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08/09/2002CITY COMMISSION BUDGET WORKSESSION CITY OF CLEARWATER August 9, 2002 Present: Brian J. Aungst Mayor/Commissioner Whitney Gray Vice-Mayor/Commissioner (arrived 8:42 pm) Hoyt P. Hamilton Commissioner William C. Jonson Commissioner Frank Hibbard Commissioner Also present: William B. Horne II City Manager Garry Brumback Assistant City Manager Ralph Stone Assistant City Manager Pam Akin City Attorney Cyndie Goudeau City Clerk Mary K. Diana Assistant City Clerk The Mayor called the meeting to order at 8:30 a.m. in Commission Chambers on the third floor of City Hall. ITEM #1 – General Introduction – Bill Horne, City Manager City Manager Bill Horne said this worksession is a continuation of the budget process for FY 2002/2003. ITEM #2 – Efficiencies in the Police Department Budget – Chief Sid Klein Chief Klein illustrated departmental efficiencies. Clearwater had the fourth lowest crime rate of the thirteen largest Florida tourist destination cities with a population of 100,000 or more. He noted the clearance rate of 31.2% for property crimes is the third highest of the tourist destination cities. He said to achieve the tourist destination cities sworn ratio average, Clearwater would need to employ an additional 87 officers beyond the current staffing level. Clearwater is doing a lot more with a lot less staff. He also noted that Clearwater’s per capita cost is currently the third lowest. One of the efficiencies the department has worked hard to maintain is public safety and the perception of citizen safety in Clearwater. During FY 2003/2004, the department is scheduled to eliminate fifteen grant-funded positions. The goal is to attempt to maintain substations in the community policing areas. He expected the staffing level to reduce from 268 to 253 during FY 2004. Efforts continue to meet needs by increasing productivity of existing staff through technology, contract with the Pinellas County Sheriff’s Office, and volunteers and non-personnel grants. In order to respond to serving a more diversified population, the department has expanded Project Next Step. This project includes CHIP (The Clearwater Homeless Intervention Project) and Latin Outreach Services. Chief Klein said traffic continues to be the #1 concern of Clearwater’s residents according to a customer satisfaction survey. The Police Department is taking an active role in its traffic enforcement program. The burglary unit clearance rate is much higher than the national average. Clarification was given regarding the forensics contract not being political. Concern was that the citizens get what they pay for from the County. A question was raised why the disparity in average per capita cost. Chief Klein said there is no magic formula or national standards to compare. He noted his involvement in a pilot group nationally to develop standards. Discussion ensued in regard to the number of officers in surrounding agencies eligible to retire. It was noted there will be a lot of competition to hire officers. Chief Klein said there is talk about hiring over strength next year to be prepared. It was noted the citizens are happy with the level of service provided by the Police Department community officers. A question was raised how much the tourist component impacts the budget, and Chief Klein indicated he did not know. It was questioned whether the parking fund will provide for enforcement and if this is reflected in the per capita numbers. The Chief indicated this is the case. Discussion ensued in regard to the police substations and it was indicated there is support for community policing not necessarily the substations. Sid Klein said the community policing officers also act as patrol officers. The substations provide bases for residents to develop relationships with the officers and present their issues. Concern was expressed the substations are rarely open. The Chief said the officers spend part of their day at the substation. He felt the substations were a vital part of the policing program. There was discussion regarding changing from shift assignments to geographic based assignments. It was felt this change helps with sense of community and assigns responsibility and accountability. In response to a question, Chief Klein said management positions have been eliminated by reducing the number of deputies from 3 to 2 and the number of captains from 4 to 3. He said there are now fewer lieutenants and more sergeants. In response to a question, the Chief said even though the population may stabilize, the Police Department will never become static. Crime and the number of calls for service continue to go up. There are issues within neighborhoods, and once the bridge is completed, homeless issues will continue if the downtown is not redeveloped. Drugs are a continuing issue. A question was raised regarding the ratio of officers to population. Chief Klein said he is not seeking additional positions; the goal is to retain current and grant funded positions. He noted Clearwater has a higher level of service than the unincorporated areas. A question was raised if a 3% cut was made, what would be sacrificed. The Chief responded the community policing programs, school resource officers, officer friendly program, traffic functions, etc. Other cuts could include CHIP funding and americorp matching funds. It was believed community policing was determining where officers patrol and it was questioned what exactly would be cut. Chief Klein said 27 officers are assigned to neighborhoods on a full time basis. Staff would have to be reduced to cut 3% from the budget. Officers would be redeployed and assigned to larger areas. Concern was expressed a cut would see an increase in crime. Assistant City Manager Ralph Stone said when areas are built out, there is a need to stabilize the tax base. Police programs need to grow together. He referenced St. Petersburg in the 1980s when people were moving out of neighborhoods and neighborhood teams were developed to address the issue. He believed Clearwater needed to move in that direction. Chief Klein noted that Clearwater puts more officers on the streets than the City of St. Pete. Discussion ensued regarding the police substations and concern was expressed they are not staffed with officers on a regular basis. Chief Klein said officers are more effective when out on the street. He said if an officer is needed, they are only a phone call away. Discussion ensued in regard to the police department’s overtime budget and Chief Klein said it is greatly impacted by court appearances and related costs. Also when arrests are made, the officers do not leave at the end of a shift, they continue their investigations. It was believed overtime costs were around 5% of salaries. The Chief was asked what he would do more of on the prevention side if he could. He responded expand the number of officers in crime prevention, have the ability to market the police department, add more detectives to increase the chance of apprehension, increase the number of volunteers, provide more educational programs, and increase the number of officers on the street. In response to a question, Chief Klein indicated the extra money for CHIP will be used in the area of transitional housing. Discussion ensued in regard to the request from the City of Safety Harbor for the City of Clearwater to provide services. Chief Klein said the same level of service provided by the County would be cheaper from Clearwater. He felt additional services should be included. Enterprise Operating Budgets Ms. Wilson noted these funds are discussed throughout the year. She said four new positions have been added for the water and sewer plant. Solid Waste is reducing positions. The Marine & Aviation Department will have an updated business plan by the end of September and the Harborview Fund is continuing to be subsidized by the General Fund. Discussion ensued in regard to the ending fund balances in the enterprise funds and it was indicated the actual balances are from the financial statement. A question was raised regarding the cash balance in each fund and whether we are over or under funded. The Finance Director said each fund has a different cash reserve, which is totally different from the General Fund. Assistant City Manager Brumback said staff has been challenged to make the enterprise operations as efficient as possible. Ms. Wilson explained the insurance fund noting it is an internal services operation. In response to a question, she indicated the City is anticipating an increase of 25% in medical insurance and 33% in property liability. The premium stabilization fund would be used to offset any medical insurance costs. Increases in property insurance would come from the City’s reserve and charged back to the departments based on claim history. Penny for Pinellas Budget Director Wilson stated there were no major changes to the project schedule for the last eight years of the plan. The only significant change is the elimination of funds for the Myrtle Avenue/Ft. Harrison Avenue widening project. The DOT is now going to fund this project. In response to question, Ms. Wilson said the fire training facility was bumped back in favor of the Clearwater Mall station. Discussion ensued in regard to the Myrtle Avenue project and it was indicated it would have to be redone before the swap with DOT. A question was raised if all funding is being done by stormwater, and Ms. Wilson indicated $1 million is coming from the gas tax. She said staff is very careful in not crossing boundaries of funds. Commission Travel Budget Discussion ensued in regard to the commission’s travel budget. Ms. Wilson said $14,300 is being budgeted for travel and training for next fiscal year. It was commented this Commission is more active than in the past and it was felt the travel budget should be increased. Ms. Wilson requested it be adopted as is and amended at first quarter if necessary. It was proposed the budget be increased at first quarter to $16,500; $2,500 for each Commissioner and $6,500 for the Mayor. A question was raised whether the annual Phillies trip should be continued. A comment was made the Phillies are a valuable business partner and the trip provided $90-120,000 in airtime to promote Clearwater. It was felt the trip is important and brings value home. The City Clerk suggested the Commission bring forward a policy that addresses allocating amounts to each member of the Commission each year. Commission Discussion In response to a question regarding the public budget meeting on August 12, 2002, Ms. Wilson indicated comments sheets would be available for gathering opinions from citizens. These comments were to be reviewed at the August 22nd Worksession. The meeting adjourned at 10:59 a.m.