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05/22/1997CITY OF CLEARWATER BUDGET WORKSESSION May 22, 1997 Present: Rita Garvey Mayor J. B. Johnson City Commissioner Bob Clark City Commissioner Ed Hooper City Commissioner Karen Seel City Commissioner Betty Deptula City Manager Kathy Rice Deputy City Manager Bob Keller Assistant City Manager/Economic Development Pam Akin City Attorney Mary K. Diana Assistant City Clerk Brenda Moses Board Reporter The meeting was called to order by Mayor Garvey at 10:07 a.m. at the Clearwater Sailing Center. The purpose of the meeting was to hear City department presentations of proposed operating reductions and enhancements for fiscal 1997/98. Central Permitting Director of Central Permitting, Scott Shuford, noted the City has passed the $100 million mark for new construction this fiscal year. This year Central Permitting anticipates surpassing the 10,000 permit threshold. Over the last 10 years, due to technology, the department has been able to perform more in terms of permitting with less staff. Fees from occupational licenses and building permits have returned $500,000 to the general fund. Mr. Shuford presented his cost savings proposal. He said his department will continue to support the City Economic Development initiative by allowing the transfer of a Senior Planner or CP Coordinator position to the Office of the Assistant City Manager/Economic Development while retaining the personnel and equipment costs associated with this position in the department budget at a cost savings of $55,000. Sharing the Planner/Coordinator position to establish long range planning will result in less need for outside consultants. Although not recommended, other cost savings could be realized by elimination of the nonpermanent inspector, customer service representatives and a vacant position. Enhancements include two associate planners, 2 customer service representatives and 1 accounting clerk. Also proposed is the upgrade of two temporary inspector positions and one emergency customer service position to permanent. Equipment upgrades were also requested. A question was raised regarding who currently handles some of the accounting clerk functions and it was indicated these functions are shared by various departments. In response to a question, it was indicated the proposed design planner position is needed due to the heavy demand caused by the changes in the land development code. This position would result from staffing reorganization. Legal Department City Attorney Pam Akin presented the Legal Department’s suggested reductions and enhancements. Possible reductions include deletion of outside counsel costs and eliminate the part-time attorney position. Ms. Akin noted this position was intended for civil rights police litigation due to a number of high-cost police cases pending. Over the past two years, the number of cases have continued to decrease and most of the cases are being handled internally. However, the part-time position would be utilized for a one-year period to review purchasing and contracting procedures, revamp documents and ensure all ordinances are up to date. Information Management Information Management Director Jeff Harper said the department has revolutionized how the City works with new desktop software applications and training. Reductions were recommended in the telecommunications area. Also recommended was the outsourcing of utility bills and bulk mail process eliminating the courier position, a vehicle and utility bill inserter. Commission mail would also be outsourced. Enhancements include a citizen newsletter for Clearwater residents, maintaining the public information and TV production interns, the addition of a telecommunications analyst to improve customer service levels, contract trainers to train employees on the upgrade of computers and new software, tidemark maintenance for Central Permitting, a database administrator to monitor and perform maintenance functions, network engineer to help with operational and maintenance functions necessary for network operation, PC support technician to ease the burden in providing service to 700+ employees and a systems programmer analyst to support General Services new computer system. Discussion ensued in regard to modifications to the Ross financial system to allow it to handle the year 2000. Human Relations Human Relations Director Eleanor Breland stated Human Relations is a small department and recommended no reduction. She said over the last few years reductions have been made by eliminating two full-time positions. She noted possible areas of reduction include travel, memberships and subscriptions, training and reference and advertising. She pointed out due to contractual obligations and information and training required by HUD and the EEOC, these reductions would greatly impact the department’s operation. She noted the compliance program would be adversely impacted. Organizational and Employee Development Organizational & Employee Development Director Pam Skyrme suggested reducing contractual services. She noted the service level would be impacted by these reductions which include reduction in training, reduced support for departments’ efforts to improve management/employee and employee/employee relationships, fewer interventions to improve cross-departmental problem-solving, a reduction in assistance with work process improvement activities and a reduction in new program design. Suggested departmental enhancements include offering on-site college classes through USF’s PACE Program for Bachelor’s and Master’s degrees in business, public administration and political science. Office of Management & Budget Budget Director Tina Wilson noted her department is a small 3-person office. A budget reduction would affect productivity. The department is responsible for preparing the City’s annual budget, quarterly reports for the City Manager, documentation of the financial forecast, preparation of a bi-annual revenue manual and other reporting functions. They also assist the Finance Department in closing their books after the budgets have been released. She noted there is a total of $3,230 in controllable expenses for this department. It would be difficult to offer a reduction in staff, however, reduction of the outside intern position would be the only alternative. Ms. Wilson suggested sharing a City-wide intern opportunity for 6-8 week periods for 10 hours a week. Discussion ensued regarding combining the Budget and Finance offices. It was noted that budgets have more to do with setting policy than keeping books, and it was not recommended the two departments be combined. A direct link is required to the City Manager’s office relative to the budget process. City Manager’s Office and Non-Departmental City Manager Betty Deptula identified no reductions. She indicated the management team should continue to be a part of the overall strategic planning and policy development for the City. Priorities reflect the commission’s direction in the key areas of Public Safety, Economic Development, Tourism and citywide efforts to remove barriers for our customers. Ms. Deptula noted a considerable amount of time is by staff spent in various meetings. She suggested staff reduce duplication of staff attendance at various meetings, obtaining information from other managers, and freeing up their time to affect other areas. She also suggested giving up the vacated Assistant City Manager’s position funding another middle management position. It was remarked the new City Manager will want to determine what position is necessary. It was noted, due to Ms. Deptula’s departure, the City will lose some of the budget and finance expertise. General Fund Summary and City Manager Recommendations Discussion ensued regarding the spreadsheet distributed by the City Manager listing the reductions and enhancements suggested by the departments. Some of the figures still need to be refined. Ms. Deptula presented calculations of the revenue generated from increased millages ranging from 1% to 5%. She also presented information on a 10-year comparison of the number of employees in each department. It was noted some departments have been combined with others over the years which skew some departmental numbers. Ms. Deptula suggested the City Commission set aside some time in August to discuss the preliminary budget once it has been released. A minimum of one day to review the remainder of the operating departments will be necessary. The meeting adjourned at 2:50 p.m.