Board of Commissioners Budget Workshop Meeting

BOARD OF COMMISSIONERS MEETING MINUTES BUDGET WORKSHOP MEETING July 25, 2018 Page 1 ofS A budget workshop meeting of the City of Madeira Beach Board of Commissioners was held at 1:00 p.m. on July 25, 2018 in the Patricia Shontz Commission Chambers at City Hall, located at 300 Municipal Drive, Madeira Beach, Florida. Mayor Black called the meeting to order. MEMBERS PRESENT: Maggi Black, Mayor Deby Weinst~ Vice-Mayor/Commissioner District 1 Nancy Hodges, Commissioner District 2 Nancy Oakley, Commissioner District 3 John Douthirt, Commissioner District 4 MEMBERS ABSENT: None. CITY STAFF PRESENT: Jonathan Evans, City Manager Clara VanBlargan, City Clerk Ralf Brookes, City Attorney 1. CALL TO ORDER Mayor Black called the meeting to order at 1:00 p.m. 2.ROLLCALL City Clerk Clara VanBlargan called the Roll. 3. PUBLIC COMMENT Debra Rogawski, 17117 Gulf Blvd, inquired about the splash pad item. Mayor Black asked Ms. Ragalsky to comment on that item when it comes up on the agenda. Will Veneziano, 15045 Madeira Way, asked permission to have a food truck at his place of business. He said the Planning Director had asked him to request that from the Board since food trucks are not mentioned in City Code. The City Manager said he will get more information on that. 4. TOPICS FOR DISCUSSION [There were no staff memos for items listed on the Agenda.] A. Additional Budgetary Items - Jonathan Evans, City Manager, Dir. Walter Pierce, Finance Director a. Capital Improvement Plan/Program ("CIP") FY 2019 - FY 2023 BOARD OF COMMISSIONERS MEETP.liG MINl..JTES BUDGET WORKSHOP MEETING July 25, 2018 Page 2 of5 City Manager Jonathan Evans reported on Agenda Item 4.A.a. and showed a PowerPoint presentation. He said the Finance Director and staff have gone through the capital improvements plan and made modifications since the last document given to the Board. Finance Director Walt Pierce said the Budget Review Committee invested a lot of time in creating a new financial health change. The health savings were incorporated into the new financial plan, which together with a 4% raise allowed a transfer of about $15,000 to the health savings account. To make other adjustments, additional money will be needed for the Finance Department. The Budget Review Committee might increase audit and legal fees. Other funds are showing a good balance, particularly enterprise funds. There are some challenges within the sanitation area, pertaining to the recycling contract. Commissioner Douthirt said he would like all the projects reviewed by the Budget Review Committee before bringing them to the Board. The City Manager said staff can do a better job at doing that. i. Splash Pad Repairs The City Manager reported on the splash pad drainage improvements. Statt· had communicated that the splash pad had some issues needing immediate attention. After discussions with the Recreation Director, it was contemplated that the improvements could be funded from this fiscal year's money because of the immediacy of some issues. The chlorinated runoff is staining brick pavers and resulting in a potential risk of slip and fall injury. A perimeter drain would offset this runoff and prevent damage to brick pavers and surrounding grass areas. There is currently $30,000 in the proposed FY 2019 budget for the addition of the drain. An RFP would need to be released to acquire the appropriate agency to handle the project. Once completed, it is anticipated that the costs to run and maintain the splash pad should decrease as there will be less water runoff. It is staff's recommendation to release an RFP for the project as soon as possible to provide added safety to the park, prevent further damage to existing infrastructure and protect the surrounding environment. Recreation Director Jay Hatch said recreation staff considered two options and that would be to either encompass just the shape of the splash pad and extend the fence a little further to allow families to bring strollers or other items inside the fence. Additionally, people would be able to reserve splash pads for birthdays or other events. He explained that staff is considering installing a black aluminum fence to protect the children and keep them inside the fence. The City Manager said from a liability perspective the City's insurance carrier would prefer a barrier around the splash pad. Commissioner Weinstein asked if the plans had been made for the splash pad and ifthere had been any discussion regarding requiring either an attendant at the splash pad or monitoring it through video surveillance. Director Hatch said they have an attendee. Commissioner Hodges asked if there was a timer for the water or ifwater ran continually. Director Hatch said a push button releases the water for 15 minutes. The splash pad is available to everyone. BOARD OF COMMISSIONERS MEETING MINUTES BUDGET WORKSHOP MEETING July 25, 2018 Page 3 of5 Mayor Black opened the public comment. Bill Karns, 19424 Gulf Blvd, Indian Shores, explained the history of the splash pad. The City paid $200,000 for the landscaping of the entire City Centre and his organization, ROC Park provided $150,000 toward that. ROC Park raised over $1.5 million from various families and local business communities. The City is blessed with the splash pad and the new drain would preserve the wasted water. The following people made comment in favor of repairing the splash pad: • Larry Roelofs, 399 150th A venue • Erin Downs, 16466 Redington Drive, Redington Beach • Father Rick Pilger, 11565 66th Avenue North • Deborah Rogawski, 1711 7 Gulf Boulevard • Laura Barnett, 104 161 Avenue, Redington Beach • Dorothy Leante, 16124 Gulf Boulevard Vice-Mayor Weinstein said she received multiple emails regarding the splash pad issues. The splash pad was built as a part of city hall complex, and since 2015 many issues have been brought up. Since it is a tough decision, she would like more time to consider the issues. Commissioner Douthirt said it is very important to repair the splash pad and in the current fiscal year. The City Manager and Director Hatch addressed questions and concerns from the Board. Bill Karns, 19424 Gulf Blvd, said he recently was able to raise $5,000 for the City and he was willing to organize future events to raise the money for the City, so those funds can be used for the park. Director Pierce said the allocation for the BP settlement money is $452,123. It is recommended a total of $321,585 in expenditures on projects to include the following: • John's Pass Village improvements - $125,000 • Replacement of pilings - $31,585 • Municipal Complex repair and maintenance - $50,000 • Firehouse asphalt repair to concrete - $75,000 • Military Court of Honor- $40,000 The Board consented only allocating $75,000 for John's Pass Village improvements instead of $125,000. BOARD OF COMMISSIONERS MEETING MINUTES BUDGET WORKSHOP :MEETING July 25, 2018 Page 4 of5 Public Works/Marina Director Dave Marsicano reported on the bath house and the restroom improvements at Archibald Park. Director Pierce explained that a total of $95,000 would be allocated for capital improvement in the FY 2019 budget. Following discussion, Mayor Black said the Board has a consensus and agrees with the budget. Director Pierce said the sales tax fund is $260,000. According to the proposed financial plan, $90,000 is allocated to the City Centre dock construction. The budgeted $90,000 will be matched by a State matching grant. Director Marsicano said $200,000 is allocated for the first phase of construction. The $90,000 grant is for engineering design, not construction. The docs would be transient with no power attached to them. The City Manager said the City would get a grant for the engineering and design, and after that the Board could decide proceeding forward with the dock project. Director Pierce said the sanitation fund will be debated in the upcoming meetings. Director Marsicano said he was getting ready to release an RFP for about five project repairs, one of them being the Parsley project. The City Manager said staff is considering a new signage program. Vice-Mayor Weinstein said she was delighted that the City is considering updating the signs. Director Pierce said phase two of the Gulf Blvd undergrounding utilities V1ri11 cost a little over $1 million. Steve Tart is providing an estimated cost on completing the project, which could be another $300,000 to $400,000. The City Manager said the City will try to accomplish as much as possible with available funds. This project will transcend one fiscal year. The City Manager said the generator will cost around $286,000 and $45,000 to relocate it. The City will get $200,000 back in grant funding. Eventually, a generator will be at the recreation center and at the entire town hall campus. b. City Manager's Budget Review City Manager Jonathan Evans explained the changes made in the City Manager's budget. There are two new positions, the public information specialist and the Human Resources Coordinator will become part ofCityManager's department, which Vl--ill bring additional changes to the budget. The City Attorney will now have his own budget. c. Non-Departmental Budget Explanation Director Pierce explained the increased costs for IT services and the City Manager said there are unexpended moneys utilized for the website.  BOARD OF COMMISSIONERS MEETING MINUTES BUDGET WORKSHOP MEETING July 25, 2018 Page 5 of5 The Board also discussed why the City was funding a privately-owned business, the Water Taxi; Pat Shontz Day; limiting the amount of money the City Manager can spend without the Board's decision; and amending the City Charter. 5. ADJOURNMENT The Mayor adjourned the meeting at 4:23 p.m. ATTEST: Clara VanBlargan, MMC, MSM, City C •I • 41, i