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07/10/1990 CITY COMMISSION BUDGET WORK SESSION July 10, 1990 The City Commission of the City of Clearwater met at City Hall with the following members present: Rita Garvey Mayor/Commissioner Richard Fitzgerald Vice-Mayor/Commissioner Lee Regulski Commissioner William Nunamaker Commissioner Sue Berfield Commissioner Also present were: Ron H. Rabun City Manager Elizabeth Depula Admin Services Director Cynthia E. Goudeau City Clerk The Mayor called the meeting to order at 10:00 a.m. for the purpose of discussing the preliminary budget. The City Manager stated the proposed budget contains a 0.6 mill increase which equates to an 11.8% increase over last year's budget. He stated this increase will provide for an increase in public safety and environmental enhancements. Two issues remain from the service options discussions which are 1) the amount of reference service to be provided over the telephone by the Library and 2) whether or not to include enhancements to the Gas Division. He thanked the department directors, the assistant city managers and staff for their efforts in preparing the budget. Betty Depula, Administrative Services Director, stated a special meeting has been set for July 16th to set the TRIM millage rate. This will be advertised as a 16.8% increase over the rolled-back rate. She stated the estimated impact on the typical property owner would result in the owner of a $75,000 home with a $25,000 homestead exemption having a tax increase of $30.00. She emphasized the City of Clearwater's portion of the entire tax bill is only 25%. Discussion ensued regarding whether or not the positions funded in the budget for the Courtney Campbell beautification project would need to remain as the State has not provided the City with a grant for this project. The City Manager indicated that although the State has not granted funds for this, "Penny for Pinellas" monies could cover the cost of this project. Discussion ensued regarding alternatives for this project and it was indicated the Commission wished to delay using any funds for this project at this time, however, they directed staff to investigate heavily landscaping the actual entrance to Clearwater, in particular at the wastewater treatment plant. A concern was raised regarding there being no 2% salary savings included in this year's budget and it was indicated this was difficult to obtain last year and therefore was not included in this year's budget. It was the consensus of the Commission to make this a challenge to staff but not a requirement for budget purposes. In response to a question regarding what the City is doing to reduce the number of workmen's compensation claims, the City Manager indicated the City has begun a light duty program wherein an individual on workmen's compensation is returned to work in lighter duty than their regular job. He stated the City is emphasizing safety and looking for ways to decrease accidents and therefore workmen's compensation claims. A question was raised regarding the rates charged to each department for their workmen's compensation not being equitable. The Administrative Services Director indicated the rates are based on a pro-rated 5 year cost. She stated because we are self-insured, we do base this on our in-house experience. A concern was raised regarding an interfund transfer using the parking fund to offset cost of street sweeping to maintain parking lots. It was questioned whether this would come out of stormwater management. The Administrative Services Director indicated the costs that will be charged to the stormwater utility are more general fund type items and the parking fund should pay its own cost. Maintaining parking lots is a parking function. A concern was raised regarding the way gas fund dividend was allocated. It was indicated this dividend should not come out of next year's budget. In response to questions regarding revenue, it was indicated the revenue for false alarm service charges has been established by using less than 25% of the current violations. It was also indicated the confiscated property shown in this budget is not the same as the Police Department special revenue fund where property is confiscated for people found guilty of drug related crimes. In response to a question regarding the school resource officer, it was indicated the Chief of Police is seeing if the City can receive an increase in its reimbursement from the School Board for this officer. Questions were raised regarding special programs at Jack Russell Stadium not showing revenue. The City has not fully used the 30 days we have to hold events in this facility. It was requested the City look at marketing these days to individuals or organizations who could provide revenue to the City. A question was raised as to why internal services have increased across the budget. The Administrative Services Director indicated refinements have been made in the way of calculating cost recovery and allocation. Internal Audit A question was raised as to why other operating expenses had increased. There has been an increase in the travel budget as there are three professional staff people who need to keep up their credentials. Public Information Office A question was raised regarding the increases in the Public Information Office. The City Manager explained this is a new office and has no history. It was indicated the travel had also increased in this department. These travel expenses include participation in professional associations, visits to other cities to ascertain how they run their public information offices and meetings to become more familiar with cable TV franchises and operations. It was requested that a report regarding the Public Information Office be provided to the City Commission. Economic Development It was indicated that the increase in personnel services for the Economic Development Department was due to the salary for a shared secretary. Legal Department In response to a question regarding whether or not staff should be increased in the Legal Department rather than budgeting for contractual services, it was indicated the funds budgeted for contractual services would not be spent unless we actually needed those services, whereas a full time attorney would have to be paid throughout the year. Non-departmental Funds It was indicated that additional funds have been included in this category for improvements to the Emergency Operations Center and there is a new line item for the General Fund surplus. In response to a question, it was indicated we are reimbursed for EMS equipment by the County. Concern was raised regarding the $250,000 funding for Clearwater for Youth, also known as the Center Foundation. A suggestion was made that this come out of the Special Development Fund rather than increasing taxes to accommodate this contribution. In response to questions regarding the surplus, the Administrative Services Director stated the current surplus is at 7.6% of this year's budget and would equate to 7.1% of next year's budget. Putting the proposed $1.4 million in the budget will bring the surplus up to 9.6%. Commission policy is for a 10% surplus. Emergency Management In response to a question as to why this has been broken out, the City Manager indicated in order to demonstrate that the City has an Emergency Management Program for the purposes of applying for grants, it is better to break out the funding for this program in this manner. Police Department Concerns were expressed regarding the overtime budgeted in the Police Department and questions were raises as to how this could be controlled. The Chief indicated the primary impact on overtime are court related costs and he is working with the judiciary to try and limit this impact. In response to a question regarding what the Commission could do in order to help the Police Department in their efforts to control overtime costs, the Chief indicated authority to hire overstrength would allow him to start the hiring process more quickly and stay close to full staff because there are usually several vacancies in the Police Department at any one time. A request was made that a note be made in the budget that the monies raised from the special speed enforcement effort on Sand Key Bridge does offset the cost for the police officers for this duty. Discussion ensued regarding the need for the marine patrol and it was suggested that one officer be eliminated from this effort. The Chief indicated a third marine patrol officer had been designated in last year's budget, however, this position has never been filled. He stated there could be a hold placed on the hiring of this individual and to see what the impact will be regarding downsizing of the marine patrol boat. It was also suggested that the City pursue possible funding through the County using their surcharge on boat registration. Consensus of the Commission was to delay the hiring of the third marine patrol officer but not to eliminate it from the budget at this time. It was also directed that staff pursue County funding through the boat registration surcharge. A question was raised regarding the budget advisory committee's suggestion that there be a delay in approving the recommendations for additional staff in the Communications Center. The Chief indicated these are parttime positions and are needed to provide information to police officers. Questions were raised regarding filling positions and it was indicated that the Police Department, Personnel Department and the Assistant City Manager for Administration are working to resolve these concerns. In response to a question, it was indicated the civilianization plan is almost complete and there are very few remaining positions that could be civilianized. Fire Department In response to a question, it was indicated capital for EMS equipment is reimbursed by the County. A question was raised regarding whether or not more firefighters are needed. Fire Chief Davidson stated due to the City's mutual aid agreements with other communities, additional firefighters are not needed at this time. Public Works Department In response to a question, it was indicated that personnel recommended through the stormwater utility have not been included in this budget as staff did not wish to assume approval by the Commission. A question was raised regarding why an assistant director in Public Works for Environmental Management was needed. It was indicated that environmental concerns have grown in sophistication and require the talent that would justify an assistant director. Concerns were raised regarding hiring this individual at the upper end of the range. It was indicated that the individual chosen for this position was highly qualified and it was felt that this salary needed to be offered in order to gain the most qualified person for the City. Concerns were expressed regarding there being no more environmental inspectors and it was indicated that these positions are being upgraded to Environmental Specialist who will be able to have a broader range of knowledge and the capability of making decisions in the field. Staff was directed to provide a briefing to the Commission regarding the environmental program. The meeting recessed from 12:05 p.m to 12:15 p.m. Public Works Infrastructure It was indicated this would be the category under which enhancements would be made with the stormwater utility. The City Manager indicated he recommended leaving the road and drainage millage at its current level and even if the stormwater utility is adopted, this would free up more funds for road improvements. In response to questions, it was indicated the proposed stormwater utility would produce $3-1/2 to $4 million a year. It was also indicated the details regarding what would be funded by the stormwater utility had not been completed. In response to a question regarding the downtown streetscape program, it was indicated the actual sidewalks were being done by an outside contractor who was being paid through CRA funds. Work performed by City employees such as planting trees is funded through the City's budget. PLanning and Development Department A question was raised regarding the indication of funds to private organizations and a request for a list of those organizations was made. Parks and Recreation Department A request was made for clarification regarding why there was an increase over the estimate of the service options. I was indicated that the service option was early estimate. In response to a question, it was indicated the elimination of ditch and pond maintenance has not been included in this budget as the stormwater utility has not been adopted. The Parks and Recreation Director indicated, in response to a question, operating supplies have increased due to an expanded spray program, increased recreational facilities, the restrooms on Clearwater Beach and soccer fields to be built. It was the consensus of the Commission to eliminate the cost associated with the Courtney Campbell beautification project at this time. In response to a question, it was indicated there is no change to the programming at the pool at Ross Norton Park. A suggestion was made that if it was found that people preferred going to the Center Foundation pool once it is opened, there might be an alternative for heating the pool at Ross Norton Park, charging a surcharge for that heating. The Parks and Recreation Director requested the Commission allow review of a history going through one winter season under the current programming. A question as raised regarding the facts and figures at the back of the budget book indicating that we have 47.8 acres less of parkland than we did last year. This is to be investigated. Library Department The City Manager indicated the question remained regarding the library reference service. A survey has been done and most of the reaction to reducing that service has been negative. Staff's recommendation is that the service remain at the previous level and staff investigate the possibility of generating revenue from this service. A suggestion was made that the City consider contracting with East Lake to allow them library services in the City system. It was indicated that the Commission will probably hear complaints regarding their approval to allow a rental charge for use of the meeting rooms in the library. The Library Director indicated that she would request small organizations using the meeting rooms on a monthly basis be provided some discount. It was indicated that staff would return with details. Discussion ensued regarding the use of volunteers allowing the library to reduce its operating expenses. The Library Director indicated that volunteers are used for literacy training, income tax assistance, help in repairing and reshelving books and providing tours. Concerns were expressed that the Library Department had not used volunteers to the extent the Commission had expressed a desire for it to. It was requested that the volunteer report be redistributed to the Commission. Michael Wright, Assistant City Manager, requested direction from the Commission regarding if they are requesting the Library cut labor through he use of volunteers or to provide program enhancement through the use of volunteers. It was indicated the Commission would like to see both accomplished. Discussion returned to the reference service and concern was expressed that many callers were not City residents. The City Manager indicated we are looking for alternatives to see if there is a way to separate out the calls by Clearwater residents and library cardholders from those that do not have a library card. Gas Division Discussion ensued regarding enhancements to the Gas Division and a concern was expressed that it is premature to make a decision regarding the Gas Division until the decision regarding whether or not the City will sell the division is made. City Commission Budget A question was raised regarding the expenditure for "This is Clearwater." It was indicated this was a full page ad in what the Clearwater Sun called the mail-away edition. The Clearwater Sun is no longer in production, however, it had been indicated that the St. Petersburg Times would be coming up with an alternative program. A suggestion was made that the City allow the Florida Orchestra to use some of the "City Days" at Ruth Eckerd Hall, thereby reducing expenditures for the Orchestra. It was indicated that this in turn would reduce revenue for PACT and this would not be advisable. A question was raised regarding why other operating expenses for the City Commission were down from last year and it was indicated that in the next year there will be no anniversary celebration or contribution to the Bombers. City Clerk It was indicated increases in other operating expenses in the City Clerk's Department are the result of a proposed City-wide micrographics program. Administrative Services A question was raised regarding what the Special Assistant to the Director was. It was indicated this is a position that was in General Services that has been transferred to Administrative Services and the title has not been permanently set yet. Discussion ensued regarding the millage rate to be set and it was requested that alternatives be provided such as reducing the amount of contribution to the surplus by half and eliminating the Courtney Campbell beautification cost and following through with the recommendation regarding the contribution to the Center Foundation coming out of the Special Development fund. Discussion ensued regarding the operating expenses for the Center Foundation and that included in the Parks and Recreation budget are funds to cover the user fee at the Center Foundation. Concerns were expressed that when this project was proposed to the Commission it was stated that this would be a cost savings program for the City. Michael Wright, Assistant City Manager, indicated the agreement between the City and the Center Foundation allows the Foundation to charge the user fee. Concerns were expressed that the City would be increasing taxes in order to fund this user fee before we have actually paid it out as we will be paying on a monthly basis to the Center Foundation. The suggestion was made that the user fee be passed on and it was indicated staff had been trying to avoid a deferential in cost between facilities. Consensus of the Commission was to leave the funding as is and to review when history is available regarding the use of the facility. The Mayor questioned whether or not the Commission wished to take a pro-active stance regarding support for Amendment #3 on the November ballot regarding state mandates. It was suggested that direct mail by the Commission members be done. The meeting adjourned at 1:56 p.m.