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03/12/2007 BUDGET TASK FORCE MEETING MINUTES CITY OF CLEARWATER March 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 6:10 p.m. Isay M. Gulley 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 Joyce E. Martin Task Force Member Also Present Tina Wilson Budget Director Patricia O. Sullivan Board Reporter The meeting was called to order at 6:00 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 – March 5, 2007 Task Force Member Gulley moved to approve the minutes of March 5, 2007, meeting, as corrected: page three, delete last two sentences of paragraph one; page three, line six of paragraph two to read “ . . . save $1.45 million . . .”; and page five, add paragraph before motion of approval to read “Discussion ensued regarding reserves. Staff reported that City standards motion do not prohibit returning reserves to the taxpayers.” The was duly seconded and carried unanimously. 3. Finalize Task Force Recommendations to City Council Discussion ensued regarding the motion continued on March 5, 2007, recommending that the City discontinue the practice of transferring FTEs (Full-Time Equivalent) from Proprietary/Enterprise Funds to the General Fund. It was stated the practice establishes a dangerous pattern when reserves remain available and parking fund contributions continue. It was said that transferring FTEs to the General Fund shifts costs and the Task Force had recommended capping General Fund expenditures. motion carried Upon the vote on the continued motion being taken, the unanimously. Regarding the ratio of firefighters to Fire Chiefs, concerns were expressed that detail was not provided for the cities of St. Petersburg or Tampa. It was stated the number of fire chiefs had increased since the Fire Task Force addressed department shortcomings in 1999/2000 from six or seven to 17. Concern was expressed that the department’s ensuing 22- Task Force – Budget 2007-03-12 1 position increase only included six firefighters, although two new fire stations had opened. It was stated the department’s organization chart is confusing. It was felt many City departments, including the Fire Department, have too many management positions. It was stated that department staffing levels require extensive review and it was suggested that each Councilmember chair annual review committees for large departments and report committee findings to the Council before new budgets are adopted. It was felt the Task Force should not attempt to micromanage the City Council, which is responsible for setting policy. Task Force Member Evich moved to suspend for tonight’s meeting the rule prohibiting motion carried the Chair from making a motion. The was duly seconded and unanimously. Task Force Chair Hightower moved that it appears that the ratio of Fire Chiefs to the number of firefighters is inconsistent with surrounding municipalities to the degree that it merits an in-depth review by management and consistent with this review, that an examination of the motion management to staff ratios in all major departments should be conducted. The was carried duly seconded and unanimously. It was suggested that the Fire Department’s Public Information position be eliminated or transferred to the Public Communications Department where individual staff could disseminate information for more than one department. It was felt that Parks & Recreation literature is fancy. Concern was expressed that Public Communication staffing levels had doubled since 1997. Support was expressed for consolidating Police, Fire, and Parks & Recreation public information positions into the Communications Department to eliminate redundancy. It was indicated that the Police Department’s public relations needs differ from those in Parks & Recreation. Task Force member Evich moved that the Budget Task Force recommends that the City consolidate all departments’ public communication positions into one department, with the goal motion of reducing FTEs and consolidating efforts. The was duly seconded. It was stated this action would improve bidding efforts and result in a net reduction of FTEs. motion Upon the vote being taken, the carried unanimously. Discussion ensued regarding the Parks & Recreation Director’s proposed budget cuts. It was suggested that the City Council determine which items can be eliminated without negatively impacting the quality of life. A reduction to the grounds maintenance schedule for City buildings was suggested. Cuts to the Morningside recreation center were opposed as it has significant use. Eliminating City libraries and recreation centers was discouraged as they act as neighborhood gathering places. It was felt that recreation centers should remain open on seven City holidays due to high demand. It was stated the Building & Maintenance issue requires input from another department before cost savings can be determined. It was felt the City cannot depend on volunteers only to handle special events. Task Force – Budget 2007-03-12 2 Member Strickland moved that the Budget Task Force recommends that the Parks & Recreation budget be reduced by at least 5%, with specific cuts to include but not be limited to items in the Parks & Recreation Director’s list of proposed budget cuts: 1) 8 – Reduce contracted grounds maintenance - $100,400 savings; 2) 9 – Eliminate Systems Analyst - $48,940 savings; 3) 10 - Eliminate Administrative Analyst - $51,200 savings; 4) 13 – Close Clearwater Beach Recreation Center for recreation programs and open for rentals only - $89,920 savings; 5) 17 – MLNP (Moccasin Lake Nature Park) – eliminate Programmer I; loss of Pinellas County School support - $29,970 savings; 6) 18 – Eliminate 2 FTEs; move remaining FTE to Carpenter Team - $60,160 savings; and 6) 21 – Eliminate Public Information Coordinator motion and rely on Public Communications for Public Relations - $112,940 savings. The was carried duly seconded and unanimously. It was suggested that the Fire Department institute a firefighter volunteer service program in selected fire stations for evaluation. It was suggested that a carrot and stick approach could reward the fire station that successfully implements the program and staffs one full-time firefighter position through the volunteer program and allowing one firefighter FTE to that station when additional personnel are needed. It was suggested that volunteers would be scheduled at stations for specific shifts. It was stated while insurance coverage would increase costs, expensive overtime would be eliminated. It was stated that the program’s cost benefit would provide additional persons on engines for little cost. Concern was expressed regarding volunteer qualifications and liability issues. It was stated that paid City firefighters should not be replaced. It was felt the program would meet significant resistance. Task Force Member Rutz moved that the Budget Review Task Force recommends that the City Fire Department institute a firefighter volunteer service program in selected fire stations to evaluate the potential effectiveness of the program and the fire station that successfully implements this program and has demonstrated one full-time firefighter position completely staffed by the volunteer program be allowed to add one paid firefighter FTE to the fire station motion when additional personnel are needed. The was duly seconded. The Fire Chief’s July 2005 report was reviewed, including recommendations for additional personnel. It was stated the Fire Department remains understaffed and needs professional firefighters. Upon the vote being taken, Members Altner, Gulley, McLachlan, Rutz, Sherman, Strickland, and Williams and Chair Hightower voted “Aye”; Member Evich voted “Nay.” Motion carried . In response to a question, Budget Director Tina Wilson reported the Fire Chief had recommended the Fire Plans Examiner position be eliminated and duties reassigned to other staff. Task Force Member Sherman moved that the Budget Task Force recommends that the motion carried Fire Plans Examiner position be eliminated. The was duly seconded and unanimously. While the value of C-View was questioned, support for the station was expressed as many residents watch its programming and it encourages government in the sunshine. It was suggested that the station accept volunteer students from Countryside High School. Task Force – Budget 2007-03-12 3 . . . It was suggested that the 2008 City budget use a minimum of $6 million from the available $15 million pension plan "set aside" credit to assist in funding the Pension Plan contribution for that year. It also was suggested that the $1.5 million no longer required to fund the "special" firefighter's pension fund also be used to fund a portion of the required 2008 pension contribution for the police and firefighter's pension fund. It was stated the City should not hold on to large reserves when taxes are high. It was suggested that the $1.5 million be used to fund a portion of the pension contribution for all personnel. Task Force Member McLachlan moved that the Budget Task Force recommends that the City budget for 2008 utilize a minimum of $6 million from the available $15 million pension plan "set aside" credit to assist in the funding the Pension Plan contribution for that year and further recommends that the $1.5 million no longer required to fund the "special" fireman's pension fund also be used to fund a portion of the required 2008 pension contribution. The motion was duly seconded and carried unanimously. The City's Penny for Pinellas 3 list was reviewed, with concern expressed regarding high costs. 4. Review Task Force draft of final report It was suggested that the Task Force hold its final meeting on March 19,2007, to approve the minutes and final report. Task Force Member Evich moved to suspend for the March 19,2007, meeting the rule prohibiting the Chair from making a motion. The motion was duly seconded and carried unanimously. Ms. Wilson requested that suggested comments be forwarded to her. It was requested that all Task Force members attend the April 5, 2007, City Council meeting when the final report is presented. 5. Adiourn () - JrJ)JY1 Chair Budget Task Force The meeting adjourned at 7:59 p.m. Task Force - Budget 2007-03-12 4