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08/20/1993 <~t\,~. ,'.,. , ': . , . . , , ~, . ,J-, " j , ,', .,:. l '. :..1...' ~" . '. 'l,' , ~"r,'''','.,:':..::-"..v: "::., ..,,:., .:."'.< .'':'',:.'..' ".,"< ','1 ',' , .' . ., o. ..'... .', '. '.' .. ~ >(", .ul , .0.......... WORKSESSION City Commission Worksession Minutes .'. ~:> Date ~ :' Budge:! SessIon -1- so , I ..........,1 a:2j';',." :',:. .p}:\~;/:', ,': . :.....~..., . , .1. < '. ~ ,'. .: :\~' ~ CITY COMMISSION WORK SESSION Budget Session August 20, 1993 The City Commission of the City of Clearwater met Friday August 20, 1993, at the East Library with the following members present: Rita Garvey Arthur X. Deegan, II Richard Fitzgerald Sue A. Berfield Fred A. Thomas Also present: Louise Riley Brenda Nixon Bob Wright Dan Moran Elizabeth M. Deptula Tina Wilson M.A. Galbraith, Jr. Cynthia E. Goudeau Mayor/Commissioner Vice-Mayor/Commissioner Commissioner Commissioner Commissioner - Arrived 10:07 a.m. Budget Advisory Committee Member Budget Advisory Committee Member Budget Advisory Committee Member Budget Advisory Committee Member Assistant City Manager Budget Director City Attorney City Clerk () The City Manager was called away on an emergency and Ms. Deptula was Acting City Manager. ITEM # 1 ~ Call to Order The meeting was called to order at 10:04 a.m. ITEM #2 - Comouter Information Services Presentation Laura Chase, Computer Information Services (CIS) Manager, stated the long range plan should be looked at as a purchasing guide. She said over the last five years, CIS has gone from 21.8 full time equivalent (FTE) positions to 16. Three of those positions were transferred to the Police Department. The remaining positions were deleted. She said in that same five-year period, computer users have increased from 95 to 600. Also, during that time, additional responsibilities for the CIS Division included personal computer networks, hardware repair depot, and training. She reviewed the history of computers in the City and stated a migration has occurred from the main frame computer to mini computers and personal computers. She said a unified approach to desk top computing is needed and they are considering Novell Networking and a standard software package. She said all the systems can talk to each other or access each other. She reviewed the major systems: payroll; the utility billing system; and the financial system. , '---- minwsbu08 b.93 , 08/20/93 4tl\:.' :" ,}~~ < > , ' <..-'" Ms. Chase said, in the future, CIS recommends replacing the oldest hardware, working with the Police Department to determine its needs and develop a fivewyear computerization plan, to expand training, and to evaluate the payroll platform. She said issues to be determined include whether to pursue a geographic information system and to evaluate the cost and personnel needed for same, clustering PC's and a consolidated City Hall, and the installation of a wide area network. She said the computer industry is on the brink of a new revolution and chips soon will be available that are two to four times faster than present technology. She said a 1 a-month hold has been placed on most expenditures for computer hardware and software. The goal is to research options and to choose a new standard for the City. She said some short term impacts would occur while software cannot be upgraded. Ms. Chase reviewed the buildings that currently have "backbones" that allow local area networks to communicate with each other. Brenda Nixon, of the Budget Advisory Committee, questioned what effect delaying proposed purchases of hardware for the Legal and City Clerk Departments might have. Ms. Chase indicated those areas cannot run current applications and those purchases should go forward. In response to a question, Ms. Chase indicated equipment from departments with purchases proposed in next year's budget can be used in other departments. \ 'h"} 'T~~ Ms. Nixon questioned the Parks & Recreation Department's need for the WaveLan computer. Ms. Chase indicated this is a registration and scheduling system with a long term goal of permitting registration for all programs at any recreation facility. Currently. participants must go to the City Hall Annex for a Parks & Recreation card. Art Kader, Assistant Parks & Recreation Director. indicated the system is also needed to identify residential and non-residential users. Commissioner Thomas expressed concern regarding the direction the City was heading and questioned if the City had every considered contracting out payroll. It was indicated this had been studied and had not been found to be cost effective at that time. It was indicated when a new study is done, that suggestion will be reviewed again. Commissioner Thomas also requested that the City look at Florida Power handling the City's utility billing. Discussion ensued regarding the direction the City should go with Commissioner Thomas expressing concerns that the departments have never been asked to define the tools they need to run their departments, He said he wanted all department heads to indicate what they want accomplished, to identify any interrelationships needed, and to come to the City Commission in 60 to 90 days to report what they require to achieve what needs to be accomplished. Commissioner Deegan stated this has already been done. He said the five-year plan has not just sat there as it has been updated every year. He congratulated Ms. Chase on her efforts. Commissioner Deegan felt the recommendation to "hold our breathl1 regarding computer purchases was important. Commissioner Thomas felt it was time the City focused on true needs. Discussion ensued regarding this with the majority of the Commission indicating they felt this was being done and the City Manager and staff were doing a very good job. Commissioner Thomas expressed concerns the City Manager wanted to stall computer purchases. It was <-./ minwsbu08b.93 2 08/20/93 ," ~~':,'< T.. ~"...: ,c: . 11:.: \ <,' . .~ indicated he was not stalling but was taking the time to fully evaluate the situation and identify needs. Jeff Harper, Administrative Services Director, indicated CIS had surveyed the departments regarding their needs. He said it is extremely expensive to do everything at once and noted the process is evolutionary as new technology becomes available. He stated the City's current system works fairly well. Ms. Deptula requested Commission direction. The Mayor indicated she was satisfied with the planning for CIS. Commissioners Berfield, Fitzgerald and Deegan indicated they wished to read and review the information presented today. Commissioner Thomas questioned if the Legal Department had reviewed all of the data bases available. Mr. Galbraith indicated he knew of two major systems. He said the department has Westlaw accessible through modem. In response to a question, he ' indicated he had not seen a need for both data bases. , Commissioner Deegan questioned when the decision was made regarding the need for CD.ROM. The City Attorney indicated that decision was made after the entire Florida Statute became available on disk. Searches will be much easier. Commissioner Thomas expressed concern that department heads are making decisions before the Commission. Discussion ensued regarding this with some Commissioners stating the City Manager's job is to make these decisions. Ms. Nixon ,""~' expressed her opinion that City Manager is not given much flexibility when he is directed \t-r"') to have no increase in taxes. Further discussion ensued with the majority of the Commission indicating they felt the current process was working. The meeting recessed from 11 :59 a.m. to 12:09 p.m. ITEM #3 - BUQget Advisorv Committee Mr. Wright, Ms. Riley and Mr. Moran expressed their opinion that the number of members should remain at five. They felt a larger number of participants would be unwieldy. Ms. Nixon indicated she would prefer seven members. Discussion ensued regarding the current Mission Statement, with opinions being expressed that the Budget Advisory Committee (BAC) could accomplish more. A report Mr. Regulski had submitted regarding privatization was addressed and it was felt that it would be appreciated if the City Commission responded to such recommendations. Concerns were expressed regarding the timing of the SAC's receipt of the proposed budget. Ms. Deptula indicated the budget process was changed this year with the City Manager's authority to make decisions regarding internal options. She said in previous years, BAC recommendations to the Commission regarding program options had been requested. Commissioner Thomas recommended the BAC and City Commission meet more often. He suggested the SAC revisit their Mission Statement and determine their belief in \..-/ minwsbu08b.93 3 08/20/93 The meeting recessed from 12:55 to 1 :20 p.m. .'~ it. If they feel it should be revised, they need to identify and recommend changes. He said the City Commission and BAC needs to reach an early decision on how to do next year's budget. Discussion ensued regarding quarterly reviews with a concern raised that decisions are made before the BAC receives the quarterly budget updates. Ms. Deptula suggested the SAC needs to meet more often during the time when budget amendments are prepared. Further discussion ensued regarding the SAC's role. Some felt better communication was needed between the Commission and their appointees. Consensus was that the Commission and BAC attempt to meet on a quarterly basis coordinated with the quarterly budget reports, that the 8AC be requested to review their Mission Statement and return to the Commission with recommendations, and that the SAC review and recommend needed changes to the budget process. Further discussion ensued regarding the BAC wanting to know what action is based on their recommendations. It was agreed the Committee needs to be informed regarding decisions based on their recommendations. Ms. Deptula addressed soma housekeeping items saying the September 13, 1993 Work Session had been rescheduled for September 14, 1993. As the Chambers are not available, the meeting will be moved, possibly to the Large Conference Room. It was agreed the meeting should be held in the Main library due to the need for citizen access. .;;, > I <......,,!" ITEM #4 - Police Ooer8ting Budget Chief Klein reported their budget shows an increase of 6.7% over last year, and contains the 3% increase included in the union contract. He said no additional positions are requested. In response to a question regarding why the Police Department is again investigating minor calls for service, the Chief indicated citizens have complained about lack of response. Regarding overtime, the Chief said he could present a detailed analysis but noted most overtime is impacted by time needed for added court appearances due to enhanced traffic enforcement. Ms. Deptula indicated most of this expense is offset by ticket revenues and said it would be good if that were shown clearly. The Chief said the preliminary report regarding take home cars has been completed and a policy decision is needed for greater accuracy. In response to a question, the Chief indicated all details regarding take home cars are being reviewed. Regarding the accident rate, he reported the City is working with the city of Largo to build a driving track. A question was raised regarding the 21 % expenditure increase under "Other Operating." The Chief indicated those expenses are for contractual services as crime scene processing has been contracted to Pinellas County Sheriff's department. Regarding this contract, the Police Chief indicated conducting these services in-house would result in significant costs as additional personnel would be required. He said the Department has been well pleased with the level of services provided by the Sheriff's department. Discussion ensued regarding the Canine Unit. It was indicated the trained German dogs are guaranteed and worth their $3,000 cost. '0 minwsbu08b.93 4 08/20/93 , ~. ~ . . ' . .' .'. I . ~ ' . ' "M ~ + ,..,. , ~"'+t, J ,C,C . ,. '~' ~ C r ' j~ A question was raised if the Assistant Commander position was still required. The Chief indicated it was. Regarding the neighborhood response program, it was indicated this program would not necessarily be located in the Police Department. Commissioner Deegan expressed concerns regarding Goal #4, saying that assigning bodies was not a goal as it does not include results orientation. The Chief said he would develop a goal for this. Concerns were expressed regarding Goal #8, the visibility of the Police. It was noted the pilot program was slated for 1 2 months and which is too long for a pilot project. Ms. Deptula indicated that goal will be rewritten to limit the program's length with a written report for to the Commission. .,,,~:,~ ~. r "~"l"' Discussion ensued regarding citizens' complair,ts regarding lack of response. It was felt that more face to face contact was neede,d with people who call for services. Concern was also expressed that people call for reports that do not oxist. The Chief indicated each officer is responsible for deciding if an incident warrants a report. He indicated the Police Department is reviewing patterns of crime and concentrating on felonies. He stated the new Computer Aided Dispatch (CAD) System can generate reports even if an official police report is not generated. Discussion ensued regarding the new CAD system. It was indicated the Commission will make a final decision regarding the entire Police package. Currently $1.4-million has been designated in the Capital Improvement Project for the Police computer system. Commissioner Deegan felt the budget should include a goal to reduce the number of accidents. Chief Klein stated the statistics in the report are flawed and the accident rate and number of miles driven listed were not accurate. He said some accidents are not the fault of the officers. Discussion ensued regarding a goal to reduce crime. The Chief said it was difficult to measure how much crime is prevented. It was agreed that a crime reduction goal should be included for the patrol division. Commissioner Thomas questioned if the Police Chief agreed a new Police facility was required. The Chief agreed. The Assistant City Manager indicated if the consensus of the Commission was for the City Manager to look at a new Police facility, she requested staff be given 30 days to return with a recommendation. Commissioner Fitzgerald said he might be agreeable to a feasibility study but felt it should not be a decision making issue at this time. Commissioner Deegan said he had strong feelings against moving the Police headquarters out of downtown. Mayor Garvey agreed a new Police station is needed but not immediately. She said she would defer to the Chief for his recommendation regarding its location. The consensus of the Commission was for the City Manager to come back with a report regarding a new Police facility. Commissioner Thomas requested that training be included in the overall study. Ms. Deptula indicated all of the issues would be considered. .......J minwsbu08b.93 5 08/20/93 . 't . " . I .' I .... . , . ~~.<~'.. ~.' ,": , ......." Commissioner Thomas expressed concerns regarding the Public Information Officer's $60,000 salary. The Chief indicated the position is vital to the Police function. Commissioner Thomas thought the Chief could talk to the press and that $60,000 could be invested in training. He questioned if the Public Information position was the best use for $60,000. The Chief felt investment in the position was the best way to spend the $60,000. Discussion ensued regarding the need for $300,000 for laptop computers for the Officers. The Chief indicated this system will be reviewed in the RFP for the entire Police computer system. Concerns were expressed regarding reports being generated that were not needed. It was indicated these reports are sent to Tallahassee. Traffic Engineering needs the accident report data. In response to a question regarding dead spots in the radio communications system, it was indicated the Police Department is working with General Services to resolve this problem. The meeting recessed from 3:27 to 3:36 p.m. ITEM #5 ~ Public Works Ooeratin9 Budaets " irl f,:;;,:tf A question was raised regarding whether the Solid Waste issue was included in the budget. It was indicated the pilot project for recycling had been completed but recycling had been continued in order to not lose momentum. Ms. Deptula said upon awarding the recycling contract, a recycling fee will be added to the utility bill and the service will pay for itself. Paul Nystrom, Administrative Support for Public Works, indicated this will be a separate Enterprise Fund. Discussion ensued regarding the Solid Waste collection system and the wear and tear on the trucks. Concern was expressed that drivers might be abusing the trucks by driving and dumping garbage too quickly in order to go home as soon as their routes are completed for the day. Bill Baker, Public Works Director, indicated the sanitation truck drivers have the toughest jobs in the City. He said the drivers give' a fair day's work for a fair day's pay. Bob Brumback, Utilities Director. felt deeply that the task system established for the Sanitation drivers is not detrimental. He said most trucks last five years and the City's trucks last seven. Commissioner Thomas questioned how a system would be created that reduced costs and maintained the same level of service. He recommended the workers share responsibility for the cost of running the business and share in any resulting savings. It was indicated this is being looked at. Further discussion ensued regarding the current operations. It was indicated the City of Clearwater provides much better service than private contractors. Commissioner Thomas reiterated his desire to have workers permanently assigned to a truck and have them share in any savings. -.......; minwsbu08 b. 9 3 6 08/20/93 . ~ , . . . ' " . "'" " {~~<:;. . ',' t'~ I Discussion ensued regarding the stormwater utility. Commissioner Thomas expressed concerns that the public had been misled regarding the $3 fee. It was indicated it was a Commission decision and that part of the fee goes toward paying for stormwater work that had been previously funded through the General Fund. It was agreed the public needs to know mora about the stormwater utility but it was felt no disservice had been done to the public. Commissioner Thomas questioned what projects in the budget would truly begin to solve the water quality problems. It was indicated these projects are in the Capital Improvement Program budget, Tom Miller, Assistant Public Works Director Environmental, presented a general overview of the program and reported that storm water fees pay for ditch and street sweeping activities. He said part of the misunderstanding is the City has not known the extent of the pollution problems. A report is being finalized based on current data. Staff will then focus on what needs to be done, In response to a question, Mr. Miller indicated there would never be a point where one could say the water quality problem is solved. He indicated within the next several years, the watershed plan should be completed with projects that can be implemented. (;'" \ "'/~--;tl In response to questions regarding existing development, it was indicated the City cannot enforce certain codes. Mr. Miller indicated a storm water ordinance to be developed within the next year may include retrofitting. A question was raised regarding whether undeveloped property was being identified for conservation. Mr. Miller indicated several areas are being considered and the Environmental Advisory Committee has requested this be done. The Kapok Mobile Home Park and the Maple Swamp area by Plumb School were identified as some properties being considered. Regarding the infrastructure division, Gardner Smith indicated they have downsized and streamlined the division. He said within the next two years, all ramping to meet ADA will be done in-house. Discussion ensued regarding the water supply. Mr. Baker indicated all preliminary reports show the City does not have a sufficient brackish water supply. City staff continues to look at this issue. He said rehabilitation of wells is ongoing. Commissioner Deegan requested giving this project a higher priority. It was requested a goal of parking on Cleveland Street be added to the Traffic Engineering Division's goals. Commissioner Barfield questioned using summer youth employment students for collecting traffic data. Pater Yauch, Traffic Engineer, indicated that responsibility needs to be assigned to interns. Regarding Traffic Engineering's goals on page 213, Commissioner Deegan indicated a target was needed for the first goal regarding linear pavement markings. Regarding the second goal, he questioned how many street signs there are. Mr. Yauch reported 144 signs. Regarding the third goal that refers to identifying roadway sections where driver guidance could be improved, Commissioner Deegan questioned how many of these sections there are. Mr. Yauch indicated the first task is to identify where guidance will be beneficial. .-.-/ minwsbu08b.93 7 08/20/93 . . .' '''. ' ., ~ .' '. . r . . ~{;~:\:\. :". .,......' ' . ' .' , ....c .:, .~ Regarding Environmental's goal on page 225, Commissioner Deegan stated the goal has to be to get agreement from the other agencies for the mid-Pinellas interlocal agreement. Mr. Miller indicated it has been difficult for the City to get a total agreement in its dealings with three or four other agencies. Discussion ensued regarding Tampa Bay Estuary program grants. If any are available, staff was directed to apply for all feasible grants. Commissioner Thomas questioned the holdup regarding Cleveland Street. Mr. Yauch indicated the City is waiting for a report from the Florida Department of Transportation (FOOT). Commissioner Thomas questioned if it was possible for the City to create its own brackish water supply. Mr. Baker indicated that was probablv unpermitable but it is being looked into. Commissioner Berfield questioned Sunday collection of Solid Waste on the beach. Mr. Brumback indicated that request, made by the Chamber of Commerce, is being reviewed. Commissioner Berfield expressed concerns regarding plans to install lights at the Airpark. Mr. Brumback indicated the lights were being installed for safety, not to permit night flights. It was requested that the Code Enforcement Program be broken out as a line item. Ms, Deptula indicated funding for the Civic Center and Library will be added and the Police Department's lease purchase program will be adjusted. It was stated a CIP project for a "~.;\ new City Hall is included with round numbers of $1 2. 5~milJion to be partially funded by the (!\";I,t'> sale of the Sun Bank building. The balance of funding for the East End Project will be deleted. Concerns were expressed regarding not including the total costs of the City Hall project as furniture and other costs are not being included. Commissioner Fitzgerald and the Mayor thought the total cost of the project should be included. CommiRsioners Bertiald, Deegan and Thomas stated it is a two.year project and the additional funds can be included in next year's budget. Ms. Wilson reiterated the Geographic Information Services Capital Improvement Project has been moved out one year and the Softball complex has been moved out. Commissioner Deegan requested a copy of the budget advertisement. ITEM #6 - Adiournment The meeting adjourned at 5:21 p.m. -.....J minwsbu08b.93 8 08/20/93