Loading...
05/03/1988 `BUDGET WORK SESSION` May 3, 1988 The City Commission of the City of Clearwater met at East Library, Tuesday, May 3, 1988, at 9:07 P.M., with the following members `present`: Rita Garvey MayorCommissioner Lee Regulski Commissioner Don Winner Commissioner William Nunamaker Commissioner (arrived 9:18) `Absent`: James Berfield ViceMayor/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: Fire Department Fire Chief, Bob Davidson, said there were no enhancements. Nick Lewis, Fire Marshal, reviewed what the department is doing regarding arson and convictions, the right to know law, and the false alarm ordinance. In response to questions, it was indicated that homeowners could help by notifying the Fire Dept. of any hazardous materials they may have. It was also suggested the State be requested to hold more Amnesty Days for disposal of hazardous materials by homeowners and that a program be set up for going out and speaking to the homeowners. A "Fire Watch" program was suggested. The False Alarm Ordinance is being reviewed as some difficulties have arisen regarding enforcement. A program using the County computer was reviewed, stating all occupational licenses issued have been input. This program notifies the Fire Department of any hazardous or flammable materials at the location of a fire prior to arriving at the scene. Priority establishments are being inspected at least once a year, and others every year and a half. Consolidated dispatching with the County is working well. The County of Pinellas has a unique situation in that they have mutual aid agreements whereby the closest unit can be dispatched to a fire without regard to which city the fire equipment and firemen belong. The Fire Chief also indicated the County is willing to purchase radios for the Fire Department in order for them to use the County's 800 MHZ radio system instead of the City's. It is being investigated whether or not the radios would be compatible with the City system. The EMS contract was discussed and it was indicated the County recognizes they have been subsidizing fire programs since 1981. The contract now will pay marginal costs for EMS, that is, the cost over and above what would be paid by a City for firefighting. The County will be paying the City 1.65 million until such time as actual earned compensation reaches that nt, point. It was indicated that, even if the City discontinued EMS, the eighteen firefighters would still be needed as the ity of City uses firefighters and EMS personnel in dual roles. The portion of the fire district that is in the County results in compensation to the City. In response to a question, it was indicated that volunteers are used in the Fire Department for Safety Village and other public relations programs. Explorers are going to be used for a fire hydrant maintenance program. The Fire Chief indicated the Fire Dept. is using civilians where possible. Personnel Personnel Director, Mike Laursen, in response to a question, indicated that assistance is provided to applicants as a lot of people are unaware of the jobs that are available through the City. He also indicated the 9.4% turnover in 1987 is not excessive. Questions were raised regarding the alleged problem with hiring of police officers. It was indicated that two years ago a physical fitness standard was established and the test was given to the Police applicants for the first time in April, 1988. Flexibility and rotation are tested and there is a failure rate of 50%. There are also problems in that the City is only notified of a Police Academy six weeks prior to it beginning, and there is a rush to fit everything in prior to the academy beginning. He stated there are 80 people in the process at this time. There are three levels of recruits: Recruit I has no experience; Recruit II has completed the academy on their own; and Police Officer has one year of experience and is certified. It was also indicated the test for Police Officer is given once a month. Discussion ensued regarding ways to streamline the process. In further response to the questions regarding assistance to applicant the Personnel Director indicated due to the new immigration law, there is now a new form that must be filled out by each applicant. Discussion ensued regarding the psychological testing, and it was indicated no one has failed the test. However, it was indicated that knowing that this tupe of exam would be given would discourage many of the applicants who would not qualify. The Personnel Department has requested one enhancement which would provide clerical staff for quicker processing. Discussion ensued regarding whether or no this was necessary. The City Manager indicated he wished to improve the performance rating syste in order to reward good employees with less reliance on cost of living increases. Utilities The Utilities Director, Cecil Henderson, reviewed the four divisions of the Utilities Department. He stated they are requesting an enhancement of one assistant comptroller as financial analysis requires monthly monitoring, and one individual cannot do these reports monthly. It was also indicated there is a project to renovate the building currently occupied by Project H.E.L.P., as the Utilities Department is running out of room in their building. In response to questions regarding the Water Division, Mr. Henderson indicated the City is directly affected by the County's need to replace water lines. He also indicated the City does not encourage the use potable water for lawn watering, in that for the greater amount of water used the higher the rate for that usage. A suggestion was made there be no sprinkling allowed during daylight hours. It was indicated there are two capital improvement projects, one for the Jones St. yard and one for the replacement of a subaqueous water main under Clearwater Harbor. A question was raised regarding the capacity of elevated water storage. The Utilities Director indicated he thought the City had 17 hours worth of water, but that 24hour reserve would be better. In further discussions, it was indicated that water line relocations due to road improvement have impacted the budget the past year. It was indicated a report regarding the longrange water supply and treatment of same would be provided to the Commission. Land for the treatment facility is in Countryside; however, due to the required advanced wastewater treatment program, this has been pushed back three years. In response to a question, it was indicated the water line replacement project is going well and is above the proposed goal. Reporting regarding the Gas Division, it was indicated that 50% of the revenue from the Gas Division comes from customers outside of the City. It was also indicated that onehalf of the Jones St. yard capital improvement project would be paid for by the Gas Divison. The new mains and main extensions are being funded from the Bond Issue. It was reported that, in the Sanitation Division, over the past seven years they have reduced staffing from 132 to 102, mainly due to the oneman automated garbage collection system. It was indicated it is being investigated whether or not the newspaper recycling program can be expanded to other areas. A $20,000 state grant to study recycling yard trash is being investigated. The Commission recessed from 12:10  1:20 P.M. Parks and Recreation Ream Wilson, Parks and Recreation Director, stated if all cuts proposed were made, 13 positions would be eliminated. Concerns were expressed that the cuts would be eliminating summer recreation programs, and the Commission was not in favor with this. It was also pointed out that many of the Parks and Recreation programs bring in revenues to offset the expenses. The Parks and Recreation Director reported that, unlike other parks and recreation departments in other communities, Clearwater's Parks and Recreation Dept. has a nursery and does maintenance for City facilities. He stated a good portion of the budget does go for maintenance and there were unexpected projects that were needed. He stated next year there will be new facilities that will require maintenance such as the Countryside Library and the new garage complex. One recommendation was that six fulltime positions be eliminated and replaced with 11 sixmonth seasonal employees to be used during the growing months. He stated this would not allow vacation, sick leave, or other benefits to the employees. Concerns were expressed that this did not provide quality jobs for individuals. Discussion ensued regarding contracting out some of the maintenance responsibilities; and it was indicated that this would limit the City's flexibility and that there would not be substantial savings. However, it was reported there is a possibility of reducing the tree trimming crews from four to three workers. The Parks and Recreation Director reported that Mike Mulligan, the City's landscape architect, may be leaving the City's employment. One enhancement is being requested in the budget for a chemical pesticide technician. There is a provision for a capital improvement project for Jack Russell Stadium which will provide for sandblasting and painting. Another CIP project is to repair the Morningside Recreation Complex swimming pool. The pool is 23 years old, and the deck has been settling around the pool and has created leaks in the system. The pool is losing 11/2 inches of water each day. It is estimated the project will cost $160,000. Concerns were expressed that the City needs to review all of its facilities for rust problems. A suggestion was made regarding looking at the nonresident fees, and whether or not to use these as an incentive for annexation. Discussion ensued regarding the proposed PRIM millage which would generate .3 mils over five years and would allow new projects and facilities to be implemented. Discussion ensued regarding the need for softball fields, and it was suggested that Palm Harbor be encouraged to provide some. In response to a question, the Parks and Recreation Director indicated that the Center Foundation project, once completed, would be an exceptional facility for the City of Clearwater. Concerns were expressed regarding buying land and not taking into consideration operating costs. It was indicated that a comprehensive parks and recreation plan will be forthcoming. Consensus of the Commission was for the Parks and Recreation Director to meet with the City Manager to come up with a final budget proposal. Central Services Floyd Carter, Central Services Director, reported two new positions are being requested in the Fleet Maintenance Division, one Maintenance Worker I and one Service Writer. It was also reported there would be a required enhancement throughout the budget, and that there is a needed $60,000 expansion needed to the phone system. In reporting on the status of the 800 MHZ system, it was reported the specifications would be out in June with a prebid conference in July. The bid should be awarded in August, and the system completed six to twelve months after the bid award. ! In discussing the status of the garage site, it was indicated that savings from the refurbishment shop will originally go to paying for the new garage facility, but will eventually show up in departmental budgets. The Central Services Director indicated that HTNB, the architects for this project, have indicated that in order to redo the plans, it will cost the City $200,000 and staff is attempting to do this work inhouse. He stated other items are being looked at and it is hoped to save additional costs for the garage facility. The small engine shop is already at the new garage site; the large engine shop is proposed to be installed by May 9th. The refurbishment shop is currently housed in the "Chick Smith" property. In discussing renovations or expansion to property, the City Manager indicated he is expanding on an idea for a property manager; and if the Commission truly desires to go forward with the City Hall complex, renovations will be delayed. City Clerk's Department Cynthia Goudeau, City Clerk, reported that most functions provided by the Clerk's Department are required by law and flexibility with the budget remains with the Public Information programs. An enhancement has been recommended to establish an expanded Public Information program adding a position for a Public Information Officer, an assistant, and two video production personnel. Discussion ensued regarding the appropriate location for the Public Information program, and whether or not it should be phased. Consensus was for the City Clerk to meet with the Manager regarding this. City Commission Discussion ensued regarding the $34,000 contributed to the Fun N' Sun Festival, and it was requested there be a breakout on how that money is expended. It was hoped there would be no request from Jazz Holiday, and it was reported the possibility is being considered of making this a fee paid activity. The Mayor requested they raise the amount allotted for Sister City's by $500 as the City has adopted two new Sister Cities. City Manager The City Manager reported the increase in his budget is due to Internal Audi being transferred to the City Manager's Division. He stated the salaries allowed for the two Assistant City Managers and Assistant to the City Manager will allow him some flexibility in reorganizing his staff. He stated Risk Management is interested in a selffunded program for general liability and workman's compensation. A request was made for claims against the loss fund, and discussion ensued regarding a policy for putting monies in that fund. It was indicated currently the policy is for $1 million to come from general fund and $500,000 to come from Enterprise Fund each budget year. The City Manager also indicated he hopes to discuss the proposed structure o his department with the Commission soon. In response to a question, he indicated he has not advertised for a building director as there is a possibility of this department being reorganized. Discussion ensued regarding the Capital Improvement Project budget, and the Budget Director recommended that a midyear buget amendment be made for the 87/88 fiscal year putting in the $40 million required for the project at this time. It was recommended that some provision be made for indicating costs per plant. It was the consensus of the Commission that this Capital Improvement Project budget would be discussed after the work session on May 16th. The meeting adjourned 3:52 P.M.