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08/19/2003 CITY COMMISSION BUDGET WORK SESSION CITY OF CLEARWATER August 19, 2003 Present: Brian J. Aungst Mayor/Commissioner Hoyt P. Hamilton Vice-Mayor/Commissioner Whitney Gray Commissioner William C. Jonson Commissioner Frank Hibbard Commissioner Also present: William B. Horne II City Manager Garry Brumback Assistant City Manager Ralph Stone Assistant City Manager Pamela K. Akin City Attorney Cynthia E. Goudeau City Clerk Patricia O. Sullivan Board Reporter The Mayor called the Budget Work Session to order at 9:00 a.m. at City Hall. Fire Department a) Life Safety Hazard FTE positions Fire Chief Rowland Herald said two new public safety positions would increase staff to six inspectors and two investigators. Workloads have increased due to unfunded mandates, additional special events, economic development, and DRC (Development Review Committee) attendance. New positions will improve the plans review process and reduce the life safety code inspections schedule. Staff will submit a draft recovery fee schedule that encourages compliance and offsets costs for the new positions. He recommended the second inspector be hired after an established funding source is identified as current fees generate insufficient funds. Concern was expressed that proposed fees not disadvantage economic development. Last year’s increased personnel costs were related to a two-year wage increase and some compounding. Mutual aid does not generate income. Pinellas County funding of enclave coverage is based on a State formula. Discussion ensued regarding potential revenues if the City provided ambulance services. The City Manager said adding services would increase costs. Fire Chief Herald said the current system works well. Development Services a) Plans Examiner positions Development Services Director Jeff Kronschnabl said the department will accept duties necessary to certify work with the Fire Marshal, resulting in a more efficient, one-stop building permit process. New positions would be contingent on increasing building review fees. A meeting is planned with the chambers of commerce, contractors, etc. to review proposed fees. Concern was expressed that higher fees not disadvantage economic development nor be onerous to businesses. Development Services Coordinator Rob Hayes said draft fees compare Budget Work Session 2003-08-19 1 favorably with other local governments. Assistant City Manager Ralph Stone said staff is committed to a streamlined process and a 15-day turnaround for plan approvals. Information was requested on DRC process costs. Mr. Kronschnabl said some reviews are more complex than others. Fire Marshal Randy Hinder said the Fire Department will continue handling permit work for County development within the City’s fire district. Parks & Recreation Department a) Long Center Parks & Recreation Director Kevin Dunbar reviewed the proposal to take over Long Center operations, which will require 15.9 FTEs (7.9 new, 3.4 existing, and 4.6 transferred). The proposal will save the City $150,000 and the Foundation $50,000 annually. A $50,000 annual CIP (Capital Improvement Project) budget and infrastructure maintenance program are planned. The City Attorney said the Long Center Foundation’s annual pledge is renewable every five years. The Foundation has the option to not renew it. b) Community Sports Complex The Community Sports Complex is scheduled to open in Spring 2004. Staff anticipates $395,000 in annual project revenues: 1) $70,000 – stadium lease; 2) $204,000 – Carpenter Field lease; 3) $100,000 – events revenue; and 4) $21,000 – naming rights. Projected expenses of $395,000 are anticipated: 1) staffing: a) $41,000 - 1 Recreational Specialist FTE and b) $45,000 - 2 PST (Police Service Technician) FTEs; 2) $255,000 – Operating; and 3) $50,000 – Capital improvements required by contractual obligation. The City Manager said staff is evaluating future uses of the Jack Russell Stadium site. Mr. Dunbar estimated that Jack Russell Stadium has a useful life of two years, and will require major repairs within four years. Revenues estimated for the new sports complex are conservative. The City will receive one-third of naming rights revenue. The City does not receive one-third of the value of in-kind services. c) Economic Impact Initiatives Staff anticipated significant annual economic impacts from youth and adult tournaments in Clearwater. The City is partnering with Pinellas CVB (Convention & Visitors Bureau) to attract more than $10-million in economic impact to the City. Hosting tournaments requires scheduling staff seven days per week. Mr. Dunbar anticipated 3 new FTEs and 2 new FTEs will cover expected needs. Mr. Dunbar reviewed CVB cooperation supporting events at the Long Center, which help fill local hotel rooms. Several times a year, staff travels with the CVB to promote Clearwater. Staff increases will permit the Eddie Moore complex to operate softball and baseball tournaments every day of the week. Tournaments provide a significant economic impact. d) Cultural Affairs Office Mr. Dunbar estimated the Cultural Arts Plan will cost $173,000 to implement. Parks & Recreation resources of $112,000 would be reallocated. One new FTE staff support position Budget Work Session 2003-08-19 2 and miscellaneous operating costs are estimated at $44,000. Mr. Stone said Economic Development staff is looking for an office location. e) PACT contribution Staff recommends renewing PACT (Performing Arts Center & Theater) funding at the FY 2003 funding level even though the contract calls for an annual increase. Discussion ensued regarding the facility’s loss of State funding, the need to review automatic contribution increases, and the need for the center to monitor expenses. Concerns were expressed regarding City contributions of $2-million over the past five years, Penny for Pinellas funds, and half of the cost to expand the facility’s parking lot. It was anticipated that facility revenues would increase after the expansion. The City Manager said Sarasota and other cities that own performing arts centers spend more money on support than the City does. Special Events Plans are to maintain Special Events at FY 2003 funding levels. Alternative revenues sources, such as attractions at Pier 60 Park, are being considered to support the Sunsets at Pier 60 program. Mr. Dunbar felt alternative revenue sources will generate sufficient funds to support Sunsets at Pier 60. A hippo waterslide in the sand could generate several hundred thousand dollars for the City. Concern was expressed that a carnival atmosphere not be created and that the beach remain a quality destination. Mr. Dunbar said portable attractions would be allowed during limited times. It was suggested that attractions be limited to off peak times and coordinated with special events. It was recommended that transport vehicles be parked away from the Causeway. Concern was expressed that the Parks & Recreation budget is the second highest in the City. Mr. Dunbar said staff will monitor each program’s cost center, business plans, and revenues. If revenues fall short, staff will make necessary changes, reduce expenses, and then recommend dropping a program. Library a) New Main Library & North Greenwood FTE positions New Main Library Library Director John Szabo reviewed FTE positions needed at the Main Library: 1) Circulation; 2) Information; 3) Children; 4) Young Adult/Teen - peak use hours; 5) Reference; and 6) Local History/Special Collections - no FTE – volunteer staffing. The roof top terrace requires security and a scheduler and only will be used for special events, private receptions, and fundraisers. Mr. Szabo recommended 10 additional FTEs for the new Main Library: 1) 3.5 FTEs - Circulation; 2) 1 FTE - Custodial; 3) 1 FTE - Public Services; 4) 1 FTE - Reference; and 5) 3.5 FTEs - Youth. Position classifications: 1) 6 Library Assistants; 2) 1 Librarian-I; 3) 1 Public Budget Work Session 2003-08-19 3 Information Specialist (work with partnerships, on grants, a brochure, and calendar of events); 4) 1 Library Page (two half-time positions); and 5) 1 Custodial Worker. The terrace and café will generate revenues. Main Library staffing, originally projected at 20 FTEs, was reduced to 15. Mr. Szabo said the request would meet minimum staff requirements. The new library, 40,565 square-feet larger than the old one, was designed for staff efficiencies and will offer the same services and be open the same hours as before. Volunteers are used extensively. He will report on savings related to adding only one new Librarian. The Foundation continues to raise funds. Mr. Stone said staff is finalizing the RFP (Request for Proposals) for the café space. Staff will estimate revenues possible from the 2,000 square-foot café and 3,000 square- foot terrace. North Greenwood Library Mr. Szabo said the North Greenwood Library, four times the size of the former facility, needs 2.5 additional FTEs: 1) 0.5 custodial position, 2) 1 entry level Librarian; and 3) 1 assistant. As planned, two positions from the closed Beach Branch Library would transfer to the North Greenwood Library, for a total of 4.5 FTEs. The City Manager recommended consideration of a community request for extended hours be delayed until the facility has been open for a year. Discussion ensued regarding expanding library hours. It was felt that operational hours could be extended without increasing costs by staggering staff schedules and increasing volunteers. Mr. Szabo said it would be difficult to open more than 40 hours weekly with the facility’s small staff. It was suggested that neighborhoods need to offer solutions. Recommendations were made for staff to be flexible, creative, and work toward a solution to expand library hours without increasing costs. b) Beach Branch Library Mr. Szabo said the Pelican Walk lease for the beach library is $58,000 annually. Structural engineers have determined less expensive second floor space would not support book stacks without $20,000 of retrofitting. The branch’s annual budget is $131,000. Staff has not considered alternative space. Relocating the branch would be expensive and difficult. Discussion ensued regarding the future of the Beach Branch Library. Mr. Szabo said transition to the new Main library will begin in November 2003. A minimum of 10 new positions are necessary. The City Manager said the beach library could be retained by redirecting one-third of the $652,000 library materials budget. He said the City needs to consider reducing services. Concern was expressed that future library materials budget not be impacted. The majority supported retaining the Beach Branch Library for at least one more year. Enterprise Operating Budgets a) Solid Waste Operations FTE new positions General Services/Solid Waste Director Bob Brumback recommended a new FTE position, Roll-Off Driver. The roll-off business will earn $400,000 next year. A 0.5 FTE in Budget Work Session 2003-08-19 4 needed for custodial work. Moving custodial services in-house will save $13,000 annually. Also needed are an Electrician and Trade Worker to meet the maintenance needs of 263,000 square-feet of expanded inventory. Procuring fuel at the new fuel site saves $5,000 monthly. Other savings were realized for auto part purchases and a two-year tire contract. County tipping fees have not increased for 14 years. Overview of Penny for Pinellas changes Budget Director Tina Wilson reviewed the $5.2-million in proposed changes to the City’s Penny for Pinellas Project List: 1) Fire Department - increase Training Facility by $1,361,500 from $500,000 to $1,861,500 and reduce Shop/Supply Facility by $1,361,500 from $2-million to $638,000. Approved in August 2003, $638,000 moved forward for Shop/Supply Facility in current year; 2) Downtown Streetscape from Osceola to Myrtle - increase by $3.7-million to $3.7-million; and 3) Gulf-to-Bay Boulevard/Highland Gateway Intersection Improvements - increase by $1.5-million to $1.5-million. Proposed changes will be discussed at a September 4, 2003, public hearing. The Fire Department has shifted two projects. The Shop/Supply facility cost less than planned. Mr. Dunbar said $2.5-million budgeted for recreation trails will be used for seed money and matching funds for grants. The East/West trail bridge over McMullen-Booth Road is not funded. The receipt of grants will determine the construction schedule. Ms. Wilson said Coachman Park improvements were shifted and replaced by Downtown streetscaping projects and gateway improvements. The Coachman Park project remains funded for future construction. The Town Lake project returned $1.5-million and other small projects returned $480,000 in Penny for Pinellas money to the City’s project fund. She said $4- million of Penny for Pinellas funds have not been budgeted. Interest earnings have increased the pot of money. Penny for Pinellas income is lower this year than projected. Mr. Stone estimated the Coronado/South Gulfview Streetscape project will cost $7- to $10-million with $2- million in Penny for Pinellas funds budgeted. Open for City Commission discussion Staff and the City Manager were complimented for their efforts. In response to concerns regarding increased Worker’s Compensation costs, Finance Director Margie Simmons said a new safety program improves prevention. It was recommended that staff pay a portion of medical insurance costs and that wage increases be reduced to reflect private sector business practices. It was stated the City should not compete with private printing companies. The City Manager reviewed staff efforts to keep expenses down and the success of City employment recruitment efforts. Adjourn The meeting adjourned at 12:11 p.m. Budget Work Session 2003-08-19 5