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07/22/1991 CITY COMMISSION BUDGET WORK SESSION July 22, 1991 The City Commission of the City of Clearwater met at City Hall at 9:00 a.m. with the following members present: Rita Garvey Mayor/Commissioner Sue Berfield Vice-Mayor/Commissioner Lee Regulski Commissioner William Nunamaker Commissioner Richard Fitzgerald Commissioner Also present were: Michael J. Wright City Manager Kathy S. Rice Deputy City Manager Elizabeth Deptula Assistant City Manager Tina Wilson Acting Budget Director Jeff Harper Administrative Services Director Cynthia E. Goudeau City Clerk The City Manager opened the meeting indicating he is proposing a $127 million dollar budget. He reported the state and counties provide basic needs and cities are formed to provide a greater level of service. Growth is technically over in Clearwater and expenditures and revenues will be leveling out. He stated the portion of the budget that affects taxes is the General Fund with the majority of that fund being spent on police and fire. Personnel Services are 70% of the General Fund budget. On a positive note, the City's debt is extremely low. He reported 34% of the City's revenues come from property taxes. He asked Department Directors to submit a status quo budget. 3.8 additional people are being requested in this budget. He requested the Commission set one more meeting the week of August 5, 1991 to discuss budgeting. He stated this meeting would be to do some forecasting looking at projected revenues and expenditures of the City for the next three years. He indicated he is continuing to look at what needs to be done in order to curtail expenses. Positions have been cut from the City Manager's Office; the Police Department is looking at cutting administrative positions and putting individuals back on patrol; Public Works is downgrading some positions and has earmarked some for elimination through attrition. Staff was complimented for its efforts on the budget. It was stated that by implementing the stormwater utility, this eliminated certain services being paid for by taxes but that it would result in the City working with additional monies. A question was raised regarding expenses that will not be necessary in the next year's budget and whether or not the budget could be cut. It was indicated $1 million dollars of the budget is for pay raises. In response to questions regarding the stormwater program, it was indicated 14 people had been hired to be paid for through the stormwater utility fee and stormwater projects had been enhanced through this fee as well. A question was raised regarding how firm the revenue figures were and it was stated they were conservative. Questions were raised regarding the pension fund and it was indicated revenues generated by the pension fund investment stay within the pension account. This revenue could be used to reduce the contribution, however, caution was urged as approximately 25% of the employees will be reaching retirement age within the next five years. It was indicated the amount of contribution calculated by the actuaries is a required contribution to the fund. Questions were raised regarding not adding as much to the General Fund surplus and it was indicated additional monies could be placed in the insurance fund and be treated as a one time income. Caution was also urged regarding reducing the surplus as this is our insurance fund and one catastrophic event could wipe out that fund. In response to questions regarding utility systems accounts, it was indicated the solid waste program is being reviewed as we are having to go heavier into recycling. The City Manager indicated he did not wish to spend capital until he was sure what program would be used. He also reported the gas division is in a holding pattern until a new general manager can be brought on board. They are looking at taking the system into Pasco County next year. In response to questions regarding water, the City Manager indicated they are planning some small construction projects for reclaimed water. He stated he wants to look at this program very carefully prior to implementing a city-wide program. He also reported rate studies are currently underway. The City Manager asked for the Commission's input regarding contributions to other agencies. In response to a question regarding the contribution to FIG, it was explained this group helps cities identify more efficient and cost effective methods. Implementation of their recommendations more than recoup the $5,000 contribution. A question was raised regarding the Tampa Bay Estuary Program's request for funding of $9,000. It was indicated that was the City's proportional share of the program. 75% of the total program is funded through federal funds with 25% being made up at the local level. Concerns were expressed regarding duplication of effort with other groups such as Southwest Florida Management District, Environmental Protection Agency and Department of Environmental Regulation. It was reported the Estuary Program was to bring a comprehensive prospective and to work with these organizations in developing a program to restore Tampa Bay. It was requested someone from the program be asked to speak to the Commission regarding the work to be done and the possibility of duplication of effort. It was reported there was an error in the proposed budget and the contribution to the Fun'n'Sun Festival should be reduced to $34,675. Discussion ensued regarding the $15,000 request from the Florida Orchestra. It was indicated the City gave the Orchestra $10,000 in this year's budget. Discussion ensued regarding the desire of the Commission for other communities to help fund this program. Consensus of the Commission was to budget the entire $15,000, commit to give the first $10,000 to the orchestra and the remaining $5,000 would be available only if the orchestra can get Largo, Dunedin and Safety Harbor to also contribute to the program. Discussion ensued regarding the Pinellas Economic Development Council's request for $15,000 in funding. The City Manager indicated there is a strong working relationship between the Economic Development Council and the Industry Council. It was indicated the Economic Development Council is targeting businesses and office development while the Industry Council is targeting industry. It was requested the Commission consider having one Commission member serve on both these councils. It was requested someone from the Economic Development Council make a presentation to the Commission regarding their other funding programs and how they work with the Industry Council. In response to a question regarding the reduction in contribution to the Mr./Mrs. Clearwater Coffee, it was indicated the Chamber has taken over this function and no longer holds it in City Hall. The meeting recessed from 10:20 to 10:28 a.m. The City Manager reported he has placed $5,000 in the employment recognition program and the entire recognition program will be looked at by the Labor Management group. Information regarding the status of the current Commission travel budget was requested. The City Manager reported there are currently two vacancies in the Affirmative Action Office and the Public Information Program will be reviewed this year. In response to a question regarding why other operating costs had doubled in the Public Information area, it was indicated this was for the addition of the film commission. It was requested the City Manager provide additional information. The City Manager further reported contractual services in the legal department had been reduced. Kathy Rice, Deputy City Manager, indicated this is because there are no attorneys bargaining for the City in the current labor negotiations. It was also reported the Human Relations and Affirmative Action departments are being looked at for possible reorganization. It was reported Affirmative Action will be used more for minority recruiting than it has been in the past. In response to a question, it was indicated eight of the police officers that had not been hired by the Tampa Police Department had been hired by the City of Clearwater. The City's training programs were discussed with it being indicated efforts are being made to consolidate this function. In response to a question regarding people being trained as supervisors, it was indicated there is a perception they are not trained prior to becoming supervisors and this is being addressed. A question was raised regarding turn-over and it was indicated there is approximately an annual 9% turn-over in the City of Clearwater. Some of this turn-over is due to retirement. A question was raised regarding the overall cost for the messenger service as it is broken down into each individual department. The police department's budget was discussed with concern being expressed that in order to reduce overtime costs, service had been sacrificed. The City Manager indicated he felt this had happened, however, he had recently instructed the Chief to loosen up on the restrictions on overtime. A request was made for information to be provided to the Commission regarding how much better the police department is doing regarding their overtime budget. A question was raised regarding the ability to use photo-radar for traffic enforcement and it was indicated State law would have to change in order for this type of program to be implemented. Discussion ensued regarding the police aides on the beach and how to reduce those costs and it was indicated that a survey was being done which would provide public input regarding the proposals for one way pairs on the beach. Information was requested on the cost figures for the three one way street systems and it was indicated the results of the community survey would be put all in one package. The City Manager reported the airpark had been returned to the General Fund as it is not a true enterprise fund. In response to a question, he indicated the City is considering using property next to the airport, originally purchased for the sanitation facility, to be used for part of the recycling and/or training of drivers. He indicated the status on the subleases and other airport issues would be forthcoming in the near future. A concern was expressed regarding the increase in tree inventory. The City Manager responded that after the April 25th storm, it was discovered the City needed to be paying more attention to the condition of its trees as many of those that were blown down were diseased. Discussion ensued regarding private contractors not removing debris when they trim or cut down trees and it was indicated this is difficult to enforce. Questions were raised regarding proposed activities of the individuals being hired to staff the sailing center. Ream Wilson, Parks and Recreation Director, indicated the center would be open six days a week and one person would be on duty at all times to do such things as open the building, collect fees and schedule the meeting rooms. This will be maintained under the marina. It was indicated sources of revenue from this facility will be launch fees, contract instructors, concessions, donations and rental of the building. He stated the problem with predicting revenues is that there is no other facility like this in the City and therefore, there is no history upon which to base an estimate. In response to a question, it was indicated current policy would not allow alcoholic beverage consumption however, other rental buildings have been exempted from the alcoholic beverage prohibition and that perhaps this facility should be also. It was questioned whether or not the City would break even on revenues generated here and it was indicated it was not anticipated. It was indicated additional revenues might possibly be generated from rental of boat storage space in the 30' setback area. Questions were raised regarding where cuts could be made in the Parks and Recreation budget. Concerns were expressed regarding the transfer of personnel from The Fred Cournoyer Center to The Long Center. Discussion ensued regarding The Long Center with it being indicated City residents are participating in other than City of Clearwater programs at the facility. Mr. Wilson indicated 75 - 80% of the outdoor activity at the center involves Clearwater residents. A concern was expressed that the issue is still that the cost per user hour is higher at this facility than other City facilities. It was requested someone from The Long Center address the Commission regarding their budget and plans. Discussion ensued regarding how to reduce the user hour cost and it was indicated activity has picked up and the primetime hours are pretty much full. Mr. Wilson indicated the funding formula for the center is based on actual use of the participating agencies. The City of Clearwater is a 77% user of the facility. A question was raised regarding how much it would cost for the City to operate the facility. Concerns were expressed there are some City of Clearwater residents that can not afford the fees at The Long Center. In response to a question regarding other possible cuts, it was indicated programs would have to be cut in order to reduce the budget. Further discussion ensued regarding the Parks and Recreation budget with it being indicated there are many things in this budget that are not recreational programming. It was emphasized the Parks and Recreation Department maintains all City property and rights-of-way. Concern was expressed that people were beginning to reach a point where they do want to pay more for parks and recreation services. In response to a question, it was indicated $110,000 is spent on cleaning Clearwater Beach. Concerns were expressed regarding fees charged for various applications in the Planning and Development Department. It was indicated these fees had just been reviewed. Complaints are being received regarding the cost of variance applications and a concern was expressed that this is discouraging businesses from coming into the City of Clearwater. Regarding the Library budget, the City Manager reported the Capital Improvement Project Budget has been increased to allow purchase of additional books. Concern was expressed regarding $10,000 being budgeted for the library's 75th Anniversary Celebration. Commission consensus was to reduce this to $2,500. A question was raised regarding how book rate turn over is calculated. Regarding the utility funds, the City Manager again reported rate structures are being looked at. A question was raised regarding the increase in radio service charges to departments. Betty Deptula, Assistant City Manager, indicated money was borrowed for the implementation of the 800 mhz radio system. When the refurbishment shop was eliminated, which had been proposed to generate savings to pay for this cost, those costs had to be reallocated as debt service. In response to questions regarding the City's water production, it was indicated this is being reviewed. A question was raised regarding whether or not the gas division operated the radio system and it was indicated it is shown in this budget because they need it to respond to emergency situations 24 hours a day, seven days a week. Other departments will reflect a portion of this cost. The City Manager reported that permitting for the proposed marina on Island Estates has been budgeted for in the Capital Improvement Project. He indicated this project will not go forward unless it is deemed feasible. He indicated the parking fund would be discussed at a meeting in August. A question was raised regarding whether or not expansion of the Jolly Trolley service had been included in the budget. Concerns were expressed regarding the ability to charge for the trolley service. It was requested that any restrictions regarding charging be reviewed. The City Manager reported he has recommended the City no longer automatically participate in the Energy Coalition. He stated if there were a need to address an issue, the City would pay for that counsel at that time. A question was raised regarding where sale of surplus property was accounted for and it was indicated it would be within each department's budget that disposes of the surplus property. In response to a question regarding an increase in garage fees, it was indicated the increase in inflation, increase in fuel cost and additional vehicles had caused this. In response to a question, it was indicated the City did not have a policy to buy all United States made vehicles. Concerns were expressed regarding the use of cellular phones. In response to a question regarding the Capital Improvement Budget showing $30,000 for a gazebo on the beach, it was indicated this $30,000 had been moved into the general category of Clearwater Beach improvement. It was stated that of the overall $24 million CIP budget, only $1.1 million comes from the general fund. Consensus of the Commission was to set a special meeting to receive information regarding the three year forecasting for August 5, 1991 at 9:00 a.m. (It was later found this meeting needed to be changed to 1:00 p.m. on the same date) The meeting adjourned at 12:59 p.m.