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08/15/1978JON Budget Work Session August 15, 1978 The City Commission of the budget work session at the City at 9:15 a.m. with the following Charles F. LeCher Karleen F. DeRlaker Karen Martin William. Nunamaker Richard P. Tenney Also present were: Anthony Shoemaker Thomas A. Bustin Jeffrey Butler Sue Lamkin Mayor-Commissioner Vice-Mayor/Commissioner Commissioner Commissioner Commissioner City Manager City Attorney Assistant City Manager for Budget Representing City Clerk The City Manager called the meeting to order and introduced Nancy Zussy, the new Library Director. Utilities Department (Paul Rettig) Commissioner DeBlaker requested discussion of the proposed rate increase. The-City Manager stated the increase of expenditures were due to: 1) Cost of living adjustment in last year's budget; 2) Vacancies which had not been filled or became available during the year for whatever reason; 3) Cost of inflation, particularly in operating oxpenses and 4) State standards requiring trained operators in water pollution control facilities. It is expected the Northeast Wastewater Treatment Plant will be operational by October 1978 and personnel will be needed regardless of the amount of material treated. Operating costs will go down as volume increases. There will also bg increased costs for hospitalization and social security benefits. An Assistant Sanitation Superintendent is the only additional position requested in the utilities budget. During the test period of the one-man truck operation, the City Manager feels the sanitation superintendent should be on the streets observing how well this program works, leaving no backup for management of the other functions of the division. Commissioner Nunamaker questioned the $750,000 item under interfund transfer, and the City Manager stated the sanitation system does not balance itself without the transfer of funds from the water system. He explained that water and sewer expansion is usually done by bond issue, while the gas system is expanded on a pay-as-you-go basis. A local gas company is interested in purchasing the City's gas system. The Utilities Director explained the salary-commission paid to personnel in appliance sales. The City Manager recommends a survey be made of the gas system this year. Based on the study, staff would recommend the gas division be upgraded and retained by the City or sold. Money has been allocated for a survey in the proposed budget and the recommendation could be ready by the second meeting in June 1979. The Utilities Director recommended adjustments to the gas rates. 1 s 4'?{]?;: ,? i?45 ?; -. .?'?`.}.?l• - H'. ?•e' is }?.. 8/15/78 r?'t,"y.'Xi.'-.'r-?:.?;?" ` 4 ` v+i•1+r"`' f;'7?l :Y'`i?r?. -t.?si..,?r.«r-:? rr-..?., rfwt _3`'. ?1r .:r? ? :-:y,.»:?.....?:, City of Clearwater met in Marina Tuesday, August 15, 1978, members present: City Manager's Office (Anthony Shoemaker) The City Manager explained the Affirmative Action officer, a full-time position, has been transferred to his budget. A Ceta position has been created to do the work in the Housing Rehabilitation Program and is supervised by the Affirmative Action Officer. He stated the Chamber of Commerce will handle Fun-'N-Sun activities, which were previously budgeted by the City Manager. Consensus of Commission is to hire no additional employees beyond those already budgeted, and to periodically review each department on a zero-based budget concept. It probably will be necessary to hire additional employees for the Fire, Police and Water Pollution Control facilities. In response, Mr. Butler stated a third of the employees report their activities into a time system each day, and another third will be doing it soon. Approximately 20% of the employees ie. department heads, the City Manager, and professional employees do not report specifically. lie further stated that the City is not attempting to develop an industrial-employee approach as a basis for productivity, but have approached it historically and have established actual rates of production in various categories of work, and these statistics have been used in justifying requests for additional personnel. Discussion ensued concerning personnel requirements based on mandates from state and federal governments, and possible revisions in the merit system. Commission returned to the City Manager's budget. The City Manager explained the additional clerk-typist position in his budget is a transfer position and does not represent an increase in total budgeted positions. Further discussion ensued on the preparations for Fun-'N-Sun Festival, and the funds allocated to the Chamber. Commission requested detail on how these funds have been spent. The $25,000 budgeted for the Visitors Bureau and matching funds up to $25,000 were discussed. Mr. Butler stated the Visitors Bureau would no longer come to the Commission for funding if the resort tax is approved. Commissioner Nunamaker suggested Commission give consideration to increasing the Artist-In-Residence Program from $4,000 to $6,000. Commission discussed the $40,000 in Community Development Budget for payments to agencies. Central Services (Floyd Carter) The hiring of two communications technicians would eliminate some of the City's Maintenance Contracts as they would handle all communications maintenance with the exception of the Communications Center in the Police Department. If the program works well for VHF equipment, consideration would be given in the future to including the Communications % Center. The Central Services Director also explained his need for an additional air-conditioning service man to establish a better preventative maintenance program. 2. z.' ?itl 8/15/78 r ; '.V Commissioner Nunamaker left the meeting at 11:40 a.m. Discussion ensued concerning vehicle replacement and air-conditioning costs as well as the number of vehicles in use. Questions were raised about the necessity for City-owned vehicles being driven home by certain employees. The City Manager justified the need, and he stated the ultimate goal is to operate under a motor-pool concept, but adequate land facilities are not available. The various fees charged by the City were discussed and Commissioner DeBlaker requested a recommendation be forthcoming in the near future to correct the inadequacy of these fees. Mayor LeCher left the meeting at 12:10 p.m. In response to a question, the City Manager stated there will be a substantial deficit at the end of the year on the toll bridge because of the token system in affect. Marina (Bill Burchfield) The Harbor Master stated the City will probably break even in another year because of the increase in traffic. He stated there is a loss factor on the tokens but he cannot estimate just how much. The meeting adjourned at reconvened at 1:15 p.m. The to the meeting. Capital Improvements In response to a question concerning extraordinary improvements being funded through a milage rate increase, of approximately one mill in the next two consecutive years, Mr. Butler stated a second cut had been made in the proposed budget in street maintenance work just prior to its release, and the level of funding now indicated is not sufficient to keep up with normal annual maintenance require- ments. There is also necessary work at the Annex which must be planned for such as roofing, the air-conditioning, and the second phase of the parking lot. Also to be considered are the motor-pool and garage projects. The City Manager stated he has asked the City Engineer and the Traffic Engineer to work together to provide a 15 to 25-year ongoing program of maintenance for streets which would include not only the number of miles of streets to be maintained each year, but actual names of streets. There is a carry-over of funds this year for storm drainage and that, together with funds from the General Obligation Bond issue, will permit an increased effort in this area. The City Manager pointed out the advantages of having a specified milage set aside for specific programs; namely, knowledge of the exact amount of funds available for a given project, and freeing the general fund from being used for capital improvements. There has been, in the past, sub- stantjal transfer of general funds to capital improvements programs. Mot or-pool 12:17 p.m. for lunch and City Attorney did not return Commissioner Nunamaker commented on the previously expressed consensus of the Commission that they were not in favor of expanding in the present area, and questioned whether or not staff had conducted a study on relocation of the complex. 3. o Oar 8/15/78 'r•1? "• V`i? ti., y. .. .? ?. ??l.S .: ;n_.e 4y, ?.. if7'f43'J 'a.:n??. --.i.•,e .•F=.i.?,F '.oj? .. r+• ._ ... . 4,tu.i.r.?ig. i.a..l.::,y.-.:., .^t The City Manager stated the matter had been studied and outlined the various factors which needed to be considered in determining a good location. Taking these factors into account, the only location downtown which is suitable is the Winn Dixie site and it has major problems such as creating additional traffic congestion, having sanitation trucks on the downtown streets, etc. There are 3 lots at the present motor-pool location which are being investigated. Acquisition of this property would help alleviate some of the current problems at the complex. Consensus of the Commission is the motor-pool should be in its own area. Lease Purchase Financing Mr. Butler stated the major piece of equipment to be accquired by this method is the new fire-fighting highrise vehicle. Chief Pitts presented each Commissioner with a list of 301 highrise buildings east of Keene Road. In response, the Chief stated the highrise equipment is used not only to rescue people, but to fight fires, and the equipment is dispatched to all fires of any major significance. Without this procedure the fire loss in the City would be much higher than it currently is. The snorkle cannot be used to evacuate people in buildings above the eighth floor. The fire code requires new buildings of this height to have outside stairways with a 2-hour fire rating. With the present snorkle stationed in the downtown area, estimated response time to northeast Clearwater would be a minimum of 20 to 25 minutes. Estimated delivery time on highrise equipment would be approximately 2 years. He stated his ultimate goal is to reduce the City's fire rating from a 5 to a 3, which would benefit all the taxpayers because of reduced insurance rates. He believes acquisition of this equipment would accomplish this goal. In response, he advised the City will receive $714,000 in revenue next year from the unincorporated area protected by the City. Commissioner DeBlaker requested information concerning the number of fires in the past 10 years when a highrise was an absolute necessity. Police Department Scrambler Chief Daniels In response, Chief Daniels stated they know the concept of the system they want and would expect to view this type system within the next 3 months. Because the concept is so new, and still in the test stage, the City Manager stated cost figures are not available. Road Construction {Max Battle (Magnolia Drive) Mr. Battle stated the intersection will be cut down to alleviate a storm drainage problem and when a retention area is built on Turner Street, this problem will be solved. In response concerning Druid Road right-of-way acquisition, Jeff Butler stated income from impact fees had been over-estimated in the first quarter based on previous years and, at the mid-year budget review it was recommended 4. 8/15/78 ?" ';•v?•,r??+?i''{{?'.-`1+.?j?t. ?;:??;ief^':•`:i?fjAS•yj`1;::??...?':°:t?'?Jr':? °i!•?Ill::,. ;,y•.?f..;, a;??,?? .,? ;?;.,.?? '?' .. 49yyR. 4 .?..u,,,,.t..+F;...s-.r«?r?.?.:??r,s??:^.. ??':;: ,; ?'Z?a.:??.?y:r?:l: yC .'> 'i.7:'?.' .'..1.?.•«"r' :.i'. .• ?.F ',y,:: ",.r ,t:. „• s`? s. «r'"j {?a_ '?;'t'a n).? y'cr •r»'S?.:c'1. ,? '..i yK aw <?t ' r -n 4, •F .F 4!' . t^ ? Y•. t.' :j.., h ``,r.;' `' ?;'.=t:' a , i:. .F ,? , r:; : ?'?. funding for Druid Road right-of-way acquisition be dropped for this fiscal year. Commissioner Martin recommended acquisition for Druid Road be set for this year and construction also moved up because of the tremendous traffic problem there. (Memorial Causeway) Discussion ensued concerning just what the $20,000 schedule would cover and how effective this route would be. While response time to the beach in emergencies has been good, the City Manager stated the access road would provide backup capability as well as have a psychological effect on beach residents who feel the City is slow to respond to their needs. Holt Street Outfall In response, Mr. Battle stated this project provides for drainage to be funded from the bond issue, but community development funds could be used to alleviate a flooding problem in the Holt Street area at the same time. New Signalization In response, Keith Crawford stated a signal would be needed at Rainbow Drive and Belcher Road because of Post Office activities and, also, it is the City's responsibility to stand the cost of signalization on U.S. 19. Discussion ensued concerning the second floor of the Marina being considered for restaurant use and marine patrol activities. Commissioner Nunamaker left at 2:42 p.m. Mandalay Property (Mallory) Commissioner DeBlaker questioned the necessity for constructing a playfield on this property during the current year. Recreational Facilities Ream Wilson) Commissioner Martin questioned the listing "restroom construction" at the various recreational facilities. Ream Wilson stated this type construction was projected for several years hence and restroom facilities are normally locked when City personnel are not on the premises. Soccer Fields Commissioner Martin questioned having this project listed under 1979-1980 and recommended it be scheduled for 1983. It was explained that as much work as possible would be accomplished in-house and this would be made clear at the public hearings. Ream Wilson recommended an agreement with the School Board to use their facilities during the coming year for soccer fields, which would reduce costs and provide additional time for the City to develop its own facilities. Tennis Cour_t_ Resurfacing Ream Wilson stated the $13,000 shown for the 78-79 budget year would cover resurfacing at Martin Luther King and McMullen Parks. 5. 8/15/78 f. _ r' nst ??? .?'??irN?T.s'?'??fi +Ysv x?" r ? :.s t,..e? .?s. _ ? •. _ r•.i " `i i 't'•r???t,ty'? ?`?ce''.t:'.ts?; .,'?• ?si?` •'1,•'r.4`?? it?••?:i• i d4», .. .. '.r°i: " -'1' j -';'`fi."+.'+?,'.,? i €}` '?' '{ ?s .y 1 't ? `. ?.'.??t ? ;;t:; rr.i'd ;?-t,` ar,., • ?? .c • t;fY . ;,+ ., 4','.+; b, •L:s?a-,M?;± t`; n. , ?_ . +•P?r-?_;.::tiT..:..?+=;?i..i. .?!' a•! ?.ti i?;:.?.•F;7. r. ? ? ?!..i .K?' y -v? ° ';a'l:r?! s ? • i. •'t?•l :y 1";• /`? ..+;A)' jr ?? 'r? f'. ??vr ?,.7t;,;: i~?,C.r;S:F ?';5 u.xc,fir'ix ''! y.? .1'4 :,i,,, f ±?? •.g',??,r ??. rsM r.r?Si ..r. iy. .f?``?•'? 1..?'• •t-'•" bi?,t ?-.1?a r??».(? ??f ?r•..s?" ? r- ?7`. ?.. :?C •• ? ';4'%r>.; ' ?:? :l•?'a,.t •i._? .a• '?? ?1i', ?'a.s Ml) Crest Lake Park L-17 $20,000 will be carried forward and used for parking areas. Emergency Power Supply For Computer The City Manager explained this item would be used to absorb power surges to eliminate possible erasing of' computer programming. Downtown Parks Improvement There was considerable discussion concerning the direction this would take, including landscaping, signs, drainage improvements, etc. Commissioner Martin expressed concern about the deterioration of Coachman Park. Commissioner DeBlaker suggested the Downtown Development Board should put something into downtown and the parks might be an appropriate area for this activity. Downtown Librar Considerable discussion ensued concerning the approximately $800,000 in the library fund. The consensus of the Commission is that a practical renovation proposal using only funds currently on hand should be developed for the downtown library. The meeting adjourned at 3:30 p.m. 6. . 8/15/78