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06/14/1983 BZDMIT ORK x767 OR June 14, 1983 The City Commission of the City of Clearwater budget work session on Tuesday, June 14, 1983 at the Marina was called to order at 8:27 a.m. The following were present: Kathleen F. Kelly James L. Berfield Rita Garvey William G. Justice Absent: James Calderbank Also present were: Anthony L. Shoemaker Lucille Williams Mayor-Commissioner Vice-Mayor/Commissioner Commissioner Commissioner Commissioner City Manager City Clerk Ream Wilson, Parks 6 Reeeation Department Director, reported 21 Decision Packages with the base level rank at 50.3% of the current level of service. The base level service includes park maintenance, forestry, recreation facilities maintenance, nursery, recreation centers and playgrounds, Moccasin Lake Nature Park, Stadium and professional baseball and administration. If only the base level were funded, personnel would be reduced by 95.04 persons. This would only allow basic maintenance and no-frills. He stated annexed properties and new facilities had created much more responsibility for the Department and spread out the workers so that mowing is done less frequently now. Commission requested a status report on personnel for the new facilities added and the number of new people hired. He discussed the "Adopt a Park" program where outside countractors / would do the work and suggested that after one year, the program be evaluated. Discussion ensued on the sign ordinance and violation by the proposed "Adopt a Park" signs. Discussion also ensued on the various leagues lining the fields and other work, to allow City employees to work on other projects. The waiving of the basic rental fee at Jack Russell Stadium for non-profit groups was discussed and policy is to be set. The Parks Department has 23 projects requested as Capitol Improvement projects. Only two of the projects require people for operation and impact on the operating budget. The Park Board's priorities were Countryside Community Park, Crest Lake Park, Eddie Moore Park, light replacement and basketball and soccer fields. Discussion ensued on contracting out some programs. The Commission's priority on the Capitol Improvement projects were that funds be used for light replacement, Crest Lake Park, Jack Russell Stadium, Ray Green Field, Countryside Community Park, soccer fields at Norton, the Downtown Park, the Eddie Moore Complex, park maintenance shelter, playground apparatus, basketball, handball courts at the Youth Maritime Center, Moccasin Lake fence and to phase canopy replacement at the lawn and shuffleboard courts on a gradual basis. 1. June 14, 1983 ?.r ? :,? ?'?.:+.u?"?? .:?'?.?FS?•`i? °•?"°"r`. -?' •y.;1.3'?,,+° ? •i .r.?--?.? .•i?? `? -'j- +?,"+? d?r_? .+ .,5'„ r i,:ea``YY •'. peg .?.:.. r..,fi. •... .?'?s,.s ??I;.t• -.f•?" ?1? :r;f ? S. '. ,? .i.7i?:-1 s:?. rr.. ,, 'a- .1? Vii. •s;. .;;"'t"?'^?;-:,.' .:`- <a.is+J:Fi"? .:1.1.a.. ?tt r' ,4..° .r.S ?. •? -,,g. ? ,.tr 3 ",`-.?.{• A'.•' .sit Y? ..? i. '?... - 1? •Df the 21 programs, all were dealeared eaaential with the exception of the recreational facilities maintenance-DP2, Drama, Chorus, Recreation Centers-DP3 which were ranked important the Day Camp program was I/L and the Recreation Center-DP4, Moccasin Lake Nature Park and Nursery in DP3 were ranked leas important. Finance Department. Dan Deignan, Finance Director, presented 9 Program Packages with the base level set at 78% of the current level of services. He stated there were six major functions of the department - Payroll, Treasury (receipts & disbursements), Custodial Investments, Accounting (pay bills - receipts) Budget and Internal Audit. The base level program provides the accounting records, including the information for the Annual Financial Report which must be done. Discussion ensued on the Municipal Finance Officer's Association Certificate of Conformance. There is no extra cost as the information comes from the Annual Financial Report. The Internal Audit function includes inventory, payroll and cash receipts/disbursements testing. Payroll is a necessary ongoing function without a doubt. The Accounting Package provides the capability to develop and maintain a detailed system for fixed assets, permits the preparation of bank account reconciliations and-assistance to the external audit function. The Budget Program develops meaningful work measures which are used by Departments to manage operations and provide the means for tracking costs for activities. Commission reversed the staff ranking on items 8 and 9. All programs were considered essential except Receipts and Disbursements was ranked important and Accounting D.P.2 ranked leas important. Personnel Department Mike Laursen, Director, presented five Program Packages with the base level listed at 63.3% of current level of service. The base level develops and establishes personnel policies and procedures and administers same, recruits employees, maintains eligibility lists and a job classification plan. The Test Validation Program reviews and analyzes current tests for needed changes to identify and correct test deficiencies, level of difficulty, adverse racial impact, as well as to administer validated tests and develop job related selection tests. The Training Program develops skills training courses, orientation sessions, career development counseling and a tuition reimbursement program. The In-Depth Pay and Classification Program conducts job audits and research for collective bargaining. The Organizational Development Package assists departments in solving personnel and organizational problems and does management research projects. All of the Decision Packages were ranked essential. Communit Devela ment Joe McFate, Director, presented 5 Program Packages with the base level set at '75% of the current level of service. The base level service includes processing of charges of discrimination and provides general over- site planning and compliance monitoring of the Community Block Grant Program. 2. June 14, 1983 ,i ? .? r}3 ..3?' ari"i?T ?Ssl "y?tS: ?:J?"r:?y'jY`-: "_?'?;?i,?4 '?1 ; A::7ti-'":5ia' .e- ?r •i. a? 1' ? c- ,•? • "?i?..< ,.r.+. ? 'i.- `r:j ._ri Y? S.. ??+J ?.?; ,` j.'i? ei?.?ry.,:? :K' .a._ ??. s..- ,?, .?>, ??-• a,s;;Y?? f?r?•+; rrNxb??? gyi;#r 'J??c,}'`''r}.. ;} 4 r.:'G,? _r.",;, 1 .v , .? :.' r`;' , - wu x, w• a<? ae.'' `. ,, y.,s i..?,• t .. ?.,?I #? a; ??., •?-'i' ,i:, '.>.- ?,ys. r' `,??? .?}. .-,;,g,? ,S=sue. sEr_r^f" ?`• .lx .4.s',. Zvi' :'?'.w ? c?F,°. 0 :4A.. There are 14 employees in the Department, 10 under Community Development and 4 under Community Relations. The Federal Discrimination/Enforcement Package processes charges of discrimination filed under Federal law. The Economic Development Package includes staff support for industrial projects. The Residential Rehabilitation Program provides assistance to Clearwater homeowners through detailed inspections and work write-ups, together with assistance in rehabilitation contract administration'. North County Discrimination Complaint Servicing Package would process discrimination complaints filed with Pinellas County north of Ulmerton Road through agreements with the city of Largo and Pinellas County. It would require an increase of one position. All of the programs were considered essential. Planning Department David Healey;'Director, reported there are 14 employees in the department. The base level services were set at 89% of the current level of service. Base'level service includes Comprehensive Plan implementation and administration, Downtown Development services, City Commission and Advisory Board services and Development Review services. The Comprehensive Plan Implementation and Administration Package provides staff services to the Municipal Assistance Grants Program. Monies from these grants have been used to assist in the application and implementation of the Comprehensive Plan. Grant and Economic Development Services Package allows star'.' to serve as liaison with Downtown Board and various other organizations consistent with the economic objectives of the City. The City Commission and Advisory Board Services provide liaison service to designated and non-designated Boards. The Development Review Services allows for the continuation of the on-going areawide reconciliation of the Land Use Plan map and zoning atlas. The Development Review Services Package will require an additional new position, a Code Analyst who would serve as a public contact point for Code Administration and Coordinated Staff Review with inspection and enforcement efforts. Commission ranked the first 4 programs as essential, Development Review Services-DP1 as 1=Mrtant and DP2 as leas important. Legal Department Tom Bustin, City Attorney, reported there are 7 employees in the department and there were 4 Program Packages submitted with the base level seviee listed at 93% of the current level of service. Base level service includes providing legal advice to the City Manager and various City Departments with extra assistance to the Police Department, the preparation and revision of Ordinances, Resolutions, Agreements, Contracts, etc, attendance at all City Commission meetings and work sessions. The City Attorney attends and provides legal assistance and advice at meetings of various departments and City Boards. He also provides legal assistance to the Clearwater Housing Authority. Discussion ensued on the Clearwater Housing Authority hiring an attorney to provide them with legal assistance. 3. June 14, 1983 Ilk! W a:!EJ ?41t.!TY` /ice IfRry ?.i ??. t, rf ..''. i`,'..." htn=7 f!; i'.c i?.•?!._? ." " .. - r .r , . 'tom yl" w?<?. .itt f ?•• r> .r r?r???:'?. G:;??-h?•:. ?:?. ?' ?..4 7. 7: 7,;.;:; ,? ?. ?, ;;_: ?:'{1 ;r ?'j.??"?'S..i'.;..A. r?'.• ,.•,,.,','1,', .. rti?., t.. >,».a ;:r?..ti.r .;v?.'.,.,.. :.::_ ..:--....-r. ?.,.w,. ?:, ? L.?--•.a ??.. ? ;I :'?"'.'?. i.? ?> ?S ?a? . P *F,?i,. ?,. tt., y,..e.??i '•4'."?; ..t' -<? ?f .??: .E: •? .,r...._ .o„n t.:?.a,=.. .,.?... s.ri••.. ?a;,ew lSl?i- ? ?s:?'. .t?( ?. .?+?' a. h' :i' +.i° `ai'a' ''r.?... .t .:i?. 't• ,. mot. k •??..,. E.1?, The first 3 Programs were ranked essential. Service to the Clearwater Housing Authority was ranked Important. Central Services, Occupational License Fred Mole' presented 3 Program Packages with the base level listed at 50% of the current level of service. The base level service consists of administering and processing occupational licenses and registrations, on-site inspections are performed for occupational license compliance or non-compliance. On-site inspection DP-1 would provide enhanced on-site inspection. If the on-site inspection DP-2 were implemented with an additional half a position, the projected increase in revenues is estimated to be 259. Commission ranked all the decision packages essential. Building Department Roy Ayres, Director, stated there are 26 employees in the department. Three Program Packages were submitted with the base level listed at 56% of the current level of service. The base level of service consists of inspection of construction for compliance with the minimum codes to protect human life and property from fire, structural hazards, electrical hazards and water supply contamination hazards, etc., to review building plans and issue permits. The second program, Department Upgrade DP-1 and the third program, Department Upgrade DP-2 would improve the quality of new construction inspections, minimum housing inspections, zoning enforcement and customer service level. Commission ranked all three packages as essential. Public Works Max Battle, Department Director, stated there are 193 employees in the department, but only 100 in the General Fund. Thirteen Packages were submitted with the base level summary listed at 79% of the current level of service. Base level service provides supervision and planning for three Public Works Divisions and the Right-of-Way Section. It supplies clerical and automated drafting and information processing to the Public Service and Engineering Divisions, conducts State law mandated consultant selection process, maintains a Capitol Improvement Project Management System, plans, coordinates, manages and monitors all Capitol Improvement projects. The Public Works Engineering Division provides engineering, planning, design and field layout for all public utilities comprising the municipal infra-structure and the Public Service Division repairs and upgrades electric motors for Public Works and other city activities, responds to electrical emergencies involving lift stations and the water pollution control plant, repairs storm drainage systems, clears blockages in catch basins, provides broken sidewalk and curb repair, etc. The Mayor noted that she had received complaints about the Public Works new paving program. The Public Works Director responded by stating that the new process was an improvement and there was less skidding and accidents as a result. It is a safer process. Discussion ensued on the street sweeping service and another sweeper is requested, as the current equipment has a great deal of down time. No additional operators would be required. The Road and Drainage Capital Improvement projects were discussed with the Druid Road right-of-way and construction receiving first priority in 1984, Drew Street in 1986 and Myrtle Avenue in 1988 and 1989. The ranking of the first nine Program Packages was essential, with P.S. Dispatch, Administration, and Drainage DP2, ranked important and Administration Environmental Management DP-2 ranked leas important. Meeting adjourned at 2:43 p.m. 4. June 14, 1983 yN•'I?N:?;a J.'}..y M: ??.S.^ 'y'4?•F• ft? .eY. i.tiir...'?.G .. is ^v :vr.-i'''._. ... ... I...iy,?