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WORKSHOP MEETING OF THFFLAGLERBEACH CTYCOMMISSION AUGUST 072008AT90APRESENT Mayor Alice MBaker Chairman Jane MealyVceharnanJohn FeindCommissioners Joy McGrew Linda Provencher and Ron Vath City Attorney Charles CinoInterimCity Manager Bernie Murphy Assistant tothe City Manager Libby Kania PoliceChiefCody Fire Chief Martin Roberts Public Works DrectorCtyngineer Bob Smith InterimFinance Director Kathleen Doyle Library Director Ruth Young Recreation Director TomGillinPlanning Zoning Director Jan Hancock City Clerk Angela Apperson and Deputy City ClerkPenny Overstreet1 CALL THE MEETING TO ORDER Commissioner Mealy called the meeting to order at94aPLEDGE OF ALLEGIANCE Mayor Baker led the pledge followed by amomen of

silence

3DISCUSSIONOF2008009ISCAL YEARBUDGETS IN THE FOLLOWINGORDERINTRODUCTORYMESSAGE InterimCity ManagerBernie Murphy reviewed the agenda andnoted that someof the department budget reviews will be heard other than the order on theagenda MMurphy spoke of the tax rates from the different taxing authorities MMurphyreviewed his budget message He continued noting the2007008budget wasbalanced in spiteofa40000evenuereduction from the State Itwasnoted nosalary increases wereincludedin this budget with the exception of the contractually boundPBA and the Chartermandate foracost of living increase for the Elected Officials MMurphy began the review ofthe budgetREVENUES MMurphy provided ahandout to the ElectedOfficials the handout noted theproposed millage rate as3739for both Flagler and Volusia He continuednoting areduction inthe Infrastructwe Surtax due to the curenteconomy MMurphy indicatedanincrease in theestimatedrevenuesfor licensing and permitting fees he stated he would be bringing aproposalto the Commission to increase these fees Discussion ensued regarding the VOCA GrantCommissioner Vath inquired ifwe received the Grant MMurphy responded yesthis yeaand added he has directed the Interim Finance Director to do research as to whether theapplication and pay request ae being completed properly Commissioner Vath stated hisopinion regarding the Victim Advocate positions he wasofopinion the City should have onlyoneperson in this department He requested areport of the cost associated with the proposedpartimepositionMr Murphy noted the Jr Lifeguard Prognam application fee would be increased to aminimumof500per childnext fiscal yea Discussion turned to MiscellaneousRevenues interest rateswerediscussed and it wasnoted the Interim Finance Director would be scheduling ameeting inthe fallofhe Investment Committee Discussion turned to the Internal Transfers MMurphyspoke of the department transfers related to the Utility Fund MMurphy spoke of the need forapartimedministrativeAssistant toassist the Public Works Director Discussion turnedbackto the Transfers from the Utility Fund Commissioner Vath inquired ifthe handout included theallocated expenses MMurphy replied noand requested the InterimFinance Director to adjustthe handout to reflect the Salary transfers from the Utility Fund

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POLICE Interim Manager Murphy noted adecrease of11600rom last yearsudgetDiscussion ensued regarding the PoliceCars Commissioner Feind felt it wasess expensive topurchase the casrather than lease and avoid the interest MMurphy indicated they ae lookinginto that next year but for the nexttwoyears weaecontracted to the lease Discussion turnedto training ChiefCody indicated the training wouldbe done inhouse orinconjunction with theCounty No changes weremade to the PoliceBudgetCITYCOMMISSION MMurphy notedanet increase of76100ayor Bakerquestionedthe number ofpersons who utilize the early voting Consensus wasreached to remove the79800roposed for early voting for the Municipal Election inMarch CommissionerVathquestioned the Travel Training line item MMurphy requested the Interim FinanceDirectorcompare the actual expenses in this fiscal year and the previous yea and bring back thatinformation to the Elected Officials He further requested abreakdown of the promotionalexpenses

BUILDINGANDZONING MMurphy notedamodest reduction from lastyearsudget inthe amountof29200iscussionensued regarding the budget p roposa l foraGISConsultantItwasnoted this is proposed as1ear expenditure to set up the initial system CommissionerVath requested the monies received for Building Permits be receivedasincome thendeclare the90percent remitted to the County asanexpense Interim Manager Murphy indicated thePlanning Zoning Director will be bringing backanewee schedule for the Building ZoningDepartment Discussion turned to Building Permit and Inspect ion services Planning ZoningDirector Hancock reviewed three options forBuilding Inspector Services The options includedcontinuing with the County hiring aBuilding Officialorcontracting privately CommissionerVath inquired if there has been a comparison done with other communities of ou sizeCommissioner Vath requested this information be included in her report to the City ManagerConsensus wasreached to postpone the discussion regarding the three options for BuildingOfficial services and her proposal to increase the fee schedule until report is received fromPlanning and ZoningDirectorEXECUTIVE Interim Manager Murphy indicated the budget for the Executive Departmentdecreased by130300Murphy indicated the twoemployees under Executive opt notparticipate in the Health Insurance ProgramCITYCLERK MMurphy indicated the City Cerksbudget overall decreasewas66000MApperson indicated the training budget wastrimmed to maintain curent certifications andnecessary training Commissioner Feind suggested adding back in funding for training hesuggested taking the money from where itwastrimmed from City Commission for the earlyvotingaconsensuswasnot reached to do thisTheCommission recessed for lunch at119a heCommission reconvened at123pBUILDING MANTENANCE MMurphy indicated the Building Maintenance budgetdecreased by39500Page 2of6 087008

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ROADS STREETS MMurphy indicated the budget has decreased by2428300or thisdepartment apartially because ofthat is due to this yearsaving budget is for oneyeanottwo aswasdone last budget year Commissioner Vath inquired asto the conditionofhe CityStreets MMurphy requested MSmith prepare asaementas to the condition ofthe Citystreets for the Elected Officials noting the roads that aeplanned for repaving in this year andnext budget year Commissioner Vath inquired about the equipment budget for the departmentPARKS MMurphy indicated the department budget decreased40 foraotal reductionof87300DUNE CROSSOVERS MMurphy noted the depar tment budget wasreduced by60000Commissioner Provencher requested recycle bins placed at the DuneWalkovers PublicWorksDirector Smith indicated they wouldplace recycle cansat the DuneCrossovers in the aeaofN1 0 t h to S10th asapilot program starting in the nextbudget yeaPIER MMurphy indicated the operating expenses ae reduced by344500Murphyrequested the Public Works Director provide the Pier inspection results to the ElectedOfficialsMSmith provided abriefverbal report which indicated somerepairs aeneeded MMurphyindicated at this time wedonotknow the exact cost involved and theywill be coming backwithanestimate for this issueWATER TRANSMISSION ANDDISTRIBUTION MMurphy indicated the departmentbudget decreased by 43oraotal reduction of78700e noted thefveearplan toreplace waer metersthrough ou the City wasimplemented in067e stated weae onschedulewith the program

SEWER COLLECTION MMurphy indicated the depar tment budget decreased by53oratotal reduction of386Commissioner Vath inquired about the slipline program Heinquired if the effluent wasdown due to reduced seepage with the sliplines in place MMurphy requested MSmithprovideareport to the ElectedOfficials City Engineer Bob Smithstated the pump sewercleaner is notaraditional vehicle it isatowehind and should bemovedto the line item for equipment repairWATER TREATMENTPLANT MMurphy indicated the department budget decreased138oraotal reductionof991500Murphy indicated the major reductionswereinrepair maintenance4300tilities estimate3600nd Professional Services1100ommissioner Vath inquired ifthe telemetry system is it being used at newwellsMSmith replied they wereupgraded for the newwells Commissioner Vath requested MSmith provide the cost of the system purchased eight years ago and the cost related to the newsystemFINANCE MMurphy indicated the department budget decreased76or a total of2252ommissioner Vath requested the Interim Finance Director provide the cost for thePay Chex fees for all ofthe departments

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WASTEWATER TREATMENT PLANT MMurphy indicated the department budgetdecreased133oraotal reductionof7550Discussion ensued regarding replacementpumps and generators newequipment and flow raes Commissioner Vath made an inquiryregarding the first aid supplies he requested the FinanceDirector supplyareport of the overallcost for utilizing the Cintas service

LEGAL MMurphy reported anincrease in this department budget of25oraotal increasein dollars of220000Murphy indicated he believes this department is under budget ashe is working with the unknown He added he anticipates abudget amendment for thisdepartment in the nextyeaSANITATION MMurphy indicated the SanitationDepartment budget increased27or atotal of1907e stated the Sanitation FundExpense decreased by372otaling5100and the Sanitation Capital Fund increased by15271MMurphy further suggested theCommission consider purchasing anewsanitation truck in the next budget yea The lead timethat is needed inordering these types oftruckswasdiscussed aletterof intent wasdiscussed aswelUTILITY FUND EXPENSE UTILITY CAPITAL MMurphy indicated the departmentbudget decreased154or total reductionof22607e stated the Utility Capital FundExpense decreased832oratotal reductionof25221he drastic decrease is due to thecompletion of the Water Plant Commissioner Vath stated he would like the City to develop anordinance requiring the ownersofproperty to be responsible for the baddebt oftenantswho failto pay their utility bll Commissioner Feind suggested aee for tunonfornonaymentaswel Discussion turned to the Utility Capital Fund budget CommissionerVathnotedapossibleerror in the numbers inputted for the Utility Capital Interim FinanceDirector Doyle stated shewouldreheckhe figures MDoyle noted the change needed to the page numbering in theCapital schedule to coordinate with the budget detailSTORMWATER Achange will be needed to change the bankname from Cypress to RBCMMurphy noted the Stormwater Fund expense increased by84400nd the StormwaterCapital funddecreased due to the completion ofworkonthe Mirror LakeProject Itwasnotedareferenceto Ocean Palmshouldbe changed to the downtownarea CommissionerVath inquiredhow the CRA is involved with stormwater City Engineer Smith responded stating with thePhase IIof the CDBG which includes parking and excavating They felt it would benefit theCity to do this workin conjunction with the work in the CRA MMurphy indicated St JohnsRiver Water Management District monies and ou CRA funds ae covering themonolaStormwater project for the CRA MSmith stated the Stormwater Master Plan priorities aeMirror Lake Palm Circle Venice Park and acouple other project areas Since the City isreceiving only somuchStormwater funds per yea TheMirror Lake project has depleted thefunds the City had onhand for match money Commissioner Vath stated concernregardingStormwater projects that wereplanned and aenowremoved from the budget MMurphystated he understood his concerns and requested werestthis discussion when the CRADirector is present at the next budget workshop Commissioner Feind requested he include arough estimate of the cost involved with doing another project and ifwe could borrow the

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monies fromourselves MSmith noted the estimatedcost presented in2002003ave tripledsince that time Discussion continued InterimFinanceDirector Doyle indicatedweaetryingto tie the Capital Plan to the Comprehensive Plan and weneed to have funding prior toshowingthe projects in the5ear capital planTheCommission recessed forahumanity breakat26phe meeting reconvened at22pFIREDEPARTMENT MMurphy indicated the depar tment budget hadasmall decrease in theamount of91500ommissioner Vath inquired regarding FICA and Workers Compensationonthepartimeemployees MDoyle responded yes CommissionerVath requested they beincluded in the detail along with the VOCA position Commissioner Vath asked why theNational Safety Council Membership wasremoved ChiefRoberts responded MKania statedthere isaline item under the general government budget for safety posters that she nolongerneeds asthey aeprovided as apart ofoucontactwith Pay Chex CommissionerVath inquiredregarding an expense for astorage unit Discussion ensued Itwasaconsensusof theCommission to removethe60000rom the General Government budget and place inFire to beused for National Safety Council Membership and purchase ofastorage shed Discussionensued regarding gear utility bills taxes paid to the County Fire Services overlay districts andhaving the newattorney lookinto thisBEACH MMurphy indicated the department budget increasedoverlast year by191oratotal increase of406500Murphy noted anincrease in this department regarding radioswhich aeonthe 800 MHzsystem Fire ChiefRoberts commented currently he is loaning theLifeguards twoofhis radios from his brush truck whichhewouldneed back in the eventofahigh drought level which leads to brush fires Commissioner Feind inquired since these aeapublic safety item could we utilize funds from the Law Enforcement restricted funds MMurphy directed the Interim Finance Director to look into that Commissioner Provencherinquired about the Jr Lifeguard Program going to afull day Recreation Director Gillinresponded and discussed possible educational programs he is thinking ofimplementing for afullday program MMurphy indicatedMGillin is evaluating the programcurrently andwewillbe bringingaproposal to the Commission in lateOctober earlyNovember Discussion turned toaprogramMGillin is looking into for the ATVs Commissioner Vath inquired as to thecurrent condition of the ATVsMGillin andMKania responded asto the condition of theATVsCommissioner Vath inquired about the warning flags and signs and wanted to knowwhy they werepurchased yearly MGillin spoke of the fading of the flags and would respondbackto the City Manager regarding the warning signs and the possibility ofreceiving themat nocost from the State Commissioner Vath inquired about the Lifeguard owefceMGillinindicated the grant wasapproved at last notice the funds10000avenotbeen releasedLIBRARY MMurphy indicated the budget for this department decreased by100totaling119700Murphy indicated the major reduction came from reducing the AssistantLibrarian position from full topartimewithout benefits CommissionerVath inquired asto therevenue from the public use for the computers The InterimFinanceDirectornoted the revenuesaecovering the cost ofhe computers

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RECREATION MMurphy indicated the department decreased by21 totaling I128MayorBaker inquired about the line item forMusic in the ParkWICKLINE MMurphy provided abriefoverviewof the increases anddecreases Nochangeswererequested by the CommissionMUSEUM MMurphy indicated the only increase to the department wasdue to anincrease inutility cosItwasnoted the Commission wouldneed to holdasecond budget workshop which has beenscheduled for August 27 2008 at90a he CRA and the General Government budgetswouldbe discussed along with the responses to inquires noted at thismeeting4 ADJOURNMENT Motion by CommissionerVath seconded by Commissioner McGrewto adjourn the meeting at44phemotion carried unanimously

Mealy

PennyObrsreeDeputy City ClerkPage 6of6 087008