08/11/1994 (2)
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COMMISSION
City Commission Minutes
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CITY COMMISSION SPECIAL MEETING
1994/95 preliminary operating & capital budget
August 11, 1994
The City Commission of the City of Clearwater met in special session at the Sailing
Center, Thursday, August 11, 1994 at 9:05 a.m., with the following members present:
Rita Garvey
Fred A. Thomas
Richard Fitzgerald
Sue A. Berfield
Arthur X. Deegan, II
Mayor/Commissioner
Vice-Mayor /Commlssioner
Commissioner
_ Gommissioner
Commissioner
Also present:
Elizabeth M. Deptula
Tina G. Wilson
Kathy S. Rice
William C. Baker
Cynthia E. Goudeau
City Manager
Budget Director
Deputy City Manager
Assistant City Manager
City Clerk
City Manager's Introduction
City Manager Elizabeth Deptula thanked staff members Tina Wilson, Lucette
Wombacher, Helga Lanier, and intern Calvin Knowles for an outstanding job preparing the
budget documents. Ms. Deptula stated the budget reflects a continued emphasis on
per~ormance measures and goal indicators and .read from an article recommending this
- management tool in government. She reported the initial process has been difficult and
time consuming but the roporting process is refined each quarter.
Ms. De'ptula requested the Commission consider when reviewing the budget that
, unfunded requests from several social service agencies total approximately $200,000.
The City Manager reviewed her FY 1994/95 Budget Priorities based on the Strategic
Planning Meeting discussion: 1) provide responsive and effective government; 2)
, streamline government regulations and operations; 3) police and public safety; 4) economic
development; 5) communication with citizens; and 6) infrastructure.
To streamline the organization, Ms. Deptula reported staff examined City
departments and felt it appropriate to dismantle the superstructures of the two largest
. seeti,ons, Public Works and Administrative Services. The City Manager recommended
. Public Works be, reorganized from its present structure of five divisions, to three
. departments: 1) Engineering (Engineering, Transportation, Environmental); 2) PubHc Works
(Infrastructure); and 3) Solid Waste/Recycling.
. The Mayor questioned to whom the department heads would report. Ms. Deptula
indicated to the management team. She recommended Administrative Services, currently
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with eight sections, be split into three departments: 1) Information Management
(Community Outreach, Information Services, Graphic Communications); 2) Finance
(Finance, Purchasing, Risk Management, and Utility Customer Service); and 3) the Office of
Management and Budget to be part of the City Manager's Office.
Ms. Deptula reported her intention is to examine every department for improved
organization. The City Manager identified goals: 1) a decreased number of employees
within three to five years; 2) fewer managers per employee; 3) the development of
incentive programs; 4) formation of a Geographic Information System (GIS) program; 5)
emphasis on the Police Department; and 6) accent on an economic development program
being developed by Community Redevelopment Agency Executive Director Peter Gozza,
Economic Development Director Alan Ferri, and Central Permitting Director Scott Shuford.
The City Manager reported a net 12.5 positions will be added to the General Fund:
13.3 in Library; one Senior Accountant in Internal Audit (if a General Auditor is not
needed); 1 School Crossing Guard in Police; minus 1.8 Technician/Maintenance Workers in
Parks & Recreation, 1 Traffic Engineer, 1 Administrative Support Manager in Public Works,
plus 1 Senior Assistant Attorney in Legal, presently an open position. Ms. Deptula
recommended the new City Attorney make the final decision regarding this position.
.
Budget Director Tina Wilson reported positions increased by 1 2.5 full-time
equivalents (FTE) in the General Fund, 3.3 FTE in the Gas Fund, 2 FTE in the Solid Waste
Fund, 8 FTE in the recycling fund, for a total 25.8 FTE increase over the FY 1993/94
approved budget. Ms. Wilson explained the growth is due to the 25 new positions
required for last year's gas expansion. In 1990 there were 1 ,581 .4 municipal employees,
compared w~th 1646.1 projected for 1995.
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Ms. Wilson. reported this is the fourth year the millage rate has remained constant.
She stated this amount represents less tax revenues than had the City approved the rolled
back rate. This budget compares to last year's budget even though Capital Improvement
Transfers for pollutant storage tank removal were greater. She reported increases in debt
serVice payments for the Municipal Services/Public Safety Complex and Police Department
. computer needs of $1,325,320.
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Ms. Wilson reported salary and wage adjustments of $350,000, major medical
costs increases of $192,090, and retired employee payouts of $173,800 for a sub-total of
$715,890. Funding for new programs included $504,810for the Library Cooperative and
$160,080 for the Senior Assistant City Attorney and outside legal costs for a sub-total of
$.664,890. Total increases equal $3,009,100.
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Ms. Wilson reported a salary savings of two percent. The savings account has
more than $10 million in reserve. As a revenue source, property taxes have decreased
slightly over the last five years and now represent 30% of the general fund, down from
32%. Ms. Wilson reviewed general fund expenditures totalling $63,096,350 by major
function and major type. She noted the increased debt is due to the Municipal Services
Building.
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Ms. Wilson announced public hearings for the presentation of the FY 1994/95
Budget will be held on Thursday, September 1, 1994, and on Thursday,
September 15, 1994 at 6:00 p.m. in City Hall Commission Chambers.
Legal
Alan Zimmet, Interim City Attorney reported he set three goals for the Legal
Department based upon the Hildebrandt report: 1) develop a staffing plan by
January 31, 1995; 2) improve communications with the CitY Commission and client
departments by March 1, 1995; 3) establish procedures for handling outside counsel by
June 1, 1995. He noted the department's two biggest line items are for outside counsel
expenses and salaries, including those for the City Attorney and Senior Assistant City
Attorney. Anticipated expenses for professional services were based on a review of
present cases and budgets submitted by outside counsel.
Commissioner Deegan stated the Hildebrandt report indicated a need to upgrade the
overall management of the department. He felt a goal regarding internal management
should be established. Mr. Zimmet said he would take another look at the report. The
Mayor felt the new City Attorney should be responsible for establishing that goal. Mr.
Zimmet expressed concerns regarding dictating policy for the new City Attorney.
Commissioner Deegan said the newcomer could change this goal but felt, while Mr.
Zimmet is in the position, he should address this problem by establishing a specific goal.
Mr. Zimmet indicated he did not recall specific recommendations in the Hildebrandt report
regarding changing the methods of internal management but 'promised to review it again.
Commissioner Thomas questioned which management goal established time record
keeping. Mr. Zimmet indicated that goal was included in the staffing plan. Commissioner
Thomas requested the goal include specific language. Mr. Zimmet agreed to include it but
noted it is presently listed as an action step to implement a stated goal.
Commissioner Thomas recommended another goal focus on the Legal Department's
staffing. He recommended contracting the best outside counsel in each category and
focussing on paralegals to complete routine work. He understood Mr. Zimmet's concerns
regarding the impact on the City Attorney, but felt this goal should be included to provide
direction to the new Attorney.
Commissioner Fitzgerald noted the department is in a state of transition. He did not
feel Mr. Zimmet was in a position to set up detailed goals.
The Mayor questioned if the Commission should focus on the bottom line of the
budget. The City Manager requested they focus on expenditures as well as counsel staff
on their recommended direction. She felt the goals set by Mr. Zimmet were broad enough
for the new City Attorney.
Commissioner Thomas suggested if his recommendation is followed by the new City
Attorney, initial costs would be higher but decrease over the long run. He questioned the
possibility of amending the budget in the middle of a fiscal year. The City Manager
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indicated the budget can be changed quarterly once determinations are made by the new
City Attorney.
Mr. Zimmet stated he will tweak the first goal to include detailed record keeping and
will write a new one regarding internal management. Commissioner Fitzgerald fait tha
budgat should remain the way it is. Commissioner Daegan disagreed and recommended
the goal be added. He noted the new person will want several months to develop goals.
In the meantime, staff needs direction. Commissioner Thomas recommended Mr. Zimmet
tweak the goals a tittle without handcuffing the new City Attorney.
Information Management
The City Manager racommended this new department be effective October 1, 1994.
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Jeff Harper, Director of Administrative Services, reported community consensus and
strategic planning emphasized a need for better programming, public relations, marketing,
and public information programs. He noted the need for improved internal communications
in the construction of the new municipal services complex, through improved computer
connectionsf e-mail, etc. He'stated improved information management would enable
administrative services to be flattened.
Mr. Harper stated the advantage of splitting the Department of Administrative
, Services was to allow the Finance and Information departments to focus on their
. independent mission statements.
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Mr. Harper explained the Information Management Department does not yet exist,
but has been developed. He noted the importance of communicating with Clearwater's
citizens as well as staff. He reported City Commission meetings, public service
announcementsf video text, and other advertisements to promote Clearwater as a good
place to do business are being broadcast by staff. He noted staff is presently reviewing
the marketing needs of the Community Redevelopment Agen~y and Economic
Development and researching new computer technologies. He distributed and reviewed a
corrected copy of his goe's.
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Commissioner Thomas reported a California city went on line with Internet when it
was found that 40% of their residents subscribed. He questioned if staff had researched
communicating with residents through personal computers and providing people the
opportunity to pull permits, etc. via modem,
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Mr. Harper stated staff has been soliciting information through Florida Innovation
Group (FIG) and is researching computer communication. He stated once the City has
moved into the new building and the system i~ unified, expansion of services will be easier.
He recommendeQ information kiosks would be a first logical step.
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Commissioner Thomas questioned who would take over responsibility for the
computer services being bid by the Police Department once it is implemented. Laura
Crook, Assistant Director Administrative Services/Information Services, reported she is
work,ing with Human Resources and has submitted job descriptions. Commissioner
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Thomas questioned who will be in charge. Ms. Crook stated she is working with the
Police Department's Information System Manager to develop and coordinate the systems.
Ms. Deptula stated the City's Information Services, including the Police Department, is
under Ms. Crook's direction.
Commissioner Deegan questioned the accuracy of the performance indicators. Mr.
Harper indicated he would review the list.
Commissioner Deegan questioned why an excess in revenue was reported. Ms.
Deptula explained the internal service fund revenues exceed expenses because an
assumption of salary adjustment needed to be included.
Commissioner Thomas questioned what software was used to create and
coordinate the three intricate volumes of the budget proposal. Laura Crook, Assistant
Director Administrative Services/lnformation Services, stated staff used WordPf3rfect.
. Betsy Clement, Computer Training Support Specialist, noted the remarkable programming
capability of WorkPerfect is difficult to learn. She indicated a department goal is to update
employee skills in this area of programming. Commissioner Thomas agreed it was
extraordinary.
Social Service Agencies
The City Manager indicated unfunded requests for social service agencies total
$220,000 and include agencies not funded by the Community Development Block Grant
(CDBG) and those who wrote the Commission directly requesting money. She reported the
Sergeant Allen Moore Partnership did not qualify for CDSG funds. The Clearwater
Merchants Association (CMA), a North Greenwood merchants' group, wishes to coordinate
efforts to improve the area and have requested a $15,000 contribution for each of the next
three years to hire someone to organize economic development strategy.
. The Mayor welcomed representatives of the North Greenwood Association who
requested funding for staffing and operating costs to operate a neighborhood community
family center. Bilal F. Habeeb-ullah, member of the North Greenwood Association,
reported the community center was funded last year through COSG funds. This year, they
requested $19,400 for rental space and received $11,640. The Association had to locate
another site to rant.
, Mr. Habeab-uIJah reported the North Greenwood Association was able to occupy
their new site in March 1994. Since then, they have collaborated with the African
American Leadership Council and Think Big Productions. A parent support group also has
bee'n established. Arrangements are being made for one-hour story telling sessions, four
timas a w~ek, with both North Greenwood Head Start programs when school returns to
session in August.
Mr. Habeeb-ullah stated their summer program worked with 10 area youth. Eight
completed the program. The summer youth job program assisted in learning employability
skills, African American history and culture enhancement. In July, the group presented a
play covering these topics at St. Petersburg Junior College.
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Mr. Habeeb~ullah stated they did not wish to see the community center's doors
close. He reported he had written a grant for the Kellogg's Foundation several years ago
for funding of Ervin's All American Youth Club. He said what is accomplished at the
Neighborhood Family Center is also a worthwhile venture. He indicated a willingness to
work with other community organizations. Mr. Habeeb-ullah stated their request of
$47,429 will be directed to staffing and program development.
The Mayor questioned if the North Greenwood Association could coordinate these
efforts with the All American Youth Club, which the City already supports. Mr. Habeeb-
ullah indicated conflicts would occur because their types of programs differ and the All
American Youth Club has a full service program. He indicated 2,300 people live in the
North Greenwood tract and more than one site is required to service the community. The
Mayor expressed concerns that the facility be fully used and questioned who uses the
faciliw when youth attend school. Mr. Habeeb-uUah did not know what programs Ervin
Harris has scheduled during the day. The Mayor suggested Mr. Habeeb~ullah meet with
Mr. Harris to discuss sharing a facility. Mr. Habeeb-ullah said the North Greenwood
Association needs its own site. He felt all programs cannot be housed under one roof.
Commissioner Thomas expressed concern regarding the methodology used by social
services programs to deal with people in need and felt many of the projects overlap each
other. He recommended the City Manager analyze the social service organizations
operating in the City. He indicated a bureaucracy of entrepreneurs has developed in this
field and questioned the level of staff duplication among the various operations. He
questioned the amount of money that actually filters down to the children versus the
number of management positions created. He said he wanted more done in the community
to address drug and poverty problems. He expressed frustration at not being able to
clearly analyze programs' results and requested a reanafysis of the issue be 'completed.
Commissioner Deegan said the City's technical advisory committee reviewed the
social services proposals and recommended funding. He noted how City staffing may also
appear to be duplicative. He stated many organizations have numerous volunteers and
cannot be combined. He felt the City should not attempt to coordinate the programs but
should try to find money to fund them or indicate an inability to do so.
Commissioner Thomas questioned if a philosophical study of local social services
had ever been completed. He stated he has never received a report identifying the money
spent by the City in low income areas and requested the City analyze the funding and
consider alternate ways to address community problems and concerns.
Mayor Garvey said the majority of money committed to staffing is based on the
need to coordinate the program. She noted four of today's requests are for programs
located in the North Greenwood area and questioned if these programs work together or if
.they can combine their purposes.
Commissioner Thomas suggested the Martin Luther King Jr. Center could be the
designated facility for all North Greenwood social service activities. He questioned if the
distribution of social services is being accomplished in the most efficient manner possible.
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The City Manager stated Ervin's request for $91,500 represents that agency's total
funding. She noted the organization did not qualify for CDSG funds. She suggested the
Police Department may be able to locate funding to cover a portion of their request. She
recommended deleting that request from this consideration.
Commissioner Deegan challenged the Police Chief to locate funding for their
program in special funds or general funds.
Commissioner Fitzgerald noted the funding would have to already be incluned in the
budget. The City Manager indicated funding could originate in next year's Police
Department budget. Commissioner Deegan felt the money should come from the general
fund. He painted aut if the program is identified as nanti-drug, II it will qualify for Federal
matching funds. .
The City Manager stated these programs are designed to provide a police presence
in the South Greenwood neighborhood. Commissioner Fitzgerald questioned if this was a
Weed and Seed program. Ms. Deptula agreed and said this and Nucops were two
programs that would increase the police's visibility in that area. Economic Development .
Director Alan Ferri explained that money far the area carnes from City, County, and Federal
Funds. The Weed and Seed program is financed by a separate fund. He reported
. Americord is another separate economic development approach, administered on the State
level for the Nucops program.
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The Mayor noted the Sergeant Allen Moore project is an anti-drug program and
questioned if other funding is available for it. Commissioner Deegan indicated mortgage
payments are not eligible expenses. The Mayor questioned jf the project requested .
operational funds. Commissioner Deegan noted the organization was requesting help with
paying their mortgage. Mayor Garvey questioned if these funds would be due annually,
Commissioner Deegan indicated their intention is to host a special fund raiser to cover the
mortgage.
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Commissioner Fitzgerald expressed concerns regarding this request. He indicated
the City funded the mortgage's initial payment last year and the Commission had assumed
the organization would arrange alternate funding this year. Mr. Ferri stated the
organization is obligated to pay two $18,000 balloon payments, one this year and one
next. He reported his recommendation, during four hours of meetings with representatives
of the Sergeant AHen Moore project, was that they request staffing funds. He said he
offered to accompany them to a bank to restructure the mortgage but their final application
. was a request far help mee~jng their balloon mortgage payment.
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Commissioner Berfield questioned why the project members did not follow through
on Mr. Ferri's recommendations. Mr. Ferri said he did not know the reason.
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housed with.the Family Resource Center. Commissioner Fitzgerald agreed that would not
be a viable mix.
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08/11/94
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Commissioner Berfield noted the organizations want their own homes even if they
cannot meet their payment obligations. She felt a great deal of money was tied up in real
estate and recommended social service organizations share facilities.
Commissioner Deegan agreed the safehouse could not share space with a family
resource center. He recommended the program continue meeting with City staff to work
out their mortgage problems. The Mayor suggested the North Greenwood Association and
Ervins' All American Youth meet regarding combining their facilities. Commissioner
Thomas stated this was the reason he recommended an overall analysis of City social
service organizations.
The Mayor indicated a final decision did not need to be made immediately. She
questioned the Clearwater Merchants Association's (CMA) request. Ms. Deptula stated
staff advised CMA that the City does not support any similar program elsewhere in the
Clearwater. The Mayor noted other similar programs are already in place in North
Greenwood. Mr. Ferri said he reviewed neighborhood programs and indicated banks have
made commitments to in.filf housing and the Clearwater Neighborhood Housing Service
(CNHS).
.0
Commissioner Deegan noted CMA is a new group. The Clearwater Chamber of
Commerce initially funded them before advising them to work with CNHS, which has the
money for bricks and mortar if they need it. He felt working with CNHS should take care
of GMA's needs. Mayor Garvey recommended removing this request from consideration.
Commissioner Deegan questioned if CMA had requested CDBG funding. Mr. Ferri stated
they had not.
Commissioner Thomas questioned if the Girls Inc.'s program was duplicated by
Ervins' package dealing with children. He suggested the North Greenwood Association
unite forc.es with Ervin's All American Youth and Girls Inc. work with King's Kids.
Commissioner Deegan felt Girls Inc, cannot work with King's Kids, a tutoring organization.
The Mayor indicated her preference was to fund Girls Inc. and King's Kids. Commissioner
Thomas stated other funding is available.
.. ,
Commissioner Fitzgerald agreed with the Mayor's recommendation and pointed out
that Girls Inc's City funding was cut at a recent public hearing. He felt the program was
due consideration. Commissioner Fitzgerald noted the King's Kids program is different than
Girls, Inc. and it was important to get Girls, Inco's funding on line. Commissioner Berfield
questioned who King's Kids tutors. Mr. Ferri indicated King's Kids tutor girls aged six to
eighteen. He heard grades were sUpping without the benefit of tutoring. Commissioner
Berfield recommended retired teachers be approached to volunteer for the program.
Commissioner Deegan noted only $100,000 of the $150,000 budgeted for the
SummerYouth Program was used. He recommended the additional $50,000 be directed
to these other programs. The Mayor spoke against reducing the Summer Youth Program's
budget and recommended expanding it. Mayor Garvey indicated she was unwilling to
award $91,000 to Ervin's All American Youth Club.
o
minSP08b.94
8
08111/94
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Commissioner Thomas felt the North Greenwood Association should work with
Ervin's An American Youth Club regarding possible savings. He said he was impressed
with Ervin's program. The Mayor disagreed with that assessment. Commissioner Thomas
noted all of the proposed programs deal with children. He spoke against decreasing the
current level of funding for the Summer Youth Program and expressed interest in solving
problems faced by children.
The City Manager indicated additional funds may become available from the State
and Federal Government as the budget is put together. Commissioner Berfield indicated
there was consensus for staff to consider a social services budget of $133,000.
Eleanor Breland, Human Relations Director, indicated the Technical Review
Committee (TRC) did not recommend a program proposed by Religious Community
Services (RCS) because the rules regarding Requests for Proposals limited the number of
applications to one. She stated the TRC did not oppose the program but, because of that
limitation, only approved one program. Commissioner Berfield questioned why a program
offering furniture was recommended over a food bank. Ms. Breland indicated food is
available from many sources but furniture is not.
Mayor Garvey questioned if there was Commission consensus to approve the
requests for Girls Inc. and King's Kids. The Commission agreed.
::.0
Mayor Garvey questioned Commission support of the North Greenwood Association
request. Commissioner Deegan indicated he supported it. Commissioner Thomas
recommended they coordinate their program with another local social services organization.
Commissioner Deegan noted the Sergeant Allen Moore's Safehouse already had a new site.
Commissioner Thomas agreed to support the programs but reiterated his request for an
analysis. The City Manager indicated staff will review a more coordinated service detivery.
Mayor Garvey questioned Commission support of Ervins' All, American Youth Club.
Commissioner Thomas indicated he supported it. Commissioner Deegan questioned the
organization's figures. The Mayor stated she did not support a funding level of $91,000.
Commissioner Deegan said the City has encouraged those receiving City monies to seek
outside funding. He reported Ervin's had met nearly half of their annual agreement and did
not see any reason not to support them.
I.. "'.
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Mayor Garvey pointed out the funding Ervin's received from Kellogg's was for a
speciat program the organization had previous\y not offered. Commissioner Deegan noted
Ervin's acceptance of the Kellogg funding did not change the facility's mission. He
indicated that Kellogg saw value in what was being accomplished. Commissioner Deegan
reported it took Ervin's program three years to win Kellogg's funding.
~~>~;:. .'
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Commissioner Fitzgerald voiced his support for helping Ervin's organization. He
agreed with Commissioner Deegan's assessment of the funding from Kellogg but
encouraged them to increase their funding sources. He suggested they could receive
increased donations from the community jf their Board of Directors become more actively
o
minSP08b.94
9
08/11/94
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involved in that function. He indicated they cannot expect a continual increase in the level
of government support.
The majority agreed with tryi~g to locate funds for Ervin's All American Youth Club
program.
Finance
Jeff Harper, Administrative Services Director, reported ttFinance" was part of the
former Department of Administrative Services. Commissioner Thomas questioned if the
department has been reorganized and flattened, why Mr. Harper is presenting Finance's
budget. The City Manager reported Margie Simmons, Finance Director, is on vacation.
Commissioner Deegan questioned if the mission statement had been changed. He
questioned how comprehensive the mission statement can be when the budget is being
removed from the department. Commissioner Deegan recommended the City needs a
Chief Financial Officer, but requested no action at this time. He suggested the City
Manager review the Finance Department's mission statement for accuracy. He referred to
page 14 of the Finance budget and questioned why the indicators include a reference to
canceling the outside claims processor. He questioned the number of cases processed in
the previous 90 days and asked if staffing was adequate to handle this task in house. Leo
Schrader, Risk Manager, indicated City staff can decrease handling time for each case to
60 days and save money. Commissioner Deegan agreed to the proposed change.
General Services
Bill Baird, <General Services Director, reported General Services' telecommunication
. strategy to take advantage of the information highway will be completed by January 1995.
He stated GTE is helping the City formulate plans.
Mr. Baird stated unanticipated expenses included software upgrades. He stated
productivity standards set by Building Maintenance is on target with the Americans with
Disabilities Act (ADA) project upgrades. He indicated the department expended less funds
on these projects than anticipated.
Mr. Baird reported Information Services will install Fleet Management's new
software program by the end of August, 1994 and the training schedule will be completed
by mid-September.
Mr. Baird said department goals include a team supervisory training program. He
indicated the cross training program has been more time consuming than anticipated and
the department is behind on some goals due to that delay. Mr. Baird reported he aimed for
high numbers for his department's goals and productivity standards. He has identified
staff who are able to think in entrepreneurial ways using new terms. He reported the loss
of two staff members. Mr. 8'aird indicated staff has not been supportive of an incentive
program. He has organized a team to develop an acceptable program. He noted success
in breaking down barriers in internal services.
minSPOSb.94
10
08/11/94
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Commissioner Thomas questioned if new Motorola radios used by the County
communicate with the City's General Electric (GE) system. Mr. Baird said the City will
have communication available, He indicated he has had conversations with GE
representatives regarding Motorola's price cut from $12 million to $3 million and advised
the Commission he would update this report as additional information becomes available.
Commissioner Thomas recommended it may be time for the City to complete a
parallel review of the City's radio needs before a final decision is reached regarding the
replacement of General Services equipment. Mr. Baird indicated no unneeded equipment
will be replaced. He said he will review if the Police Department's stated plans for an
information system will be compatible with Motorola equipment. He agreed a
comprehensive decision will have to be reached with the Police Department and others City
departments. Commissioner Thomas reiterated the importance of addressing this issue.
Mr. Baird stated he is reviewing the matter and will have a report completed shortly.
..
Commissioner Berfield questioned if problems were detected in the City's system
during the hurricane emergency drill when the Police Officers she accompanied indicated
they could not access a State-wide channel. Mr. Baird said the City performed many tests
during the exercise and he was unaware of any problems with the programming of City
vehicles. He stated GTE win soon upgrade their technology to enable anyone in the City to
pick up their phone and communicate with anyone in the counties of Hillsborough, Pasco,
etc. during a bad storm.
Commissioner Thomas felt in addition to establishing incentives for department
management and mechanics, it was important to initiate a program providing equipment
operators the incentive to treat their equipment with care. The Mayor questioned if Mr.
Baird would be able to install such a program. Deputy City Manager Rice reported this
suggestion had not yet been bargained with the unions.
Commissioner Deegan questioned the department's published productivity
measures. He commended them for stretching to improve production levels. He referred
to. the chart comparing scheduled work orders versus non scheduled ones and expressed
his wish that these targets remain tight. Mr. Baird explained his attempt to employ
standards similar to those used by most fleet managers and to acclimate staff to different
thinking processes. He agreed an overall management package needs to be developed. He
noted how outside factors such as inclement weather and accidents impact his
department's level of service.
,~. .
. <
Commissioner Deegan felt the target levels had improved and should correspond
with actual results, Mr. Baird indicated the department's level of achievement can change
quickly and appear to be wonderful at times and terrible at others. He reported the
department fell behind their goal in the third quarter by seven percent. Commissioner
Deegan questioned if that target has been recalculated for next year. Mr. Baird said he
would redraft it after the beginning of the fourth quarter.
Commissioner Thomas complimented Mr. Baird for his excellent executive skills.
Fire Department
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minSPOSb.94
1 1
08/11/94
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Robert Davidson, Fire Chief, distributed a handout regarding the Fire Department's
proposed FY 1994/96 budget. He indicated the Fire Department's programs include: 1)
administration; 2) support services; 3) fire prevention; 4) fire suppression; and 6)
emergency medical services. Major goals include: 1) setting a priority system to achieve
three to five minute response times; 2) improving fire and Emergency Medical Services
(EMS) by purchasing all uniforms through a county-wide contract, using less potable water,
developing new methods to test hoses; and employing one of the best EMS units in the
country with a heart attack save rate of 28 -30%; 3) continuing efforts to improve
customer satisfaction by establishing a base line by polling commercial users and initiating
a smoke detector program for disadvantaged residents; and 4) hardening department
facilities.
Commissioner Fitzgerald questioned if the excellence of EMS helped lower area
insurance rates. Chief Davidson agreed it did. Commissioner Thomas noted the costs for
local EMS are the highest in the country and questioned the cost to benefit ratio. Chief
Davidson stated figures supporting that conclusion reflect diverse methods of calculation.
Some systems report figures based on a stand alone program. Clearwater's numbers
include the systems' total costs.
.
Commissioner Thomas felt expenses were high and it was important for taxpayers
to receive proper value for monies expended. Chief Davidson stated the varied level of
expenses reported depend on which costs were included and often did not reflect a
service's bottom line. Commissioner Thomas questioned if money could be saved if the
practice of assigning two vehicles to one site could be modified. Chief Davidson reported
the department is practicing priority dispatching now and is working to limit the number of
responding vehicles. Fire services are usually the first responders and are able to cancel
unnecessary ambulance response. Bob Lockwood, Administrative Support Manager II,
noted that City crews cannot transport anyone outside Clearwater.
Commissioner Thomas reported he visited the Fire Station on Lakeview Road and
feft the facility's shabby appearance needs renovation.
Police Department
, '
....
"
Chief Klein stated the Police Department's goals tract the same priorities identified
by the City Commission and City Manager. He indicated the budget provides the
department with a unique opportunity with the new headquarters being built. He
requested permission from the City Manager to proceed with his reorganization plans.
'. '
1: . '
Commissioner Fitzgerald questioned how the narcotics investigations assigned to
the Pinellas County Sheriff was advancing. The Chief replied the liaison relationship is
working well.
I:,:',
Commissioner Deegan offered congratulations for an item mentioned during last
night's evening news on the homeless problems. He complimented the City Commission
forfunding a homeless shelter and providing Police Officers with a destination for the
homeless.
"
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minSP08b.94
12
08/11/94
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Commissioner Fitzgerald questioned t11e level of police responsibility for a non arrest
contact when the person is not suspected of anything. Chief Klein indicated Potice
Department Officers are responsible for trying to locate shelter for homeless individuals
when none is available. Commissioner Deegan felt it was the Police Department's
responsibility to calculate the potential for harm vagrants may have on themselves and
others. Commissioner Fitzgerald felt there should be no reason for Police involvement.
The Chief reported on two forms of contact. He. stated a Police Officer who discovers
homeless people in areas where they should not be is responsible to handle the situation or
citizens will contact the City and request something be done about homeless persons. He
stated his department must deal with these people. Commissioner Fitzgerald noted,
philosophically, this represents a social services function and the Police Department should
not be singularly responsible for delivering these services. .
Commissioner Deegan referred to page 11 and questioned if any progress has been
made in reducing the average vehicle speed as discussed the previous year. The Chief
indicated a number of locations have been identified for added surveillance. He stated the
number of motorists who speed is in the 30% range.
Commissioner Berfield questioned if the inception of night court has been
detrimental to the budget by increasing overtime tJxpenses. Chief Klein agreed the hours
required of Police Officers for State Attorney investigations and traffic court and the many
hours of overtime required for court appearances negatively impact the Police Department
budget. The Chief suggested the City attempt to convince the State Attorney's office to
hold evening State Attorney investigations to better accommodate Police Officers'
. schedules. Chief Klein also recommended the traffic court would impact all local police
departments less if the docket scheduled all of one officer's cases together.
Commissioner Thomas P9inted out the City purchased a $1 2,000 machine last year
to measure speeds and said he has never seen the equipment in use. Chief Klein indicated
it is very effective and is used daily. He felt it is best used as a deterrent.
Commissioner Thomas questioned if the department's proposed computer system is
included in the budget. The City Manager reported $2.8 million has been committed and
. the debt service is included in the budget. Commissioner Thomas felt the fuel locator
. system is an important component. The Chief indicated it was included in the Request for
Proposals (RFP). Commissioner Thomas questioned if it would have to be added to the
budget.' Ms. Deptula .stated it was not included in the $2.8 million but indicated once a
total price was quoted, it would be firm. Commissioner Thomas questioned the price.
Chief Klein estimated it would cost $250,000.
Commissioner Thomas noted the department cannot make a decision regarding the
district sizes until the Automatic Vehicle Locator (AVL) system is operating. He
recommended the east district be divided in two, creating one new district. He indicated
Countryside lacks coverage. Chief Klein stated the Computer Aided Dispatch (CAD)
system will provide information that will help affect sound changes.
Central Permitting
minSP08b.94
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08/11/94
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Central Permitting Director Scott Shuford reported the department's appearance has
altered in the past year by: 1) organizational changes; 2) a decrease in the number of job
classifications; 3) the consolidation of all counter functions under one division; and 4) the
consolidation of professional planning and engineering functions. A greeter and customer
service were added to the counter. Mr. Shuford stated the level of customer service
satisfaction has Increased. He said the department plans to complete 35 code .
amendments next year. He noted 90 unsafe houses were razed during the last fiscal year
and the tropical seascape architectural theme has been implemented on the beach.
Commissioner Deegan questioned if a goal of razing 50 additional structures was
adequate. Mr. Shuford indicated, by the time staff completes this year's projects, only an
estimated 50 unsafe building may remain. If more were found, he said he would adjust the
goal. Commissioner Deegan Questioned if he would continue to closely supervise this
activity. Mr. Shuford agreed he would.
Commissioner Deegan Questioned where beach redevelopment would occur. Mr.
Shuford stated that was based on neighborhood issues and direction from the City
Commission. Commissioner Deegan questioned if Central Permitting was progressing with
their department work plan. Mr. Shuford indicated they were.
Commissioner Thomas complimented Central Permitting for accomplishing their goal
of providing a one stop location for permitting needs. Mr. Shuford stated it is one stop to
the extent possible.
Commissioner Thomas referred to leasing the City'S multiple properties. He
recommended citizens be provided a single location where they can rent City facilities.
Ms. Deptula indicated that could be accomplished once the City's computer system is
networked and all scheduUng information is available. Commissioner Thomas indicated this
was a goal he wanted accomplished. Ms. Deptula indicated the computer upgrade would
not occur simultaneously with construction of the new Multiple Services Complex.
Commissioner Fitzgerald Questioned if the dramatic increase in expenses reflected in
the Central Permitting Budget was due to reorganization. Mr. Shuford explained it is easier
for the department to include most of the operational budget in one area. Commisbioner
Fitzgerald Questioned if equal reductions occurred elsewhere. Mr. Shuford stated the
reductions do not appear to be as dramatic. His department's budget increased by 2%.
The City Manager explained some Public Works employees are not included in these
numbers~
The Commission recessed from 12: 1 6 to 12:48 p.m.
The City Manager reported an accident had occurred that morning between a City
truck and another vehicle. The truck was being serviced and was not being driven by a
. City employee. The automobile's driver, who appears to have been at fault, suffered
serious injuries.
Economic Development
minSP08b.94
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Alan Ferri, Economic Director, stated he was proud of what the budget represents,
a reduction of reliance on City funding and an increase of client services production goals.
Mr. Ferri recommended billing funded programs for administrative expenses rather than
paying for them with City funds will reduce City costs and increase the City's ability to
serve those in need. He noted the elimination of a layer of management and reported an
increase in staff capacity by increasing goals. The agency is making a quantitative stretch
to establish a new business loan program, increase home construction and a 100%
increase In technical assistance for a program to assist homeowners with down payments.
He indicated his budget represents a 1 % decrease from last fiscal year.
Commissioner Fitzgerald complimented Mr. Ferri regarding his goals and the
inclusion of the City's northeast quadrant in these plans. He suggested Mr. Ferri contact
the north county Chamber of Commerce, which has an active program for support.
Commissioner Fitzgerald referred to budget highlights and questioned why $430,000, or
96% of program is always available. Mr. Ferri indicated administrative funds were shifted
to the home program. He stated priorities were shifted. The Community Development
Block Grant (CDBG) decreased funding for management but increased funds for production
staffing.
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Commissioner Thomas complimented Mr. Ferri on improvements in the focus of the
program that distributes COBG funds to areas of need. He noted the department has not
concentrated on attracting companies to relocate in the City. He stated Economic
Development should not just focus on the community's poor but on the City's total
economic picture. He felt Economic Development is a priority as Clearwater's economic
indicators are flat or slowly declining. Commissioner Thomas questioned Mr. Ferriabout
his department's plans regarding the City's entry into the mainstream of economic
development. Mr. Ferri replied the Small Business Authority (SBA) supports programs
geared toward small existing companies. He said his department does not currently have
a program to attract large companies. Mr. Ferri said he was researching programs, like
Enterprise Zones, that could provide the City with that capacity.
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Commissioner Thomas indicated he wanted massive, economic development in the
community but had not seen a plan. Peter Gozza, Community Redevelopment Agency
Executive Director, stated that economic development loans are not only granted in the
City's poorest neighborhoods. Mr. Ferri stated a master plan he, Mr. Gozza and Mr.
Shuford were developing would be completed by the end of the year. He indicated his
submitted budget is based on existing resources. The overall economic development plan
will address additional resources the City may pursue. Mr. Ferri said customer service has
been better tailored to the needs of each prospective client. He reported information on
Enterprise Zones was unavailable until after the budget was completed. Mr. Ferri
recounted his department's work with Sunshine Mall to deal with their problem. Mr. Gozza
stated the process of economic development has been started. Commissioner Thomas
said the plans fall short of what should be included in the department's goals. Deputy City
Manager Rice agreed economic development concerns could be included in the
department's Qoals.
Commissioner Deegan noted Downtown Clearwater lost the insurance company to
the Carillon Center. He said the St. Petersburg/Clearwater Economic Development Council
o
minSP08b.94
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08/11/94
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is in touch with Messrs. Ferri and Gozza regarding prospects and resources and indicated
they both are involved. He requested an explanation of how $100,000 in COSG monies .
would be spent. Mr. Ferri stated that depended on federal objectives and indicated he is
waiting for the final rules to be published. He reported a radical change in CDSG
regulations. In the past, COSG focused funding on the creation of low and medium waged
jobs. It appears the new program may be more flexible regarding job opportunities.
Commissioner Deegan questioned if the grant would permit the department to make loans
to companies that will create new jobs. Mr. Ferri said it will. Commissioner Deegan
questioned if this funding was related to other loan programs. Mr. Ferri said it was not.
Human Resources
H. M. Laursen, Human Resources Director, reported the department's administration
will be in three divisions versus four. He reported his department's budget proposes the
addition of two entry level staff members to assist with employment and benefits to enable
other staff to perform higher level tasks. Mr. Laursen noted increased expenses in the
medical testing area was due to increased drug and alcohol testing requirements. Deputy
City Manager Rice indicated the Police and Fire Department personnel are tested under
separate programs.
Commissioner Deegan questioned how many employees required testing. Mr.
Laursen stated the random testing must check 25% of 400 affected employees for alcohol
and 50% of those employees for illegal drug use. If the positive rate is high, testing levels
will need to be increased. If low, testing can be decreased.
Mr. Laursen stated the Human Resources Department has made significant progress
in reaching goals to reduce the number of job classes and to initiate a career development
program. The program to meet certification goals began slowly but will reach its goal by
October. He reported the ratings on department satisfaction surveys have increased from
63% to 89%. He proposed to increase those goals.
Commissioner Fitzgerald referred to the methods of measurement and questioned
the listed percentages. Mr. Laursen stated the numbers were reported backwards. The
. percentage of performance evaluation completed on time should read 1190%." He stated
the actual rate is 99%. The implementation of new procedure should help the department
meet that goal.
Commissioner Fitzgerald referred to page 1 0, regarding staff development and
retention, and questioned how well the tuition reimbursement program is used. Mr.
Laursen indicated 126 staff members have taken advantage of the program this year to
date. Commissioner Fitzgerald questioned if Mr. Laursen views it as a good incentive
program for employees. Mr. Laursen said he did and reported plans to tie in the education
benefits with career development.
Commissioner Deegan referred to page 8 and questioned the target number for
limiting job classifications. Mr. Laursen said he did not know the exact number but the
goal is to explore the whole concept of broad banding. Commissioner Deegan indicated
that was not a goal. A goal would be to further reduce job classifications. He suggested
Mr. Laursen amend the goal and set a specific target for reductions.
minSP08b.94
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08/11/94
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Commissioner Deegan referred to performance indicators and noted a statement
regarding the reduction of job audits to 40 days, when the book states 45 days. He noted
the percentage not completed on time was reported and recommended clarifying how goals
arB measured by the Florida Innovation Group's (FIG) targets. Commissioner Deegan noted
a department goal was to compare City and FIG targets and achievements.
Commissioner Berfield referred to page 1 1 and the percentage of terminations
upheld. She questioned if these results reflected the results of hearings conducted by the
Civil .Service Board. Mr. Laursen explained an employee has the option to a Civil Service
hearing or a Union grievance process. He indicated the City lost an appeal after the third
quarter and the percentage decreased from the 100% level reported. Commissioner
Berfield questioned if that case could be appealed. Ms. Rice stated under current contract,
the City cannot appeal to circuit court.
Commissioner Thomas questioned the number of City employees and noted no
improvement in the reduction of employees per 100 citizens. Ms. Deptula indicated new
programs in the Police Department, recycling, and gas expansion have been implemented
utilizing the same number of employees. Commissioner Thomas said it was difficult to
analyze the numbers and felt the chart listing total employees and total materials needs
simplification. He noted revenues are being squeezed and suggested increasing capital to
reduce staff.
Library
Arlita Hallam, Library Director, reported Clearwater Library has become member of
the County's Library Cooperative. She stated the additional funding from the cooperative
will cover 13.3 added personnel and $205,000 in materials for the East and Countryside
branches. She indicated the expanded schedule will provide library services on Thursday
night at the East and Countryside branches. She stated the department's goals are
concentrated on customer service and instituting programs to meet customer demands.
She noted the library rates in the lower quartile in its fill rates. She reported Clearwater
has a high level of reference use and circulation. Ms. Hallam stated a goal is to improve
the availability of resources and decrease the time it takes to make them available. She
said the goal is to assimilate cooperative services without diminishing the current level of
service.
Commissioner Deegan indicated in the discussion preceding to the Commission's
approval of cooperative membership, Library staff assured the Commission the current
level of service would be maintained. He questioned if adding Thursday evening hours
increased the level of service by 5%~ Ms. Hallam responded that the libraries would each
be open an additional 4 hours. Commissioner Deegan questioned if that represented a 5%
increase. He questioned how the Library would monitor their goal of responding to
customers' within one minute. Ms. Hallam indicated a baseline was established and staff
uses a 60 second stop watch. Commissioner Deegan questioned if spot checks are made.
Ms. Hallam stated they were.
Commissioner Thomas referred to the video issue, and noted video represents 20%
of the Library's circulation level yet only 1% of the Library's collection. He pointed out that
minSP08b.94
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08/11/94
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$460,000 is listed under capital expense for the purchase of new books and materials and
questioned why the CIP lists $685,000 for these expenses. Ms. Hallam explained
$460,000 is from the General Fund and the remainder is from the Cooperative.
Commissioner Thomas questioned if a decision had been made to convert the Library's
collection to electronic versus print and recommended a conversion to video and tape. Ms.
Hallam reported parts of the Library's collection are 80 years old. She stated during the
past five to six years funds spent for audio/visual have increased to 15% to 16% of the
budget. She noted a great demand for books on tape and reported video was included in
the fill rate statistics.
Commissioner Thomas questioned how the Library reconfigured its spending to
satisfy customer needs. Ms. Hallam reported the staff reviews requests yearly and reaches
decisions regarding necessary adjustments to the budget.
, Commissioner Thomas questioned if the Library's computers had CD ROM
capabilities. Ms. Hallam stated they do and indicated the Library does not have a
computer security system but was reviewing the loss rate. Commissioner Thomas felt the
issue was not the security of the computers but the pirating of software. Ms. Hallam said
she would review that issue. Commissioner Thomas noted the market is switching to CD
ROM. Ms. Hallam indicated the Library does a good job in keeping up with advancing
technologies.
Commissioner Deegan questioned the Library's bottom line regarding computer
security. Ms. Hallam noted Florida has strict laws dealing with software piracy.
Commissioner Deegan requested Ms. Hallam respond to Commissioner Thomas' concerns.
Ms. Hallam agreed and noted how sensitive vendors are to the security issue.
Commissioner Berfield noted some meters were removed near the Main Library due
to the conditions of the Stein Mart lease. She questioned if revenues from the remaining
meters near the Library were included in the Library's budget. Mayor Garvey indicated that
was not a Library issue. Commissioner Thomas agreed and recommended the removal of
all the meters. Commissioner Deegan agreed but noted meters at the Beach Library would
also have to be removed. Commissioner Thomas recommended issuing permits for Beach
Library customers. Commissioner Deegan recommended staff determine a procedure.
Consensus was to remove the meters by the Main Library and several by the Beach
branch with posted restrictions.
Parks & RecreatIon
Ream Wilson, Parks & Recreation Director, reported his upcoming budget is good.
Three department employees were eliminated and 1.2 were added for midnight basketball.
He indicated the department is developing a brochure to market the City's Leisure Services.
The department seeks to continue their customer service efforts. He reported the holiday
tree at the bayfront will cost $9,100. Staff has continued water conservation efforts and
increased Xeriscaping. A tree planting program being considered will distribute 1,500
seedlings to committed residents to plant around the City on private property. He
reviewed the department's efforts in the old Clearwater Bay community including tree
planting. He reported additional landscaping had been added to the Marshall Street Plant.
minSP08b.94
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08/11/94
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Mr. Wilson discussed the new program to contract some median maintenance has
been a success. He indicated he will review expanding the concept to other programs.
Mr. Wilson anticipated an increase in department maintenance responsibilities with the
construction of the Municipal Services complex and Countryside Recreation Center and the
rehabilitation of the Harborview Center, Pier 60 and Clearwater Beach Recreation Center.
He stated no money in the FY 1994/95 budget is directed to the Countryside Recreation
'Center. He will identify employees available for transfer to that facility when it opens in
October 1995.
Mr. Wilson reported projects requested by residents include the construction of
restrooms at Crest Lake Park and Ross Norton Park, the development of a neighborhood
park on Soule Road, and improvements at Del Oro Park. He stated three primary projects
to provide ADA improvements to Jack Russell Stadium prior to January 1995, include the
addition of 72 seats for the disabled, two new ramps, and 32 paved parking spaces. The
Phillies had requested these improvements.
Commissioner Deegan Questioned if the Phillies' request was included in the FY
1993/94 budget. Mr. Wilson indicated he was able to fund only four of the Phillies' six
requests in last year's budget. Commissioner Deegan indicated he did not see money in
the budget for the requested items. Mr. Wilson estimated the list of items will cost
$40,000 to complete. Ms. Deptula indicated staff may be able to locate funds for this
expenditure in this year's budget. Mr. Wilson agreed that would be helpful.
Commissioner Deegan referred to the 3rd goal on page 2 and questioned if it was
appropriate or necessary to promise City residents a park within a mile of their homes. Mr.
Wilson indicated his department can provide a plan to reach that goal. He noted the
excellence of the City'S existing park system and agreed the majority of the City is already
served. Two problem areas have been identified in the vicinity of St. Cecalia School and
Clearwater Senior High School. Commissioner Deegan expressed concerns this goal
represented "overkill" and the standard was too high. He recommended Parks &
Recreation complete the study and return to the Commission with a recommendation for
discussion.
Commissioner Thomas raferred to the Camp Soule issue and recommended delaying
a planned study of Lake Chatauqua for water use. Mr. Wilson indicated the area he was
discussing for a park is on the east side of the road and not contiguous to the lake.
Commissioner Thomas questioned why funds for rehabilitating the Pier 60 area are
not included in the budget. Tina Wilson, Budget Director, indicated budgeting was
included for a study of the project but the actual development will be financed by a
. developer. Mr. Wilson noted the pavilion is included in the CIP. Commissioner Thomas,
pointed out the playground was not included. He felt a decision had already been reached
to erect one similar to the playground at the Long Center. He suggested attracting
volunteers will decrease costs. He requested the budget also include the renovation of the
.Memorial Civic Center's facade to reflect the Tropical Seascape theme. Mayor Garvey
recommended the Commission first reach a decision regarding the South Mandalay
redevelopment plan. Ms. Deptula reported the project is included in the CIP but a date has
not been determined.
minSP08b.94
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08/11/94
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Commissioner Thomas stated he has never seen a relationship between the user of
Parks and Recreation services and the City's costs. Mr. Wilson indicated a chart was
available that determined the net cost per visit. Commissioner Thomas questioned what
the costs were for a resident or nonresident to use a specific City pool or specific shuffle
board court. Art Kader, Parks & Recreation Assistant Director, stated this information is
included the department's annual report and will be made available to all Commissioners.
Commissioner Thomas requested also providing copies to the interns.
William Baker, Assistant City Manager, reported the swimming pool at Pier 60 will
be discussed at the August 18, 1994 City Commission meeting. He indicated, based on a
drawing of the plans, City engineers have estimated the cost to build a playground will be
$250,000. Commissioner Thomas questioned if staff has contacted those responsible for
the construction of the Long Center's playground. Mr. Wilson said they had not.
Commissioner Deegan referred to page 15 and Questioned if staff was reducing the
units of potable water used at the nursery. Mr. Wilson indicated they were.
The City Commission recessed from 2:08 to 2:17 p.m.
Engineering Department
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Terry Jennings, Chief Engineer, represented the Engineering Department and
reported the department's new director will manage Engineering, Traffic Engineering,
Environmental and Water Pollution Control. He stated the department's goalS for
pedestrian access include: 1) installing ADA ramping; 2) upgrading 28 crosswalks; and 3)
improving parking lots to meet ADA standards. Mr. Jennings reported plans to replace
four-inch lines with six-inch lines in two years instead of five. He reported plans to avoid
environmental problems by carefully issuing permits and entries to habitats. He indjcat~d
environmental education will help the department avoid all regulatory problems. Further
plans include improved water quality in Clearwater Harbor by the construction of ponds
over the next ten years. The department will continue to monitor Stevenson's Creek and
ponds.
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Commissioner Thomas questioned if any capital improvements were budgeted for
reclaimed water projects. The City Manager indicated that would be based on Commission
direction following the discussion scheduled in sixty days.
. . Commissioner Berfield questioned which department is responsible for potable
water. Mr.. Baker indicated Public Works is responsible. Commissioner Berfield Questioned
which department managed watershed regulation. The City Manager indicated
Environmental was responsible. Public Works handles water reuse.
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Public Works Department
Gardner Smith, Assistant Director/Public Works/lnfrastructure, reported plans to
reorganize the Public Works Department in October 1994 into four divisions: 1)
administrative; 2) road and drainage; 3) sanitary sewer; and 4) water. He said the
. department has 138 personnel. A major evaluation of job classifications was completed to
provide parity throughout the department.
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Mr. Smith reviewed hlghUghts of the past year and indicated the department was on
target for their goal of cutting their budget by three porcent. He reported the back brace
policy went into effect in January 1994, and the number of injuries has been reduced to
nine.
Mr. Smith reported the department's goals for next year seek to provide safe,
dependable, and cost effective service. He indicated the budget does not reflect the
proposed Pinellas County rate increase. When the department was preparing their budget,
the County had offered assurances that no rate increases would occur. Pinellas County
recently announced a 36% rate increase.
Mr. Smith indicated his department's two major areas of challenge include drainage
and water supply. He said staff is reviewing ways to reduce the need for ditch cleaning.
During this year, the City had problems with high levels of chlorides and THMs in City
wells. He reported the water supply is at a critical stage and questioned if the City should
stay in the business or not.
Commissioner Deegan reiterated that Pinellas County did not announce the rate
increase until recently. He questioned how the increase would be passed through to City
customers and how the rate would be altered without changing the City's rate structure.
Ms. Deptula reported she asked Margie Simmons, Finance Director, to meet with Paul
Nystrom, Controller, to discuss this item and review the City's options. She stated these
discussion would be completed prior to approval of the budget.
Commissioner Deegan referred to backflow devises and noted residents have
complained they are hazardous in their present location as people trip over them. He
questioned if the City orders the installation and location of the devises on private
property, are property owners being forced to accept liability for the devises. Mr. Smith
reported staff is locating meters between the sidewalk and property lines, usually in the
right-of-way. Tom Hackett, Water Superintendent, indicated a number of backflow devises
were installed on private property to keep the right-of-way clean. He noted jf the devises
are locate'd between the sidewalk and street, homeowners would be responsible for the
water line from that point and required repairs could occur under the sidewalk. Mr.
Hackett stated homeowners who request water service need to provide the City with
space for the meter. Mr. Baker stated the City prefers locating the water meter at the
property line. Mr. Hackett reported backflow devices are installed downstream from the
meter. Mr. Baker noted the City does not require backflow preventers to be located at the
property line. Mr. Smith stated there was a safety issue with placing meters in the right-
of-way and said they could not be installed next to houses. Mr. Hackett pointed out all
other utility meters are installed next to houses. Commissioner Berfield noted the City
would not want to accept responsibility for the water line on private property.
Commissioner Deegan recommended charging a additional fee for those who want
their meters installed closer to their house. Mr. Hackett reported standard meter
installation locates meters one foot behind or in front of the right-of-way. Mr. Smith stated
the only residences requiring backflow devices are those with lawn meters.
mlnSP08b.94
21
08/11/94
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Mr. Baker noted the limited space between the sidewalk and curb and questioned
why the devices should not be installed in a right-of-way. Commissioner Deegan indicated
residents want the devices located in the right-ot-way but staff objects to that location.
Mr. Smith suggested a solution could entail the City eliminating lawn meters, Mr. Hackett
said he would check to see what equipment could be installed underground. Commissioner
Thomas suggested citizens pay additional to have equipment installed underground.
Commissioner Deegan requested staff draft a memorandum indicating when
backflow devices are required, what options are available for their placement, the types
and costs of the various types of devices, and answers to liability concerns.
Commissioner Thomas referred to page 1 9 and questioned why the listed expense
is $9 million. Mr. Smith indicated that was the charge for water from Pinellas County.
The City Manager indicated the line item information was included in the budget's detail
book.
Commissioner Thomas referred to the County's proposed water rate increase and
requested information regarding how much money the City has paid the County compared
to how much money Clearwater will send them once the increase commences. He stated
his Intention to address the County meeting at the end at August. He questioned if it was
worthwhile investing additional funds in City wells if chlorides are already present. He felt
money invested in wells should provide a quick payback.
,'.,0
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Mr, Baker stated the problems needing to be addressed regarding City wells are the
THMs. Mr. Smith indicated this year, staff will decide whether or not to continue with well
water production. '
. .
,.
. Mr. Smith reported staff's work to clean up stormwater requires them to deal with
the City's infrastructure. Ms. Deptula reported stormwater funds have been budgeted for a
number of activities Including a portion for cleaning under Environmental and a major
portion assigned to Capital projects. Mr. Smith indicated tasks that help water qualities
include street sweeping and cleaning debris found in ditches. Ms. Deptula noted
Environmental is experienced with water shed management. She referred to Volume 2;
programs funded by storm water fees.
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, ;
Commissioner Berfield suggested placing stormwater funds in Environmental to
. expedite the clean up of the water. Ms. Deptula indicated that action would seriously
impact on the general fund.
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Marine
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Bill Held, Harbormaster, reported 95% of the Marine Department goals had been
met. . The Marina Building will be completed within two weeks and all of the beach guard
towers will be in place next week. Fishing has been terrific at Pier 60 and the activities at
the Sailing Center have been upgraded.
. '
-',.'0
minSP08b.94
22
08/11/94
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Mr. Held reviewed his department's ten goa's for next year. He projected a 5%
increase in customer satisfaction at the Sailing Center to 78 % and a 5 % increase in that
facility's revenues. Regarding Marina Operations, Mr. Held indicated goals include: 1)
providing 97 % of dock repairs, piling replacements and buoy replacements inhouse 30% of
the cost of an outside marine contractor: 2) achieving a boat slip vacancy rate of 30 single
boat slip days for the 5,400 commercial and private single boat slip days: and 3) increasing
transient vessel slip rent revenue at a level of 1 % or higher over the previous year. He
noted department goals to achieve an average of less than four minutes per single vessel
drawbridge opening for Clearwater Pass Bridge and improve motorists' satisfaction by 5%.
Mr. Held reported the department seeks to improve beach users' satisfaction by 5% and
upgrade beach guards' proficiency by 10% by having all full-time guards acquire
certification as "First Responders" to medical emergencies. The Marine Department will
attempt to improve customer satisfaction to the "excellent" level by 5% at the Pier 60
facility.
Commissioner Thomas express&d concerns the budget does not address expenses
that will occur when the Clearwater Pass Bridge is closed. down. Ms. Deptula noted the
proposed budget covers expenses through September 1995 and indicated present plans
estimate the bridge will be closed in December 1995 or January 1996. Commissioner
Thomas recommended the City use trolleys to move people then. The City Manager
indicated those proposa's win be included in next year's budget. Commissioner Thomas
stated lead time is required when ordering trolleys. Mayor Garvey indicated the ordering of
trolley's should be part of a separate decision.
Commissioner Thomas indicated the Clearwater Pass Bridge has a revenue debt
service and questioned the total debt service remaining on the bridge and its due date.
Ms. Deptula indicated funds are presently available to repay the debt service. She
explained the City is now recovering the costs of acquiring right-ot-way for the
construction of the bridge's replacement and have not defeased the bonds.
Commissioner Deegan questioned how close the Sailing Center building is to being
self sufficient. Mr. Held indicated staff is working on ideas to increase the facility's.
revenues. Commissioner Deegan questioned the long range business plan for that facility.
Mr. Held reported the Sailing Center Committee has been reactivated. Commissioner
. Deegan indicated' a long term business plan was required for the Sailing Center to secure
and maintain its self sufficiency. Commissioner Thomas questioned if alcohol was
permitted to be served. Mr. Held indicated alcohol could be served inside the building.
Commissioner Deegan suggested marketing the building but not by placing signs on the
marquee. Commissioner Thomas agreed.
City Clerk
Cynthia Goudeau, City Clerk, indicated most Clerk Department activities are
required by law. Ms. Goudeau reported department goa's inc\ude completion of action
agendas by the end of the next work day 92% of the time and distribution of minutes of
regularly scheduled Commission meetings to the Commission within seven days of the
minSP08b.94
08111/94
23
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meetings 95% of the time. She stated the other goal is to improve the rate of customer
satisfaction by 5% over the baseline. She said the department is working to address any
negative comments received. Ms. Goudeau reported her staff is excellent and tries to be
helpful.
Commissioner Thomas questioned plans to modernize the department's storage
methods. Ms. Goudeau indicated staff is reviewing new technologies and contacting users
regarding this need. Funds for this project are included in next year's CIP. She stated the
City Clerk's requirements are more complicated than the Library's needs. The optical disk
is not effective if networking is not available.
Commissioner Thomas noted technology provides the ability to store more
information in less space with fewer staff. He questioned plans for the department's
future. Ms. Goudeau indicated the new technology will reduce the space needs for
records. She felt the clerical needs of other departments may be reduced by this
technology but not the staffing needs of the City Clerk Department.
Commissioner Thomas questioned if the department can maintain the same quarters
with new technologies or if additional space will be needed. Ms. Goudeau reported space
in her department is tight but has been functional for years. She expressed concerns
regarding the need to provide a comfortable research area for citizens, the press, and City
staff.
,,0
Commissioner Deegan complimented the progress of the minutes and agondas and
the volume of paperwork prepared by the City Clerk Department. He questioned how the
City can ask the Supervisor of Elections for more space on November's ballot. Ms.
Goudeau indicated the Supervisor of Elections is responsible for tabulating results and
, providing the ballot list, voting equipment, and setting limits to the ballot.
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Commissioner Deegan questioned why constraints were placed on the ballot's size.
He requested a message be forwarded to the Supervisor of Elections that the City will not
accept an excuse, that no room exists on the ballot. Commissioner Thomas felt it was the
legal responsibility of the Supervisor of Elections to serve the City. The City Clerk
indicated she would research the constraints.
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Commissioner Thomas questioned what would happen if Commission salaries are
changed. Ms. Deptula indicated the budget would be adjusted to reflect the increase.
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The City Manager reported City Commission expenses are listed as non-department
in the General Fund. She referred to a list of current memberships and subscriptions.
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Ms. Deptula reviewed budgeted payments to outside agencies. Commissioner
Fitzgerald questioned the contribution of $10,000 to the Bombers in light of recent
complaints about a nonpayment problem. Mayor Garvey recommended the item remain in
the budget until the Bombers can present their report.
"0
minSP08b.94
24
08/1 1/94
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Commissioner Berfield questioned the $500 donation for Partners in Self
Sufficiency. The City Clerk stated the funds were for minor supplies and clerical support.
Commissioner Deegan questioned if the program has been expanded. Mayor Garvey and
Commissioner Deegan requested an accounting of these expenditures.
Commissioner Berfield questioned why expenses for the Sister City program were
listed in two places. Ms. Deptula indicated membership expenses are listed separately
from the line item covering hospitality gifts and in-kind donations.
Commissioner Thomas recommended discussing the list of current memberships
and subscriptions. He questioned the cost of the Florida League of Cities. The Mayor
indicated the membership fee was based on the size of city and has not increased for
many years. The City Manager reported Clearwater receives support services such as
mailings and legislative assistance with City membership.
Commissioner Thomas referred to the Tampa Bay Regional Planning Council
(TBRPC). Commissioner Fitzgerald indicated membership in TBRPC is mandated by the
State.
.'"
Commissioner Thomas referred to the membership in the National League of Cities
and questioned if it duplicated information the City receives from the Florida League of
Cities. Mayor Garvey explained membership provides staff with access to information
regarding federal issues. Ms. Deptula indicated the National League of Cities provided the
City with information on cable and FEMA legislation.
,:,'0
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Commissioner Thomas questioned if memberships in the leMA, Florida Innovation
Group, US Conference of Mayors, Town Affiliation Association, an9 Cable TV Information
Center. Ms. Deptula indicated these memberships are needed.
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Commissioner Thomas questioned membership in Florida Beaches and Shores. Mr.
Baker suggested, as a coastal city, this organization is important to Clearwater.
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Commissioner Thomas Questioned membership in the Suncoast League of
. Municipalities. Commissioner Fitzgerald stated he often deals with this organization.
. ~. .
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Commissioner Thomas questioned the fee for the Florida Legislature. Ms. Deptula
indicated it covers the cost of the on.line computer system with Tallahassee.
Commissioner Thomas noted the Florida Orchestra is in financial trouble. Ms. Rice
stated the Orchestra sent the City information and indicated the size of the City's donation
was increased two years ago.
~~ +. ,
",
Commissioner Berfield noted the expenditure for a Clearwater advertisement. '
Mayor Garvey said the advertisement was published in the newspaper once a year.
Commissioner Thomas felt it was valuable to advertise "This is Clearwater." The City
" Manager agreed to charge the advertisement to public relations.
"
'0
minSP08b.94
25
08/1 1 194
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Commissioner Thomas questioned if the advertisement with the Florida League of
Cities was a waste. Mayor Garvey indicated the advertisement was placed in the
convention issue. Commissioner Thomas felt it is an ego issue. Mayor Garvey noted the
advertisement underwrites the cost of the magazine. The majority agreed to continue the
advertisement.
Commissioner Thomas questioned expenses for the delegation luncheon. The City
Manager indicated the City provides a breakfast or lunch for the Pine lias County delegation
during the legislative session.
City Administration
Commissioner Deegan questioned how much the City Manager cut from the
departments' requested budgets.
Commissioner Berfield questioned the nine percent increase in Community
Response. Ms. Wilson, Budget Director, stated last year was the base year for this new
operation and a budget was not established. She indicated staff is learning what it takes
to plan and report according to this model.
, Deputy City Manager Kathy Rice said most expenses relate to internal services and
expenses for computer software and messenger services. Commissioner Barfield
questioned if staff has control over these costs. Ms. Wilson stated they did. She
indicated when the offices are relocated, there will be a larger building charge.
Commissioner Thomas indicated he has received calls regarding garbage cans
permanently left curbside. He questioned if the Code requires residents to move them.
Mayor Garvey stated that was not in the Code. Commissioner Thomas requested this
issue be agendaed for further discussion. Ms. Rice indicated she would work with the
Solid Waste Division regarding this problem.
. . Eleanor Breland, Director of Human Re,lations, report.ed an ADA complaint from a
wheelchair rider forced to travel in the street when trash barrels are left by the curb. She
noted trash barrel removal is not covered in the Code, but requested the barrels be tagged
with a request to remove them at the end of the day. Commissioner Thomas agreed
c'omplaints regarding barrels' have increased.
Commissioner Deegan referred to Human Relations' goals. Ms. Deptula indicated
plans include a presence in North Greenwood once a storefront location is identified.
Commissioner Deegan suggested the service move in with the Clearwater Neighborhood
Housing Authority.
Commissioner Deegan referred to the Human Relations/Compliance Program and
noted one equal opportunity compliance position remains unfunded. Ms. Breland stated
the position is not filled even though it is listed under personnel. The department is trying
to operate without it. Commissioner Deegan questioned if the position was included
. because of federal funding. Ms. Breland said no. Ms. Rice reported the position was
funded one year when a special person was available. She did not think the position is
. minSP08b.94
08/11/94
26
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needed but noted the Community Relations Board had requested it remain. She stated it is
not funded because the City has not identified a need for that position.
Commissioner Deegan expressed concerns regarding an increase in cases due to
ADA regulations. He suggested retaining the position and recommended locating an
alternate funding sources. Commissioner Berfield recommended determining funding
sources before the need occurs.
Commissioner Deegan suggested the $150,000 proposed funding the Summer
Youth Program be decreased by $50,000 to provide additional monies for other youth
programs. Ms. Breland indicated the program experienced trouble during the first two
years because they did not have enough staff and needed additional counselors.
Commissioner Berfield questioned if the time sheets of Summer Youth Program
participants could be faxed to a central location. Ms. Breland indicated she was advised it
was a bad accounting practice and could result in too many audit exceptions.
Commissioner Deegan recommended establishing an ideal program size.
....
Commissioner Deegan noted all questions regarding internal audit revolve around a
charter review discussion. He referred to the City Manager's first goal regarding reducing.
the management to staff ratio. He stated 1,623 cannot be used as the number of
employees. He felt the indicator establishing the number of management employees (as
defined hi category Official and Administrator in the Affirmative Action Report to EEOC) as
nine percent of total employees was too high a target. Ms. Rice reported staff will correct
the indicator used to define a manager as a division head and above.
Commissioner Deegan questioned the total number of Full Time Equivalent positions
(FTEs). Of the 25.8 new City positions, he questioned how many were already authorized
due to approvals of other matters. He noted increases to the Library, Gas, and Recycling
staff. He questioned why two additional employees were needed in Solid Waste. Ms. Rice
reported an administrative support manager had been moved to Solid Waste. Ms. Deptula
referred to Budget volume ii, page 51. Commissioner Deegan requested further
justification for those two additional positions.
. ,
.. .
. Ms. Deptula indicated staff reviewed the numbers. One position was added in
Internal Audit. Ms. Wilson noted 1.2 FTEs were added to coordinate midnight basketball.
Commissioner Deegan questioned why the program is not designated permanent when it
has been operating for two years. Ms. Rice indicated staff listed the program separately to
highlight it. Commissioner Deegan noted the program has not been approved for next
year. Ms. Deptula reported the program was featured in the Parks &' Recreation budget.
.,....'
Commissioner Berfield recommended the use of italics to emphasize programs not
approved until the City Commission does so specifically. Based on the way it is included in
the budget, Ms. Deptula stated it would not come back for discussion. Commissioner
Berfield indicated it appeared the program was permanent and questioned if that was
justified. Ms. Deptula stated it will be approved as part of the budget every year. She said
it could be flagged so it is not spent until it comes back before the Commission. Mayor
Garvey felt Midnight Basketball was a worthwhile program.
o
minSP08b.94
27
08/11/94
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Ms. Wilson indicated two new positions are to be filled. Ms. Deptula identified
them as Internal Auditor and City Attorney. Commissioner Berfield questioned if
compensation for the Internal Auditor and City Attorney will be coming back to the
Commission for approval.
Commissioner Thomas referred to the City Manager's goals and questioned the
number of employees per 100 residents and why only general fund employees were listed.
Ms. Rice indicated staff used FTE in last year's goals and thought it would be confusing if
they changed the terminology. Commissioner Thomas indicated this was an area on which
he wanted to focus. Ms. Deptula said she would come back with a list of programs
absorbed by the present level of employees.
Commissioner Thomas felt between 10% and 20% of the workforce can be
reduced and the same level of service provided. He said his goal was to reduce the $10Q-
million payroll to $80-million or $90-million and maintain services. He noted significant
compensation is paid to executives who make significant contributions to the City's
organization. He wanted the City Manager and City executives to participate in a bonus
program where compensation reflects the bottom line. He encouraged the adoption of
reverse profit sharing to encourage staff to use equipment longer and enable it to be
purchased less frequently. He requested goals be recreated to encourage a major
reduction in payroll with fewer employees, not by paying people less. .
o
Commissioner Thomas recommended using the reserve to lower taxes but retain a
reserve of 100% if the City should be hit by catastrophe. He wanted these changes to
occur rapidly and a significant cost reduction to occur. He recommended sharing the
savings with management.
. "
Commissioner Deegan referred to the fifth goal which discusses the implementation
of four incentive programs without saying there will be a reduction in the number of
employees. He indicated the City has been working for two to three years on "rightsizingll
. the organization while maintaining productivity. He did not think the Commission was in a
position to demand a reduction in the number of employees. He indicated hard data was
needed and not just a gut feeling. An analysis of staffing needs can now be accomplished
since a specific list of productivity measures to be used for comparison has been produced.
Commissioner Thomas' said it was all part of a puzzle. He indicated head counts are down
because of the number of contract personnel hired. Commissioner Deegan agreed all
pieces have to come together but he did not know what a realistic number is.
Commissioner Thomas felt strong goals were required to get there. Commissioner Deegan
said the City has proved it can raise the level of service and productivity while maintaining
the same head count.
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, Commissioner Fitzgerald questioned if staff reorganization will resutt in a savings of
money or people and how that savings can be identified. The City Manager indicated she
did not have hard numbers but reported the elimination of highly compensated positions
such as Public Works and Administrative Services Director. Ms. Deptula promised to
calculate the results of reorganization.
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minSP08b.94
28
08/11/94
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Commissioner Deegan questioned how many were promoted as a result of the
reorganization. Ms. Deptula indicated some received title changes but no change in
compensation.
Commissioner Deegan questioned if any of the Commission's requests had not been
addressed today. Ms. Deptula indicated all priorities mentioned by the Commission were
addressed in the budget.
Harborvtew Center
Commissioner Deegan noted the Harborview Center will require somebody to
market the facility. He felt it would be more honest to include that position in the original
budget rather than adding it later by budget amendment. Mayor Garvey expressed
concerns that no money for this position was included in the budget. Ms. Deptula
indicated if the Commission approves Phase II, the building will not be completed for a
year. Mr. Baker agreed it will take a year from the time Phase 1) is approved until the
building is completed. Commissioner Deegan requested this issue be included in a future
agenda so the Commission can reach a decision within the next year. Ms. Deptula
indicated funding is included in the CIP.
Mr. Baker suggested hiring someone for that. position by mid January to assist with
plarming the facility. Commissioner Thomas questioned if there was any reason why this
issue cannot be brought before the City Commission for approval within the next month.
Ms. Deptula indicated money is included in October's budget and no decision should be
approved until October. Consensus was to agenda this item for the first meeting in
October. The City Manager recommended the City contract the Center's management
through an RFP. She indicated staff could assess interest by October. She suggested
establishing 'the- Harborview Center as an Enterprise Fund. She expressed concerns that it
be self-supporting. Commissioner Deegan stated no one disagrees with an Enterprise
Fund. He suggested the building's operational fund should be included in the FY 1994/95
budget the Commission approves. He indicated the general fund could subsidize the
, Center initially. > Monies used would be paid back from the Enterprise Fund. The City
Manager indicated the General Manager position would need to be funded for three~fourths
of the year.
The Mayor suggested hiring the manager after the building's design is finalized. Ms.
.F~jce indicated one person involved with the total project would provide needed continuity.
. Commissioner Deegan requested a manager with fringe benefits and 10% override
. be included in the budget. He indicated revenue from Stein Mart would be designated for
this fund. The Commission members agreed the building's net income should be retained
. by the fund for improvements and to address the issue in October.
The Budget Meeting recessed at 4:45 p.m.
minSP08b.94
08/11/94
29
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