08/25/1998
CITY COMMISSION BUDGET WORK SESSION
CITY OF CLEARWATER
August 25, 1998
Present: Rita Garvey Mayor/Commissioner
Ed Hooper Vice-Mayor/Commissioner
J. B. Johnson Commissioner
Robert Clark Commissioner
Karen Seel Commissioner
Also Present: Michael J. Roberto City Manager
Richard L. Hedrick Deputy City Manager
Bob Keller Assistant City Manager
Pamela K. Akin City Attorney
Tina Wilson Budget Director
Cynthia E. Goudeau City Clerk
Gwen Legters Board Reporter
The Work Session was called to order at 9:00 a.m. at City Hall. Deputy City Manager
Rick Hedrick said today’s focus is on the General Fund Operating budget.
Budget Director Tina Wilson gave a slide presentation, reviewing the proposed
$77,409,120 General Fund expenditures, showing a breakdown for individual categories.
Population, employee numbers, crime statistics, and revenue sources were reviewed.
Although property tax revenues have grown steadily for the past 10 years, the number of
constant dollars shows a decline when the inflation factor is added. Staff was requested to
identify the index used to measure constant dollars.
Ms. Wilson said the proposed 5.1158 mill property tax has been the same for the past
few years. Clearwater’s portion is 22% of a property owner’s total tax bill. She reviewed major
initiatives proposed for the next fiscal year for Planning and Development Services, Economic
Development, Public Information, Gulf-To-Bay Boulevard, and Vision Funding. Parameters
used in budget preparation were reviewed. In response to a question, Ms. Wilson said funding
the retirement pool from retained earnings is not proposed for next year. The pool will be
depleted by the end of this fiscal year by retirees receiving payments from the fund.
Discussion ensued regarding the term, “Vision Funding.” Mr. Hedrick noted impacts of
the major initiatives will be to reduce departmental budgets by 4% to 5% and increase
workload, but the departments are up to the challenge. The $750,000 Vision Fund will allow
the City Manager to react to unpredictable expenses that occur daily throughout the visioning
process. A suggestion was made to rename the term Development 2000. Some concern was
expressed costs for special events should be paid from the tourism tax and the new event
funding grant. Tourism Director Jean Sherry responded grant funding is limited to marketing
and does not pay for support services.
Ms. Wilson stated reorganization of the former Central Permitting, Community
Response Team, and Clearwater Housing and Urban Development departments into the new
Planning and Development Services Department added to the General Fund budget two new
long range planners and four inspectors previously funded by grants. The City Manager said a
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new report regarding grant activity will be coming to the Commission to help match grant
availability with City needs. Economic Development will be separated from the City Manager’s
budget, combined with Tourism, and a separate cost center created. Staff was requested to
break out costs separated from the City Manager’s budget, and to show Tourism dollars
separately. Concern was expressed with the apparent reduction in the Economic
Development budget. The City Manager responded some items are budgeted in other
locations; Economic Development’s numbers will go up in future years. Assistant City
Manager Bob Keller said $150,000 for contractual studies will fund newsletters and other
marketing tools, and includes a $25,000 to $40,000 opportunity fund for unexpected
expenses. In response to a question, it was indicated the City Manager’s Chief of Staff is not
an Assistant City Manager.
Discussion ensued regarding negotiations to increase Tampa Bay Partnership dues
and corresponding service levels. A suggestion was made to take advantage of City technical
expertise to augment Farmer’s Market funding with marketing and promotional services.
Ms. Wilson stated Bill Horne will head the new General Support Services Department
that combines Information Services (with the exception of Public Information) and General
Services. The City Manager explained rationale for combining departments. New General
Fund positions were reviewed. It was announced Art Kader has accepted the Parks and
Recreation Director position. In response to questions, clarification was provided regarding
distribution of requested full-time employees for Parks and Recreation programming and
maintenance, Tourism, and Police Department functions. Concerns were expressed funds
from the surcharge on parking tickets are not enough to meet school crossing guard salaries.
Mr. Roberto responded the whole parking fine issue will be addressed in 30 to 45 days. Ms.
Wilson reported budget public hearings are scheduled for September 3 and 17, 1998. She
noted, while the Commission policy is for a 10% General Fund reserve, the proposed budget
reflects a reserve of approximately 8%. In response to questions, it was indicated 6
community policing positions are funded by a COPS grant that runs through March 1999.
Chief Klein has requested reallocation of anticipated savings in his budget to fund those 6
positions for the balance of the fiscal year. The City Manager said staff is working to
determine how to build flexible programming to fill police positions next year.
Discussion ensued regarding the General Fund reserve. Mr. Roberto stated he took a
hard look at CIP projects to determine where flexibility exists and identify projects that should
not be deferred. He felt Gulf-to-Bay Boulevard improvements must go forward to avoid
increased costs in the future. He was comfortable with the 8% reserve. Concerns were
expressed with reducing the reserve for other than emergency reasons, and doing so without
seeking Commission input. It was noted research indicates a 10% reserve is recommended.
The City Manager said he had been requested to exhaust all other alternatives before
recommending a tax increase. He found the budget contained very little flexibility and he was
faced with the question of whether to dump some services in order to accomplish the
ambitious projects the City has undertaken. The proposed budget is an attempt to balance
capital needs with the City’s public safety commitment, and will create a more stable position
for making some hard decisions in 2000. He felt he has demonstrated that, given some
flexibility, he can take the City where it wants to go. Some expressed concerns with dipping
into retained earnings to create a contingency fund instead of bringing back the issues where
flexibility is needed, and failure to live within the budget even though new construction has
increased the ad valorem tax base. The City Manager replied there are many ways to move
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things around; all have an impact. He noted revenue from this year’s new construction won’t
be seen until next year.
Some satisfaction was expressed the City Manager has justified his position, is heading
in the right direction, and will be accountable for decisions in the proposed budget. Discussion
ensued regarding provisions for union and SAMP salaries.
A 61% increase in loans to Harborview Center was noted, and staff was requested for
an accounting of the amount loaned to date. The City Manager said this issue will come back
as one of the downtown issues. In response to a question, Ms. Wilson stated a debt service
increase was due to interest expense that should have been captured last year on the loan to
Pickles Plus. Brief discussion ensued regarding operating revenues from SteinMart and
Pickles Plus. In response to a question, Quality of Life Administrator Arlita Hallam verified that
proposed positions for Sunday operations at Countryside library branch are not funded.
The meeting recessed from 10:45 to 11:02 a.m.
In response to questions, Ms. Wilson said reduction of the City Commission’s budget
occurred because cost of mail services is spread out differently and some mail runs have been
eliminated. She explained percentage of interfund charges to Enterprise Fund operations for
administrative services from General Fund departments.
Some support was expressed for the temporary reduction of the General Fund reserve
as a short term investment in accomplishing the elaborate plans for Clearwater’s future. The
fund will be replenished as the City meets its goals. Departmental staff were thanked for their
sacrifices to make this budget possible without raising the millage rate. The City Manager
acknowledged the efforts involved in giving One City. One Future. priority in the operating
budget while continuing to provide basic services. He recognized staff’s outstanding work to
make the budget happen while adjusting to new management styles. While noting there is
always a gap between recommendations and allocations, he felt that everyone having
requested reasonable numbers was a testament to the quality of staff. Commissioners
thanked everyone who worked on the budget.
The work session adjourned at 11:12 a.m.
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