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02/20/2007 BUDGET TASK FORCE MEETING MINUTES CITY OF CLEARWATER February 20, 2007 Present: R. Nathan Hightower Chair Herbert W. McLachlan Vice Chair Martin L. Altner Task Force Member – arrived 6:03 p.m. Joseph W. Evich Task Force Member – arrived 6:05 p.m. Isay M. Gulley Task Force Member Robert L. Longenecker 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: Joyce E. Martin Task Force Member Also Present Tina Wilson Budget Director Patricia O. Sullivan Board Reporter The meeting was called to order at 6:02 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 12, 2007 Task Force Member Williams moved to approve the minutes of February 12, 2007, meeting, as recorded and submitted in written summation to each Task Force Member. The motion carried was duly seconded and unanimously. 3. Questions/Discussion regarding February 5 and 12, meetings Regarding comments at the February 12, 2007, meeting, it was remarked that millage rate reductions adopted by Pinellas County and the City had resulted in a significant savings. It was stated that property assessments also increased substantially. 4. Department Review: 1) increases in budget over CPI and 2) Department Director recommendations for budget savings: a) Police Police Chief Sid Klein said the primary reason the Police Department’s budget exceeded the CPI (Consumer Price Index) was due to cost increases to personnel services due to labor union contracts, pension costs, and medical insurance. Staff works to control costs, secure grant funding, and encourage community volunteers. Police Chief Klein reviewed his December 7, 2006, memorandum regarding proposed suggested 5% and 10% budget reductions to the Police Department. In recognition that a 5% Task Force – Budget 2007-02-20 1 or 10% reduction by cost center would have a devastating impact on the department’s ability to continue to operate, he suggested a more practical methodology. A 5% reduction ($1.78 million) in the department’s Community Policing Program would require the elimination of 29 sworn officer positions. While the department could still achieve its primary mission, community policing stations and programs throughout the City would be closed. Patrol operations would continue to operate from Headquarters, Countryside, and Beach substations. A 10% mandated reduction ($3.56 million) could be accomplished by the elimination of 57 sworn officer positions, to include Community Policing (36 positions), Traffic Enforcement (9 positions), Community Relations (7 positions), and K-9s (5 positions). The department still would be able to achieve its basic mission, but would be impacted by the elimination of all community policing programs, a re-assignment of traffic enforcement operations to regular patrol officers (reducing Fine Revenues), and elimination of all community relations programs such as Crime Prevention, the Officer Friendly Program, and School Resource Officers at both high schools. Other anticipated negative impacts of a 5% or 10% reduction by program would result in delayed response times for calls for service, an increase in the department’s overtime budget, and an inability to staff special events or special deployments such as Spring Break. The reduction and/or elimination of operating resources and non sworn personnel would, in most cases, require the re-assignment of sworn personnel to cover essential functions currently conducted by non sworn personnel. The impact would have a crippling impact on the department’s ability to conduct its primary mission. In response to questions, Police Chief Klein said the K-9 unit has one sergeant and four officers. The City pays half the cost for SROs (Student Resource Officers), which are important to public safety, crime reporting, and addressing gang issues. Police Headquarters was not designed to house the entire department. With substations throughout the City, fuel costs and response times are reduced. The City owns all but one substation. The Americorps Program provides the department with 14 FTEs at an approximate annual cost of $50,000. The program will be retained as long as it is federally funded. The department is working with the Sheriff on a functional consolidation of technologies, records management, communications, etc. Police Chief Klein said the department’s Public Information Officer deals with the media and public information requests. b) Fire Fire Chief Jamie Geer reviewed budget increases to the budget that caused it to exceed the CPI, which included construction of new fire stations, adoption of some Fire Task Force recommendations, increased personnel, pension, and health costs, and additional FTEs to reduce the work week. Decreasing the department’s budget by 5%, or $870,630, would require the elimination of the Squad 49 Spare Unit (6 FTEs), one Fire Plans Examiner, who reviews plans for Fire Code compliance, and the SWAT Medic Team, which provides special support and medical assistance to Police Department SWAT operations. The Police Department would have to Task Force – Budget 2007-02-20 2 assume those responsibilities. Decreasing the department’s budget by 10%, or $1,025,480, additionally would require the elimination of Station 47. These budget adjustments would result in an additional revenue loss of $237,318 from Pinellas County for services in unincorporated areas of Clearwater’s Fire District. In response to questions, Fire Chief Geer said each community determines if it will comply with non-binding standards issued by the National Fire Protection Association. Combining two stations would require land acquisition. The loss of a station would increase response times and the number of responses by Largo’s Fire Department. Budget Director Tina Wilson said the General Fund, not the Fire Department, will benefit from savings associated with not funding the old pension plan. Fire Chief Geer said a new labor contract would be negotiated next year. It was suggested that staff could be provided media training and eliminate the need for a public relations position. Fire Chief Geer said the department is working to identify non-essential services. Other vehicles would need to transport Squad 49 extraction equipment to emergencies. Fire Chief Geer said department benefits are similar to those provided by other municipalities. While recent adjustments made City EMS (Emergency Medical Services) workers the highest paid in the County, increases elsewhere will catch up. The higher wage improved the application pool dramatically. He said capping benefits is a Human Resources issue and expressed concern that the department must remain competitive to retain its high quality staff. He said consolidating local fire departments has not been discussed. The department’s labor contract does not permit volunteers to fight fires. He said volunteers are not always available to respond to emergencies, especially in a large city such as Clearwater. c) Library Library Director Barbara Pickell said until FY (Fiscal Year) 2003/04, the Library budget was slightly below the CPI. Costs increased the following year when the new North Greenwood Library and Main Library opened, which added 54,435 square-feet to the library system. During the following years, the Library’s budget closely mirrored CPI increases. Cost increases related to additional FTEs, higher utility costs, and adding computers for public use. The County contributes toward the cost of providing library services to County residents who live outside the City. An increase in that funding is not anticipated. Estimated utility costs for the new Main Library had been under-budgeted by approximately $60,000. The book budget also was increased. Other increases related to increased personnel costs, not additional FTEs. Technology costs increased by $70,000. Reducing the budget by 5%, or $271,824, would: 1) eliminate Government Documents ($44,176) and Information Desk ($74,967) and 2) reduce branch hours: a) North Greenwood to three days/week ($90,123) and b) Beach to two days/week ($69,348) for a total of $278,614 or 5.12%. The Beach and North Greenwood branches would combine into one service unit, with staff alternately working at each location. One Librarian position and two Library Assistant positions would be eliminated. The Clearwater Public Library System would forfeit its status as a Government Document Depository Library and eliminate one full-time Librarian position in the Reference Department of the Main Library. Service at the first floor information desk at the Main Library would be eliminated and one full-time librarian and one full-time library assistant position would be eliminated. These changes would reduce service by 40 hours each week system wide and impact every service outlet and every library user. Task Force – Budget 2007-02-20 3 Reducing the budget by 10%, or $543,647 would 1) reduce Adult Programming ($31,780) and Information Desk ($74,967 and 2) reduce branch hours: a) Main to 48/week ($212,970), b) East to 56/week ($27,906); c) Countryside to 60/week ($27,227); d) North Greenwood to 3 days/week ($90,123); and e) Beach to 2 days/week ($69,348) for a total of $534,321 or 9.82%. In addition to the above changes, system-wide adult programming would be reduced with the loss of 0.5 full-time Librarian II position. The Main Library would close four evenings each week, and one Librarian II, two Librarian I, two Library Assistants and one part-time Custodian position would be eliminated. The reduction of the Adult Programming position to part-time would significantly affect the library's ability to fulfill the Library’s Mission to support the cultural needs of the community and would attract fewer people to the library. The loss of the Main Library resources would be a major blow to overall library services to City residents. The combined loss of library services would seriously affect the 70% of City residents that regularly use their public library. In response to questions, Ms. Pickell said residents have not indicated a willingness to give up any one library. Reductions would be system-wide. Additional savings to Beach operations will occur after the branch relocates to the Clearwater Beach Recreation Center. Friends of the Library, which raises less than $50,000 annually, is careful not to fund items they consider to be public responsibility. The Library has received many complaints since the information desk in the Main Library closed. Ms. Pickell was unsure if volunteers are qualified to handle the information desk and provide necessary computer assistance. The 8,500 square-foot North Greenwood Library houses about 25,000 items, while the 3,300 square-foot Beach has about 12,000 items. Concern was expressed that closing the Beach library is a political, not an economic issue. It was felt that reductions would be a disservice to the North Greenwood Library. Concern was expressed that the library competes with private businesses by offering movies. Ms. Pickell said audio-visual educational and entertainment materials are a small part of the library’s total collection. The library receives approximately $80,000 annually in late fees and a little more for lost materials. It is not anticipated that fines will increase above $0.10/day for materials and $1/day for videos. However, staff anticipates an increase to that revenue stream through use of a new collection agency. Staff also is considering eliminating the three- day grace period for overdue materials. During season, Beach branch usage increases from 3% of the system to 5%. Ms. Pickell did not note any change due to recent condominium construction nearby. Many use Beach branch computers. The library also serves as a public space. Closing the North Greenwood and Beach branches would reduce the budget by 10%. Adding Sunday hours at the Main Library would require seven FTEs. Sunday is the busiest day at the Countryside branch. d) Parks & Recreation Parks & Recreation Director Kevin Dunbar said growth of the Parks & Recreation Department budget was affected by taking over the Long Center, construction of Penny for Task Force – Budget 2007-02-20 4 Pinellas projects, including the North Greenwood Recreation Aquatic Complex, Ross Norton Aquatic Complex, and new beach swimming pool, expanding after-school and camp programs at Countryside, the Office on Aging, maintenance of the new beach entryway, etc. Other increases relate to higher utility costs, health insurance and pension costs. Mr. Dunbar said cutting the budget would require cutting bone, not fat. A 5% decrease would reduce funding for PACT (Performing Arts Center & Theater), eliminate some holiday lights, public information, and some Special Events. Upgrades to the Morningside Complex, the cash contribution to AALC (African American Leadership Council) at the Martin Luther King Jr. center, and some building and maintenance would be eliminated. A 10% decrease would also require the elimination of planned projects and a Special Events FTE and a reduction to Cultural Affairs and Performing Arts. Additional reductions would reduce Recreation Programming Administration, a guide for students at Moccasin Lake Nature Park, use of the swimming pools at the beach and North Greenwood Recreation Center, and the grounds maintenance schedule. Recreation centers would close during City holidays. In response to questions, Mr. Dunbar said the City’s agreement with PACT permits a rollback of its annual contribution. To reduce costs, maintenance of high profile buildings, such as City Hall and the Main Library, would be reduced from 52 times a year to 42. Staff received complaints when the schedule was reduced previously. It was suggested that the Public Information staff could be eliminated first. Mr. Dunbar said it is important to market City facilities to maintain/increase usage. Revenues from City golf courses have increased. The Chocolate Nutcracker is supported regionally. Parks & Recreation staff is contemplating handling its own building maintenance. Incentives in the new contract with the Harborview Center, an Enterprise Fund, reduced the City’s subsidy. All recreation centers are subsidized. The City Manager said annual operating costs for Ruth Eckerd Hall, a City-facility, are more than $5-million, significantly higher than the City’s annual subsidy. Mr. Dunbar said five years ago, the City opened recreation facilities with skeleton crews during some City holidays to meet the lifestyle needs of City residents. A location for a senior center has not been determined. A needs assessment is underway. The biggest issue is transportation. Concern was expressed that a senior center would require an increase in FTEs. The Long Center currently is the City’s top senior facility, offering daytime programs designed for the elderly population. The City Manager said the City Council had approved the Penny for Pinellas 3 list, which was developed by staff based on needs expressed during Public Hearings. 5. Task Force Status – review progress and expected completion date. In response to questions, Ms. Wilson said per person budgeted health insurance benefits average $6,400. Suggestions were made to reduce benefits by capping health insurance cost increases. It was suggested that consolidating the City’s Police Department with the Sheriff Department would expand the candidate pool. Ms. Wilson will distribute staff’s response to Task Force Member Rutz’ fleet report. Discussion will be scheduled on February 26, 2007. The City Council requested the Task Force to complete their work by February 28, 2007. It was stated that the Task Force has the Task Force – Budget 2007-02-20 5 . . . opportunity to make bold recommendations. It was suggested that the City do away with its reserve for one year. Consensus was to start the February 26, 2007, meeting at 5:30 p.m. Ms. Wilson will forward Task Force Member final report suggestions. It was suggested that a March 5, 2007, meeting may be necessary to consolidate the report. In response to a question, the City Manager said previously, the Task Force Chair presents Task Force findings to the City Council. Staff is available to help with a PowerPoint presentation. 5. Adiourn The meeting adjourned at 8:12 p.m. Task Force - Budget 2007-02-20 f (j). ifJ)/fJ Chair Budget Task Force 6