Item 10B- Authority and Accountability for Oversight of All Extraordinary Legal ExpensesCITY Or Al LANTIC B> ACH
CITY CUMMISSIUN MEETING
COMMISSIONER'S KEYUKT
AGENDA ITEM: Authority and Accountability for Oversight of All Extraordinary
Legal Expenses
SUBMITTED BY: John M. Stinson, Commissioner, Seat No. L
K] FURL VAl l : ZaLh of May ZU18
BACKGROUND: In March ZU15'the City Commission approved a contract for
legal servi,_cs with Lewis, Longinan and Walker to i etain Ms.
Bi enna llui den as legal counsel and City Attorney fur the city
of Atlantic Beach.
In Septembei 2017, the City Cunnnissiun apps ovcd the r Y
ZU1 / - Z-uim Upevating budget for the City of Atlantic Beach,
lalor0a.
Legal fees and expenses apprupi iated in the budget fog r Y
ZU"1"/ -ZU18 are two hundred -tiny thousand ($250,000.00)
dollars, Included in this appropriation was an amount for Legal
Fees fur Extraurdina,y Items of ninety-five thousand
($95,uuu.uu) dunars. -these extraurdinary items include, but
were not limited to, matters such as gas / service station code
updates, medical marijuana dispensary considerations, and
sign eude revisiuns.
There may be other historical information not presented in
this ,-hrunulugy and nut available at the time of the drafting of
this i epuit.
JUSTIFICATION: City Attorney epui is detailing legal fees and a breakdown by
depai tment fur sei vices rendered, estimate expenses incurred
to approach one hundred twenty-one thousand, three hundred
fifty-five dollars ($121,355.00) dollar s for the fig st six munths
of the fis,-al year. An annualiLed furecast of this estimate tram
the City Attorney would turecast legal tees at year-end to be
approximately two hundred forty-two thousand, seven
hundi ed ten ($242,710.00) dullai s.
City Fi„a„l.e Di, el.tu, , upo, tJ detailing legal fee,, eJtimate
expenses incurred to apps ouch One hundl ed fol ty-une
Thousand, five hundred fifteen ($141,515.UU) dollars for the
first seven months of the fiscal year. An annualized forecast Of
this estimate would fol e,-abt legal fees at yea, -end to be
approximately two hun5rect forty-two thuusalizt, five hull5rez1
ninety-seven ($242,597.UU) dollars.
130th forecasts preaiut expenses to be within budgeta, y
projections, one projection seeming more advantageous than
the other.
What is notable about these recent years legal expenses
incurred is the average legal expenses incurred from 2UU8
th, ough 2015 is ninety-eight thousand, eight hundred twenty-
six ($yts,tszb.u0) dollars and the ave, age fl On, 2016 th,Ough
the projected legal expense incurred in rY 2U1/ - 2UILU is two
hundred fifty-three thousand, eighty-nine ($253,U89.UU)
dolla, s.
While there are reasonable explanations for these increases,
due to the significance of these increases, it would be prudent
fO, the City uo,nn,issio„ to di, ect q_lose, sc, utilly by City staff of
any and all future legal expenses expec:teU to be incurred.
BUDGET: Budgeta, y impact is ext,eaed to be negligible to non-existent
with the upside being a close, focus on legal duma�,ds may well
result in budgetary savings.
RECOMMENDATION- It is , et-ommended that the City Curr mission aha, ge the City
Manager with Authoi ity and Accountability for uve, sight Of All
Extraordinary Legal Expenses Not Specifically Expressed or
Enumerated within the Contract engaging Lewis, Longman &
walke, and Ms. ts, e„na Du, de„ as legal counsel and City
Attorney for the City of Atlantic Beach.
ATTACHMENTS:
1. unexecuted LO„tract for Legal Se, vices dated the 14,h of
March 2U1b (note: the actual contract was executed,
however an executed copy of said contract was not
available to include in this packet)
L. City of Atlantic tseach tsudgetary Summaly Of
Expenditures by Department for FY 2U17 -2U18
3. City Administration 13udgeta, y Combined Summa, y of
Revenues iso txpenses fur P LU1/ - Zulu
4. City of Atlantic Beach Budget Presentation from the 12th
of July 2017
5. City of Atlantic Beach Budget Reserve Reconciliation for
FY 2017-2018
6. Lewis, Longman & Walker Estimated Breakdown of
Tees by Department Through April 2018 for Services
Rendered for FY 2017 - 2018
7. City of Atlantic Beach Legal Fee Breakdown from CoAB
Finance Department for FY 2017 -2018
8. City of Atlantic Beach, City Manager Organizational
chart
9. City of Atlantic Beach, City Manager Key Objectives
10. City of Atlantic Beach, City Attorney Key Objectives
11. City of Atlantic Beach, City Administration Legal
Counsel Budget and historical Expense
PRESENTATIONS: None at this time.
APPROVAL:
Approved by:
John M. Stinson, City Commission, Seat No. 2
AMENDED AGENDA ITEM #3A
Main 14, A515
CITY OF ATLANTIC BEACH
ui Y COmmiSSliaN MEETING
STAFF REPORT
AGENDA I i tM. Recruitment of City Attorney
SUBMITTED BY: Catherine Berry. J.D., i ;rector of Fluman Resources
DATE: March 14, 2016
STRAIEGICPLAN: None
BACKGROUND_ In a ,pec;al called meeting on March 8, the Commission voted tv
direct the Uty Manager to negotiate a contract with the tirm of Lewis, Longman and WaiRGr,
P.A., which he has done. The contract, a copy of which is attached, provides Tor compensation
in a hybrid format ds follows, Lewis, Longman and Walker w;ll atte,,d All City Commission
meetings, Special Called tommis.,Ion Meetings, Lode Enforcement Meetings and Community
Development hoard meetings and prepare for such meetings, Tor a monthly retainer of $4500,
which is $2257hour, for up to 20 Flours, All other services are "non -retainer services" and shah
be tbilled at an hourly rate of $250 an Rour in time Increment., of .10 hors, paralegal Time shall
be billed at $150 an hour and an azPaoclate's time will Be billed at $200 an hour, Litigation
services in Federal or State Court, it any are requested, shall be billed at $250 an hour-
Lobbying, pension and public tinance/bond services shall be provided, upon reque.0t, at
negotiated rates. vreapproved out-of-pocket costs will be reimbursed. Travel time or mileage
in Duval County will not be cRarged and outside of Duval County will Be billed at one halt (1/2)
the agreed hourly rate. LLW will Be responsiBie Tor advising the City Manager when tees and
posts reacR $7,000 a montR- Cvmuensation may be negotiated on an annual ba.,;s.
RECOMMENDATION- The City Manager be directed to enter into the attached contract
with Lewis, Longman and WalRer, P.A. on behalf of tRe City.
ATTACHMENTS: Contract Tor Legal Services
BUDGET: $96,000 currently Budgeted for legal services
REVIkWED BY CITY MAwAtiER: ,
AMENDED AGLi IDA ITEM OA
March 14; 2015
CONTRAC r FOR LEGAL SERVICES
itlla Cu1YixAui FuR LEGAL ShRVICES, hereinafter referred to as the "Agreement," is
made and entered to be effective thia 16th day of March, 2016, by and between the City of Atlantic
Beach, Florida, timeluatter rererrcd to as the "City" and Luw;s, Longmur & Walker, Y.A., hereinaatter
referred to as "LLW."
Recitals
A. the City is a political subdivision of the State of Florida, and maintains its principal place of
operations at the City of Atlanti. tseach City Hall, 800 Seminole Road, Atlantic Beach, Florida
32233.
B. LL w is a Professional Association organized and existing under the laws of the State of Florida,
and has its loyalplace of bus' ss aid office at 245 Riverside Avenue, Suite 150, Jacksonville, YL,
32202.
C. LL W was the successful responder to xFP oi6-uz, issued by the City of Atlarti, Beach un January 26,
:ZU16.
D. Pursuant to the terms oftlie RFP, the parties have negotiated the terms a►id conditions contained in this
agreement.
'11-ffiR PORE, in consideration of the premises and mutual covenants expressFd herein and
pursuant to the KFF response submitted by LL W, and for other good and valuable consideration, the
receipt and adequacy of which is hereby acknowledged by the parties, the parties agree as follows:
1. mecitats
The recitals outlined above are true and correct and are incorporated into and made a part of this
AgreeuLent.
L _ -
. Incoll Voi ate DV MI
the parties hereby incorporate by reference into this Agreement the City'. ,beds and requirements
detailed in KvF #zu16-u2, as well as LLw-s response to the !CFP, considered by the City Commission.
Further, LL w agrees to perform any and all services pursuant to this Agreemem in a professional
manner consistent with and as pies�;nted in LLW's response to RFP #2016-02.
3. Position
"lhe City hereby engages LLW. to serve as and to perform the duties and responsibilities of City
Attorney pursuant to the Charter of the City of Atlantic Beach. and me general laws of the State
of Florida. LLW designates and the City accepts Bre„Iua ivi. Durden, Esq. as the primary attorney
for City legal work. Brenna DuLden may utilize the services of other attorneys and staff in LLW
as she deems appropriate for City legal work. Any attotuey designated in Brenna Duiden's
absen..� shall meet the minimum requirements outlined in RFP #2016-02.
AMENDED AGENDA ITEM OA
Mai 0114, ZU16
4. Services to be Performed
A. (ieuerN[. LLW shall serve as the City Attorney, who shall act as legal advisor to, and
Attorney and counselor for, the City amid all of its officers i%. matters relating to and within
the scope of their official duties. All of the resources of LLW will be avW able to support
that .ole_ Specifically, Brenna Durde.., Esq. will have the assistance, when necessary, of other
members of LLW, secretarial staff; paralegails, law research and technic5I support. 1t is
expected that Brenna Durden, Esq. or her designate will provide such duties rewired
pursuant to the Charter of the City of Atlartic Beach and the general Iaws of the State of
Florida.
S. Leval SUL vices: The legal services to be provided on a recurring basis may include but will
not be limited to th,, following:
1. To perform the duties and responsibilities pursuant to the Charter of the City of Atlantic
Beach and the general laws of the State of P-londa.
Z. Advise, research, assist and render written opinion. when requested, to the City on a wide
variety of legal areas including but not limited to: general municipal law, labor taw; general,
state and federal laws relating to mu..icipal government; intergo v ernmental relations and rules
and regulations.
3. Leg5I a3visor and counselor for all departments sial all of its officers mi matters elating to
their official duties.
4. Prepare, review, or advise on 91 contracts, bonds, and all other legal and official instiwmeuts
in which the Muuicipality is concerned and shall endorse on each his approvail of the form and
correctness.
5. Keview all agenda items.
6. Advise, research and assist the City on a wide variety of legal areas includmg btlt not limited
to: grants, budgets, bonds, user tees, impact tees, ffmchise fees, property taxes, special
assessments, public disclosure issues, amid laws against disc imination.
7. Advise, research and assist the City on a wide vartety of legaa—I areas including but not limited
to: housiug, subdivision rind IU(d use law, comprehensive plu,u-i2ag, zor,ir-g regulations and
property rights, eminent domn„u, economic development activities, public utilities, code
enforcement, building codes, real estate law, annexations.
8. Advise, research amid assist th--.- City on a wide variety of legal areas including but not limited
to: contract law, environmental law, franchise law, municipal leases, purchasing and
procurement.
9. Advise, research and assist the City on a Wide variety of legal areas including but not limited
to: personnel matters including collective bargahimg, union negotiations, arbitration,
employee rjL eva •aces, including advice on th,, creation of policies and procedures.
10_ Advise, .esearch and assist the City on a wide variety of legsai areas including but not lunited
to: criminal prosecution, litigation arld trial activity, tort law aad proactive methods to avoid
litigation.
11. Code Enforcement Board attorney,
1Z. Prosecute and defend on behalf of the City all complairits, suits and controversies in which the
City is a party except where the City's defense is provided either by contract or law by a third
party.
.13. r'urnish the City Commission, the City Manager amid thu head of any &partmc , his_opi..uo..
on any question of law relating to any matte. concerning their respective power and duties.
AMENDED AGENDA HEM OA
MinCn 14, YU16
14. Advise the City Commission as to their compliant a or non-compliancu with the provisions of
the Charter and norida Statutes.
15. Attend all meetings of the City Commission, either in person or by his duly desig,iated
represeniative to supply those lega5l services as may be needed during the meeting.
16. Provide Counsel and legal services for City boards, task forces m -.d committees duly
authorized by City Commission.
ri. Assist the City in preparation; drafting, revisions of codes, ordinances, resolutions,
amendments leases, policy and procedural manuais, and other docuutunts at the request of the
City Cortunission and/or City Manager.
16. Assist, revise, review and/or advise with acquisition requirements with appropriate
departments, evaluate any speci5l lega5l or cost problems, develop dcyuisit;&L timetables,
mFe preliminary cost estimates and obtain or develop proper legal descriptions of real estate
transactions. Prepare documents necessary for routine land purchases and/or sales. All such
transactions shall be deemed to be routine unless the Attorney contacts the City in advance
and obtaunb the City's approval that the transaction contemplated is non -routine.
19. Submit, as part ofthe armual budget process, anticipated expenditures, and revenues.
"2u. Provide monthly report to city Manager summru;wiug legal services activities.
21. Provide all required documentation to the external auditor as part of annual audit.
22. Coord-mate and supervise speciaMma legsa-1 services provided by outsid. counsel.
23. Keep the City commission, City Manager, and City Clerk informed of legislation or judicial
opinions that have potential impact to the City.
24. Meet with city Manager and/or desigrree on an as needed basis to provide for the operational
necessity of the City.
25. Assist in preparation, drafting, revisions of contracts, amendments to the contracts and other
legal documents at the request of the commission and/or City Manager.
26- Advise City Commission, City Manager and City Clerk at least once a year OIL Sunshine Law
and public records law, home rule, legislative and quasi-judicial bodies; and iH other areas of
municipal law, legislative and judicial opinions that could potentially impact the City.
27. Perform any other duties as assigned by the city Charter, or as directed by the City
Commission:
5. uomvensatton- The city shall pay LLW th. following compensation for the various types of
legal services provided by LLW:
Brenna burden, Esq. (or her designee when she has an unavoidable scheduling conflict)', will
attend All xegular City Commission meetings, Special Called Commission Meetings, code
Enforcement Board Meetings and Community Development .board Meetings and prepare for
such meetings, up to twenty (20) hours per month for a monthly retainer of $4,500 ($225/hour).
If more than twenty (20) hours in any given month is required to provide these services, thud
LLW shall bill an hourly rate of $25U for any time over twenty (20) notus. Allother services are
"non -retainer services" and shall be billed at an hourly rate of $25U in time increments of .lU
hours. Paralegal time shall be billed at $15U an hour and associate time will be bide( of $2uO an
hour. Litigation services in Yederal court, State court or administrative hearings, o.
anticipation of litigation, if any ale requested, shall be billed at $25U an hour. Lobbying, pension
and public finance/bond services shall be provided, upon request, at negotiated rates.
AMENDED r&GENDA ITEM MA
march 14,1016
Costs: Preapproved out-ot-pocket costs iucuiTed by LLW, such as for courier fees, court reporter
tees, etc., will be reuubursed to LLw within A days of city's iviceipt of an invoice. Westlaw is
only ch�ged if necessary to reimburse for costs incurred outside the regular plan with prior
approval of the City. Per diem travel will only be charged if pre -approved by the City Nlaiiagur.
LLW shall not charge for secretarial services. -Travel time or mileage to and frQm all Ciry
unctions located inside Duval uounty will not be charged, Travel time and costs to functions
locatid outside Duval County will be billed in accordance with Chapter 111,, Florida Ntatutes,
and at one halt (Irz) the agreed hourly rate.
LLW will be responsible for advising the City Manager when tees and costs reach $7,000 a
month.
Compensatiou may be renegotiated on an annual basis.
6. fil, �1tIII�
LLW will submit an itemized statement to the City for each month for Legal Services and
payment shall be due upon receipt.
7.
This Agreeu�ent aIId the WEdlry, execution; construction, interpretation, pertormance:wi-d
entorcement thereof shad be governed by the substantive and procedural laws of the btate of
Florida. Venue shall be in Duval County.
S. 'Termination
Either party may terminate this agreement without cause at any time. 1 ne City will be obligated to pay
LLW for all work completed as of that date. LLW will be obligrted to continue representation;, in, and
be compensated at the applicable rate, for all critical matters until new representation can be found, to
provide the City with all documentation and ides relating to matters of the City and all of its otter
obligations under the Rules Reggu ating the Florida Bar.
9. every i
The invalidity or partial invalidity of any portion of this Agreement will not RTect the validity of
any other provision. In the event that any provision of this Agreement is held to be invalid,;; the
remaining provisions shall be deemed to be in toll torce and eitect as it they had been executed by
both parties subsequent to the expungement or judicial modltication of the invalid provision.
1 U. inteeratiort
The Agreement sets torth and establishes the entire understanding between the City', Mud LL W
relating to the engagement of LL W by the City. Any prior discussions or representations by or
between the parties are merged into and rendered null and void by the Agreement. ' No
amendment or moditication of this Agreement shall be valid or or unless it is in writing' attd
properly executed by all parties thereto.
4
AMENDED AGENDA rrEivi N3n
March 14, 2016
11. Notice
Any notice required or permitted under this Agreenxent shall be sent by uertihed mail to (a) the
City at its principal place of operations z -aid (b) to LLW at its 1.61 place of business and of#ice.
12. Confli.xs of Interest
During the term of this Agreement, Brenna. Durden, Esq. and members of LLW sh51I observe the
requirements regarding conflicts of interest as set forth in the Rules Regulating the Florida Bu and its
Rubs of Professiv-nal Conduct.
13. Attorneys Fees
in any litigation, lawsuit, legal or other proceedings brought in connection with the construction,
interpretation, meauLxg, validity, performance or enforcement of this Agreement, the prevailing
party shall be entitled to receive all of its costs and reasonable attorney's fees from the other party.
14. Annuul Evuluatiou
1 -he City commission may conduct an annual evaluation of the performance of LLW.
15. !+'files
All files generated as a result of this Contract are the property of the City of Atkurtic Beach and
shall be turned over promptly upon request affer resolution of 911 uompensation issues,
During resolution of compensation issues, the City shall be provided liberal access to its files' in order
to protect- its legal interests. During the course of representation, and continuing during custody of
the City's files, LLW will comply with GS 1 -SL and the Florida Bar's record retentiv,l
requirements, and will comply with Chapter 119, Florida Statutes.
IN WITNESS WHEREOF, the parties e-eccuted this Agreement in Duvall County, Florida, to be
made and .iered into the day and year first written above.
CITY OF ATLANTIC BEACH,
a . lur0a municipality.
By:
Nelson Van Liere, City Manager
LEWIS LDiNuMAN & WALKER, P -A.
Brenna Durden, Esq., Shareholder
City of Atlantic Beach
Summary of Expenditures by Division
General Fund
Police Department
Administration
Actual
Actual
Estimate
Budget
Increase
Patrol
2014-2015
2016-213116
2016-2017
2017-2018
(Decrease)
City Administration
322,262
324,090
198,284
401,046
201,512
City Commission
38,708
39,951
41,630
47,760
6,130
City Manager
235,093
243,675
318,574
387,943
69,269
City Clerk
253.095
263,460
281,271
320,305
39,034
Finance and Administration
832,441
884,840
862,111
930,734
68,623
InforMatiott Technology
766,063
777,644
717,634
771,460
53,826
Hurnan Resources
199.795
213,386
211,942
228,545
16,503
Legal Counsel
96,150
235,824
233,135
250,000
_16,865
Total
2,421,346
2,6158,777
2,665,397
2,836,747
270,350
Planning and zoning
145,633
237,466
129,824
_ 326JI5
196,891
General Government
492,042
1,008,750
490,025
845,407
355,362
Police Department
Administration
572,488
665,892
469,495
818,076
348,581
Patrol
2.405,953
2,760,434
2,635,850
2,810,013
174,163
Detective
322,262
324,090
198,284
401,046
201,512
Dispatch
274,603
303,382
289,459
358,854
75,706
Animal Control
90,822
74,055
100,055
92,747
(7,533)
Schaal Crossing Guards
9,850
10,017
10,052
10,680
528
Total
1,675,878
4,137,871
3,703,245
4,4911,416793057
Fire
Fire Control/ Rescue
1,080,045
1,111,107
1,143,011
1,262,802
119,791
Lifeguards
236,426
211,507
239,787
-- 262,086
22,299
Total
1,316.471
1,322,614
1,382,798
1,524,888
142,094
Code Enforcement
$0,204
44,372
66,123
75,552
9,429
Public Waris
Administration
441,985
459,898
453,714
431,754
(21,960)
Fleet Mafntenance
231,642
234,030
280,900
284,218
3,318
Streets and Road Maintenance
684,037
763,095
975,562
1,150.734
175,072
1,357,664 -
-- 1,457,023
1,714,27E
1,866,706
156,430
Parks and Recreation
Administration and Activities
343,677
566,166
403,238
509,071
105,833
Beautification
2,176
23,721
8,750
58,262
49,512
Maintenance
819,214
768,660
869,025
837.370
(31,655)
Total
1,1E5,067
1.356.547
1,281,013
1,404,703
123,690
Grand Total
10,624,305
12&225,421
11,4
13,472,134
2,047,319
18
City Administration
Combined Summary of Revenues and Expenses
Actual
Actual
Estimate
Budget
Increase
2014-2015
2015-2016
2D16.2017
2017-2018
(Decrease)
Revenues:
General Fund Resources
2,362,638
2,518,827
2,824,767
2,688,087
264,220
Total Revenues
2,382,638
2,618,827
2,624,767
2,888,987 _
264,220
Expenses:
City Clerk
253,095
283,460
281.271
320,305
39,034
City Manager
235,093
243,675
318,674
367,943
59,269
Finance and Accounting
832.441
884,840
862,111
930,734
68,623
Information Technology
766,063
777,644
717,634
771,460
53,826
Hurnan Resources
199,795
213,386
211,942
22$,545
18,603
Legal Counsel
96,150
235,824
233.135
250,000
16,865
Total Expenses
2,382,636
2,618,827
2
- 2,886,987
264,220
Resource Allocation:
Personal Services
1,503,625
1,7D3,577
1,639,558
1,919,160
280,502
Operating Expenses
592,676
619,267
899,209
848,827
(50,382)
Capital Outlay
186,337
95,982
87,000
121,000
34,000
Transfers
Total Resource Allocation:
2,332,638
2,616,827
2,+624,767
2,888,987
264,220
Summary of Authorized Positions
20162017
�
2017-2078
-
City Clerk
City Clerk
1.00
1.00
Administrative Assistant
1.00
1.00
Records Clerk
1.00
1.00
3.00
3,00
City Manager
City Manager
1.00
1,00
Deputy City Manager
0,00
1.00
Administralive Assistant
0.00
1.00
Customer Service Specialist
1.00
1.D0
2.00
4.00
Finance
Finance Director
1.00
1.00
Deputy Finance Director
1.00
1.00
Accountant
1,00
0.00
Purchasing Agent
1.00
1.00
Utility Billing Supervisor
1.00
1.00
Utility Specialist
1,00
1.00
Accounts Payable Clerk
1.00
1,00
Customer Service Super.
1.00
1.00
Customer Service Rep,
2.00
2.00
10.00
9.00
Information- Technology
Computer Network Director
1.00
1.00
Computer Network and PCISenrar Technician
2.40
2,00
3.00
3.00
Human Resources
Human Resources Director
1,00
1.00
Human Resources Assistant
1.00
1.00
2.00
2.00
Legal Counsel
City Attorney
1.00
1.00
Total
_.21_,00
22.00
Miscellaneous Items
+ Health Insurance included is available for all full
timle employees, This budget includes an estimated
to% rate increase. We also conservatively assume any
vacant positions will request the coverage although
there is varying levels of participation due to turnover.
•
2017 Budget S 987,410
•
2o18 Budget [.086.1$1
• Increase S9B,741
• Percentage Increase 10%
— - . ..
-Follow up Topics to Discuss
Tillage Rateand budgeting policies
7/12/2017
Major Items Included
• Cleric
• Contractual Services (Minutes) 819,870
Finance & Adminis trati an
a Audit - sto,000 additional auditservices to assess risk of
separation of duties January 2017 - April 2rr17
Informatlanxechnology
• Will discuss 7139117
Human Resources
+ Employee Assistance Program and training - $5,000
• Legal Services, $175,000
General Liability
• - The Insurance cost are allocated based
on the policy to the various departments depending on the
cpverageof the policy. Thepoliees includeAuto, General
Liability, Public l 01,2laland Employee Liability,
Environmental, Fiduciary and Police $taw tory and
Liablilty, The City also budgets Fara broker's service to
assist in keeping adequate coverage.
• 2017 Budget s}7o,967
• x018 Budget Sa,O$.o6a
• Increase of 1o%a $37,094
• Percent Increase of in%
Administrative Budget
General
Fund
wiry
ao�9
• City Clerk
S317,215
s326,619
• City Manager
253,905
389,895
finance and Accounting
942,557
937,899
• Information Technology
769,d19
854,435
• Human Resources
217,935
135,614
- Legal Counsel
155000
215.000
• Total
$2,65031
$2,959,462
Miscellaneous Items
+ Health Insurance included is available for all full
timle employees, This budget includes an estimated
to% rate increase. We also conservatively assume any
vacant positions will request the coverage although
there is varying levels of participation due to turnover.
•
2017 Budget S 987,410
•
2o18 Budget [.086.1$1
• Increase S9B,741
• Percentage Increase 10%
— - . ..
-Follow up Topics to Discuss
Tillage Rateand budgeting policies
7/12/2017
Major Items Included
• Cleric
• Contractual Services (Minutes) 819,870
Finance & Adminis trati an
a Audit - sto,000 additional auditservices to assess risk of
separation of duties January 2017 - April 2rr17
Informatlanxechnology
• Will discuss 7139117
Human Resources
+ Employee Assistance Program and training - $5,000
• Legal Services, $175,000
General Liability
• - The Insurance cost are allocated based
on the policy to the various departments depending on the
cpverageof the policy. Thepoliees includeAuto, General
Liability, Public l 01,2laland Employee Liability,
Environmental, Fiduciary and Police $taw tory and
Liablilty, The City also budgets Fara broker's service to
assist in keeping adequate coverage.
• 2017 Budget s}7o,967
• x018 Budget Sa,O$.o6a
• Increase of 1o%a $37,094
• Percent Increase of in%
LAN
AT
�7 i
C BEACH_
•,4F,_ r?s+. >� .
Reserve Reconciliation
$ (497,681) Negative Variance in the General Fund
100,000 Streetscaping and Beatification on or west of Mayport Road
1501000 Sidewalk Improvements -- Royal Palms (Reserves)
95,000 Legal Fees for Extraordinary Items
203,000 Transfer to Capital Project Fund - ERP
100,000 Transfer to Capital Project Fund - CH Remodel
$ 319 Reconciled Positive 1(Negative) Variance
ESTIMATED BREAKDOWN UY II'LLS IfY I) rAx1fYjtr,NT
THROUGH APRIL 2018 FOR SERVICES RENLrxr;L
SINCE OCTOBER 1, 2017
City Attorney Genera► Kepresentation
Fee Amount
community Development
35%
Commission
ZY70
Cede Entorcemeut
15%
building Department
5%
Public Woks/Public Utilities
5"/
City Clerk
5%
city manager
5%
Human Resources
Z`X
Finance Department
2%
Police Department
1'/
$
86,500.00
All other matters
Community Development
59%
date
$
1,400.00
Selva Preserve
$
8;100.00
Flynn puz:76)
$
3,025.UU
Mayport Road
$
3,3/5.00
Sign Code
$
75.UU
Land Development Regulations
$
750.00
Appeals
$
3,525.UU
Comprehv,nsive Plan
$
225.00
Commission
12%
Election mattes
$
4,1y.).00
Code Enforcement
1 U`Xo
Cloister
$
)U.UU
Seafood Kitchen
$
3,585.00
Public Works
9%
Fly.n (50%)
$
3,025.00
Finance
6%
DMS Appeal
$
2,1/5-00
Litigation/HK
4%
tiarKelroad
$
12.).UU
Shaw
$
1225.00
Subtotal — All other
martens
$
34,855.UU
I W AL PEES —A11 matters
N121,355. 00
Emimaze of Department Percentage For an matters throurh Ap.:12018
Community Development
42%
Commission
21%
Coae Enforcement
14u/L.
Public Works/Public Utilities
6%
Building Department
3.5%
Ciry Clerk
3.5%
City Manager
3.59/6
Finance
3'/0
Human Resources
1.5%
Litigation/HR
1"/
Police Department
I%
UUY0Y4j U -t
LEWIS, IONGMPN & W
HCIPELOI SOS, BRADLE
.IEP SEP, PILAF
(IONSTANGV BRCICIKS &
EIRENI MILLIKAN & a
(I01 E N AN, (I01 EMAP,
(IOM MUNIT)I REI>9'%� El O
FOWLER WF ITE BOGGS
.IEB T. BRANH PIM P.A
.ICIF N R PH ILLIPS, E
LV ClE(IKER LIIAZ
PAPPAS M EfCAI F .I EP
PCIIT Ileductible-I e
PREFERRED GOb E RP N 9
RECIOREIIN G OF WIF E
SHEPAREI & SM R H, P
SUZAP P E WOR RALL CIR
WIRE FOR RE MIP 9R
City of Ptlarltia Beach
I eg W No Breakd ou ni
F)08
FN(19
F)10
FV11
F 12
FN 1;1
FY141 FN 15
FY16
FV 1A
FY118 Tc tail
$ -
$ $
2,86131 $
- $
- $
$
$ $
18a,31z8 $
245,2EE $
141,915 $ 5615,992
-
-
718,8(1(1 96,15a
Z 8,31(Ia
-
223,250
49,5618
53,624
9E,83E
561,111
98,731
671,(1a8
49,112
-
-
- 38E1,99(1
-
8,111
2,873
38,865
62,738
1,1c1(I
-
-
113,68E1
-
1,229
-
-
-
-
1,229
31,9131
-
-
-
-
-
- 31,9131
-
-
-
-
-
-
4,31(161
-
- 4,3CIE1
171E
8,4261
13,(112
19,31314
-
-
-
-
4(1,998
-
-
-
1,3E 5
-
1,3E9
-
-
2,41561
-
-
2,49E
393
19,639
iu21
1,6841
-
-
-
- -
1,6182 1
-
-
-
-
2,5(10
2,5CI(I
2,5CI(I
7,17a
2,230
3a,(Ioa
2,9(1(1
1,889
-
- 41E,889
-
-
-
-
-
-
1,C1(Ia
-
1,ac1(I
-
-
-
-
- -
-
2(1,425
- 20,4129
122
2,384
2,57CI
1,148
1,ao6
3,9a3
-
-
-
- 11,13131
-
-
-
-
-
-
- -
l,cloa
-
- i,aao
$ 91,9E12
$ 81,9611 $
71,°ICICI $
111,922 $
1(11,1(12 $
139,538 $
128,816 $ 9E1,19CI $
239,31261 $
2811,325 $
1211,519 $ 1,4418,798
CITY OF ATLANTIC BEACH
Organizational Charts
CITY MANAGER
City Manager
Deputy City Executive
Manager Assistant
Receptionist
1 I 1
Public r Recreation � Finance Public Planning & Building Human
Safety & & IT Works Zoning Resources
Activities
4
City Maiiagei-
Purpose:
To administer and enforce the en actments of the City Gomm ission; to assis t
Commission in making policy and program decisions; and, to otherw ise ad,,,iniste,
affairs of the City. The key co„mpone„t of ad,,t;n;ot, ai;on of the city is the preparation
delivery of the Annual Operating Budget.
Key Objectives:
• Prepare a long-range financial plan
6 Yo assist the Commission annually to establish a Strategic Plan and then to supervise the
accomplishment of established priorities
• Continuously examine and monitor city departments to ensure that the City is operating it
an effective and productive manner
Provide the Commission with adeKuate, pertinent and clear information to allow them
make prudent decisions
• Ensure that the handling of citizen com plaints is done in an efficient, tim ely a
prote6sional mane,
• Communicate with citizens and the press to maintain an open and responsive atmosphe
necessary in a democratic government
Cary out the goals, objectives and policies established by the City Commission
Issues, Trends and Highlights:
In an of fort to f ill the need f o, iump, oved citizen engagement and outreach, th e
Manager's Office has added two positions in fiscal year 20 19.
6 Deputy City Manager and Receptionist
Legal Counsel
Purpose:
The purpose of this program is to provide legal su, vicea, i„cluding ordinar
interpretation, legal opinion, negmiatiun, litigation, etc., requested by the C
Commission, City Manager or City Ralf.
Key Objectives:
• The City Attorney is appointed by the City Commission and aat� aa the legal advisor for
the municipality and all of eta offiae, a in matters relating to their official duties. The
attorney prepares contracts, bonds, and other instruments in which the City is concerned
and endorses on each his approval of the fo,,,, and currecmess thereof. When required to
du bu by thu City Commission, prosecutes and defends, for and on behalf or the City,
complaints, suits and proceedings in which the City is a party. Thu attorney furnishes the
City Commissioners, City Manage, o, department heads of- the City an opinion on any
question of- law relating to their respective powers and duties.
3u
PERS'vrvNE[ Sl!mvCES
Wage*
Salaries and Wages
overtime
Sp.Cial Pay
Sao- i oiai
B.„.fits
FiCN
POI 151011
Health and Life Insurance
Worker and Unen play Comp
Sub -Total
iotas Wages and Benefits
'PERMING EXPENSES
Prufessiunal Services
Contract Services
Local Travel
Ca.. mu„i at o„�
Postage
Utiliti.s
mentals and teases
II15uMME
Kepairs and Maintenance
Prl.,ting mid Publishi ,g
Advertising and Promotions
Othrr Curru ,t Charges
Office Supplies
Operating Supplies
Books, Training, Memberships
Internal Service Chagas
Total Oparatl„g E,.punaus
CAPITAL OUTLAY
La.,d
Buildings
Infrastructure I...p,vVa...E.,ts
vehicles
EYaipmu..t
iotai Caplial Vaday
uEST SERvICE
Principal
I.,turest
airier
Total Debt Service
TRANSFERS
To
TO
Total Transfers
DIVISION TOTALS
City Administration
[egai uOunisei
Acta*I Actual E.timatz Budget Increase
2014-2015 2015-2016 Zu16-A01r Au11-2018 (uecrea*e)
96,150 235,421 233,135 250,000
402
96,150 235,824 233;135
16,865
250,000 16,865
96,150 235 824 233,135 250;000 ______16,866