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04/29/1988 `BUDGET WORK SESSION` April 29, 1988 The City Commission of the City of Clearwater met in the Main Library Meeting Room, April 29, 1988, at 9:00 A.M., with the following members `present`: Rita Garvey MayorCommissioner James Berfield ViceMayor/Commissioner `(arrived 1:30 P.M.)` Lee Regulski Commissioner Don Winner Commissioner William Nunamaker Commissioner `Also present were`: Ron H. Rabun City Manager Betty Deptula Budget Director Cynthia Goudeau City Clerk The Mayor called the meeting to order and the following items were discussed: The `Budget Director` reviewed the status of the budget process. She reported the rate reduction by Florida Power Corp., which resulted in lower franchise fees being paid, has been offset by increased use of electricity. Other impacts on the budget are lost federal revenue sharing and a cap on EMS funding. She did note the franchise fees are at 5% at the present time, and a 6% maximum is allowed. She stated the increases in taxable value are diminishing and that 34% of the general fund revenue is advalorem taxes. In response to a question, the Budget Director indicated we could prepare comparisons with other communities in Pinellas County to see whether they are tapping other sources of income. She stated the available balance in the surplus is $5,600,000. At first quarter, $73,395 were used leaving a balance of $5,599,000 or approximately 11.9% surplus. She stated, however, this needs to be compared to next year's expenditures in order to get a true percentage of surplus. It was questioned whether or not some of the surplus funds had been used for Executive and Police Department raises. It was indicated very little had been used for that purpose. Concerns were expressed that items come up each year that are special and then become a continuing expense. Bill Schwob, Chairman of the Pension Advisory Committee, reported the Committee had one general recommendation and that is the need for a priority listing of funds needed to meet public needs. He stated the Budget Advisory Committee has submitted a report and stated the recommendations were a result of a three  two vote. Planning and Urban Development Joseph R. McFate II, Planning and Urban Development Director, stated they had requested two enhancements in the budget. One, a Community Relations Technicians which would be paid for by a grant; and the other, a person to coordinate downtown redevelopment to be funded through Community Redevelopment Agency funds. He reported, having discussed this with the City Manager, there was a possibility the Downtown Redevelopment Coordinator would be expanded to include all economic redevelopment throughout the City, in which case the salary would need to be higher than that indicated in the preliminary budget. He also reported there is a plan to add Code Enforcement Inspectors at midyear 87/88. Discussion ensued regarding the proposed position for economic redevelopment, and it was stated it was felt a salary of approximately $45,000 a year would be needed. A projected budget for the Community Redevelopment Agency was submitted, and there is $386,874 available. The position for the economic redevelopment coordinator could be added and remain in budget. It was emphasized the plan for this position is only in the conceptual stage at this time. Further discussion took place regarding enforcement of the codes and the need to review the land development code and its enforceability. It was also emphasized that the new Code Enforcement Inspectors should be aware that they may be needed to work on weekends. Some concerns were expressed regarding the fee schedules charged for the various applications. It was suggested staff review them annually. The Planning and Urban Development Director indicated that a consultant was currently being recruited that would look at the overall permitting process and this would be considered also. The Planning and Urban Development Director reported the Police Department's need for 100 parking spaces needs to be addressed. He stated there is $200,000 in the Capital Improvement Project Budget for paving of the parking area. However, there is no property currently available on which to put the parking lot. He stated the CIP really should be $500,000 because of the need to purchase land for the lot. There was discussion regarding various properties that might be available downtown. In response to questions, the Planning and Urban Development Director indicated the vacant Dimmitt property would be expensive and would provide only 80 spaces. Another option was to use 1/2 of the Bilgore property; however, the Community Redevelopment Agency bought the site for future development. It was indicated that a temporary location was needed until a solution could be found for the problem. Questions were raised regarding the $400,000 per year that goes to PACT, and whether or not the City was getting reports. It was indicated the reports have been submitted. A request was also made for a report regarding how the 200 special event allocation is being used. Public Works William C. Baker, Public Works Director, reviewed the procedures for the Public Service Division and reviewed the various projects they have been involved in. He stated they have not asked for any new people for the past five years, and he is requesting no decreases be made in staffing. Consensus of the Commission was that they were not expecting reductions in the Public Works staffing except for the residential street sweeper. In response to questions, the Public Works Director indicated that through attrition he would be willing to try to operate with only five water inspectors. He also explained there had been a proposal for repaving of the East Library lot; but reevaluation of the situation found this was not needed. In response to questions regarding the difference between supervisors and superintendents, it was stated supervisors act as foremen and superintendents as managers. In answer to Commission questions regarding whether or not some of the supervisor jobs could be combined, Gardner Smith, Public Services Division Manager, stated currently they are stretched as far as they can; however, there are plans to downgrade a Superintendent II to a Superintendent I. Mr. Smith also reported that bids had gone out for a new street sweeper. Even though the one sweeper is being eliminated, replacement is still needed as it is for a vacuum unit, and the two remaining are both mechanical units. Commission direction was for the Public Works Director to work this out with the City Manager. Questions were raised regarding whether or not it is practical to subcontract out surveying a whole project needing to be contracted, not just the surveying portion. There was some discussion regarding new types of surveying equipment that could result in reduced manpower needs. The Budget Director indicated that, in the road and drainage millage, the proposed projects will result in a $120,000 shortfall if the millage rate is not increased or some of the projects eliminated. Discussion ensued regarding the $40 million CIP that will be needed for advanced wastewater treatment. In response to a question, it was indicated that a materials tester takes core samples of roads, sidewalks, etc. and it is not practical to contract out this work. Marina Harbormaster Bill Held stated he is recommending a decrease in employees at the bridge. Once a position is vacant, it will not be filled, and this will result in $22,0000 a year savings to the bridge fund. Discussion ensued regrading fuel sales at the Marina, and concerns were expressed that the City should not be in competition with private industry. The Harbormaster also reported that the main terminal dock will be completely rebuilt by the end of the fiscal year. A lot of savings has resulted from the City doing the work with City crews. A question was raised regarding the service station on the beach, and it was stated it was closed due to a lack of insurance. The lease needs to be examined as it calls for a fullservice station, and more revenue would result if the station could be selfservice. It was reported that admission revenues from Pier 60 are up over $250,000. Bridge revenue is down due to the closing of the bridge. One enhancement being requested is a transfer of CIP monies of $60,000 to place a slab at Pier 60. Commission consensus was this is a needed repair not an enhancement. Discussion also ensued regarding the need to address difficulties resulting when the Captain Anderson and Captain Nemo are running late in their schedules and conflict with scheduled bridge openings. It was emphasized that small boaters need to be aware they can go to the left or right of the span, and it was recommended signs be installed. Finance Dan Deignan, Finance Director, reported the Finance Department is making use of three parttime volunteers. The Department has absorbed three new functions without an increase in staff. He stated they will be coming forward with a request for software which will include a reduction in the number of Payroll Clerks. In response to a question regarding service to the pensioners, the Finance Director indicated that when people retire the calculations are difficult and they are considering helping them with this. It was requested it be investigated whether or not services for pension can be charged to the Pension Fund. Mr. Deignan stated the lease/purchase program is doing well.! The Commission recessed from 12:25  1:30 P.M. `Commissioner Berfield arrived at 1:30 P.M. Police Department In response to questions, the Police Chief indicated he would control overtime and debt service where possible. Discussion ensued regarding the parking facility and the police building as a whole. There were concerns of expending funds to construct the parking facility if, when the new city hall complex is constructed, the Police Department would at least be an accessory building to that complex. Consensus was to look for short and long term solutions. Discussion ensued regarding staffing and a question was raised regarding the percentage of sworn officers on patrol. The Police Chief indicated that 5.53% of the staff is for administration and support; 94.47% is operational. Sergeants are on the street and check reports; lieutenants would be involved in patrol operations in certain cases. The Police Chief reviewed his cost reduction strategies including differential police response, telephone reporting, crime scene investigation, special law enforcement fund, the use of grants, the civilianization of positions, problemoriented policing, extended vehicle replacement, certified officer recruitment, and a reduction in takehome vehicles. Staff is also looking for other areas where police aides might be used. The Police Chief stated the Countryside substation desk officer position will be civilianized. The five Police Service Technicians requested would cost approximately $115,302 for the year. In response to a question, the Chief indicated the optimum staffing would require 50 additional officers on the force. Discussion ensued regarding the staffing of the Police Department in various ways to increase the number of officers on patrol. Commission consensus was to look at the situation further and to consider completing the fiveyear civilianization plan in this year's budget and other means of increasing the police patrol force. Library Linda Mielke, Library Director, indicated that 2.3% of the City's overall budget goes to the library and that they are serving a very large segment of the population. She stated an enhancement in the budget is for books for the Countryside branch which will be opening this fiscal year. In response to a question, it was indicated it was expected that revenues from nonresident cards would go up due to the opening of the Countryside branch. Concerns were expressed regarding the cost for books and it was indicated that books range anywhere from $10  $150. Discussion ensued regarding the use of volunteers in the library, and the Library Director indicated there were volunteers being used at this time. Commission requested the Library Director consider other ways to use volunteers. Discussion ensued regarding the problem with children being dropped off after school, and the Library Director indicated guidelines are being compiled. Some concerns were expressed regarding the video tapes and how they are circulated. It was requested that an analysis of other libraries be done and what is included in their budgets. The Commission recessed from 3:30  3:35 P.M. Traffic Engineering Keith Crawford, Traffic Engineer, stated a quarter of the work done by Traffic Engineering is for other departments; 42% of the Traffic Engineering budget pays the streetlight bill. Regarding the Rockaway parking lot not paying for itself, it was indicated if the attendant parking was not continued at this lot, a Police presence would be needed. It was the general consensus that no reductions were expected in Traffic Engineering. Discussion ensued regarding Gas Tax Funds and for what purposes they have been used. It was indicated the Drew St. extension had been done with the gas tax money and that the Countryside Blvd. project was proposed to use these funds. Keith Crawford also indicated that the Landmark connector road is being proposed and has been moved up by the Road Review Committee. Building  Vic Chodora, Interim Building Director It was stated an increase in permits will cover the increase in the budget. Discussion ensued regarding combined inspections, and Mr. Chodora indicated he would look into it. City Attorney The City Attorney, Al Galbraith, stated he is not proposing any reductions in next year's budget. In response to a question, he indicated he does pursue legal fees in cases where he feels it is warranted. The Commission expressed a desire to set up policy to pursue legal fees in every case. The City Attorney indicated he felt the projections for funds needed for outside counsel was realistic, and in response to a question he stated he was not adverse to investigating the possibility of an outside labor attorney. The City Attorney also indicated the word processing equipment in the office is at a wearout point. It is becoming expensive to repair and parts are hard to find. He stated he is proposing a $5,00 a year, fiveyear program. Commission consensus was to consider it. The meeting adjourned at 4:30 P.M.