amounts: 2016 2017 City Clerk $266,211 $317,215 City Manager 241,544 253,905 Finance and Accounting 882,164 942,557 Information Technology 768,555 769,019 Human Resources 210,141 217,935 Legal Counsel 175,619 155,000 Total $2,544,234 $2,655,631 He explained the increases to the City Clerk's budget is for election expenses and software upgrades which is for agenda management and records request management; the increase in the City Manager's budget is for payroll; the increase for Finance and Accounting is for additional auditing fees and changes in personnel's benefit selections for health insurance; the Information Technology budget is basically the same budget; the increase to Human Resources' budget is for extra training; and the Legal Counsel budget is down from the current year since it was adjusted up because of the Gate Hearing and Cloister's gate discussions. Discussion ensued about legal fees, the Legal Counsel budget and the additional auditing fees for auditing grants. Mr. Van Liere explained he could provide a copy of the City Attorney's bill every month showing a detailed list of what the firm is working on and Mayor Reeves urged each Commissioner to review the bills. (Mayor Reeves called for a break at 7:23 p.m. and reconvened at 7:36 p.m.) Mr. Van Liere referred to and explained the slide titled Major Items Included which lists expenses for major items for Administrative as follows: Clerk - Election Expenses $18,210, Agenda Management and Records Request software $10,725, Printing and Publications $17,625 (newsletter and legal ads, code); Finance & Administration -Audit$54,000, Postage $43,900 (utility bills), Printing$22,000 (utility bills); Information Technology - Communications $63,900, License and Maintenance Contracts $231,610, Computers and related equipment $98,000; Human Resources - Employee Assistance Program and training $5,000; and Legal Services - $155,000. Information Technology IT Manager Keith Randich gave a slide presentation titled Infoiivation Technology. He referred to his slide titled Devices Managed by IT as he explained all staff in City Hall, the Police Department and Recreation spends the majority of their days in front of a computer. He explained there are computers in all of our squad cars, code enforcement and building inspector vehicles and virtually all records and documents throughout the City are kept in an electronic format. He explained the Information Technology is a three person group whose role is to help city staff use their computers to perform their jobs. He explained the various locations of staff, the badge entry system, the video monitoring and surveillance systems, underground fiber which is shown in green on the slide titled Data Network, and cable connections. He referred to his slide titled Monitoring and explained IT uses a variety of monitoring tools to keep track of the status of the computing environment. He explained his slides titled 2015-16 Major Project noting last year they replaced the legacy phone systems in City Hall, the Police Department, and Public Works with a digital phone system and as part of the City's Minutes— City Commission Budget Workshop August 15, 2016 Page 4 Emergency Plan, located the City's Phone System and Email infrastructure at an off-site location. He referred to his slide titled 2016-17 Major Project and explained the projects scheduled for next year are to help move the City's Data Center to the 2'1 floor of the new Police building and to replace the Network Firewalls to help chase down viruses. Mr. Randich referred to the slide titled 10 Year Plan—Capital explaining most of the capital expenditures are upgrades to equipment. Commissioner Hill asked Mr. Randich who manages the City's website. He explained the City Clerk is responsible for maintenance of the website pages for the City Clerk and for the City Commission; the software is set up such that each department is responsible for maintaining the pages for themselves and the Police Department, City Manager, and Recreation are updating their website pages almost on a daily basis. He explained IT is responsible for making sure the website is up and running and train new employees on how to update the pages. He explained IT has had money in the budget for two years to upgrade the website since it has not been done since 2008, but did not have enough priority so they carried it over to the next year. Commissioner Hill spoke about the need to plan and budget for training staff on social media and the City's website in order to be more interactive with our citizens. Mr. Randich explained the Police and Recreation Departments maintain their own Facebook page and does a very nice job with it. Discussion ensued about expanding social media and updating the City's website to be more user-friendly and informative. Mr. Randich stated we are probably due for a refresh of the website and are asking for $25,000 to be put in the budget for it which would change the look and include a mobile app. Commissioner Harding stated he believes everyone is in agreement that our website is inadequate. He complimented the Police Department's Facebook page stating he likes the two-way communication between the citizens and the Police Department. He agreed that an update to the City's website is needed. Mr. Randich answers questions about the cost of servers and budgeting for training on TrakiT. He also answered questions regarding the Wi-Fi upgrades at community centers. Recreation and Special Events Director Timmy Johnson explained there are two computers at the Donner Center and four at Jordan Park and agreed that Wi-Fi would help the children and those who rent the facilities for events. Discussion ensued about the possibility of the children utilizing computers that are replaced. Mr. Randich explained that, because of the number of licenses, the software is taken off of those computers and used on the new computers. Commissioner Waters asked that he check with Microsoft to see if there are any charitable donations for software for this. Commissioner Hill agreed there is a need to service people needing Wi-Fi for homework and other things and wants the City to look into a grant before spending a bunch of money on Wi-Fi. Commissioner Waters spoke about the need to have Wi-Fi at all the community centers. Mayor Reeves questioned why the objective to replace the file server is in the current year and next year's budget. Mr. Randich answered that it is for the Police server and they have not done it. Mayor Reeves asked if the upgrade of networks for the community centers in the current budget is the same project that is listed in next year's budget. Mr. Randich explained they are two different projects and he explained the projects. Administration and General Government Mr. Van Liere continued his presentation titled Administration and General Government and explained the slides titled General Government, noting the amounts for Non Departmental- Insurance—General Liability $160,227, Grant Writing Services $36,000, Repair and Utilities—Buildings $33,500, and Non-Utility Billing postage $10,000; Building Maintenance - Custodial Services $51,000; Convention Development Tax Fund - Transfer to Community Redevelopment Plan $50,000; Debt Service Fund - CLOSED; Miscellaneous Grant Fund - CLOSED; Half Cent Sales Tax Fund - Street Resurfacing $80,000, Street, Road & Sidewalk Improvements $100,000, Seminole Road Improvements $250,000, Park Improvements — Minutes—City Commission Budget Workshop August 15, 2016 Page 5 Tennis Court $125,000, Lifeguard Station Improvements $40,000, Equipment Storage Building $75,000, Transfer to Stormwater Utility Fund$300,000, Transfer to CIP $295,000 and Total$1,265,000. During Mr. Van Liere's presentation, Mayor Reeves asked whether we should continue using the grant writers. Mr. Van Liere explained the benefits and believed it has paid off. Mayor Reeves asked for the amount of return and Mr. Van Liere explained he does not have that number but they will give their annual report at the next Commission meeting. Discussion ensued about the Lifeguard station improvements. Chief Deal explained the repairs needed and Mr. Van Liere answered questions regarding costs. Discussion ensued about putting additional funds into the budget to do extra improvements to the Lifeguard Station and do it right. Mr. Van Liere explained his slide titled Capital Project Fund, which includes Public Safety Building - $150,000 and Return Funds to General Fund- $235,000 totaling$385,000, and he answered questions. He referred to his slides titled General Liability, explaining Ms. Berry manages this contract and the policies include Auto, General Liability, Public Official and Employee Liability, Environmental, Fiduciary and Police Statutory and Liability. He stated we put a 10% increase in the budget and Ms. Berry is working on trying to make it as low as it can be. Commissioner Waters questioned why 10% was used. Human Resource Director Cathy Berry explained the numbers have not come in so she had to budget a number, but believes it will come in less. Mr. Van Liere explained the slide titled Schedule of Interfund Transfers, noting it is a schedule that shows the relationship between the different places where money is accumulated and transferred. Recreation and Special Events Director Johnson gave a slide presentation titled Department of Recreation and Special Events. He explained that his staff, the Cultural Arts and Recreation Advisory Committee and volunteers have put in a lot of hours to make the programs and events successful. He explained the staffing has decreased to 1 part-time and 3 full-time employees. Mr. Johnson referred to his slides as he explained the functions and events at the various Community Centers as follows: Adele Grage Community Center/Bull Park - Department of Recreation & Special Events Offices; Wedding, Fire on the Beach & Special Event Permits; Private Facility/Park Rentals for Meetings, Receptions, Special Events, etc.; Art Exhibits/Art Walk Reception; Community Computers; Yoga (adults & children); Meditation; Recurring Rentals and ABET. Baker Center/Donner Park - After School Program w/ tutoring assistance; Summer Camp/Lunch Program; Senior Programs; Flag Football; Fall Festival; Movie in the Park; Angel Toy Party and Private Facility Rental for Receptions, Showers,Meetings, Special Events, etc. Jordan Center/Jordan Park - Tutoring w/ homework assistance; After School Program; Private Facility/Park Rentals for Receptions, Meetings, Showers, Gospel in the Park, etc.; Egg Hunt; Zumba; Cooking Classes and Teen Program. Mr. Johnson reported the number of kids that attend the community centers and answered questions. Minutes— City Commission Budget Workshop August 15,2016 Page 6 Mr. Johnson referred to the slide titled Cultural Arts & Recreation Advisory Committee (CARAC) Events and explained the Committee consists of nine members and they put on a number of events such as Acoustic Nights, Artisan Faire, Arts in the Park, Songwriters' Concert, and Wellbeing Wednesday. A discussion ensued about a possible gazebo and where the funds would come from. Mr. Johnson explained the Committee also oversees funds to outside organizations. Mr. Johnson showed a slide titled CARAC Funding to Outside Organizations and explained the following funding totaling $45,320. Atlantic Beach Elementary School $15,000 ($5,820 grass cutting); Mayport Middle School $13,000; Beaches Resource Center $2,000; Dial-A-Ride $1,500; Beaches Fine Arts $3,000; Turkey Trot$500; FACE Program$2,500; ABAA World Series $1,000 and The Giving Closet$1,000. Mayor Reeves suggested that financial statements be provided from these organizations on a yearly basis to account for where the money is going. Discussion ensued about the amount of money given to cut the grass at Atlantic Beach Elementary School versus having Public Works cut the grass to save money. Mr. Johnson and Mr. Van Liere explained the agreement the City has with the school to help with the cost of cutting the grass is so that they will leave the gates open for children to use as a public play area. Mr. Van Liere also explained that most of our grass is cut by a contractor. Mr. Johnson showed a slide titled City Sponsored Events and explained the following events. Angel Tree, Family Fun Day/Campout, Movies in the Park, Shakespeare in the Park, Tree Lighting and Wild Wonders. Mayor Reeves spoke about increasing the amount to Dial-A-Ride and requested that any time the City issues a check to an outside organization, it be brought before the Commission: He explained that the contracts with Atlantic Beach Athletic Association (ABAA), Atlantic Beach Elementary School, Atlantic Beach Experimental Theatre (ABET), Tennis Pro and the Soccer group should be coming before the Commission in September. Mr. Johnson explained his slides showing the 2015-2016 Events in Review,noting that the AGCC Recurring Rentals and ABET usage is not reflected in the charts and he answered questions from the Commission. He reported they have deposited over $50,000 in the last 11 months from registration and rental fees and explained the increase over last year. Mr. Johnson also explained the chart titled Comparison. Commissioner Hill explained that almost every building in Mount Dora, Lake Mary and Kissimmee has the front of the building as one purpose and the back of the building is a grand stand and all of them have lightning protection warnings. Commissioner Hill asked Mr. Johnson look into the technology and flexibility of those facilities. Mayor Reeves explained to Mr. Johnson that the Atlantic Beach Country Club has equipment that can tell how far lightning strikes are and can call and warn him for his outside events. Mr. Johnson answered questions about pickleball. Commissioner Waters stated she would like to see the City invest in a sign for the Mayport Corridor to advertise upcoming city events. Mr. Johnson stated he will put it on his list to look into. Police Department Chief Deal thanked the Commission and the City Manager for supporting him and the Police Department. He acknowledged his staff and their help with the budget and thanked the citizens for their support and positive feedback. Minutes—City Commission Budget Workshop August 15, 2016 Page 7 Chief Deal presented his slide show titled Atlantic Beach Police Department stating the Police Department developed a new Mission Statement which is "To protect life and property, provide exceptional police service, and work in partnership with our community to improve the quality of life in the City of Atlantic Beach." He reported three of the Core Values his department applies in their professional and personal life are Courage, Integrity and Excellence. Chief Deal presented the slide titled FY 15/16 Accomplishments, reporting each, including Improved community support and public trust; Construction of Police Building; Developed and Implemented Career Development Program; Improved community outreach through use of social media; Initiated an agreement with JSO to use their Records Management System; 4th Annual Citizens Police Academy; and Junior Lifeguard Program. Chief Deal referred to the slide titled Goals & Objectives - FY 16/17, explaining each, including continuing to build community support and public trust through community-oriented and value-driven policing; recruiting citizens from all areas of the city to participate in our Citizens Police Academy; continuing to provide excellent response times and service to our citizens and community during construction of the new police building; reducing traffic crashes at the highest crash locations on Mayport Road and Atlantic Blvd; continuing to prepare for assessment under the Commission on Florida Law Enforcement Accreditation (CFA); actively participate in local emergency management exercises and training opportunities to enhance our emergency preparedness; identifying leadership training for first-line supervisors, middle and top level management; providing additional training for our officers in de-escalation techniques and community policing; continuing to advance in technology and social media to engage and educate our citizens; and executing and completing transition over to the Jacksonville Sheriffs Office Records Management System. He answered questions from the Commission. Chief Deal showed a slide of the General Fund stating the budget includes two new officers. He explained the Total Budget is $5,970,916, which includes Personnel Costs $4,168,128; Operating Costs $1,609,288; and Capital purchases $188,500. Mr. Van Liere explained the personnel increase and that the comparison is based on the current year estimate to next year's budget. Chief Deal answered questions about the police officer vacancies and spoke about recruitment and training. Chief Deal stated he is working on making our City more attractive for recruiting. Discussion ensued about the importance of being more competitive for recruiting and for retaining officers. Mayor Reeves called for a break at 9:31 p.m. and reconvened at 9:42 p.m. Chief Deal showed the Police Department's Organizational Chart and explained the various Staffing. He stated Civilian Staff includes Support Services Manager, Administrative Assistant, Records Clerk, Purchasing Clerk, Property & Evidence Custodian, Emergency Communications Supervisor, Emergency Communications Operators (5), Animal Control Officers (2), and School Crossing Guards (2). He reported the different functions that fall under Operations Division which include Patrol, Community Oriented Policing Unit, Department-wide Training, Field Training Officer Program, Emergency Management, Special Events and SWAT. He explained the Support Services Division includes General Investigations Unit, Crime Suppression Unit, Accreditation, IT Support, Emergency Communications, Records, Purchasing, Property & Evidence, and Payroll. Chief Deal explained his request for additional officers and reported the following: Currently budgeted for 28 sworn officer positions; Operating with 2 — 3 vacancies; Unable to fill two (2) detective positions; $30,000 spent annually in overtime to maintain minimum staffing; Lowest ratio of police officers per capita Minutes—City Commission Budget Workshop August 15, 2016 Page 8 (2.2) in Duval County; State average is 2.6 officers per 1,000 residents for populations of 10,000 to 25,000; Beachside communities in the state have an average of 2.8 officers; Neptune Beach and Fernandina Beach have 2.8; Jacksonville Beach has 2.6; With an expected increase in population of 800 residents, adding 2 officers will keep us at our current ratio of 2.2; Adding 4 officers will increase our ratio to 2.3; Calls for service and traffic issues expected to increase; and Need to address Traffic and Parking Issues. Chief Deal referred to the chart titled Sworn Officers (Current and Proposed) as he explained the number of cuiTent officers and the request for additional officers over the next two years. Sworn FY 15/16 FY 16/17 FY 17/18 Chief of Police 1 1 1 Commanders 2 2 2 Lieutenants 2 2 2 Sergeants 6 6 6 Detectives 4 4 4 Patrol Officers 12 12 14 COPS Officer 1 1 1 Traffic Officers 0 2 2 Total 28 30 32 Chief Deal explained the FY 2016/17 JAG Grant will fund $20,800 for one (1) partial salary of a COPS officer and$42,000 for one (1) full-time Crime Suppression Unit(CSU) Detective. Chief Deal reported on the Crime Statistics stating that overall crime continues to go down but aggravated assaults have increased. He explained they had a crime analyst look into this and there is nothing identifiable to work on. He also reported our crime rate is the lowest in Duval County. Chief Deal explained the slide titled Performance Statistics stating there was a significant decrease in the amount of traffic citations and parking tickets. He believed the efforts put into traffic and community policing have impacted the number of citations. Mayor Reeves asked if a clearance rate of 28.6 is good. Chief Deal responded that it is not bad; we are within the range of the other agencies and you have to consider some agencies clear cases differently than others. He explained the slide titled Traffic Crash Summary which shows the traffic crash trend going up. He reported the majority of these crashes are on Mayport Road and Atlantic Blvd and are the areas we need to focus on in the coming year. He stated the majority of the crashes are rear-end collisions assumed to be from distracted driving and are not actually in an intersection. Commander Cameron reported on crashes through the intersection when the distance is judged incorrectly and when drivers fail to yield at a traffic light where they do not have a solid red arrow. Chief Deal stated the Lifeguards begin the first weekend in April; Patrols staff the towers on weekends from the last weekend in April through Memorial Day; Memorial Day through Labor Day—Lifeguards on-duty 7 days a week; Eight (8) towers are staffed Monday — Friday 10 a.m. — 5 p.m.; Nine (9) towers are staffed Saturdays and Sundays from 10 a.m. — 5:30 p.m. noting the only exceptions are in inclement weather; and Labor Day Weekend through September—Towers staffed only on weekends. He explained the Junior Lifeguard Program which was implemented in 2015. Over 40 youths, ages 9-15 participated. This program familiarizes youth with different aspects of lifeguarding, to include: first aid, lifesaving techniques, competition training, lifeguard training, marine life and safety, and physical fitness. Minutes— City Commission Budget Workshop August 15, 2016 Page 9 The program runs for one week, 4 hours per day, with 10 participants attending per week. There are 4 different sessions that the program is offered. Done both as a community outreach program and also as a way to promote education with local youth who may have an interest in becoming an Atlantic Beach Lifeguard in the future. He reported he has had positive feedback on this program. Chief Deal explained the Fire/Rescue Services stating 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 personnel. 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 reported the contract for FY 2016/17 is $1,131,511. He believes the relationship with the Fire Department is good and the Police Department tries to include them in things that they do and they get them on Facebook every now and then. He showed a slide on the Fire/Rescue Services- Calls for Service—Response Times stating EMS Calls for Service are significantly down from last year. He explained the Citizen Police Academy stating it is a 12-week program that meets one evening per week (2-3 hours) and one Saturday. Local residents are taught a variety of topics including Communications, Investigations, Traffic/DUI Enforcement, Patrol, Crime Prevention, Firealins, and Defensive Tactics. He stated they have excellent instructors that put a lot of heart and passion into it and the participates have given positive comments about our officers. Commissioner Waters inquired about the average age of participants in the Citizens Police Academy. Chief Deal responded that they are mostly retirees, but there are some middle-aged participants. Discussion ensued about providing childcare for parents with kids and providing a level of training for a larger number of people for a much shorter period of time so they can engage and call the Police if they see something out of line in their neighborhood. Chief Deal reported on a Public Service Announcement (PSA) video that is currently being made on active shooters and gave examples of other topics that videos could be made for to get the message out. Chief Deal explained the Citizen Police Academy promotes open lines of communication between citizens and police officers. Local residents better understand police work in Atlantic Beach. A great opportunity to inform the public of what we do, the challenges we face, and obtain citizen support throughout the community. He further explained they completed their 4th CPA class. We now have approximately 68 citizens who have completed it and we have a thriving CPA Alumni Group that helps out with volunteering and with putting the classes on. Mr. Van Liere explained he has been trying to think of ways to get more money into the Police Pension Fund without affecting the budget and suggested having a policy that at the end of the year a percentage of the money left on the table from the Police Department be given as an extra contribution to the Police Pension Fund noting this would be above and beyond what the actuary says that we have to contribute. He further explained by doing this consistently over the next seven to nine years, we would accelerate lowering the unfunded liability which would then eventually lower the City's contribution. He asked the Commission to think about it. Mr. Van Liere answered questions about the administrative costs, brokerage fees and money management fees. Commissioner Hill asked Chief Deal if they would be able to help review problematic issues of the code. Chief Deal confirmed that they would. Minutes—City Commission Budget Workshop August 15,2016 Page 10 Mayor Reeves confirmed with Mr. Van Liere that he will follow-up with the Commission on the answers to Commissioner Stinson's list of questions. Commissioner Hill suggested addressing them at the next meeting. Mayor Reeves believed it is better to see the answers ahead of time. Mr. Van Liere stated he will answer as many as he can. Courtesy of the Floor to Visitors Mayor Reeves opened the Courtesy of the Floor to Visitors. Chris Jorgensen, 92 W. 3rd St.,thanked the Commission for allowing him to speak; thanked Commissioner Stinson for providing his written comments even in his absence; thanked Commissioner Hill for requesting Commissioners Stinson's concerns and comments in writing be read into the record; and thanked City Clerk Bartle for reading them. He stated his priority for the budget is to get the flood issues taken care of. He would like for the City to put up a surveillance camera at the Bennett property entrance. He suggested having a Wi-Fi workshop. No one else from the audience spoke so Mayor Reeves closed the Courtesy of the Floor to Visitors. Mayor Reeves asked Mr. Van Liere what the procedure is from here to the next budget workshop and Mr. Van Liere explained the process. Mayor Reeves reported that he believes the Commission is agreeable on the Lifeguard Station and the Improvements to the City's website. Mr. Van Liere explained the amounts will be provided for consideration at the next budget workshop meeting. Commissioner Hill spoke about wanting a low-speed vehicle program and digital lighting for pedestrian crossing. Discussion ensued about issues relating to the cart-friendly ordinance and signalization. Commissioner Harding spoke about wanting lighted crosswalks for the high-pedestrian and bicycle traffic, East/West Sidewalks from Royal Palms and Sailfish Drive to Atlantic Beach Elementary, and a covered shade at Sunset Pier. Mr. Van Liere explained that Finance Director Caffey is keeping track of the Commission's comments and will be discussing those topics at the next meeting. Adjournment There being no further discussion by the City Commission, the Mayor declared the meeting adjourned at 10:20 p.m. Mitchell E. Reeves Mayor Donna L. Bartle, CMC City Clerk ATTACHMENT A ' Bartle, Donna From: Stinson, John Sent: Monday,August 15, 2016 3.26 PM To: Bartle, Donna Subject: Budget Meeting 15th of August Attachments: 2016 2017 Proposed Budget Questions and Comments.pdf;ATT00001.txt Ms. Bartle I need to inform you and the Commission that I will not be present tonight for the budget meeting. I had departed yesterday for a business meeting this morning and my return travel plans have been interrupted by delays beyond my control and I am unable to arrive in time to attend tonight's meeting. I have made significant preparations for the meeting an I have attached them to this email. Please make copies of my questions and comments for the Commisioners,the City Manager and his staff and for all residents in attendance. I would like my notes and comments included in the minutes and made a permanent part of the record of tonight's meeting. I also just received Mr.Van Liere's last minute change to the agenda and understand that the Public Works portion of the meeting has been postponed until the next budget workshop. I apologize to everyone, I had focused most of my initial work, in particular the Public Works presentation,as per the original agenda. I do have included in my questions and comments some of the other departments for everyone's review.The document is attached below for your review and I will be updating this document as time allows and the meeting progresses tonight. 1 2016/2017 Budget Questions and Comments Questions and Comments: 1. 2017 Proposed Budget opening letter f/Mr. Van Liere, pg. I -what would be the revenue reduction in dollars of a millage rate reduction equal to the millage rate of 2.6620 the "roll back" rate? Mr. Van Liere comments that "General Fund revenues exceed expenses by an amount equal to 1/10th of a mill"which is correct based on the proposed budget. However, when considering the Combined Summary of Revenue and Expenses (Introduction tab, pg. 1) expenses exceed revenue by approximately$586,000, which is a more accurate picture of the overall finances of the City. 2. 2017 Proposed Budget opening letter f/Mr. Van Liere, pg. II, Stormwater Improvements- The Seminole Road project appears to have ongoing expenses incurring when the project has not been approved or accepted as proposed by consensus. Please detail the actions being taken and justification for moving forward with this project without Commission approvals. 3. 2017 Proposed Budget opening letter f/Mr. Van Liere, pg. II, Pay and Benefits-A 3%overall payroll increase with a 1% COLA compared to the CPI adjustment of 1%? Please explain the reasoning for recommending this budgetary item. It would be my preference for the 2016 /2017 budget to include a 1%overall payroll increase that reflects the CPI benchmark and for a bonus program be developed whereby employees of the City of Atlantic Beach are awarded bonuses based upon City budgetary performance, department budgetary performance and individual performance with measurable metrics. Bonuses could be scheduled to be 3% if budget performance is achieved based on all factors of the approved budget or could exceed 3% if the budget is exceeded by some percentage. Metrics such as building permit turn-around and approval time tracking,the lack of any environmental or safety incidents,the number of Code Enforcement cases resolved without the need to refer them to the CEB, capital projects completed on time and under budget, etc.There are many other measurable metrics that can be identified and used as measures of success or lack thereof. I also believe each department should be included in the goal setting process to get "buy-in"from all employees for the program. 4. 2017 Proposed Budget opening letter f/Mr. Van Liere, pg. III - Please provide a detailed report on Pension plan investment performance and any variance from the last projection presented to the Commission with explanations for any variance from this last projection made by the City Manager. 5. Summary of All Funds, Introduction tab, pg. 1 - Notable is the fact that Expenditures have increased from$23.5 million dollars in 2014/2015 to a projected expenditure in 2016/2017 of$31.5 million dollars, an approximate 50% increase in 3 years, not all of which can be attributed to capital outlay. 6. Summary of All Funds, Introduction tab, pg. 5- Grand Total of all Revenue Sources is projected to increase approximately$800,000. Does this not support a significant rollback of the millage rate? 7. Summary of All Funds, Introduction tab, pg. 6 -Of the projected legal expenses FY 2015/ 2016, how much of the$175,619 can be attributed to the Gate Petroleum proposed development dispute? 8. Summary of All Funds, Introduction tab, pg. 6- I recommend changes to the Charter be adopted and the City Clerk's office be distinctly separated from the City Manager's office, including personnel, revenue&expenses, and budgetary planning. 9. Summary of All Funds, Introduction tab, pg. 9-Trust and Agency Funds, in particular the pension funds, historically under perform and adjustments to the budget are routinely required to settle unfunded liabilities.An analysis should be completed by the City Manager's office and the Finance office that project best and worst case scenarios and associated fund impact to the 2016/2017 Proposed Budget. 10. Combined Summary of Revenues and Expenses, Governing Body tab, pg. 10- Please explain the projected increase in Operating Expenses for the City Commission. I recommend the budget be amended to include individual budgetary considerations attributable to the Commission for travel &training, legal counsel, charges for use of City facilities such as Adele Grage, etc.Allow each Commissioner to plan their coming year expenses and use this budgetary line item as a measurable metric of performance. 11. City Commission, Governing Body tab, pg. 11 -Where did this Mission Statement originate? Is there any interest in a revision? 12. City Clerk, City Administration tab, pg. 14-Why is the City Clerk responsible for "maintenance" of the City website?Why is IT not assigned this responsibility?A major update of the website is recommended to improve the user interface and accessibility to City information.Additionally, it is recommended that social media utilization be made the highest of priorities when updating the website. 13.City Clerk, City Administration tab, pg. 14- Did the City Clerk set the"Key Objectives" listed on this page? 14. City Clerk, City Administration tab, pg. 15-An overall 9% increase in wages projected for this office. Would not the benchmark CPI adjustment of 1% be applicable? 15.City Manager, City Administration tab, pg. 16- Key objectives include:"Ensure that the handling of citizen complaints is done in an efficient, timely and professional manner"; "Communicate with the citizens and the press to maintain an open and responsive atmosphere"; and, "Carry out the goals, objectives and policies established by the City Commission". While these are lofty goals, they are by no means measurable as stated. These objectives must include metrics such as responding to complaints within 24 hours, including followup telephone calls from the City Manager, or appropriate Department Heads, monthly press conferences held by the City Manager to answer questions, highlight successes, and detail pending actions to be undertaken by the City, and Letters of Accountability detailing the goals, objectives and policies established by the City Commission prepared by the City Manager that include time lines, required resources and effective communication plans of such goals, objectives and policies to be and presented to the City Commission at each regularly scheduled Commission meeting. 16.City Manager, City Administration tab, pg. 17-An overall 5% increase in wages projected for this office. Would not the benchmark CPI adjustment of 1%be applicable? 17. Finance and Administration, City Administration tab, pg. 19 -An overall 1% increase in wages projected for this office.This office would meet the benchmark CPI adjustment of 1%. 18. Information Technology, City Administration tab, pg. 20- Key objectives include migrating permitting, licensing and code enforcement from One Solution to Trakit. This enterprise software solution continues to plague the City and should be reevaluated to determine the cost to the City thus far due to selecting this software compared to more easily implemented solutions available to the City. Notable, no objective is listed that would include a software solution for managing City Commission (or other public boards, committees and groups) agendas that would allow each participant to manage their own additions and deletions to agendas while reducing the City Clerk's burden for managing agendas on behalf of each group. 19. Information Technology, City Administration tab, pg. 21 -An overall 10.6% increase in wages projected for this office. Would not the benchmark CPI adjustment of 1%be applicable? 20. Human Resources, City Administration tab, pg. 22- Please detail the following: Loss prevention &control methods currently being utilized and planned improvements or methodology changes;Training Needs Assessments conducted and training resources identified plans FY 2016/2017. 21. Human Resources, City Administration tab, pg. 23-An overall 2% increase in wages projected for this office.This office could be considered to meet the benchmark CPI adjustment of 1%. 22. General Government, General Government tab, pg. 27- Issues,Trends and Highlights. What is the cost for the maintenance division formed and described in this section? We're these expenses originally charged to a separate cost center or group and now being charged to General Government? If yes, then where would the corresponding reduction in wages be reflected in this proposed budget? 23. General Government, General Government tab, pg. 28 -An overall 23% increase in wages projected for this office. If the maintenance team addition is a result of booking these costs to General Government, what percentage of the 23% indicated on this page can be attributed to wage increases not related to the addition of the maintenance team?And if that percentage of wage increase not attributable to the addition of a maintenance team exceeds 1% , would not the benchmark CPI adjustment of 1% be applicable? 24. Building Maintenance, General Government tab, pg. 30 -An overall 58% increase in wages projected for this office. Would not the benchmark CPI adjustment of 1% be applicable? 25.Convention Development Tax Fund, General Government tab, pg. 31 -These restricted funds are described in the text. But, pg. 32 indicates annual transfer to the capital improvement fund. These transfers need further explanation. Perhaps a good use of these funds might be an education program for residents and visitors held at various community centers and local resorts that inform attendees of the fragile nature of the original residents of Atlantic Beach and how not to impact the turtles negatively. 26. Convention Development Tax Fund, General Government tab, pg. 32-Please explain the $40,000 Deck and Bike Rack indicated in the 2016/2017 Proposed Budget. 27. Half-Cent Discretionary Sales Tax Fund, General Government tab, pg. 33-These funds are restricted use as described. Issues, Trends and Highlights, item number six. Please detail the justification for the$75,000 six-bay vehicle &equipment storage building. Where did this project originate?What is the impact of the City of Jacksonville potentially continuing to collect this tax but applying the tax collected to their pension liabilities. If the proposed budget is correct and the City of Atlantic Beach loses this revenue,then there will be $1,265,000 in unfunded capital projects creating a shortfall in the coming year. How does this budget accommodate such a shortfall? 28. Governmental Capital Project Fund, General Government tab, pg.39 - I would recommend the City Commission provide direction to the City Manager about prioritizing capital projects and scheduling to allow the Commission to continually evaluate capital projects as the fiscal year passes. Such a tool would allow the Commission to either direct the City Manager to accelerate or abandon projects throughout the fiscal year based on total revenue budget performance. Provide detailed justification and explanation for the Marsh Preserve Path. 29. Public Works Combined Summary of Revenue and Expenses, Public Works tab, pg. 80- Notable, Public Works as a cost center does not generate enough in revenue to cover expense, except for the consideration of capital outlay charged to Public Works. 30. Public Works Administration, Public Works tab, pg. 81 - Define the metrics that could be used to evaluate Public Works administration performance related to plan reviews, contractor understanding of submittal requirements, GIS mapping and the implementation of permit management software. 31. Public Works Administration, Public Works tab,pg. 82-An overall 10% increase in wages ejected for this office. Would not the benchmark CPI adjustment of 1%be applicable? 32.Streets and Maintenance, Public Works tab, pg. 83 - Please provide details for the ten year street maintenance plan,the continued beautification improvements,the documentation of roadway status in the GIS database and continued improvement of signs, sidewalks and ROWs. 33. Street and Maintenance, Public Works tab, pg. 84-An overall 12%increase in wages projected for this office. Would not the benchmark CPI adjustment of 1% be applicable? 34. Local Option Gas Tax, Public Works tab, pg. 86- Please remark and provide details on the "Contract Services" operating expense category.This category has increased from approximately$200,000 FY 2014/2015 to a projected$320,000 FY 2016/2017. What is driving this significant increase, what is the manpower required to perform this work and what efforts has the City Manager's office implemented to regain control of this expense. 35.Sanitation Fund, Public Works tab, pg. 87- How is Public Works monitoring the contractor's performance for contractual compliance? Is Public Works using measurable criteria to evaluate contractor compliance? Please provide copies of these contracts for the Commission to review. How can Public Works ensure and improve emergency management readiness in the event the emergency management plan is initiated. 36. Sanitation Fund, Public Works tab, pg. 89 -An overall 0% increase in wages is projected for this office. This office could be considered to meet the benchmark CPI adjustment of 1%. 37. Storm Water Utility, Public Works tab, pg. 90-With the recent flooding events and even more recent, how will Public Works improve the storm water system to handle future events. What plans will Public Works make for emergency equipment such as rental pump capacity or other necessary equipment required to prevent any resident from experiencing flooding within their homes? Please provide a details plan and schedule of storm water system maintenance including coordination with Neptune Beach to the Commission for review. 38.Storm Water Utility, Public Works tab, pg.92-An overall 17%increase in wages is projected for this office. Would not the benchmark CPI adjustment of 1% be applicable? 39. Fleet Maintenance, Public Works tab, pg. 93 - Please provide a copy of the contract referenced to the Commission for review and detail metrics used to evaluate contractor compliance with the contract. AMENDED ITEM 1D MINUTES OCTOBER 10,2016 AUGUST 24,2016 at 5:30 PM. CITY COMMISSION BUDGET WORKSHOP 800 SEMINOLE ROAD,ATLANTIC BEACH,FL In Attendance: Staff: Mitch Reeves,Mayor Dan Arlington, Building Official Jimmy Hill, Mayor Pro Tern Cathy Berry,Human Resources Director Mitchell Harding, Commissioner Russell Caffey,Finance Director John Stinson, Commissioner Michael Deal,Police Chief Blythe Waters, Commissioner Don Jacobovich, Public Works Director Nelson Van Liere, City Manager Timmy Johnson, Recreation &Events Director Brenna Durden, City Attorney Kayle Moore,Public Works Deputy Director Donna Bartle, City Clerk CMC Derek Reeves,Planner/Interim Bldg&Zoning Dir. Keith Randich, IT Director Scott Williams, Public Works Deputy Director Call to Order Mayor Reeves called the meeting to order at 5:35 pm. He explained City Manager Van Liere has provided answers to questions from the previous budget meeting. He would like to cover those items before delving into the budget. City Manager Van Liere explained he responded via email today with answers to questions from the previous budget meeting. Most of the information will be covered in this presentation. He asked if the Commission would like to review the questions before the presentation or wait until after the presentation. Commissioner Stinson asked the City Manager to explain the revenue reduction based on the "roll-back rate" of 3.1754. Mr. Van Liere explained the"roll-back rate"for this year is 3.1754. If the City approves the"roll- back rate"there will be a reduction of$219,370 in revenues. The General Fund revenues exceed expenses by an amount equal to 1/10 of a mill. He will discuss the millage and balancing the budget at the end of the meeting. Commissioner Hill felt a lot of the questions would be covered in the presentation. Mayor Reeves stated the purpose was for the Commission to receive the answers to the questions prior to the presentation so they would have time to review them. However, they just received the answers this afternoon. Mayor Reeves stated he would agree to move through the budget without reviewing the 36 questions in hopes that during the presentation they would be answered. He wanted to give Commissioner Stinson the opportunity to respond because they were his questions. Commissioner Stinson stated the questions originated out of his study of the proposed budget. He sent them to the City Clerk to distribute to all Commissioners. He appreciated receiving the answers today but he has not had the time to review them. Once he has reviewed the answers he will meet with the City Manager individually if he needed further clarification. Mayor Reeves agreed. City Manager Van Liere advised the budget presentation would begin with the Building Department followed by Planning & Zoning, Public Works, Topics and Conclusions. He reminded everyone this is a proposed budget that can be revised. The final budget will be prepared for adoption on September 12th. Mayor Reeves asked City Manager Van Liere to give a summary of the revised pages that were placed in tonight's packet. Mr. Van Liere explained the twelve revised replacement pages provided by the Finance Director are in reference to the current year payroll only; no changes have been made to the upcoming proposed budget. August 24, 2016 Budget Workshop Meeting Page 2 of 20 Building Department Building Official Dan Arlington gave a slide show presentation of the Building Department Budget Review FY2015-2016 and the Projected Budget FY2016-2017 as follows: Building Department activities, revenue and expenditures associated with enforcement of the Florida Building Code. Mr.Arlington explained the Building Department is fully staffed and the department is running efficiently. The current staffing in the department is: Title: Employee: Building Official Dan Arlington Senior Building Inspector Mike Jones Administrative Assistant Grace Mackey Building Permit Technicians Toni Gindlesperger Jennifer Johnston He explained the Building Department is funded by the Enterprise Fund and explained the Enterprise Fund concept. The building department permit fees pay for the activities related to enforcement of the Florida Building Code. By Florida Law, permit fees may only cover building code enforcement activities. The building department contributes to the General Fund to help cover non-building related city administrative costs. When building department fees do not cover departmental expenses,the general fund covers the gaps. Revenue Projections FY 2015-16 Initial Estimated Revenue $439,134 FY 2015-16 Year to Date(Oct—July) $ 417,036 FY 2015-16 Current Estimated Revenue $ 485,652 FY 2016-17 Estimated Revenue $ 459,250 Proposed Expenses 2016-17 Salaries &Benefits $338,094 Training $ 3,000 New Vehicle $ 20,000 Computer Equipment $ 4,000 Contract Labor $ 36,440 Additional Expenses $ 56,385 Total Expenses $ 457,919 Construction Trends Unless Specified Otherwise, 10/01/15 through 07/31/16 4 new Commercial Projects Pet Supplies Plus, Fleet Landing Nursing Facility, Urban Farms & Atlantic Self Storage 89 New Homes Year to Date 36 New Units in Atlantic Beach Country Club 21 New Units for Habitat Homes in Mayport 32 Infill Units throughout the City 72 New Homes Year to Date 2015 35 New Homes Year to Date 2014 August 24, 2016 Budget Workshop Meeting Page 3 of 20 Building Expenditures&Revenue 2015-2016 Proposed 2016-2017 Revenue $485,652 $459,250 Expenditures $402,022 $457,919 Construction Value in Atlantic Beach 2014-2015 Projected 2015-2016 Value of $36,741,374 $47,251,057 Permits Building Permits &Inspections 2014-2015 Proposed 2015-2016 Permits Issued 2756 2732 Inspections 4953 6188 Number of Businesses Mayor Reeves asked if there were any statistics regarding the number of new businesses and lost businesses throughout the year. Mr. Arlington stated he does not track the number of businesses coming and going. He only tracks the number of new buildings and remodels. Mayor Reeves asked if there was a way to track new businesses. Mr. Arlington advised he would obtain the information for the Commission. Computer Equipment Mayor Reeves asked if the cost of new computer equipment should be included in the IT department budget. Mr. Arlington explained this equipment is for the Senior Building Inspector to install a new computer tracking system in his vehicle. The system is also built into the lobby computer so contractors and property owners can track the status of permits online. Mayor Reeves asked if contractors would be able to present plans online. Mr. Arlington responded they were going to start out with requests for over the counter permits such as, electric, roofing, plumbing, etc. and build up to online plan reviews. The online plan reviews will also require larger computer screens and extra equipment. Contracting out the Building Department Mayor Reeves asked the City Manager if he had considered the feasibility of contracting out the building department. Other cities our size that use a contracting system are based on a 70/30 split of the cost. City Manager Van Liere replied "no." The building department uses a contracted inspector through Universal Engineering. The firm offers plan reviews but he has not considered using the company to replace employees. The City can only use money generated from permitting and inspection fees to enforce the building code. The money cannot be transferred to the General Fund. If the department generates more income than needed to provide the services they would have to lower the amount of fees generated. Permit and Inspection Fees Mayor Reeves asked if the City could save money by contracting out fire inspections or lowering inspection fees. Mr. Arlington responded Jacksonville Fire and Rescue charges $50.00 for the permits they issue for fire suppression systems and alarm systems as part of the Interlocal Agreement. Atlantic Beach charges $35.00 to handle administrative costs. Training Commissioner Hill questioned if the $3,000 budgeted amount for training was enough. He suggested padding the training budget in order to train new staff He felt it would benefit citizens to have Universal Engineering expand instead of increasing staff in the building department due to the lack of future growth. August 24, 2016 Budget Workshop Meeting Page 4 of 20 New Vehicle Commissioner Hill asked if$20,000 was enough money to purchase a new vehicle. Mr. Arlington replied he budgeted for a two wheel drive vehicle. If the Commission felt the vehicle needed to have more capabilities he should purchase a four wheel drive vehicle. Mayor Reeves asked if the City purchased vehicles through a State or City contract. City Manager Van Liere replied"both." Contract Labor Commissioner Waters asked if there were guidelines for hiring outside contract labor to assist with plan reviews and inspections. Mr. Arlington replied the City Manager asked him not to exceed five days for plan reviews. There are no other set guidelines. Training Commissioner Stinson asked Mr. Arlington to elaborate on the $3,000 budget for training. Mr. Arlington explained he has to have a minimum of 14 hours of training every two years in order to maintain his license. Commissioner Stinson asked if training would be provided for other staff members. Mr. Arlington replied "yes." There are training opportunities for every trade. Senior Building Inspector Mike Jones is currently studying to obtain his building official license. Commissioner Stinson felt training was good for staff. The better trained the staff is, the better it is for the City. Commissioner Stinson asked if the contract labor budget included the cost for covering staff while they were out training. Mr. Arlington responded "yes." Commissioner Stinson asked Mr. Arlington if he would provide a list of the training that is included in the proposed budget and any training he would like over and above that, including the cost associated for Universal Engineering to cover during staff absences. Mr.Arlington replied"yes." Contractor Non-compliance Commissioner Stinson asked if the City had something in place to punish contractors for disregarding the City's permit rules and regulations. Mr. Arlington explained the disregard for rules and regulations falls under the Department of Professional Regulations. He has filed formal complaints in the past but it is very labor intensive and time consuming. Commissioner Stinson explained his idea was to issue a warning for the 1St offense, impose a fine for the 2nd offense, and impose a 180 moratorium on allowing them to do business in Atlantic Beach on the 3rd offense. Mayor Reeves asked if that was possible. Mr. Arlington replied under those circumstances contractors are protected by the State. The State just passed new legislation that became effective July 1St that gives them even more protection. Mayor Reeves stated this is a good example why the City needed to support home rule. Computer System Commissioner Stinson asked when the new computer system, that will allow the tracking of permit status, will be in place. Mr. Arlington replied the new system should be up and running in May 2017. Additional Expenses Commissioner Harding asked Mr.Arlington for a summary of the $56,385 additional expenses. Mr. Arlington explained additional expenses include all of the department's business expenses. The business expenses are communications, transportation, postage, insurance, repair and maintenance of equipment, repair of vehicles, printing, office supplies, operating supplies,fuel and room and board. Fire Inspections Commissioner Harding stated after an occupational license is issued the building department inspects the building. After the building department does the building inspection the Jacksonville Fire Department does an occupancy inspection. Neptune Beach has an in house person that is subcontracted to conduct fire inspections and inspect fire extinguishers. He asked what the Jacksonville Fire department charged to provide the service. August 24, 2016 Budget Workshop Meeting Page 5 of 20 Mr. Arlington stated it is part of the Interlocal Agreement for the Jacksonville Fire Department to provide the service. Commissioner Hill added the Jacksonville Fire Department also sends out a suppression crew to assist in inspections. This also allows them the opportunity to understand the interior of the building so if it ever catches on fire they are familiar with the interior floor plan making it easier to locate any occupants. He suggested trying to renegotiate the cost with the City of Jacksonville. Commissioner Stinson asked how much revenue the inspections generated. Mr. Arlington answered it amounted to about $600.00 per year. Commissioner Stinson felt the City should be able to lower the cost to citizens and absorb that small amount. Room and Board Commissioner Waters asked City Manager Van Liere to explain the room and board expense. Mr. Van Liere explained when the Building Department generates money it can only be used for building department purposes. Room and Board is part of the way the department adds to the General Fund. There are a number of divisions in the General Fund that support enterprise operation. Those departments are building, water, sewer, sanitation, and stormwater. Those departments receive the benefit of having an accounting staff, a City Manager, IT department, payroll and a finance department. Each enterprise fund allocates a portion of revenue to the General Fund. The allocation of$37,500 for the Building Department is for the use of those services. Commissioner Waters asked if there was a law that restricted the amount allocated. Mr. Van Liere replied the allocation is not restricted by law but there is a method for calculating the amount and the amount has to be within reason. Inspections Commissioner Hill asked Mr. Arlington if he could ask for an occasional random inspection from the City of Jacksonville to help keep contractors honest. He felt this would add an extra layer of enforcement. Commissioner Hill asked Mr. Arlington if there was anything the Commission could do to help improve the culture of customer service. Mr. Arlington responded he would appreciate it if Commissioners would contract him if they received a call from a disgruntled person so he could provide his side of the story. Use of Personal Vehicle Mayor Reeves voiced concern about Mr. Arlington using his personal truck for City business. Mr. Arlington stated he used his personal truck when the City vehicle was not running. Mayor Reeves asked if he provided an insurance rider when he used his own vehicle. Mr. Arlington advised the City vehicle is now running and he is in the process of purchasing two new folding ladders that will fit in the smaller vehicles. Mayor Reeves asked the City Manager to look into risk management and ensure the City is protected when staff uses personal vehicles for City business. Training Commissioner Waters asked if training was provided for the front desk staff Mr. Arlington stated he would love to add that to the budget. Classes are also provided for permit technicians. Commissioner Hill asked the City Manager how the budget adjustments would take place after the meeting. Mr. Van Liere explained he would provide the Commission with a list of adjustments by department. Community Development Department/Derek Reeves Mr. Reeves explained the Planning Department and Code Enforcement have now become two separate departments. He gave the following presentation. August 24, 2016 Budget Workshop Meeting Page 6 of 20 The current staffing in the department is Title: Employee: Community Development Director Vacant Planner (Derek Reeves /Interim Director) Code Enforcement Coordinator Outside Help not Supervised by the Director Planning Administrative Duties Handled by the Building Department's Admin Asst. Code Enforcement Board Secretary Duties handled by the City Clerk's Record Clerk 2015/2016 Planning Division Milestones Awarded $25,000 Technical Assistance Grant to fund the CRA/Redevelopment Plan Awarded $10,000 Grant to Create a Tree Management Plan. (Will Complete in 2016/2017) Annexation of ABCC Including Comprehensive Plan Amendments Received Tree City USA Designation Successfully Defended Gate Gas Station Appeal 2016/2017 Planning Division Goals Hire a Full Time Director hnplement the CRA/Redevelopment Plan(Community Development Fund- $50,000) Address Codes Related to the Moratorium on Gas Stations Address Necessary Sign Code Revisions Implement the Tree Management Plan $10,000 for Professional Services • Comprehensive Plan Evaluation and Appraisal Notification • Possible Rewrite of Land Development Regulations • Possible Overlay District Creation for Town Center 2015/2016 Community Development Board Update Heard the following 22 Total Items in 8 Meetings as of August 2016 10 Variances 6 Use by Exceptions 2 Ordinances 2 Comprehensive Plan Amendments 1 Rezoning 1 Plat 2016/2017 Planning Division Budget 2 Employees: Community Development Director Planner Expenses: 2015/2016 $243,000 Included$92,000 CRA Study 2016/2017 $186,000 New Director's Salary TBD Possible Budget MOD Pending Land Development Regulations Rewrite Cost TBD August 24, 2016 Budget Workshop Meeting Page 7 of 20 Revenue: 2015/2016 None 2016/2017 None Tree Fund Update Year Revenue 2014 $8,180 2015 $6,083 2016 $7,514 Balance $21,470 Expected Expenses Finalize Tree Management Plan $ 5,750 Complete Plantings Under$10,000 Grant Match $2,950 Begin Implementation of Tree Management Plan TBD 2015/2016 Code Enforcement Division Milestones Code Enforcement Officer Left May 2016 Code Enforcement Officer Title changed to Code Enforcement Coordinator Hired a new Code Enforcement Coordinator in July 2016/Debbie White High Profile Cases Cloister Gate Use—Pending Litigation 457 Sailfish Drive East—Property Sold and Demolished for new Home 85 Edgar Street—Property Sold and Demolished by Beaches Habitat Responded to Resident Complaints Limited Proactive Enforcement 2016/2017 Code Enforcement Division Goals Continue Working Open Cases Increased Focus on Proactive Enforcement Including • Junk Cars • Abandoned Properties • Overgrown Yards 2015/2016 Code Enforcement Board Update Items Heard 1 Old Item 1 New Item 1 Rehearing 1 Request for Rehearing 4 Meetings Held Limited Number of Items due to Newer Code Enforcement Officer Getting up to Speed and then Leaving the City with no Officer for 2 Months 2016/2017 Code Enforcement Division Budget 1 Employee: Code Enforcement Coordinator Expenses: 2015/2016 $68,500 Budgeted $47,500 Projected (without officer for two months and lower than expected benefit costs) August 24, 2016 Budget Workshop Meeting Page 8 of 20 2016/2017 $72,000 Budgeted No Major Expenses Expected Revenue: None Community Redevelopment Agency/Land Regulations Review and Rewrite City Manager Van Liere stated he added $50,000 to the budget for Community Redevelopment. He was not certain if the Commission wanted to create a Community Redevelopment Agency or rewrite the Land Development Regulations this year. If the Commission decided to create a Community Redevelopment Agency the City would need to transfer additional money from the General Fund to help fund the program. There is also $155,000 added into the legal budget because the City Attorney will need to take part in the process. He asked for guidance from the Commission as to whether or not they wanted to add more money to the budget. Commissioner Waters suggested hiring an outside firm. She felt an outside firm would be best because they would be familiar with the process and have a bank of best practices and examples to draw from and modify based on citizen input. She estimated a cost of$250,000. Mayor Reeves asked if there was any funding left over from not having to pay a salary for a Planning Director for August and September. City Manager Van Liere stated "no," because the previous director cashed out his leave balance. They are also still using a contract service for plan reviews. Mayor Reeves wanted to know if the $50,000 budgeted could be reallocated to another fund if the Commission decided to create a Community Redevelopment Agency. Mr. Van Liere responded the budget could be amended. Code Enforcement Liens Mayor Reeves asked if the City received any revenue from property liens and if so, where is it shown in this budget. City Manager Van Liere replied money received from property liens goes into the General Fund. The City has not foreclosed on any properties this year, instead they aim for compliance. The Code Enforcement Board assesses fines and they also forgive fines when properties come into compliance. Mayor Reeves felt the City needed to set rules regarding collecting fines for code enforcement. Tree Mitigation Fund Mayor Reeves stated there is currently$21,000 in the Tree Fund that is not being spent. Mr.Van Liere replied "yes." Commissioner Waters added that Mr. John November is working with the City of Jacksonville to properly implement their Tree Fund which is much larger. The goal of not spending the money is to have a plan in place for planting proper species and maintaining the tree canopy. The plan may not be put into place this year. Mayor Reeves felt this added to the importance of creating a Tree Committee to help come up with a plan. Planner Reeves stated revenues in the Tree Fund have increased because replacement payments increased. Community Redevelopment Agency/CRA Commissioner Stinson stated the Commission was going to be hearing recommendations for creating a Community Redevelopment Agency. He asked where the $50,000 amount came from. Mr. Van Liere advised he came up with the $50,000 amount to show the City was committed. It is basically for discussion purposes. Planner Reeves explained if the Community Redevelopment Agency is approved by the Commission the cost will be approximately $250,000 annually. That cost includes programs and improvements, maintenance and a Program Coordinator to put on events and work with businesses. Commissioner Stinson asked if the Commission decided not to create the CRA could the $50,000 be used for the review of Land Development Regulations. City Manager Van Liere responded that depended on the cost. Mayor Reeves asked if the City August 24, 2016 Budget Workshop Meeting Page 9 of 20 Manager could reallocate the expenditure without approval from the Commission. Mr. Van Liere replied "yes." Commissioner Waters stated if the City chose not to proceed with a CRA she would like to reinvest in the redevelopment along the Mayport corridor. She would like for the $50,000 to be used or saved for redevelopment projects and create a separate line item for the review and rewrite of the Land Development Regulations. City Manager Van Liere stated the $50,000 could begin as seed money to create an annual contribution to the Redevelopment Plan. This would not be a typical operating expense of the General Fund. Commissioner Stinson asked the City Manager to present to the Commission what the cost difference would be between choosing to create a CRA or to review and a rewrite the Land Development Regulations. Commissioner Hill felt that 80% of the department's budget depended on the hiring and the skill level of the new Planning Director. He suggested hiring the Planner before making the decision. Code Enforcement Commissioner Hill asked the City Manager to consider structuring the code enforcement system so there is one person serving as an enforcement officer and one person serving as a resolution person. He would like for the City to have the ability to reach out to property owners that do not have the means to afford correcting the code problem. Commissioner Stinson complimented the City Manager and staff. He added that Code Enforcement Officer Debbie White does a great job enforcing the codes and working with the Code Enforcement Board. He also thought the Board did a great job moderating and working with property owners to resolve problems. Commissioner Hill asked City Manager Van Liere to work on a solution to help residents resolve code enforcement issues. He suggested maybe a church group or Habitat for Humanity could pitch in and help. City Manager Van Liere advised there has been some discussion regarding the use of a Special Magistrate verses a Code Enforcement Board. He will be preparing and submitting a report to the Commission. Tree Mitigation Fund Commissioner Hill felt most citizens were concerned about the loss of large canopy trees. He felt raising the cost of tree mitigation would have more of a financial impact on the property owner which may be more effective. Planner Reeves advised they are seeing some improvements regarding tree protection. Infrastructure/New Businesses Commissioner Hill also felt the City should do more on the administrative side to make it more convenient for businesses to move into the City. He felt the City could go after certain types of businesses by making the facilities more in line with utilities, infrastructure and police support. Code Enforcement/Bank Owned Properties Mayor Reeves agreed the City should help residential property owners with code enforcement issues but he had no compassion for homes that were bank owned. He was surprised the City had not received any revenue from homes that were foreclosed. Tree Mitigation Fund Mayor Reeves voiced concern about people removing trees without permission. He agreed the City should increase the cost of tree mitigation. Planner Reeves advised the tree fund rate is currently $123.00 per inch. That cost is based on the cost to buy and plant a 4" live oak. Commissioner Hill felt the problem was that it takes a 4" live oak 75 years to make an impact. He recommended attempting to increase the size of live oak August 24, 2016 Budget Workshop Meeting Page 10 of 20 replacement tree. Although the survival rate of 4" live oak is higher than a larger one he felt if the homeowner had a stake in the cost the survival rate would increase. Mayor Reeves asked if the City received many complaints regarding the cost of$123.00 per inch. Planner Reeves responded most people objected at first but came back with more plantings. He would explore some other options. Planning Director Position City Manager Van Liere explained the City has not received many applications for the position of Planner. He asked the Commission about raising the salary or offering to pay a relocation fee. Commissioner Hill stated he would agree to offer a relocation fee but not a large salary increase. Commissioner Waters explained one of the prior Planner's frustrations was that he did not have time to plan for the future because he was too busy dealing with day to day events. She asked the following questions: 1) how much time is spent on things similar to the Gate Station issue, 2) what if the City contracted out large planning issues, and 3)what is the cost of hiring someone who is not a long term member of the community or beaches resident. City Manager Van Liere suggested having Derek Reeves become Planner 2, hiring a Planning Technician and using a contract service to handle large issues such as the Gate Station project. That would allow the Planning Director time to concentrate on visioning for the future without the headaches of day to day issues. Commissioner Hill stated he felt the Commission recognized this might be a shifting moment in the Planning Department. He was willing to consider looking at some options and budgeting more money to make changes if necessary. Mayor Reeves liked the idea of using a contract service for larger projects. He felt the Planning Director position may become less critical when the City becomes built out. He agreed to look at some options. City Manager Van Liere explained the planner's job is how to keep building in a built out community,which is what makes every project complicated. Developers are trying to squeeze every inch out of every corner and the planner has to apply the rules. Conclusion Commissioner Hill stated he would need some basic information to make a final decision and they would not have that until the City deals with the Comprehensive Plan and the CRA. Mr. Van Liere responded he would be addressing that issue at a later date. The budget can be amended once the decision is made. Commissioner Hill asked Mr. Reeves what the Commission could do to make his job easier. Mr. Reeves stated he could use more staff. He also would like Commissioners to contact him if they hear a compliant from a disgruntled citizen regarding the department. Mayor Reeves agreed to contact staff regarding citizen complaints but he also felt staff could help by trying to eliminate the need for citizens to contact Commissioners to solve an issue. Commissioner Hill stated he is willing to give staff the benefit of the doubt when he hears complaints from citizens. The staffing issue needed to be corrected as soon as possible. The way the system is set up; Commissioners are supposed to direct complaints to the City Manager. He liked the fact that Commissioners could talk with department heads but felt it also created the potential for citizens to ask Commissioners to solve problems. August 24, 2016 Budget Workshop Meeting Page 11 of 20 Mayor Reeves stated when he receives complaints from citizens the first thing is does is ask them if they have contacted the correct department head or person responsible. If they say "no," he asks them to contact that person and then call him back if they do not receive a fair response. He felt the City needed to communicate better with the public. Mayor Reeves stated Derek Reeves did a great job for the City and he appreciates all that he does. Commissioner Stinson stated the previous Planning Director was crucified in the newspapers for speaking with the public. He felt the Commission had an obligation to stand behind employees. He suggested the City establish an Educational Program for residents regarding tree mitigation and what the City is trying to accomplish. He questioned what it would take for the City to become more proactive with code enforcement instead of being reactive. He would prefer to use the Community Development Board to develop and put together a plan for new Land Development Regulations and then have experts review and refine the plan. Mr. Reeves stated code enforcement would need to hire additional staff in order for the Code Enforcement Officer to be proactive. City Manager Van Liere added he has been calling in code enforcement issues himself and encouraged Commissioners to do the same if they see something that does not make the City look good. Most of the issues were in commercial areas. Commissioner Stinson would like to continue using a Code Enforcement Board instead of hiring a Special Magistrate. Commissioner Hill felt the issue of property rights verses the tree canopy was a huge concern. Because the trees add value to the City he would like to find a way to protect the tree canopy that also protects the constitutional rights of property owners. He suggested finding out how other cities (such as St. Augustine) preserves trees. Commissioner Waters asked Mr. Reeves if it would make his job easier if the Land Development Regulations were reviewed and rewritten. Mr. Reeves responded "yes," it would make his job easier. The majority of his time is spent trying to answer questions regarding the interpretation of the Code. He added the old Atlantic Beach design standards are difficult. Commissioner Waters agreed she receives calls from residents that have not liked the answers they received from the Planner regarding what they can or cannot do with their property. She felt the Commission needed to determine a response to those questions. Mayor Reeves called for a recess at 7:54 pm and reconvened the meeting at 8:17 pm. Public Works Department/Don Jacobovich Mr. Jacobovich explained the Public Works Department consisted of almost half of the City's total budget. There are 10 different budgets within the department. He introduced Kayle Moore who is in charge of Public Utilities and Scott Williams who in charge of Public Works Activities. He proceeded with the following presentation: Primary Responsibilities • Water, sewer, streets, rights-of-way, parks, facilities, stormwater, sanitation and fleet maintenance and construction administration. • Permits:NPDES,MS4,EPA, SJRWMD • Commercial and Residential Plan Review • Rights-of-way Permits • Stormwater Utility Fee Calculations August 24, 2016 Budget Workshop Meeting Page 12 of 20 Mr. Jacobovich stated the Public Works Department has five full-time employees and one part-time employee in the administration. Facilities Maintained 60 Miles Paved Streets and Right of Way 54 City Buildings (31 Sewer Lift Stations) 5 Treatment Plants 6 Stormwater Treatment Ponds 240 Miles of Water, Stormwater and 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) 1.6 Miles of Beach The Public Works department has 19 full-time employees. Public Works Budget 2016/17 Fund Budget General Fund-Admin 451,0166 Streets Division 906,278 Building Maintenance 213,765 Gas Tax 550,000 Half Cent Sales Tax 1,265,000 Sanitation Utility 1,838,645 Capital Project Fund 385,000 Stormwater Utility 2,314,473 Total 7,924,177 Public Works Capital Items 2016/17 Item Budget Request Seminole Road Improvements —Carried 1,600,000 Forward Stormwater Master Plan Update& 250,000 Aquatic Gardens Improvements Stormwater System Improvements to 250,000 Saltair Neighborhood Street Resurfacing 400,000 Resurfacing Program FY 2016/17 - $340,000 Proposed Budget $60,000 for Specific Problem Areas • Current year Paving Completed • Seminole Road Street Resurfacing Discussion ensued regarding street resurfacing,prepping dips and swales prior to resurfacing, material options and the tree canopy. Mr. Jacobovich explained proper preparations of roadways as well as inspections are crucial to the outcome of the pavement. He provided the Commission a list of road resurfacing needs based on the conditions of the roads. August 24, 2016 Budget Workshop Meeting Page 13 of 20 Commissioner Harding asked Mr. Jacobovich to consider that West 10th Street between Mayport Road and Orchid Street needs to be resurfaced. Mayor Reeves stated "for the record" the repaving on Sea Oats Drive would not be in front of his house. He questioned why Oceanwalk gets paved every year. Commissioner Stinson thought it would help if Mr. Jacobovich provided a list of the criteria he uses to calculate the OCI factor. Mr. Jacobovich agreed to provide that information. Commissioner Hill asked Mr. Jacobovich to move streets that have upcoming underground utility improvements to the bottom of the priority list so they did not have to go back and repave again after the work was completed. He added properties on West 14th and Plaza West had limited infrastructure and less utility access than other areas in the City. Those streets need updated sewer facilities and infrastructure before the City repaves. City Manager Van Liere stated the list of streets to be resurfaced can be rearranged as necessary. The rating system for the road conditions is a tool that attempts to remove politics from the process. Commissioner Hill responded he did not want the City to waste money paving a road and then have to repave it within two years because of utility improvements. Mr. Jacobovich explained the criteria used to determine which streets should be repaved. Commissioner Stinson asked if traffic volume was part of the criteria especially considering delivery trucks in commercial areas. Mr. Jacobovich responded the criteria for street resurfacing has been used for years. He did not think it included traffic volume. Commissioner Waters mentioned that citizens have also complained about delivery trucks in residential areas. She asked if that was measured. Mr. Jacobovich advised because development is constantly occurring it is hard to track heavy truck traffic activity. Pavement Management 2016/2017 Street Starting Point Ending Point OCI Sturdivant Avenue Sherry Drive Seminole Road 51.25 Ocean Walk Dr.N. Oceanwalk Drive W. Oceanforest Dr.N. 51.67 Hibiscus Street Dead End Levy Road 52.92 Parkside Drive 11th Street Plaza Drive 52.92 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. Jacobovich stated there are currently 23 full time employees in the Utilities Department. He explained the flow of capacity of the plants as follows: Utilities 2016 Flow Treatment Plant Design Capacity MGD Actual Flow Wastewater Treatment Plant 3.50 1.91 1. Annual Ave Daily August 24, 2016 Budget Workshop Meeting Page 14 of 20 Water Plant#1 —Max Day 3.17 1.68 Water Plant#2—Max Day 2.90 1.29 Water Plant#3—Max Day 1.59 0.87 Water Plant#4—Max Day 0.25 0.24 Utilities Budget FY 2016/17 Fund FY 2016-17 Water Production 866,251 Sewer Treatment 2,554,949 Distribution/Collection 2,991,836 Non-Divisional 3,720,100 Total 10,133,136 Non-Divisional includes: • Transfer to General Fund • Internal Service Charges • Insurance • Debt Mr. Jacobovich explained the Water Capital Projects the department would like to accomplish the upcoming year. New Water Meters One of the capital projects is replacing water meters. They were going to begin the installation by focusing on commercial properties. The new water meters have a program that will allow customers to view their water consumption online. Mayor Reeves asked if the program also allowed customers to pay their utility bill online. Mr. Jacobovich replied this program is not related to making payments online. Mayor Reeves questioned if the$95,000 grant money was received this year. Finance Director Caffey advised the grant was approved this year but the money has not been received. Commissioner Hill asked if there was an additional benefit of having the data available to customers and if there was any savings for the City. Mr. Jacobovich replied they are starting the new water meter program with commercial property because those properties use the most water and the conservation benefit would be greater. Water Capital Items FY 2016/17 Item Budget Request Replace Aging Water Service in Seaspray Subdivision(approx. 44 services) 175,000 Install Automated Metering 160,000 Infrastructure for Commercial(Grant) (95,000) Meters(Cost-Share Grant)Phase 1 Well Video—Logging and Management Plan 130,000 Atlantic Blvd. Water Main Loop to Aquatic Dr. West 100,000 (Design Only) Self-Contained Breathing apparatus WTP 1,2, and 3 6,000 August 24, 2016 Budget Workshop Meeting Page 15 of 20 Chlorine Auto control Valves at WTP 3 10,000 Mr. Jacobovich explained the Sewer Capital Projects as follows: Mayor Reeves questioned if the $63,000 grant was received this year. Finance Director Caffey responded the grant has been approved and it was last year's grant. Commissioner Hill asked if the amount of capital items were unusual. Mr. Jacobovich advised the amount of capital items was consistent for making improvements. Surplus Property in Jacksonville Mayor Reeves asked if the City could legally sell the surplus property in Jacksonville and use that revenue in public works or another area of the budget. City Manager Van Liere stated he did not see any reason why the City needed to keep the property. The property is outside the City limits so the City would not be able to develop it or use it for a park. He would be in favor of selling the property. The revenue from the sell would likely have to go back into the Water and Sewer Utility Fund to be used for projects. However, that fund can legally transfer funds to the General Fund. He added the list was in line with annual capital expenditures which are usually around one million. Sewer Capital Items FY 2016/17 Item Budget Request Phosphorous Removal 225,000 Improvements at WWTP(Grant) ($63,000) Install 2nd Centrifuge Unit at WWTP 75,000 Replace Clarifier Drives at WWTP 225,000 Replace 2"Influent Screens at WWTP 42,000 Replace 1 of 3 Influent Pumps at WWTP 22,000 Control Component Upgrade for 4 Master Lift Stations 100,000 Replace 4 Wetwell Tops with Opening Hatches 24,000 Install New Control Panel at Oceanwalk Lift Station 20,000 Replace Suction Lines at West Amelia and Selva Marina LS's 20,000 Install Softstarts at Lift Stations"E"(2 Motors) 6,500 Mr. Jacobovich showed slides of charts for the stormwater, gas tax and sanitation funds. He explained there was a peak in the Storm Water Utility Fund for 2017. There was a peak in the Gas Tax Fund for 2017 due to the Seminole Road project and a small peak in the Sanitation Fund for the purchase of a truck. Conclusion Public Works Director Jacobovich stated this is the end of his presentation. They incorporated Utilities within the Public Works Department in 2015 and it is working well. They expect more homes will be built in the upcoming year creating an increased need for water. There is a reuse water system for the Atlantic Beach Country Club. There are some additional operational charges this year based on reporting requirements for the NPDES and the MS4. He will be emphasizing customer service this year throughout the department. This will include providing management classes for supervisors on how to provide good customer service and how to handle unruly employees. He would like for the department to work towards becoming accredited. He explained the accreditation process involves 500 to 600 standard operating procedures. August 24, 2016 Budget Workshop Meeting Page 16 of 20 Mayor Reeves questioned the amount of revenue provided by the %2 Cent Sales Tax. Mr. Caffey explained the difference. This year the revenue received from the ''V2 Cent Sales Tax is projected to be $481,000. Mayor Reeves asked if the City has considered the purchase of a menzi muck to clean out ditches and help with drainage. City Manager Van Liere explained several years ago the City asked the Commission to replace their old menzi muck that was out of service but the purchase was not approved. Mayor Reeves asked the City Manager to look into sharing the cost of a menzi muck and a vacuum truck with Neptune Beach. Commissioner Hill stated many cities were removing fluoride from their water. He asked if the Public Works Director had addressed the issue. Mr. Jacobovich responded the City does not add fluoride to the water so it is not a concern. He did not see any useful purpose to it. Commissioner Hill asked if there was money budgeted to maintain wooden surfaces and signage. Moving forward he would like to see more continuity in signs throughout the City. He would also like to provide an enhanced crosswalk at the 1500 block of Seminole Road and at Mayport Road and Plaza. Mr. Jacobovich explained he is looking into the cost of the crosswalks. Commissioner Hill asked if the City currently had the option to access the well in the park during extreme drought conditions. Mr. Jacobovich doubted the City would be able to reopen that well but they recently dropped a well in Howell Park and would soon be installing a pump. Stinson asked if there were any customer service initiatives planned for the department. Mr. Jacobovich stated he has not developed any initiatives other than expectations. He explained what his expectations were. Stinson asked if there were any concerns about diminishing water levels in wells. Mr. Jacobovich replied at this time there are no capacity problems. He would like to develop an efficient well management plan to move the water from well to well. Stinson asked if there were any plans to add new park rangers to staff. Mr. Jacobovich replied he had a request to add one additional ranger. City Manager Van Liere advised that item is on his follow up list. Mayor Reeves asked Mr. Jacobovich what changes he would make today, if he were given full authority to reorganize the department without decreasing services. Mr. Jacobovich replied he has hard working employees. He would not make any changes. Mayor Reeves voiced concern regarding small sidewalk repair projects. Mr. Jacobovich explained some small projects are delayed due to the size and having to hire outside contractors. City Manager Van Liere stated that is the conclusion of the departmental presentations. He would like to review some items that were suggested at the previous meeting. He provided the following list of additional topics and explained the purpose for each one. Additional Budget Items Topic Cost 1. Millage Rate of 3.3285 to 3.2285 $143,285 (reduction of revenue) 2. Additional Police Officers $238,000 3. Additional Pension Costs $200,000 4. Additional Maintenance Worker $ 45,000 5. Media Specialist/Salary&Benefits $ 42,800 6. Wi-Fi for the 3 Community Centers $ 5,100($1,700 per location) August 24, 2016 Budget Workshop Meeting Page 17 of 20 7. Sea Turtle, Standardization of Beach Access &Park Signage $ 10,000 8. Parking Study $ 35,000 to 50,000 9. Lifeguard Station Addition $ 50,000 10. Shade Structure at Sunset Pier $ 30,000 11. Digital Lighting at Pedestrian Crossing $ 11,000 12. Sign on Mayport Road $ 3,000 13. Website Enhancements $ 15,500 to 25,000 14. East/West Sidewalks $ 100,000 (included) 15. Low Speed Vehicle $Unknown 16. Post Event Clean up $ 2,000 17. LDR Code Revisions,Map Updates,Allowable Uses a. In-house b. RFP c. Combination 18. Advance Disposal Additional Cost for Recycling- Issue City Manager Van Liere explained this list was prepared based on his notes from the previous budget meeting. He reviewed each item and stated he would like to receive some feedback so he and the Finance Director could provide a revised list for the September 12t11 meeting. Mayor Reeves stated this list of additional items totals $647,940.00. He explained the roll-back rate sounds like a decrease in taxes however property values have increased 9% therefore it is actually an increase in the amount of property taxes paid by the citizens and revenue for the City. He added the City will also have increased revenue from the new golf course properties. He would like to reduce the millage rate from 3.3285 to 3.2285. He felt if the City decreased the millage rate it would offset the amount of a County property tax increase. He asked when the last time the City reduced the millage rate was. City Manager Van Liere responded the last time the City reduced the millage rate was back in 2005. A lengthy discussion ensued regarding reducing the millage rate to 3.2285. Mayor Reeves stated, for the record, this was not a political issue. He asked Commissioners to support him in lowering the millage rate 1/l 0t''of a mill. Mayor Reeves stated the additional list presented by the City Manager added another $647,940 increase in the budget. City Manager Van Liere replied that was incorrect. The $200,000 for pension cost was not an additional budget item. Mayor Reeves stated the additional items now amounted to $447,940 and the Commission needed to debate those items. City Manager Van Liere advised not all of the items would be ongoing. The ongoing items on the list are the additional police officers, recycling, and the additional maintenance worker. The one-time expenses include the upgrade to the lifeguard station, shade structure, signs, and the website enhancement. As City Manager it is his goal to provide the best services, beautify the City and maintain the police force. Discussion ensued regarding the new position of Public Information Officer. Commissioner Stinson explained he provided a handout regarding the history of the City from 2000 to 2017. The handout included data from the Census Bureau,the number of utility customers,the number of employees, and the millage rate from the year 2000 to 2017. The data collected showed the city was providing higher levels of service in 2016 for basically the same amount they were paying in the year 2000. He suggested giving employees a 3% salary increase this year and creating an incentive program for employees to save the City money. August 24, 2016 Budget Workshop Meeting Page 18 of 20 Discussion ensured regarding employees,their salaries and how they could help the City save money. Commissioner Stinson suggested going over the additional 18 items one by one and coming to a consensus. He also asked Commissioners if they would like to add anything to the list. Commissioner Hill questioned if the City was stable enough to reduce the millage rate. He voiced concern regarding the upcoming election and the effect it may have on the economy. When the economy tanked the City relied on the surplus. Once the millage rate is reduced it would be difficult for the City to increase taxes in the future. Commissioner Harding wished there was a way to give employees more than a 3% salary increase because they went five to six years without a raise. He felt reducing the millage rate when the City has increased expenses would be disastrous and he agreed raising taxes in the future would be difficult. He would agree to adopt the budget at the 3.3285 millage rate and have the City create a new employee incentive program at the beginning of the year to help the city save money. City Manager Van Liere advised the City currently has a policy for employee suggestions to help the City save money but he has not received any submissions from employees. Finance Director Caffey explained the funding for items 7, 9, 10, 11 and 12 could come from Special Revenue Funds. Items 8, 13, and 15 are one-time expenses and would not be carried over to the next year. City Manager Van Liere stated he would like to add an item to the list for potential major purchases like the Johnston Island project. Commissioner Hill suggested cutting item 8, parking study, or reducing the amount. He felt the $35,000 to $50,000 was excessive. Item No. 4.Additional Maintenance Worker Consensus: TO NOT HIRE AN ADDITIONAL MAINTENANCE WORKER. Item No. 5. Media Specialist and Citizen Liaison Salary and Benefits Consensus: TO ADD A MEDIA SPECIALIST. Item No. 6. Wi-Fi for all three Community Centers Consensus: TO ADD WI-FI FOR ALL THREE COMMUNITY CENTERS. Item No. 7. Sea Turtle Signage for Education and Awareness and Standardization of all Beach end Signs. Consensus: TO ADD SEA TURTLE SIGNAGE AND STANDARDIZATION OF BEACH END SIGNS. Item No. 8. Parking Study Consensus: TO DELETE THE PARKING STUDY AND FORM A COMMITTEE TO CONDUCT A PARKING STUDY. Item No. 9. Lifeguard Station Upgrade Consensus: TO ADD THE LIFEGUARD STATION UPGRADE. Item No. 10. Shade Structure at Sunset Pier Consensus: TO ADD THE SHADE STRUCTURE AT SUNSET PIER. August 24, 2016 Budget Workshop Meeting Page 19 of 20 Item No. 11. Digital Lighting at Pedestrian Crossing Consensus: TO ADD DIGITAL LIGHTING AT PEDESTRIAN CROSSING. Item No. 12. Sign on Mayport Road Consensus: TO ADD SIGN ON MAYPORT ROAD Item No. 13. Website Enhancements Consensus: TO ADD WEBSITE ENHANCEMENTS USING THE 2015/2016 BUDGET Item No. 14. East/West Sidewalks Consensus: TO ADD THE EAST/WEST SIDEWALKS (INCLUDED IN THE BUDGET). Item No. 15. Low Speed Vehicle Consensus: TO ADD THE LOW SPEED VEHICLE. Item No. 16. Post Event Cleanup. Consensus: TO ADD POST EVENT CLEANUP. Item No. 17. LDR Code Revisions,Map Updates and Allowable Uses. Consensus: TO WAIT UNTIL A PLANNER IS HIRED. Item.No. 18. Advance Disposal Additional Cost for Recycling. Consensus: TO HOLD OFF. Discussion ensued about the storage shed that was in the budget. Consensus: KEEP THE STORAGE SHED. City Manager Van Liere asked for a consensus on the millage rate. The millage is set at 3.3285 which would cover the budget including the additional items approved by consensus. To lower the millage to 3.2285 as suggested by Mayor Reeves would lower revenues by$143,285. Discussion ensued regarding the millage rate. City Manager Van Liere stated Atlantic Beach is a very nice community where people wanted to live. He did not want to decrease the level of services. His goal is to make the City better. He felt a new level of maintenance could make the City top notch. Mayor Reeves stated the City could use reserves to increase maintenance if necessary. Further discussion ensued. City Manager explained on September 12t1i there will be an ordinance to set the millage rate. He asked for a consensus to set the millage. Consensus: TO REDUCE THE MILLAGE RATE TO 3.2285. Mayor Reeves announced he has asked the City Clerk to advertise a Public Notice for a Roundtable Meeting on September 10th at 10:00 am. to be held at Adele Grage to discuss open communications with the City Manager and how the City handles citizen complaints. Courtesy of the Floor to Visitors Mayor Reeves opened the Courtesy of the Floor to Visitors. August 24, 2016 Budget Workshop Meeting Page 20 of 20 Chris Jorgensen, 92 W. 3'd Street, commented the employees were committed to the City and he appreciated their work. He felt the Public Works Director gave a great presentation tonight. He was disappointed that the answers to Commissioner Stinson's questions were not provided to the Commissioners in time for them to review them prior to the meeting. There being no further comments from the public Mayor Reeves closed the Courtesy of the Floor to Visitors. Adjourn There being no further discussion by the City Commission,the Mayor declared the meeting adjourned at 12:16 pm. Mitchell E. Reeves,Mayor Donna L. Bartle, CMC, City Clerk AMENDED ITEM 2A OCTOBER 10,2016 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Maritime Management Plan Presentation SUBMITTED BY: Derek W. Reeves, Planner '/L DATE: October 4, 2016 STRATEGIC PLAN LINK: None BACKGROUND: The City of Jacksonville with support of the Florida Inland Navigation District is creating a Maritime Management Plan. A team from the Northeast Florida Regional Council, University of North Florida and Jacksonville University will be gathering information about water access facilities and the needs and desires of the community, so that we have a plan to guide us as we maintain facilities, plan for unmet needs and ensure that the important role that water access plays in our economy and our quality of life remains strong for the long term. Ms. Margo Moehring with the Northeast Florida Regional Council will present the details of the project including opportunities for public comment via a survey at JaxBoatPlan.com and three public meetings to be held at the following dates and times: -October 4 at the University of North Florida University Center(already occurred) -November 1 at the Jacksonville University Marine Science Research Institute -December 6 at the South Beach Park Community Center in Jacksonville Beach This is a project that City staff is providing input in as are the other beach cities. BUDGET: None RECOMMENDATION: None. ATTACHMENTS: Copy of the Maritime Management Plan Flyer REVIEWED BY CITY MANAGER: -1-7 AMENDED ITEM 2A OCTOBER 10,2016 Maritime Management P If you care about Duval County's waterways, tell us what you think! J axlio _lPlan . corn The City of Jacksonville with the support of the Florida Inland Navigation District is creating a MaritimeManagement Plan.Ateam fromthe Northeast Florida Regional Council, University of North Florida and Jacksonville University will be gathering information about water access facilities and the needs and desires of the community, so that we have a plan to guide us as we maintain facilities, plan for unmet needs and ensure that the important role that water access plays in our economy and our quality of life remains strong for the long term. Attend the Public Open House "First Tuesday" Meetings 6-8pm: Elil October 4 at University of North Florida University Center figNovember 1 at Jacksonville University Marine Science Research Institute egDecember 6 at South Beach Park Community Center in Jacksonville Beach Take the survey through October at JaxBoatPlan.com . -`)-Nornhcast _ "'" (4)Regional r ', y`v�. ' FLO 1DP Ht MID 7'Win. ," f V Council Afty ! `. ��tt 1 UNF ... ..0 , _ . 7'_ ---., UNIVERSITY.,I ± F �l_ , 3 NORTH FLORIDA_ II% , ti' .\ 2• , _`� "11 . l $ > rte, ►+� a �', F� r :; 'm'__...`___ __ chlorin Science .stir-- RESEAIICN INSTITUTE iiiibit 1' ''a JACKSONVILLE ... Your input is important as we prepare for a vibrant future for our waterways and our community. Learn more about the plan and how you can get involved at JaxBoatPlan.com. AMENDED ITEM 10A OCTOBER 10,2016 L um*q LEWIS Attorneys at Liw LONGMAN Ilw-law.com 1P4.10 w WALKER Reply to:Jacksonville MEMORANDUM TO: Mayor and City Commission Members FROM: Brenna M. Durden, City Attorney DATE: October 4, 2016 SUBJECT: Gate Petroleum Company, Inc. 535/541 Atlantic Boulevard Please find attached herewith a copy of a letter from T. R. Hainline to Chief Deal dated September 29, 2016 regarding the hours of operation for the Gate service station and retail store to be constructed on Atlantic Boulevard. Following discussion with Chief Deal, Gate representatives, Nelson Van Liere, Commander Gualillo and myself, Chief Deal signed the letter on September 30, 2016 confirming the contents of the letter. I will report on the letter during City Attorney comments at the October 10, 2016 Commission meeting. Should you have any questions, please do not hesitate to contact me. Thank you. JACKSONVILLE TALLAHASSEE TAMPA BAY WEST PALM BEACH 245 Riverside Ave.,Suite 150 315 South Calhoun St.,Suite 830 101 Riverfront Blvd.,Suite 620 515 North Flagler Dr.,Suite 1500 Jacksonville,Florida 32202 Tallahassee,Florida 32301 Bradenton,Florida 34205 West Palm Beach, Florida 33401 T:904.353.6410 T:850.222.5702 T:941.708.4040 T: 561.640.0820 F:904.353.7619 F:850.224.9242 F:941.708.4024 F:561.640.8202 00716638-1 07U3" See Things Differently' AMENDED ITEM 10A OCTOBER 10, 2016 T.R.HAiNLINE,JR. 13411 IZnrtpLtcc I xilc-.tnl•tiutc IS ) R O G E R S TOWERS �ack��n,alc.Honda 321)- 904,398.3911 Main 904.3.6.5531 904.3%.016i3Fax T1 lainlinc(Drtlaw•.com wuw.itiw.co n September 29, 2016 J. Michael Deal Chief of Police Atlantic Beach Police Department 850 Seminole Road Atlantic Beach, FL 32233 Re: Our File G0005-64400 Dear Chief Deal: We represent Gate Petroleum Company ("Gate") which is designing and constructing a service station and retail store at 535 and 541 Atlantic Boulevard. It is Gate's intent to apply to the State of Florida Division of Alcoholic Beverages and Tobacco for a ZAPS license to sell beer and wine for off-premises consumption. 'l'he service station and retail store will be open 24 hours/day. The sale of beer and wine at the retail store will be closed between the hours of 2:00 a.m. and 7:00 a.m. All storage and display areas where beer and/or wine is stored and sold will be locked and dark (not lighted)and therefore will not he accessible to anyone between the hours of 2:00 a.m. and 7:00 a.m. We understand that the City of Atlantic Reach Police Department has been charged by Section 562.14(4) of the Florida Statutes with enforcing Section 3-2 of the City of Atlantic Beach Ordinance Code, which limits the hours of the sale of alcoholic beverages by licensed premises operating within the City. In designing its retail store, Gate seeks confirmation from you regarding the City's enforcement of Section 3-2. The intent of the ordinance is to control and eliminate the sale of alcohol between 2 a.m. and 7 a.m. The City has allowed stores similar to the proposed Gate store to operate 24 hours/day, consistent with the interpretation. Based upon the intent of Section 3-2, the Police Department does not interpret this section to mean that Gate and businesses similar to Gate would be required to physically close and stop selling all goods during these hours. AMENDED ITEM 10A OCTOBER 10,2016 Chiet*J. Michael Deal September 29, 20 I 6 Page 2 Please confirm this interpretation by signing this letter below. Thank von. Ver\ \ours, I .R./Hainline, Jr Ackno\ sdged h ame: I e— ,\\ 107106,