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HomeMy WebLinkAbout2007-07-16 Workshop CIP City Commission Meeting MinutesI . Call to Order Mayor Anton called the Workshop to order at l0:00 a m. 2. Roll Call MINUTES OF WORKSHOP DANIA BEACH CITY COMMISSION CAPITAL IMPROVEMENT PLAN (CIP) MONDAY, JULY 16, 2007 - 10:00 A.M. Bob Anton Albert Jones John Bertino arrived at Anne Castro Patricia Flury Ivan Pato Louise Stilson l0:09 a.m. Thomas Ansbro Discussion of Capital Imorovement Plan Present: Mayor: Vice-Mayor: Commissioners City Manager: Citl'Clerk: Absent: City Attomey: , City Manager Pato indicated this is the fifth year the City prepares the 5-Year Capital Improvement Plan, which is updated every year and is subject to change on an as-needed basis. He noted that the results of today's Workshop will be included in the proposed Budget for FY 2008. Patricia Vamey, Director of Finance, presented a PowerPoint on the proposed Capital lmprovemenl PIan which is attached Io and incorporated into these minutes. General Director Vamey explained that the funding sources for the CIP are: General Obligation Bonds, Gas Tax, 50-50 Sidewalk Program, Recreation Impact Fees, Fire Reserves, Existing Loan Balance, Grants, General Fund, State Revolving Frind, Water Impact Fees, User Fees, and other financing sources. Director Varney clarified that she received information from the State Attomey that, based on the Tax Reform Act, the City will have a zero percent tax cut this year. She noted that the deficit in the General Fund Budget for FY 2008 will be approximatety $125K, with a millage rate of Commissioner Flury confirmed with Director Vamey that the millage rate will be 5.044, as presented, and that we would need about $310K to fund the items listed for FY 2008. She agreed with the allocation of funds for computer replacements and related equipment. Commissioner Flury noted we were committed to set aside funds for legal settlements for the ADA Plan. City Manager Pato clarified we would be carrying forward $50K from this fiscal year. Vice-Mayor Jones thought we could get a better deal for computers through the School Board bids. It was the Commission consensus to accept the amounts allocated for computers and Information Services. Fire Rescue Department It was the Commission consensus to move the Fire Department funding of $105K to FY 2009 Parks and Recreation It was the consensus of the Commission to approve the items funded in Parks and Recreation Discussion followed between the Commission and Kristen Jones, Director of Parks and Recreation, regarding the proposed repairs at C.W. Thomas Park and how the project was funded. Further discussion ensued in connection with the proposed construction of the NW Communitv Outreach Center. Mayor Anton indicated that we are currently refurbishing C.W. Thomas Park, where we will have new meeting rooms. There are also meeting rooms at the Herman Wrice Center and some of these are not being utilized. Mayor Anton questioned if we would have to reimburse the CDBG funds that we have already used for this project. Colin Donnelly, Assistant City Manager, advised there were two CDBG grants fbr this project, one for the acquisition ofthe property ($35,000) and the other one for the design and engineering ofthe project ($75,000). He indicated that if we do not move forward with the project, we could probably keep the funds for another project as long as it meets the CDBG criteria. It was the consensus of the Commission to eliminate the NW Community Outreach Center project and keep the property as green space. Kristen Jones, Director of Parks and Recreation, indicated that Adler Park needs upgraded playground equipment. She asked the Commission to consider the requested $53,000. Minutes of Workshop Dania Beach City Commission Capital lmprovement Plan (ClP) Monday, July 16,2007 - l0:00 a.m ') 5.044. Director Vamey indicated that the Water Impact Fees; Three Cent Gas Tax, and the Fire Impact Fees are exhausted. Commissioner Flury noted the planking on the Pier needs to be upgraded. She also thought that video surveillance was essential in the parks since people were vandalizing them and we were spending a lot of money trying to fix things when they get broken. Mayor Anton noted that we could use law enforcement funds for surveillance equipment because it is a crime-related issue and the City controls the money, provided it is approved by the City Attomey. It was the consensus of the Commission to use law enforcement funds for the fencing at P.J. Meli Park as well as the installation ol video surveillance and video monitoring at all the parks ($68,000 out ofGeneral Fund budget). Director Varney pointed out that we only have $40,000 available and we still need to submit a funding request to BSO to draw down the funds ($130,000). City Manager Pato clarifred lor the Commission thal our current contract with BSO gives us control of the money. Vice-Mayor Jones noted that the Boisey Waiters property is not being used. He suggested selling it and using the funds to build a SW Community Center. It was the consensus of the Commission to add $20,000 to the budget for the planking of the Pier. Commissioner Castro questioned the status olthe Linear Park Assistant City Manager Donnelly indicated that we recently applied for a Land and Water Conservation Grant for $200,000, which requires a fifty percent match. He noted that the main problem with the Linear Park is the stormwater retention issue at SE 5th Avenue. Director Vamey clarified that $500,000 will come from G.O. Bond funds for the Linear Park Commissioner Benino explained that some years ago Broward County wanted to build a bridge over the Dania CurOff Canal to allow the circulation of trucks fiom Fort Lauderdale-Hollywood Intemational Airport and Port Everglades. The southeast section ofour City did not accept this proposal and staff suggested placing a water feature in the Linear Park to address the stormwater containment. Director Vamey clarified for Commissioner Castro that the Linear Park is funded from the GO Bond ($420,000) and the General Fund ($80,000). Commissioner Flury suggested leaving the sidewalk in the Linear Park as is, thus eliminating the stormwater problem. She would like the Linear Park project to begin in 2008. Dominic Orlando, Director of Public Services, advised that Calvin Giordano and Associates is the consultant for the stormwater project and the Linear Park. He noted the stormwater system Minutes of workshop 3 Dania Beach City Commission Capital lmprovement Plan (CIP) Monday, July 16,200'7 - l0:00 a.m. was the goveming factor in the area. Director Orlando indicated he is cunently reviewing the preliminary design. Commissioner Flury asked Director Varney to separate the drainage problem lrom the cost ofthe Linear Park when the Capital Improvement Book is revised. Commissioner Castro was concerned with the problems we are having with Calvin Giordano and Associates. Director Ortando noted that CGA had a lot of tumover in the past 16-18 months and that he and City Manager Pato are working on the problem. It was the consensus of the Commission to terminate the services of Calvin Ciordano and Associates. Commissioner Flury clarified for the record that the stormwater project and the Linear Park will be funded separately. Discussion followed between the Commission and Director Orlando regarding the need to have a consultant who would be in a position to design a Linear Park. It was suggested that a due date be included on future contracts with consultants. The Commission agreed to direct staff to start looking for other consultants. Commissioner Castro stated for the record that she would like the bike-path and the sidewalk to be included in the Linear Park design. Public Services Public Services Conspauad Commissioner Flury noted we are all aware that the work cannot be completed in one year. She suggested we spread it out for 2-2.5 years and pay cash, therefore we would not have any debt. Director Vamey advised that if we take our ovlm money from cash, she could spread the funding in the General Fund over a 3 year-period. Director Orlando indicated we would need to do it within anlS month period, i.e., $750,000 per year for two years. It was the consensus of the Commission to fund $750,000 for the Public Services Compound Project o over a two year period. Cemeterv Mayor Anton questioned why the Mausoleum should be funded from the General Fund Minutes of Workshop Dania Beach City Commission Capitai lmprovement Plan (ClP) Monday, July 16,2007 - l0:00 a.m 4 Director Vamey explained that the Cemetery Trust Fund only covers maintenance. She noted she would need to check with the Auditors to see if a Special Revenue Fund could be created for the Cemetery. Commissioner Castro asked Finance Director Vamey what the annual maintenance budget would be for the Cemetery. Finance Director Vamey advised that the annual maintenance for the Cemetery is approximately $100,000. She further noted that the Cemetery Trust Fund interest is deposited into the General Fund to help defray the cost of Cemetery operations. Director Orlando pointed out that Calvin Ciordano and Associates is our consultant for this project and he was planning to ask them to prepare a cost proposal for a design-build plan. He suggested continuing to use their services for this specific projecl. Commissioner Castro confirmed with Director Vamey that this amount was not GO Bond money. She asked what items were included in the $1.9M, and the order of priority. Director Orlando indicated the priorities would be determined every year with Commission and resident input, and the funding split over a five-year period Director Vamey ctarified for the Commission that the City funds $1.1M in the General Fund and the remainder will be GO Bond money. Commissioner Bertino commented that all projects have engineering fees. He asked Director Orlando if we could contract with a large firm and have them do everything at a good price. Director Orlando advised that Chen & Associates is our engineer, and they do a great job. He clarified that Camp Dresser and McKee would be the firm to use, but he did not recommend this because not all their offices are local and they would have to use their other offices nationwide. It was the consensus of the Commission to accept the funding for Lighting at 53'd Court ($418,000), the Citywide Sidewalk Repairs ($81,600) and the Roadway Repaving Program ($252,300) as presented. Mayor Anton clarified that we still have funds for the ADA Sidewalk Compliance modification from last year, so this item does not need to be funded. Minutes of Workshop Dania Beach City Commission Capital Improvement Plan (CIP) Monday, July 16,2007 - l0:00 a.m 5 Commissioner Flury noted we currently have about $750,000 in the Cemetery Trust Fund which we never use because the maintenance is paid from the General Fund. She clarified that the Charter states that those funds can only be used for maintenance. Commissioner Flury would like the City Attomey to clarify if the verbiage in that section ofthe Charter could be changed to read "for maintenance and improvements", without having to go to referendum. Neishborhood Improvements - CPTED Studies Vice-Mayor Jones asked Director Orlando to provide a breakdown of the areas within the City that will be repaved. Fleet Replacement It was the consensus of the Commission to accept the requesl for a Skid Steer Loader with attachments ($50,000) as presented. Director Orlando requested a Tool Cat and Dump Truck, Backhoe and Loader. He indicated that ofall of this equipment, the Loader was the priority. It was the consensus of the Commission to add the Loader tbr $140,000 Commissioner Flury asked Director Vamey to let the Commission know how much SRF funds have been drawn to date. Director Vamey will obtain the information and report back to the Commission It was the consensus of the Commission to accept all funded items under Water Utilities and Sewer Utilities, as presented by staff. Director Varney responded for Mayor Anton that the difference between 5.044 and 6.39 was close to $2. I M Mayor Anton refened to the information distributed to the Commission which outlined the Marina Evaluation submitted by Cutcher and Associates, Inc. He noted he did not see a problem with the bulkhead. Mayor Anton asked Assistant City Manager Donnelly for an explanation on the bulkhead situation. Assistant City Manager Donnelly advised that the bulkhead at the Marina is in poor condition He would prefer the coastal engineering firm provide the technical explanation ofthe problem. Mayor Anton noted the amount of$192,500 has been allocated in 2008, but it would not include any construction or repair costs. Assistant City Manager Donnelly indicated he has contacted FIND and they are very excited about the project. However, their main concern is that municipalities using FIND funds charge the market rate. The engineers believe some modifications could be made to facilitate the addition ofslips, reduce traveI distance, and provide for multiple ingress and egress points. Minutes of Workshop Dania Beach City Commission Capital Improvement Plan (ClP) Monday, July 16,2007 - l0:00 a.m 6 Discussion followed between Vice-Mayor Jones and Director Orlando regarding the City's wells and the possibility of preventing a thirty percent surcharge in the future by increasing our capacity. Marina Improvement Commissioner Flury thought our rates were acceptable. Commissioner Bertino would like to look at a private enterprise and find out what they would offer. Commissioner Flury noted we already looked at it some months ago Director Vamey responded for Commissioner Flury that the Revenue Source for the 2008 allocated amount of$192,500, which is the Interfund Loan, would be in the lorm ofcash from the General Fund. Commissioner Flury thought that the $3.9M allocated in 2009 should be stretched out over a period ofat least two years so the project may be done in phases. Assistant City Manager Donnelly indicated he would like to hear the construction consultant's corrunents regarding the construction time period. Vice-Mayor Jones thought it would be a safety issue to park near the bulkhead Assistant City Manager Donnelly confirmed we are not parking any heavy vehicles in the area. Commissioner Flury confirmed with Assistant City Manager Donnelly that the hiring of the consultant would be through a bidding process. It was the consensus ofthe Commission to have the $192,500 allocated for the study. Director Vamey reported that we are ahead by $638,000. Commissioner Flury suggested keeping the money allocated for the NW Community Center in case we need to reimburse the CDBG funds. It was the consensus olthe Commission to move the Dump Truck ($95,000) to Fiscal Year 2008, and add the Beach Retainer Wall ($485,420) which was not previously funded. 4. Adioumment Mayor Anton adjoumed the Workshop at l2:3 3 p.m Minutes of Workshop Dania Beach City Commission Capital Improvement Plan (CIP) Mondal. July I6. 2007 l0:00 a.m. 7 Commissioner Bertino would like to consider the Dump Truck for Public Services. CITY OF DANIA BEACI-I B MAYOR SIONER LOUISE STILSON, CITY CLERK Approved: August 14, 2007 Minutes of Workshop Dania Beach City Commission Capital Improvement Plan (CIP) Monday, July 16,2007 l0:00 a.m. C 8 ))) City of Dania Beach Hf zooS-zorz Capital Improvement Plan ))) General / Computer Replacements: $15,750 / Scanning & Plotting Equipment: $29,000 ) Fire Rescue / Fire Station 93: $2t7,000 I t\Iedical Transport Unit: $200,000 E Staff Vehicles: $92,080 )) ))) Parks & Recreation / P.J. t\4eli Fencing: $68,000 / Bleachers/Lighting at Frost: $36,000 .r Playground Equip - Chester Byrd. $53,000 / South West Community Ctr.: $451,000 / Replace Light poles to concrete: $120,000 / C.W. Thomas Grounds. $215,900 ))) Parks & Recreation n Chickee Huts/Railing Fence: $0S,000 tr Beach Retainer Wall: $485,420 tr N.W. Community Outreach Ctr.: $1 ,1 05,248 n Planking for Pier: $20,000 tr l.T. Parker Dock Replacement: $60,000 tr Playground Equipment - Adler Park: $53,000 n Video Surveillance for all parks:$60,180 ))) Parks & Recreation I Concession Stand at C.W. Thomas: $6S,000 I Score Board/Walk Path/Front Entrance at PJ tVleli: $124,500 tr Dog Park: $S0,000 I Entrance Sign/lmpact Door at l.T. Parker: $56,410 C! o oao-t o'o @ Ioo r+ a l1C Jo- tr\\\ \ \ E d a.,E ?6 QH #E +f ;qqf +d$$';aEtggoeQE-$p EdEEifiEEo o, o = o-x o- -(-r--!r=-+ = ii ,!n@ GP @ ;t I\) = N A6 (o -':! (Jt -St', :I 1AB 3tr =fo\J= @ ))) Cemetery / [\4ausoleum: $745,000 $440,000 [\4emorial $305,000 Westlawn ))) Fleet Replacement / Skid Steer Loader with Attachments: $50,000 tr Citywide Vehicle Replacement Program $254,000 I Tool Cat: $45,000 tr Loader: $140,000 )I) Water Utilities / Water Plant and High Service Pump: $7,400,000/ Water N/ain Looping Phase lll: $2,700,000/ Refurbish Existing Water Treatment Plant: $1,050,000/ Construction of Well "1": $1 ,245,000/ Water Tang Storage Removal: $225,000 ) Sewer Utilities / Sanitary Sewer Infiltration/lnflow Program: $500,000 / Lift Station Rehabilitation: $1 ,725,000 )) N/larina tr Rebuilt of the tMarina: $2.1 m lion I Bulkhead: Retrofit: $400,000 or Complete Replacement: $1.S - $1.75 million ?2222 )) )) Funding ,/ Gas Tax/ General Obligation Bond ,/ 50-50 Program ,/ Grantt Tree Preservation Fund ./ Impact Fees - Recreation, Water, Sewerr Water & Sewer Utility Fees ./ Stormwater Fees ./ State Revolving Fund ,/ General Fund ) TI ao$_ -- =o 0)o,+ Y@oSq!! 0:At+ ='J .Tt N)oo @ oo =o.l o) l1Cfo- TDCo-(oo VYV gqF JAEo3s*E'T'l -' , a- ?THrnu Ifils -l-J-ur g q 88.-soo- ))) Debt N/easu rement/Pol icy Debt per capita FY 2007. $489 FY 2009: $420 Policy/Benchmark $418 Equivalent IVlillage for Debt service: FY 2008: .3813 FY 2010: .2959 .3 ))) Debt Nileasu rement/Pol icy Debt Service over expenditures FY 2007. 3.03% 2.97% Debt Service as % of non-ad valorem revenue: FY 2007. 6.40% FY 2008: 5.86% 5% ))) Debt N/easu rement/Pol icy Pledge-Reven ue Coverage : Electric Utility Tax: FY 2007 14.84 FY 2008: 14.87 Electric Franchise Fees: FY 2007: 6.07 FY 2008: 6.45 8 ))) Florida N/ledians Guidelines for Cities Published by N/oody I Quick Review: "A" rating tr Target: at least keep this rating and should try to improve to "Aa".