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02/12/2007 - Joint Meeting JOINT – CITY COUNCIL - TASK FORCE – BUDGET MEETING MINUTES CITY OF CLEARWATER February 12, 2007 Present: R. Nathan Hightower Chair Herbert W. McLachlan Vice Chair Martin L. Altner Task Force Member Joseph W. Evich Task Force Member – arrived 6:08 p.m. Isay M. Gulley Task Force Member Joyce E. Martin Task Force Member Charles J. Rutz Task Force Member Jesse Sherman Task Force Member James E. Strickland Task Force Member Douglas J. Williams Task Force Member Absent: Robert L. Longenecker Task Force Member Also Present Frank Hibbard Mayor Carlen Petersen Vice-Mayor J.B. Johnson Councilmember William C. Jonson Councilmember John Doran Councilmember Tina Wilson Budget Director Brenda Moses Board Reporter The meeting was called to order at 6:00 p.m. at the Main Library. To provide continuity for research, items are in agenda order although not necessarily discussed in that order. 2. Approval of Minutes – February 5, 2007 Task Force Member Williams moved to approve the minutes of February 5, 2007, as motion corrected: the last sentence of paragraph six on page 2 will be deleted. The was duly carried seconded and unanimously. 3. Questions/Discussion regarding February 5, 2007, meeting 4. City Council and Budget Task Force – open discussion The Chair welcomed the City Council. Task Force Members introduced themselves. The Mayor and Councilmember Petersen thanked Task Force members for their service. The Board Reporters were complimented for their work. In response to questions regarding the Employees’ Pension Plan, Finance Director Margie Simmons said employees are required to physically retire in order to receive Pension Plan benefits. It was remarked that as staff increases, pension costs also increase. It was noted that at the last meeting, it had been suggested retirement age staff, who receive higher salaries, should be encouraged to retire by offering buyouts, and that new employees could be hired at lower rates. It also had been suggested that while some work experience may be lost, it is not always needed. It was suggested healthcare benefits for employees be capped at 3% Joint - Council - Task Force – Budget 2007-02-12 1 annually and that employees pay for any additional coverage they choose. Support for outsourcing was expressed provided it does not displace current employees, it saves the City money, and only if projects are outsourced to those residing within the City. It was remarked that Task Force members do not have the expertise to suggest that a specific number of employees be cut, but that the City has a finite amount of money to spend. In response to questions, Ms. Simmons explained how DROP plans work. She said a few years ago, staff determined a DROP Plan would have cost the City more money. Discussion ensued with comments that the entire benefits program should be reviewed, that employees receive more holidays and sick days than do many other organizations, and that pension plans are becoming obsolete. It was suggested that when union contracts end and new negotiations begin, negotiations should include discussion regarding eliminating pension plans and instituting IRA plans. A suggestion was made that current employees could keep their pension plans and the City could institute a different plan for new employees. It was remarked that the suggestions made at the last meeting regarding capping salary increases and benefits could result in high employee turnover, and that a 3% cap across the board does not address the cost of living increases everyone is experiencing. It was remarked that City employees are valued, that experienced employees benefit the City, and that personnel costs should be the last area considered for cost cutting measures. It was remarked that any changes to the Employees’ Pension Plan requires negotiations between the City and employees’ unions and a referendum. It was remarked that some police department positions filled through a COPS grant a few years ago continued to be funded as new FTEs (Full time equivalents) from the general fund. It was suggested a policy be instituted to address instances regarding the status of personnel hired by grants. It was remarked that eleven police officer positions were filled through grants for a three-year period to enhance neighborhood policing efforts. Budget Director Tina Wilson said one of the stipulations of the COPS grant was that the police officers had to remain with the City for a specific period of time. She said those positions were funded as a one-time operational cost. It was disputed as to whether or not the positions were eliminated through attrition or maintained until other personnel left the City. It was stated that the City does not use retained earnings for ongoing expenses. Retained earnings are used for emergencies or one- time expenditures to take advantage of State and Federal grants. It was suggested that Police Department employees park vehicles in a designated facility rather than taking vehicles home. It was remarked that more costs are associated with those employees who take vehicles home and live in other counties. It was remarked that allowing police officers to take vehicles home increases police response time. It was suggested there be a uniform policy for Police and Fire departments regarding vehicles such as vans. It was suggested if a police officer has a second job, that the City not be liable for related accidents or expenses. It was suggested the City carefully consider building new facilities unless they are absolutely necessary, as there are ongoing associated costs. It was questioned if a movie theater and more events could be programmed for the Harborview Center to create positive cash flow. It was remarked that previous public input indicated the public was not in favor of a movie theater in that location. It was remarked that the Parks & Recreation Department has become the second highest budgetary expense to the City. It was remarked that although the population has not increased, the Parks and Recreation Department budget has had to increase to maintain new parks and facilities. It was remarked that the City continues to maintain the same levels of subsidies for facilities such as Ruth Eckerd Hall, while maintaining deficits for some other facilities. It was remarked that the City’s budget has become vertical, however that statement was disputed. It was remarked that costs for services, etc. are being passed on to Joint - Council - Task Force – Budget 2007-02-12 2 taxpayers, that increased property tax revenues have subsidized the budget, and that the City needs to find ways to assist homeowners. It was suggested that electronic equipment and vehicles that are not program-specific be shared by all departments, that the newest technology is not always necessary, and that quality of life programs and related infrastructure and commercial business subsidies be analyzed for cost savings. It was remarked that the County should pick up a greater portion of the services Clearwater provides to residents in unincorporated areas of the County. It was remarked that the County can only provide passive parks and relies on cities to provide programs for unincorporated areas. It was remarked the School Board is a separate taxing district that the County does not control. It was stated that there have been some discussions with the County regarding the Countywide school system’s unused recreational fields. When not in use, the fields are locked due to liability issues. It was remarked that a referendum would be required for the County to become involved in active recreational programs. It was suggested the City consider the consequences if Penny for Pinellas fails, as facilities such as fire stations, etc. could not be built. It was remarked that the Morningside Recreation Center would be funded with Penny for Pinellas funds, and that eventually a new City Hall will be constructed. It was suggested that a City Hall be built in conjunction with another government office/entity. It was stated that the City and County have discussed the possibility of sharing space to include City Hall. It was remarked that the City should partner with other organizations and agencies for cost savings, and analyze how to increase revenue generators. It was remarked that residents were told that upcoming Penny for Pinellas projects would not require additional FTEs. A comment was made that it would be acceptable to use Penny for Pinellas funds to increase existing recreational centers, but not to build a freestanding Senior Center or for related FTEs. It was suggested that insurance costs, particularly wind coverage and insurance deductibles, be re-evaluated for cost savings, and that if deductibles are too high, policies should be cancelled. It was remarked that buildings slated for repairs and/or replacement within a 5- to 10-year period might not require as much insurance as newer facilities. It was suggested the City consider a self-insurance program or a joint effort with other municipalities to organize their own insurance company. In response to a question, Ms. Simmons said staff has taken an active role regarding the insurance crisis by: 1) Appraising all City properties for insurance properties. Values came back close to what staff had insured them for, and 2) Performing assessments on expected property damage from a 100- or 200-year hurricane. She said at the February 26, 2007, Council Work Session, staff will review the status of insurance coverage for all City facilities. Staff wants to ensure all facilities can be insured at an affordable rate. Premiums will be in place for submission to Council in March. Ms. Simmons said although the City saved some money from purchasing 18-month insurance policies, when policies are renewed April 1st, premiums will appear even higher than they would have if they had been renewed annually. It was stated that the Florida League of Cities and the Suncoast League of Cities make recommendations to the State regarding State proposed mandates. It was stated the City is trying to be proactive regarding the many issues facing all citizens, including the impact of Save our Homes Cap, doubling the Homestead exemption, etc., although cities’ authority is limited to setting budgets and millage rates. It was remarked that when department directors presented their department overviews, they did not indicate areas for savings, as that was not requested of them. It was suggested the Joint - Council - Task Force – Budget 2007-02-12 3 . . . City Manager present Council with recommendations for cost savings. It was remarked that the City Manager does look very closely at operations. Ms. Wilson said department staff will share their proposals for 5% to 10% budget cuts with the Task Force. It was remarked that department presentations do not reflect accurate numbers, as funds that go back into departments from various revenue streams do not appear to have been included. Discussion ensued regarding repercussions of proposed State mandated legislation. It was suggested that cities take the lead to ensure homestead, insurance, and other issues. It was remarked that when people purchase new homes or upgrade to larger homes, they lose their Homestead Exemption and complain about higher taxes, that Clearwater's quality of life includes the safety of its residents, beautiful beaches, parks, sunshine, etc., and that people are blessed to live here and should be proud of Clearwater. Concern was expressed that although Clearwater has a lot to offer its residents, an inequitable tax system puts undue burden on some residents. It was remarked that the Task Force does not want to drive people away from the City. It was remarked that the Task Force is looking for economy in the budget as directed by Council. Council was thanked for finding $5 million in savings prior to setting the last millage rate. It was remarked that governments seem to spend everything they receive. It was remarked that Council has never had a staff member suggest spending money needlessly. It was stated that the City does not spend money just because its there. It was remarked that over the years, there have been shocks to the system, such as increases in health insurance premiums, declines in Pension Plan returns, and most recently property insurance and tax issues. The City maintains reserves to deal with those unexpected shocks internally. It was remarked that decreased millage rates do not provide significant savings to homeowners without Homestead exemptions or the Save our Homes cap. It was remarked that the Council hopes the Task Force will make some bold recommendations. It was requested that discussion at a future meeting include retained ear~ings. 5. Adiourn {l. m).I A Chair ~ Budget Task Force Joint Council- Task Force - Budget 2007-02-12 4