03/19/2007
BUDGET TASK FORCE MEETING MINUTES
CITY OF CLEARWATER
March 19, 2007
Present: R. Nathan Hightower Chair – arrived 6:12 p.m.
Herbert W. McLachlan Vice Chair
Martin L. Altner Task Force Member
Joseph W. Evich Task Force Member
Robert L. Longenecker Task Force Member
Joyce E. Martin 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: Isay M. Gulley Task Force Member
Also Present Tina Wilson Budget Director
Patricia O. Sullivan Board Reporter
The meeting was called to order at 6:07 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 12, 2007
Task Force Member Altner moved to approve the minutes of March 12, 2007 with
correction: page three, paragraph two, sentence two, replace “by adding” with “and allowing.”
motion carried
The was duly seconded and unanimously.
Chair Hightower moved to amend approval of the minutes of March 12, 2007 with
additional correction: page two, last sentence, to read “ . . . volunteers only to handle . . .” The
motioncarried
was duly seconded and unanimously.
3. Finalize Task Force Report
It was stated that proposed Penny for Pinellas 3 projects will require up to 21 new FTEs
(Full-Time Equivalent) and the Budget Task Force opposes all new positions.
Discussion ensued to clarify executive summary language and the priority of Task Force
recommendations.
Consensus was to not repeat the phrase “The Budget Task Force recommends,”
throughout.
Chair Hightower moved to amend one recommendation to read, “The City Council
consider a self-imposed cap on annual General Fund budgeted expenditures to the CPI plus
motioncarried
1%.” The was duly seconded and unanimously.
Task Force – Budget 2007-03-19 1
Consensus was to list this recommendation first.
Discussion ensued regarding the beach library and recreation center with a suggestion
that consolidating the facilities, discontinuing recreation center programming, continuing rentals,
and assigning library staff to oversee the weight room would save money and that Penny for
Pinellas funds could be used to expand the facility to house these activities. It was indicated
that utility and insurance expenses exist regardless of use. It was stated that construction of
nearby boat docks may result in a change to this facility’s use to include showers and replacing
basketball courts with parking. Opposition was expressed to closing libraries or recreation
centers as they serve as neighborhood gathering spots. A conflict between two Task Force
recommendations was identified.
Task Force Member Williams moved to delete from the Executive Summary the
recommendation to close the Clearwater Beach Recreation Center for recreation programs and
motion
open it for rentals only. The was duly seconded.
It was noted that the Task Force previously had approved this recommendation.
carried
Upon the vote being taken, the motion unanimously.
Consensus was to average estimated savings related to Parks & Recreation
recommendations, and include a total.
Task Force Member McLachlan moved to amend one recommendation to read, “The
City eliminate a freestanding beach library by consolidating it with the beach recreation center,
or closing it if consolidation is impractical, with patrons urged to use the Main library.” The
motioncarried
was duly seconded and unanimously.
Task Force Member Williams moved to amend one recommendation to read, “As the
City Task Force police fleet evaluation reflects a potential savings of 25%, the City perform a
detailed utilization study on the City’s fleets to identify and eliminate excess vehicles, with a
motion
special emphasis placed on the elimination of take-home vehicles. The was duly
carried
seconded and unanimously.
Task Force Chair Hightower moved to attach the police fleet evaluation to the report as
an exhibit and to amend the previous motion to read, “As the Task Force police fleet evaluation
(Exhibit A) reflects a potential savings of 25%, the City perform a detailed utilization study on the
City’s fleets to identify and eliminate excess vehicles, with a special emphasis placed on the
motioncarried
elimination of take-home vehicles. The was duly seconded and unanimously.
Task Force Member Evich moved to amend one recommendation to read, “The City
discontinue the practice of transferring FTEs from Enterprise Funds to the General Fund. The
motioncarried
was duly seconded and unanimously.
Task Force Member Evich moved to amend one recommendation to read, “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. Consistent with
Task Force – Budget 2007-03-19 2
this review, an examination of the management to staff ratios in all major departments should be
motioncarried
conducted.” The was duly seconded and unanimously.
Task Force Member Martin moved to prioritize Task Force recommendations in order of
importance:
The Budget Task Force provides the following recommendations to the City Council.
1) The City Council consider a self-imposed cap on annual General Fund budgeted
expenditures to the CPI plus 1%.
2) The City maintain its existing structures, refurbishing or replacing them as necessary, which
could lower maintenance and insurance costs and that the City limit growth of additional
facilities and parks so that no additional FTEs are needed. Specifically, the Budget Task
Force recommends that the proposed Senior Center facility not be constructed, instead
using existing facilities for senior activities.
3) The City control the cost of employee benefits by:
a) Limit increases to the 3% level of revenue increases (based on the Save Our Homes
cap);
b) Freeze or cap the City’s contribution to health insurance and consider a co-pay program;
c) Reevaluate union contract provisions;
d) Evaluate the vacation/sick day policy and consider a PTO concept with a disability rider;
e) Consider an employee buyout program for retirement eligible employees;
f) Evaluate pension alternatives such as replacing the defined benefit plan with a defined
contribution plan;
g) Emphasize subcontracting by considering liability factors when evaluating costs;
4) 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. We further recommend 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.
5) Regarding property insurance that the City consider eliminating or reducing its wind
coverage, using reserves in the Central Insurance Fund to increase self insurance limits;
and pursue pooling concepts with other municipalities.
6) The City eliminate a freestanding beach library by consolidating it with the beach recreation
center or closing it, if consolidation is impractical, with patrons urged to use the Main library.
7) Take-home vehicles be limited to Pinellas County for all staff and that City vehicles are tools
that allow employees to do their tasks and should not be used as employee perks.
8) As the Task Force Police fleet evaluation (Exhibit A) reflects a potential savings of 25%, the
Budget Task Force recommends a detailed utilization study be performed on the City’s
fleets to identify and eliminate excess vehicles, with a special emphasis on the elimination of
take-home vehicles;
Task Force – Budget 2007-03-19 3
9) The City prohibit using reserves for FTE costs;
10) The City discontinue the practice of transferring FTEs from Enterprise Funds to the General
Fund;
11) 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.
Consistent with this review an examination of the management to staff ratios in all major
departments should be conducted;
12) The City consolidate all public communications in all departments into one department, with
the goal of reducing FTE’s and consolidating efforts;
13) The Parks and Recreation budget be cut by approximately 5% with specific cuts to include,
but not be limited to:
a) Reduction of contracted grounds maintenance $100,000
b) Eliminate Systems Analyst $ 49,000
c) Eliminate Administrative Analyst $ 51,000
d) MLNP – eliminate Programmer I; loss of Pinellas County School support $ 30,000
e) Eliminate 2 FTE; move remaining FTE to Carpenter Team $ 60,000
f) Eliminate Public Information Coordinator and rely on Public
Communications to do Parks & Recreation Department $113,000
Total $403,000
14) The City Fire Department institute a firefighter volunteer service program in selected fire
stations to evaluate the potential effectiveness of the program and the 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 station when additional personnel are needed.
15) The Fire Plans Examiner position be eliminated.
16) The City review and evaluate annual contribution programs (i.e. subsidies and/or
contributions to Ruth Eckerd Hall, Harborview, Long Center, and Bright House) on an
annual basis.
motioncarried
The was duly seconded and unanimously.
Task Force Member Altner moved to amend the second paragraph of the Special
Recognition to read, “We would also like to thank the City Council, City Manager and staff for
their interest, leadership, and desire to seek taxpayer input into the budgetary process for the
motioncarried
City. The was duly seconded and unanimously.
Budget Director Tina Wilson reported the City Council meeting, when the Budget Task
Force final report is scheduled for presentation, was rescheduled from Thursday to Wednesday,
April 4, 2007. All members were urged to attend. The Chair said due to a previous
commitment, he could not arrive at Chambers by 6:00 p.m. and requested that his presentation
be delayed until his arrival.
Task Force – Budget 2007-03-19 4
.
.
.
Ms. Wilson will draft a presentation for the Chair and review the report with him for
accuracy. As planned, the report will be available on line by March 26, 2007, and a copy will be
e-mailed to Task Force members.
It was noted that the City Council had requested that the Task Force identify non-
essential services. It was stated that all City services, including the Jolley Trolley, are essential
to some residents.
Task Force Member Altner moved to approve the Budget Task Force's report, as
modified today. The motion was duly seconded and carried unanimously.
Members and staff thanked and complimented each other for their participation and
diligence.
4. Adiourn
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The meeting adjourned at 7:20 p.m.
Budget Task Force
Task Force - Budget 2007-03-19
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