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Agenda' CITY OF ATLANTIC BEACH BUDGET REVIEW MEETING -AUGUST 7, 2000 5:00 P.M. AGENDA Call to Order: Mayor Meserve 1. Plan for Budget Review Process 2. Summary of items to cover in first Budget Review Meeting 3. Highlights: A. Current Year B. Beginning Balances C. Core City Project ~°°'^ D. Utility System Planning E. Maintenance of City Facilities H. Employee Issues I. General Fund Overview 4. IT Plan Report 5. Police Department Budget 6. Grants 7. Recreation and Parks Budget 8. Building Department 9. Set next meeting date 10. Adjourn /'"", MINUTES OF THE BUDGET WORKSHOP HELD IN COMMISSION CHAMBERS, 800 SEMINOLE ROAD, ON MONDAY, AUGUST 7, 2000 Cormnissioners Present: John Meserve, Mayor Rick Beaver (7:15 p.m) Mike Borno Theo Mitchelson Dezmond Waters (5:20 p.m.) Staff Present: Jim Hanson, City Manager Nelson VanLiere, Finance Director David Thompson, Public Safety Director Donna Kaluzniak, Asst. Public Works Dir. Don Ford, Building Official Timmy Johnson, Recreation Director George Foster, Human Resource Dir. Maureen King, City Clerk The meeting, which was held for the purpose ofreviewing the proposed budget for FY 2000/2001, was called to order by Mayor Meserve. The Mayor complimented the City Manager ,,.~ and Finance Director on the thorough job they had done in preparing the budget, and reviewed the process for reviewing the budget this evening. City Manager Jim Hanson also commended Nelson VanLiere on the fine job he had done in putting the budget together and gave an overview ofthe proposed budget. He reviewed highlights of the budget including the current yeaz's budget and pointed out that the figures which appeared in the budget were the estimated figures through the end of the fiscal year. He noted that the City had set a contingency level of 25% and reported that reserves were well in excess of that figure. He pointed out that based on Aikenhead & Odom's maximum estimate for the Core City project, the city had plenty of funds to complete the project, and he hoped the project would be well under way by next summer. The City Manager reported that he had received the 60% plans for the Master Sewer Plan which recommended over $10 million in sewer projects over the next ten years. $130,000 is included in the proposed for the Water Master Plan and he expects to start work in mid fall. He pointed out that a high priority of the City Comrission at their goal setting sessions, was an increased level of maintenance. He said he was proposing some modest additions for maintenance of city facilities and sought Commission input in this regazd. Regarding employee issues, the City Manager said he was proposing to add three new employees, two in the maintenance area and one painter. He reported he had included a 4% increase for city employees. The Mayor said that it was difficult for a painter to work alone and felt it may be ,..~, necessary to consider adding two painters. The City Manager also reported that he had received the proposed new health insurance rates for next year and indicated that the premiums would be ,~-°~-, Page Two Minutes -Budget Workshop August 7, 2000 increased by 50%. He pointed out that the City pays the full premium for employees but employees pay for family coverage. He reported that only one in four city employees has family coverage which he felt was probably because of the high cost. He also pointed out that the 4% raise would not cover the increase in the health insurance premiums for many employees. The City Manager pointed out that for budgeting purposes several employees had been moved to different departments, but there was a net increase of two employees. He said the budget was based on maintaining the existing millage rate and indicated he planned to review the miscellaneous fees for service and would recommend adjustments where necessary. He noted that in some cases fees were not sufficient to cover expenses. City Manager Hanson then reviewed the General Fund Revenues and Expenditures. He pointed out that the Public Works budget would reflect a reduction since stormwater funds were now identified in a stormwater account and $310,000 had been taken out of Public Work budget. The Mayor agreed with this change and said he felt fees should pay for utilities and "profits" would then be available for capital projects. Information Technology (IT) Plan Report David Thompson gave an overview of the city's currern situation regarding the City's IT system. He reported the city had hired a consultant (Essential Net Solutions) who had conducted a complete evaluation of the city's IT systems and computer equipment. Mr. Thompson reviewed the recommendations and areas which ENS had identified as priorities, and for which $120,000 has been included in the proposed budget, as follows: • Standardization of computer hardware and software • Improved security -virus software, and also security to prevent employees from changing or installing software • Maintenance - we need to have someone on staff who is qualified to handle routine problems and it is proposed to possibly train someone already on staff so that another position would not be added • Improved connectivity between Public Works, City Hall, Buccaneer, etc. • Training Also recommended, but not included in the proposed budget because of the price tag, were rebuilding the web site and installation of a document management system. Police Department Budget Dir. Thompson explained that he had not requested any additional manpower in the proposed r°°°, Page Three Minutes -Budget Workshop August 7, 2000 budget as two additional officers were approved last year. He explained he was trying to get an FDOT grant to put video recorders in all police cars. He has proposed phasing out five police cars and purchasing two new vehicles. Grants Dir. Thompson explained that because of the administrative and other related costs, the city did not apply for all grants available. However, he reported that the combined efforts of city staff had resulted in securing $1.8 million in grants in the 1999/2000 fiscal yeaz. He reported he had met with PBS&J, the firm hired by the city to assist with grant applications, and had identified some grants which they could apply for on behalf of the city and this may be brought to the City Commission in the neaz future. $20,000 is included in the proposed budget for grant writer assistance. Recreation and Parks Budget ,~, Timmy Johnson gave an overview of some of the items in the Parks Maintenance budget. He explained he proposed to replace the bleachers and replace the ball field lights at Donner Park. He also planned to repair the fencing azound the baseball fiekls at Jack Russell pazk, resurface the temus courts, and rehabilitate the old restroom building. He said he had received an estimate for this work since he submitted his budget and found that he would need an additional $13,000. The City Manager felt that the old restroom building in Russell Park either needed to be rehabilitated entirely or torn down. Discussion ensued and it was felt that if the existing structure was torn down and a new structure built behind the racquetball courts, it would open up additional recreational green space. The City Manager said he would come up with an estimate to construct a new building or a more accurate figure to rehab the existing building, before the next budget workshop. Timmy Johnson explained he had two full time employees and one part-time employee to maintain over 80 acres of park land. With the addition of new park lands, beach accesses and additional landscaping, he had included one additional employee in the Pazks Maintenance Department. Discussion ensued and it was felt that one additional employee would be insufficient to provide the desired level of maintenance. The City Manager also reported that the Beautification Coordinator, Susan Dunham, felt that the Beautification portion of her job conflicted too much with her family, and while she would continue to attend board meetings and take minutes, she no longer wanted to be responsible for the Beautification duties. As a result, the gardener has been moved into the Recreation ,-~, Department and has taken on the responsibility of testing sprinkler systems. This position is not included in the Parks Maintenance budget and it was estimated that this position, including a ~, Page Four Minutes -Budget Workshop August 7, 2000 vehicle, would add $40,000 to the Parks Maintenance budget. Discussion ensued and it was felt that the current level of maintenance was unacceptable and should be increased, and the Mayor asked the City Manager to look into this matter fiuther and come up with recommendations regazding what it would take to provide a level of maintenance that would be acceptable to the City Commission. Commissioner Beaver felt that three full-time employees who would work as a dedicated team to maintain public areas could provide an acceptable level of maintenance; however, it would have to be understood that they could not be pulled away for other responsibilities. The City Manager then reviewed items which were not included in the proposed budget: No fimds were included for Adele Grage Community Center remodeling No funds were included for recommendations of the Recreation Advisory Board (A copy of the recommendations of the Recreation Advisory Boazd is attached hereto as Exhibit A) ~ Regarding property acquisition, (#5 on Recreation Boazd recommendations), the Ciry Manager explained that a suitable piece of property had been located and he would ask the City Commission to authorize negotiation for its purchase. Commissioner Beaver requested that $200,000 be included in the budget for the Adele Crrage Community Center. He felt that additional funds could be raised from the community and grant funds. Commissioner Mitchelson felt that if $100,000 was included in this budget, the city could move ahead with the design this yeaz, and then build the new structure the following fiscal year. Commmissioner Waters felt that a second floor should be included and $400,000 included in the budget, which he felt would fimd a facility which would meet the needs of the City. Commissioner Beaver explained that the proposed building was intended to replace the existing building, which did not function very well, with a building of similar size which would function better, but it was not intended to meet all the needs of the city. The Mayor said the City Commission needed to set priorities and not spend outside the budget, and recapped items which had been discussed for possible inclusion in the proposed budget -new employees, $400,000 for Adele Crrage Community Center, $13,000 for restrooms, $25;000 to upgrade web site, $100,000 for document management system, $100,000 to acquire property for fields and parks. Recreation Programs ,.~, The City Manager felt the city did a good job providing facilities for groups such as Little League and explained that the programs provided by the City were summer programs and various one ~°-~. Page Five Minutes -Budget Workshop August 7, 2000 time events. He sought the wishes of the City Commission in regazds to programs. Discussion ensued and Commissioner Mitchelson agreed that the city did a good job in providing facilities, but he would like to see the use expanded to include more concerts, etc. He also said he would like to see a skate board park developed. DeJean Melancon, Chairman of the Recreation Advisory Board, requested that the City Commission consider including some of the boazd recommendations regazding programs, in this proposed budget. He felt that while the city provided well for children there were no on-going programs for others. Conunissioner Beaver felt the city did not have facilities to expand programs much at this point. Building Department The City Manager explained the responsibility for administering the tree ordinance had been transferred to the Building Department. The budget, therefore, included two new positions. He was proposed to change the part-time contract building inspector to afull-time position. Also he proposed to add afull-time painter, which is a new position. He explained that labor for painting ,,,._,, projects had been cut out of other department budgets. Don Ford said he had done some research some yeazs ago regarding the addition of a painter position and found that it did save money to have a painter on staff. Again, Commissioner Beaver stressed the importance of not pulling such employees for other jobs. Cornrnissioner Beaver reported that the chairman of the Tree Board had been most complimentary of Don Ford's efforts in enforcing the tree ordinance. Fee Structure The City Manager said he intended to look into the fee structure and make revisions where necessary. He poimed out that the fee for a reinspection was currently less than the cost to the City to perform the reinspection. Don Ford pointed out that a permit fee is mentioned in the tree ordinance, however, there is no established permit fee. Next meeting date The next meeting was set for 5:00 p.m. Monday, August 21, 2000 at which time the Public Works budget will be reviewed. Other discussion: '°"""` Bull Memorial Park Discussion ensued regarding the newly erected signs at Bull Memorial Pazk and it was agreed by --~^. Page Six Minutes -Budget Workshop August 7, 2000 the City Comrission that the signs were too large and that there too many of them. It was the consensus of the City Commission that two of the signs should be removed. Connsrissioner Beaver preferred the location neaz the children's playground. Commissioner Beaver pointed out a sidewalk which he felt would be a hazard because it went over a rise and would be obscured by one of the signs. He suggested this sidewalk be deleted from the design. No objections were expressed. • Drainage in Selva Marina area The Mayor pointed out there were some drainage problems in the Selva Marina azea and the City Clerk was researching the matter to see what action had already been taken by the City Commission in this regard. He said that while he did not feel that the city needed to bring the roads up to city code, the Selva Marina residents were paying the same tax rate as other citizens and he felt the City needed to maintain the azea. He said the City Commission needed to address this matter and give staffclear directions regarding maintenance. Also, he said the City Comnssion needed to decide whether this area should be included in the City's stormwater ~ master plan. Dezmond Waters, however, felt that if the city repaired the streets, then the project should be paid for by assessments against the property owners. There being no further discussion, the Mayor declazed the meeting adjourned at 8:25 p.m Maureen King City Clerk