04/08/1985CITY COMM313SION BUDGET WORK SESSION
April 8, 1985
i
The City Commission of the City of Clearwater met at the Fire Station
04 Training Facility on Belcher Road on Monday, April B, 1985, at 9:20
a.m. with the following members present:
Kathleen F. Kelly
Rita Garvey
Lee Regulski
Don Winner
Absent:
James L. Barfield
Also present were:
Anthony L. Shoemaker
Frank X. Kowalski
Lucille Williams
Betty Deptula
Jean Gansel
Bob Lockwood
Mayor-Commissioner (arrived at 9:35)
Vice-Mayor/Commissioner
Commissioner
Commissioner
Commissioner
City Manager
Acting City Attorney
City Clerk
Budget Director
Assistant Budget Officer
Administrative Assistant
The City Manager called the meeting to order. The purpose of the
meeting was to consider the 1985-86 Decision Packages submitted by the
Department Directors.
The City Manager reported that the Department Directors are instructed
to evaluate all services currently being provided and to identify in broad
terms base-level services of their department. The base-level is defined
as "services which are required by law, which affect health and safety
or are necessary to preserve a capital asset value." The remaining levels
of services are then described in individual packages which when added
to the base return the department to its current program level. Additional
services are requested by departments and are recommended for City
Commission approval. ,
The base-level package includes a summary of what services will be
provided, what services will be eliminated and what currently-funded
positions will be eliminated. After discussion with each department
director, the Commission will develop a consensus regarding the
importance of each package. Each package will then be assigned a letter
to indicate the Commission's evaluation, E-essential services which the
City is required to provide; I-important services which add quality to
base level; and L-lesser important services which are nice to have. ,
The City Manager reported in the 1985/86 Budget that personnel
services will increase 10.25 percent to cover a 5-percent cost-of-living
increase for 1984-85 and 5 percent for 85-86. Other operating expenses
will increase 1.9 percent. The projected expenditures in the General Fund
for 85-86 are $39,565,092 and the projected revenue is $38,943,453. The
predicted shortfall of $621,639 would equate to .2203 of a mill. It has
275.
April 8, 19B5
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been assumed in the expenditure calculations that there will be no new
personnel and no additional services. The revenue calculations assume
no rate increases or decreases and no additional sources of revenue. The
alternative to raising property taxes include: an administrative fee for
new buildings prior to being placed on the tax roll, increasing the
existing fees, allocation of the General Fund surplus, and eliminating :i
current services. The General Fund surplus was $4.5 million at the end ,
of the fiscal year-- September 30, 1984. At the end of the first quarter,.,'
December 31, 1984, the surplus was $3.8 million. rr°'
The Capital Improvement Projects are broken down into six categories:
public safety, public works, leisure, miscellaneous projects, central
services and public utilities. Additional funding sources include the
local gas tax, grants and enterprise funding.
Utilities (Cecil Henderson, Director; Bob Brumback, Assistant Director;
Paul Nystrom, Comptroller; and John Selover, Special Administrative
Assistant).
The goal of the department is to provide good, economical utility
service to the citizens of Clearwater and to operate the Utilities system
frugally and efficiently, returning maximum revenue to the City while
providing the citizen good value for his money. Overall the department
will continue'to improve relationships with citizens, customers and other
City departments; revise the Utilities ordinance; implement separate radio
networks for Sanitation and the Gas and Water systems; keep-all Utilities
Department positions filled to provide maximum work force possible;
accomplish all budgeted CIP projects and complete all projects which have
been started.
There are four divisions in the Utilities Department. The Gas
Division is working on expansion of the gas program to serve the northern
half of Pinellas County. The Water Division is working to improve overall
water quality. The Sanitation Division is working to improve Sanitation
services and customer relations, to reduce operating costs and to initiate
a program to improve the looks of the equipment. The Accounts Division
hopes to improve the accounts collection procedures, to complete
improvements to the first floor of the Utilities building, and to complete
the computerization of the total accounts system. Under support services,
the base-level would eliminate: monthly meter-reading; some customer
service; in-house assistance for training, facilities planning and general
coordination; the drive-in window; verification checks on customer
consumption and bills; night and emergency radio dispatch; and management
of non-cash deposits.
Staff-ranked functions 1 through 8 would restore the current level
of service. Items 9, 10 and 11, are enhancements of the current service
level that would require additional personnel.
The Mayor questioned whether or not they had considered hand-
delivering utility bills. It is being considered.
Q
The Water Division listed six program decision packages. One through
5 would restore the current service level. Item 6, upgrade of the system
maintenance, would require additional personnel.
276. April 8, 1985
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The Gas Division listed seven staff-ranked programs. One through
5 would restore the current level of service. Six and 7 included
installation of gas lines and emergency services and drafting and
permitting and would also require additional personnel. The Gas Division
has 332 miles of gas lines and mains.
Commissioner Regulski questioned whether private industry could run
the system more economically. The City Manager responded that the local
residents do not make the system cost-effective, but that the big shopping
centers do.
The Sanitation Division listed nine staff-ranked program packages
which would restore the current-service level. The Division has reduced
its personnel from 144 to 107 employees due to automation. There are still
two men on each dumptruck that backs up as a safety factor.
In summary, Commission consensus was: under Support Services, staff
ranking 1 through 8--E, and 9 through 11--I; under the Water Division
staff-ranked 1 through 5--E, and 6--I and Sanitation 1 through 9, E.
Commissioners Winner and Regulski requested justification for the
Gas Division and felt that it should be a profit-making entity. Under
the Gas Division staff-ranked 1 through 5--E, 6--I, and 7--E.
Parks and Recreation (Ream Wilson, Director, and Art Kader, Assistant
Director).
There are five divisions in the Parks and Recreation Department:
Parks Maintenance, Nursery/Forestry, Facilities Maintenance,
Administration, and Recreation. There are 18 staff-ranked decision
packages. The base-level cost is $2,953,000. Current level cost is
$5,540,000, and inclusion of two enhancement programs, brings the cost
to $5,732,000. The cost of Administration is $56,000; Parks Maintenance
$1,430,000; Recreation Facilities Maintenace, $820,000; Nursery/Forestry
$967,000; and Recreation $2,259,000.
Commissioner Garvey requested a revenue report on the various programs
showing the expenditures versus the revenue.
The Mayor questioned whether the teams and leagues that use City
facilities are paying their share of maintenance costs. The Director
stated he would do a survey of the surrounding municipalities and report
back to the Commission.
The rankings for Parks and Recreation were: One through 16--E, with
an upgrade of one position; Item 17 was an E; and Item 18--I. The ranking
on the CIP projects were: 1) Morningside Recreation Center; 2) light
replacement and park beautification; 3) Sayfront Tennis Courts; and 4)
Morningside Pool.
Traffic &it?eerit? (Keith Crawford, Director, and Don Meerians,
Assistant Director).
® The Traffic Engineering Department had ten staff-ranked decision
277. April 8, 1985
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packages. A Parking Manager has already been approved and is an
enhancement to current service level requiring additional personnel. Since
1981, the City has reduced the number of kilowatt hours used with the
exception of a short period between 1981 and 1982. Usage has been reduced,
s. but rate increases have kept the cost high.
Discussion ensued on the signal computerization system. The Local
Option Gasoline Tax will help this project. Signals will be added to
the system and the software package upgraded.
The Mayor questioned whether the downtown parking meter fees would
be increased.
Commission consensus on the ranking was 1 through 10--E. The
construction of two parking garages downtown led to the request for a
Parking Manager. The parking system is a source of revenue for the City
and has grown into a major business with an annual budget that will exceed
$1.25 million. Full time supervision of the operation and an evaluation
of the needs of the system will result in a more effective parking program
for the City.
Fire (Chief Bob Davidson; Bud Meyers, Assistant Chief; Nick Lewis, Fire
Marshal, Captain Clemmons; and Dean Edwards, Training Officer).
Chief Davidson reported there are five divisions in the Fire
Department: Support, Administration, Operations, Training/Public Relations
and Fire Prevention. There are six staff-ranked decision packages. If
all are implemented, the department would be operating at the current
level.
Discussion ensued on overcrowding in lounges and restaurants. The
Chief reported that on the first offense, the Fire Marshals remove the
people. After the second offense the people are removed and the owner
cited to appear for a violation before the Municipal Code Enforcement
Board. The Acting City Attorney reported that new policy should be
established requiring a citation to the owner and litigation so that a
fine could then be implemented.
Bud Meyers reviewed the five major areas of the department which
includes Fire Supression, Emergency Medical Services, Fire Prevention,
Support Services and Public Education. The impact of cutting the five
major areas would allow fewer people in each section and would increase
fire losses. In the EMS area a reduction from three to two on each unit
would require more support from firefighters. In Fire Prevention, there
would be fewer inspectors for the workload. In Support Services, fewer
maintenance repairs could be made. Under Public Education, the station
tours of neighborhood fire stations would not be done; public awareness
and fire prevention would be reduced to the level that could be handled
by on-duty shift personnel on a non-interference basis.
The City Manager reported that fire department employees are now
covered by federal work laws and the firefighters work week may have to
be out from 56 to 53 hours. It will be a negotiating issue with the
Union. There will probably be many changes coming.
W
278. April 8, 1985
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Commission consensus on Items 1 through 6 was to return the department
to current level (E). The areas that the department will emphasize in
the coming year will be to improve company inspection programs; and to
,.compile a history of all licensed businesses and place this information
on a computer. In the public relations field, anew employee would be
used in the schools to educate children and invite citizens into the
station on a regular basis. The new law requiring sprinklers in all
buildings must be implemented by 1994. The newer systems are using plastic
pipe and the cost is substantially reduced. The department hopes to
replace two units, a ladder and a pumper, with one aerial fire truck which
will be a combination vehicle. If approved for lease-purchase, the
payments annually on a five-year basis would be $90,000, and on a ten-year
basis, $77,000,
Commissioner Garvey questioned whether firefighters could be forbidden
to smoke--possibly as a condition of employment. This would have to be
negotiated with the Union.
Discussion also ensued on the distance employees travel between work
and home.
Commission questioned whether there was a physical fitness program
and the Chief responded it is under consideration.
An update on the current issues was presented: 1) Transport - the
Chief does not feel the City should be involved in transporting to
hospitals the victims of accidents; 2) County Dispatch System - will
probably not be implemented as Clearwater is different than the other
systems--most of them are VHF while Clearwater is on UHF; 3) Mutual Aid
Agreements -are working very well--all municipalities are cooperating,
however a strong agreement is needed.
Public Yorks (Bill Baker, Acting Public Works Director; Val Mahan,
Special Assistant to Director; and Gardner Smith, Assistant Director of
Public Works/Public Service).
A computer printout was distributed to the Commission showing the
number of employees in each division of the department with approximately
39 positions eliminated if only base level was approved. The 23 staff-
ranked packages would bring the department up to current service level
if all are reinstated. There are 64 lift stations supervised by the Public
Service Division. All City projects, with the exception of Briley, Wild
contracts, are monitored by the engineers in the Public Works Department.
After each of the 23 packages was reviewed, discussion ensued on
deep-well injection and the study started after the 1979 digging which
was never completed. The City Manager reported that the wastewater
irrigation is supplied to the Soccer Fields, Sylvan Abbey, Clearwater
Country Club and the Countryside Golf Course.
Commissioner Regulski suggested the study for deep wells be
transferred to studies re irrigation.
The Acting Public Works Director suggested a design engineer be
r included in the new code to inspect projects and to certify when complete.
279. April 8, 1988
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,4( „-y_ ,?1,.,?-?;, x. wr.',1-;«,.., I, ?k,:aN«?4;r.»rA...?+•,:?r.. ?",1 ?"N?•: ?'f?•? '3 ??' ? .w
• { ?}??'t,? ,S ?} ? 4y?, "'-1,, :,? ° .1,'" ? " 4' ?.:....Y;?.......•-.,r-.:.;il w. i rt...::.. d?w..+:?w 6:s,l:lnws:4• ' Y?? :k .?
?'.' .i+r ?,rfa':• "'1?Ilt?r<. .. 4. .fir: .s, s'.s '-il.: • ?',r F?' .c I : {' ?- ix'?•,
i
Consensus of the Commission was to classify all of the 1 through 23
decision packages "E."
r
Commissioner Garvey questioned whether the City would replace a
gravelled yard when the sewer line on Hash Street is repaired and if a
water sprinkler system needs to be moved, whether the City or the owner
would do it.
Meeting adjourned at 4:30 P.M.
r
280. April 8, 1985