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07/14/1999PUBLIC MEETING re Budget CITY OF CLEARWATER July 14, 1999 Present: Brian J. Aungst Mayor/Commissioner Ed Hooper Vice-Mayor/Commissioner J. B. Johnson Commissioner Robert Clark Commissioner Ed Hart Commissioner Also Present: Michael J. Roberto City Manager Richard L. Hedrick Deputy City Manager Bill Horne Assistant City Manager Pamela K. Akin City Attorney Cynthia E. Goudeau City Clerk Brenda Moses Board Reporter The Mayor called the meeting to order at 5:31 p.m. to review issues regarding the Fiscal Year 1999/00 operating budget and programs. The Mayor clarified an earlier statement. He said it was his intent to find enough dollars to provide additional fire protection to Sand Key residents. He wanted the Fire Department to add 3 positions. The City Manager recommended a committee be formed represented by department personnel, citizens, and a Commissioner to address Fire Department needs. Introduction Assistant City Manager Bill Horne reviewed the process. All departments, except Human Resources, are recommending budget cuts. Many cuts may generate unfavorable reactions. Feedback is needed to decide which programs should be cut. Mr. Horne said a Strategies for Success program is a process to achieve City government’s priorities, with citizen and staff input. Library Quality of life Administrator Arlita Hallam reviewed: 1) her department's ranking process; 2) a comparison of the 98/99 and 99/00 budgets; 3) a review of increased and decreased costs; 4) services; 5) services recommended for elimination; 6) impacts of cuts; and 7) personnel needs. In response to a question, she said the Pinellas County Library Cooperative funding of Clearwater Library is based on a usage formula. It was suggested old programs be eliminated before new programs are initiated. Dr. Hallam said the only part of the library's budget that can be cut further is personnel. In response to a question, she said staffing is the department’s greatest need. She would prefer to return $154,000 in personnel costs to the budget. She said a machine will be used to answer the most frequently asked questions during the more than 132 daily calls received by the library. She said few volunteers are capable of handling the positions proposed for elimination. Concern was expressed previous attempts to operate the libraries on Sundays were unsuccessful. Dr. Hallam thanked Art Kader for serving as Interim Parks and Recreation Director. One resident questioned the breakdown of transfers regarding payroll, library materials, etc. Budget Director Tina Wilson said all transfers are related to library materials. Materials in other budgets are included in the public services program. Dr. Hallam said library materials are capitalized for insurance purposes. Two-thirds of the library's materials budget is funded by the general fund while one-third comes from the Library Cooperative. Unspent funds in the capital fund can be carried forward. In response to a question, Ms. Wilson said the Budget office tracks unspent funds. If no activity has occurred after 2 to 3 years, the Budget office contacts the department director before projects are closed. Ms. Wilson said a report listing the status of every project is available in the City Clerk Department. Parks and Recreation Interim Parks and Recreation Director Art Kader reviewed: 1) the 98/99 versus 99/00 budgets; 2) programs; 3) new maintenance and recreation programs; 4) eliminated programs; and 5) service cut impacts. In response to a question, Mr. Kader said the request of proposals for maintenance of the roundabout fountain, water, lights, etc. has not been released. He said while all proposed cuts affect vital programs, they were chosen because they affect facilities the City does not own, including the Long Center, National Guard Armory, and Jasmine Court recreation center. He said except for the Armory, personnel at these facilities are aware of the proposed cuts. Staff will attempt to locate other positions for those personnel. Information was requested regarding budget increases proposed for performing arts and special events. Mr. Kader did not feel the City is maintaining a quality of life at the expense of basic citizen programs. If he could, he would return $550,000, plus new programs, to the budget. In response to a question, Mr. Kader said staff was unsuccessful at attracting businesses to adopt medians in front of their businesses. Some neighborhood associations will adopt medians. Mr. Kader said increasing nonresident fees is being considered to offset expenditure increases. In response to a question, Mr. Kader said SAMP personnel usually cover the increased number of special events without compensation. Attempts are being made for events to cover overtime costs to allow SAMP employees to cover their regular duties. Mr. Kader reviewed resident use at the McMullen-Booth tennis courts. The City Manager said the County is considering reimbursing the City for the use of City facilities.. Mr. Kader indicated the National Guard Armory may close and a Pinellas County School Board gym could be used in its place. A Jasmine Court resident reviewed the recreation center uses by area children. One resident requested a summary of first time expenses related to One City. One Future. projects and a summary of City Manager projects and their benefit to residents. A summary of payroll, travel expenditures, etc. for all departments was requested. In response to a question, Ms Wilson said the Police department is proposing a 1.8% salary savings; other departments propose a 1.2% savings. The meeting recessed from 7:08 to 7:24 p.m. Human Relations Human Relations Director Eleanor Breland reviewed: 1) comparison of FY 98/99 versus 99/00 budgets; 2) programs; and 3) programs proposed for elimination. In response to a question, she said the City is trying to transfer 60% of the department to county government. Affected personnel could lose their jobs should the County not hire them. Deputy City Manager Rick Hedrick said a review determined which City programs could be handled by other entities and funded by sources other than the general fund. It was recommended some of Ms. Breland’s staff be transferred to the County. He said of $500,000 in total program costs, the transfers would result in an annual tax savings of $325,000 and the loss of County funding for those programs. The Human Relations Department will handle EEOC (Equal Employment Opportunity Council) for the City only. In response to a question, the City Attorney said staff will recommend repealing the City's ordinance before October 1, 1999, and allow the County ordinance to take effect. Two residents expressed concern regarding the proposed changes, citing related programs affect those who need help, such as the disabled, low income, and those who have suffered discrimination. Clearwater has made outstanding efforts in this area. None of the City advisory boards was consulted regarding this proposal. It was felt transferring some of the Human Relation Department’s personnel to the County over time may be a more viable solution. It was suggested St. Petersburg handle the entire County. In response to a question, the City Manager said the City of St. Petersburg provides the same service as the City for the County south of Ulmerton Road. Staff will review this proposed transfer. Concern was expressed insufficient notice has been given to the County. In response to a question, Ms. Breland said the department handled approximately 220 cases between 1995 and 1998, of which 10 affected City residents. Employment cases are not counted separately. HUD reimburses the County for cases. Most case address employment issues. While the City has a contract with EEOC, the County only has a HUD contract. Consensus was to wind down the program gradually. Human Resources Human Resources Administrator Paul O’Rourke reviewed: 1) programs; 2) key initiatives; and 3) personnel. Most of the proposed budget is for personnel costs. The Human Resources Department absorbed the entire OED (Occupational and Education Department) this year. In response to a question, he said a recruiter will be used instead of a head hunter. The department plans to actively recruit minorities. He said finding people with technical skills, etc., is challenging but the City is an attractive employer with great benefits. Public Communication and Marketing Public Communication and Marketing Director Jackii Molsick reviewed: 1) budget for FY 99/00; 2) programs; 3) impact of budget cuts; and 4) program elimination. In response to a question, she said it would not be cost effective to solicit advertisers and handle all administrative functions in-house related to publication of the Clearwater Magazine. It was felt the magazine is more important than some C-View programming but less important than Fire Department needs. In response to a question, Ms. Molsick said discontinuing the broadcast of meetings on C-View would save $600,000 annually. A Bordner survey this fall will determine citizen viewership. C-View competes with cable and commercial channels. When live shows are not advertised, they receive no calls. One resident suggested using the Web as an alternative to C-View. He expressed concern the City does in-house graphics and printing but contracts out some projects. Strategies for Success Director Garry Brumback reviewed the 1999/00 budget and changes from last year. He felt efficiencies can be gained in the utility departments. In response to a question, he said the Strategies for Success program is an ongoing process. He expected productivity and savings results will be evident next year. An internal assessment of the City is underway. It was felt this program is essential for the City's success. Concern was expressed the Commission is responsible to identify priorities, not the committee. Mr. Brumback said the program will focus on priorities. In response to a question, he said meetings held regarding the City Vision were a great starting point. Staff will use Vision priorities to organize and establish initiatives necessary to achieve the Vision. It was recommended an organizational structure be developed around the Vision. The Strategies for Success program will create a culture of innovation and effectiveness. It was commented people have difficulty embracing a program that it is not a tangible product. It was requested that quarterly Vision meetings be scheduled with new employees, as agreed upon initially. Recap Ms. Wilson reviewed some other department budgets. The Budget Office proposes to add one staff person. The City Clerk Department proposes to increase its budget by 33% for a new imaging system and to cover costs related to federal lobbyist services. The City Manager’s Office internship program has been discontinued. Financial Services is a status quo operation. The Tourism Office has eliminated 2 FTEs. In the Nondepartmental Program, new programs recommended for funding include Jack Russell Stadium, Clearwater Beach Aquarium, and Mandalay Avenue programs. In response to a question, City Clerk Cyndie Goudeau said if the City's lobbyist proves ineffective, appropriate measures will be taken. The City does not want to be without lobbyist services at a critical time. In response to a question, the City Manager noted concerns related to the proposed elimination of the visitor’s center. The Chambers of Commerce had expressed concern regarding the Visitors Guide. Ms. Wilson will supply to the Commission a summary overview of cutbacks, etc. The meeting adjourned at 9:35 p.m.