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08/31/1993 CITY COMMISSION SPECIAL WORK SESSION BUDGET SESSION August 31, 1993 The City Commission of the City of Clearwater met at the East Library with the following members present: Rita Garvey Mayor/Commissioner Arthur X. Deegan, II Vice-Mayor/Commissioner Richard Fitzgerald Commissioner Sue A. Berfield Commissioner Fred A. Thomas Commissioner Also present: Michael J. Wright City Manager Elizabeth Deptula Assistant City Manager Kathy S. Rice Deputy City Manager Tina Wilson Budget Manager Cynthia E. Goudeau City Clerk The meeting was called to order at 9:02 a.m. Item #2 - Parks & Recreation Budget Discussion ensued regarding the proposal to close Ross Norton Pool during the winter months based on low usage and the number of non-resident participants. Concerns were expressed that this service was desired by those who use the pool. It was recommended a new fee be established for non-residents who participate in City programs. Extensive discussion took place. Concerns were expressed that families should not be hurt by raising the non-resident fee too high. It was noted that youth need a place to go. A suggestion was to establish varied rates for non-resident children, adults and families. Concerns were expressed that the horseshoe club, shuffleboard club and lawn bowling club contribute a large amount of funds to their facilities. Consensus was for Ross Norton Pool to remain open during the winter months. The Parks & Recreation Department will come back with specific recommendations regarding non-resident fees including specific rates for children, adults and families. Consensus was to make a special payment for the horseshoe, shuffleboard, and lawn bowling clubs. Discussion ensued regarding privatizing the maintenance of medians in neighborhoods. It was indicated staff chose four sites for private sector bids: Memorial Causeway; City Fire Departments; Countryside Library and City Hall. It was suggested that homeowners’ associations and/or neighborhood residents be encouraged to become involved with maintaining neighborhood medians. Consensus of the Commission was to look at privatization of lawn maintenance in neighborhoods. Discussion ensued regarding the subsidy to the Long Center. It was acknowledged most people at the joint work session with the City of Safety Harbor agreed population should be the basis for calculating the fee. It was indicated this calculation method would not affect the sinking fund or rentals outside the agreement. Extensive discussion ensued with concerns expressed regarding the point at which the subsidy would begin to decrease and how to cap the City’s subsidy to the Long Center. Consensus of the Commission was to base the City’s contribution to the Long Center on population calculations, capped at the City’s current population, resulting in a fee of $201,124 with the sinking fees and rental rates remaining the same. Discussion ensued regarding the proposed Countryside Community Center. Concerns were expressed the project’s recommended $1.2-million budget includes a gymnasium, an atypical community center amenity. It was noted a survey of Countryside residents indicated a gymnasium was their top priority. Further discussion ensued with concerns expressed regarding placement of funds in the budget for the Center prior to approval of the final design. The Consensus was to leave $1.2-million in the budget and for the Commission to make a final determination regarding building amenities. The meeting recessed from 11:30 to 11: 45 a.m. Item #3 - Fire Department Budget It was pointed out personnel costs account for 88.3% of the department’s entire budget. Commissioner Thomas requested staff bring forward the Emergency Medical Services’ (EMS) issue to the Commission to see how the City might separate itself from the County’s program. Concerns were expressed that this was not needed. Consensus was for this matter to be agendaed at a future time for discussion. Item #4 - Library Budget It was stated the library’s beach branch would not be closed as proposed. With five branches, the number of employees will change. Commissioner Deegan said making a recommendation regarding the County Cooperative was not a goal. Consensus was for this to be deleted. Commissioner Deegan referred to the goal to distribute a policy manual and suggested the goal should be to provide consistent interpretation measured by the infrequency of complaints regarding inconsistency. Discussion ensued regarding data to be provided regarding non-resident users of the library. It was indicated this information would help the Commission reach a decision regarding membership in the County Cooperative. Dr. Arlita Hallam, Library Director, indicated the data will be provided in October for a March decision. Item #5 - Central Permitting Budget It was indicated the Planning Department will be divided into two departments: Economic Development and Central Permitting. It was indicated Code Enforcement will be a separate department. Discussion ensued regarding a goal to respond to applications, with concern expressed that no baseline data exists on which to base the goal. Concerns were expressed regarding maintaining customer satisfaction at 75%. Consensus of the Commission was to have the goals regarding applications rewritten. Commissioner Thomas requested a goal regarding “one stop shopping.” A goal was also requested for the occupational license division. A question was raised regarding the 50% decrease in Central Permitting administration. It was noted the decrease is due to the split into two departments. Concerns were expressed regarding Clearwater being built out. It was indicated adjustments are being made to address this. A question was raised regarding where the revenues for variance applications were placed. Assistant City Manager Elizabeth Deptula indicated those revenues were deposited in the general fund. The meeting recessed from 12:54 to 1:21 p.m. Item #6 - Economic Development Budget Discussion ensued regarding the mission statement and goals for the department. It was indicated the department’s efforts would be citywide and not just focused on downtown. Questions were raised regarding impact fees and their effect on redevelopment. It was requested this issue be looked at in the future. Concerns were expressed regarding increased costs now that the Community Redevelopment Agency and Economic Development are separate. The City Manager indicated no additional costs have been budgeted as the positions from Planning & Development are being refocussed. Commissioner Deegan recommended rewriting the objectives to address the downtown indicators. Discussion ensued regarding Code Enforcement. The City Manager indicated he was withdrawing his request for three new Police Department positions for this effort. In response to a question, he indicated final decisions regarding Code Enforcement are awaiting the recommendation of the Code Enforcement Review Task Force. In response to questions, the City Manager said he anticipated Code Enforcement would be part of Central Permitting or would report directly to an assistant City Manager. He noted his budget recommendation of $137,000 to fund this program. It was pointed out the task force discussed and approved a structure recommended by Mr. Regulski that includes a Code Enforcement Manager reporting directly to the Assistant City Manager. It was agreed the City Manager would work out the details. Discussion ensued regarding proposed ordinances to increase the City Commission salaries. It was indicated the City Charter would have to be amended before a salary adjustment could occur January 1, 1994. Commissioner Fitzgerald expressed concern regarding the Charter amendment not including the amount of the increase. It was indicated the voters are not being asked to approve the level of increase but rather the date on which it will take effect. Item #7 - General Services Budget In response to a question regarding the tremendous increase in radio communication costs, the City Manager indicated those expenses will cover the existing debt. He reported this debt was not paid off as quickly as it should have been. Ms. Deptula indicated the budget finally recognizes the actual debt due for the radio system. Commissioner Deegan requested Building & Maintenance rewrite their mission statement as it is currently vague enough to apply to all departments. It was requested that a goal be added regarding the frequency a vehicle is returned to repair the same problem. Discussion ensued regarding difficulties with radio communication in certain areas. Bill Baird, General Services Director, indicated this is being worked on. Item #11 - Legal Department Budget In response to a question, it was indicated the budget figures include outside legal fees. Discussion ensued regarding the fees. Concern was expressed regarding funds needed to settle cases. It was stated a policy should be established. The City Manager identified the insurance fund or general fund reserve as the sources for settlement. Discussion returned to the budget for outside counsel. The City Attorney noted the difficulty in estimating how much funding would be needed for this expense. The City Attorney was asked to provide a list of cases and report on the likelihood for needing outside counsel. The City Attorney was asked to prepare differnt goals from last year. It was also requested that goals for Police Department training be included. Item #8 - Marina Budget In response to a question, the City Manager indicated the City Commission needs to establish a policy regarding if cruise ships will be permitted to dock at Pier 60. He indicated docking would have to be open to competition. Concerns were expressed regarding litter left by people fishing on the bridge. It was indicated littering is a constant problem. It was questioned if the parking fund should pay for beach guards and if the Marina should be responsible for that expense. It was indicated the Commission will discuss uses for parking fund revenues at a future date. A request was made to list revenues and expenses on a single page next year. The Harbormaster was requested to develop a three to five year business plan for the Sailing Center. It was suggested a marina expansion be explored. The meeting recessed from 3:25 to 3:36 p.m. #9 - Human Resources Budget Discussion ensued regarding the Human Resources Department’s goal to reduce accidents. Consensus was that this goal should be included under Risk Management. Discussion ensued regarding the goal to reduce the number of classifications. Concern was expressed that a 5% reduction is not very aggressive. It was requested the goal be rewritten to reduce classification levels by 25%. In response to a question, it was indicated another closed door meeting will be needed for the AARP suit settlement after which separating disability from the pension can be discussed. Item #10 - Administrative Services It was questioned if the City can sell its own bonds. Consensus of the Commission was for this issue to be reviewed and brought forward to the Commission at a later date. Discussion ensued regarding the new Community Outreach program. It was indicated the City wishes to move forward more aggressively by using video to distribute public information. Concerns were expressed regarding the span of control with Mr. Harper personally supervising this program. Under the Utility Customer Service Division, a goal was requested to investigate the variety of methods for utility bill payment. Concerns were expressed that the Administrative Services Department was too large. Ms. Deptula indicated this issue had been reviewed and several options discussed. It was felt the best organization has strong competent division heads. Some Commissioners indicated they had concerns that need to be addressed in the future. #12 - City Clerk Budget It was requested a goal be added to distribute regular Commission meeting minutes within seven days of the meeting. It was also requested that goal #3, to increase the number of applicants to advisory boards, be changed from a percentage to a number. Concerns were expressed regarding if this should be a City Clerk Department goal. Consensus was to leave the goal as is. #13 (C) - Human Relations Budget It was pointed out the EEO compliance supervisor is listed as a position but is not funded. The Deputy City Manager said it was important to the Community Relations Board that the position is maintained. Discussion ensued regarding if the County or City should provide these services. Eleanor Breland, Human Relations Director, indicated St. Petersburg covers south County and Clearwater covers north County. The County reimburses the City for these services. It was indicated Clearwater has been requested to provide these services because the City does a good job. Commissioner Deegan agreed Clearwater citizens are better served but questioned if the County is paying their fair share. Ms. Breland indicated she thought they did. Information regarding how many cases are outside the City was requested. Commissioner Deegan requested a report regarding the Summer Youth Employement program before the Commission decides to continue it. Ms. Breland indicated information would be available by the end of September. Discussion ensued regarding the youth program. It was indicated the program’s purpose is to provide youth with meaningful employment. She noted some cases were tremendously successful. In response to questions, it was indicated Human Relations was listed in last year’s budget as Community Relations and Affirmative Action. Community Relations was removed from Planning and Affirmative Action was removed from Human Resources. Ms. Rice said Human Relations will develop a new affirmative action plan within the next two months. #13 (D) - Internal Audit Budget A question was raised regarding the elimination of one position. The City Manager indicated one position had been eliminated because of the General Accounting office issue on the ballot. #13 (B) - Emergency Operations Budget Discussion ensued regarding the City’s readiness to respond to a disaster situation. Concerns were expressed the division’s goals would leave the City exposed for 18 months. The City Manager indicated the City is at a reasonable state of readiness and is making refinements to what is already being done. It was requested the goal to rewrite the action agenda by 1994 be changed to a goal to finish the Emergency Management Plan by September 1994. Concerns were expressed regarding the communication system and the inability of staff to communicate during an emergency. It was noted those at a command level are able to communicate which is best as this provides network control. Discussion ensued regarding the location of the emergency operation center. The City Manager indicated the center eventually will need to be moved to another location. #13 (A) - City Manager Budget It was requested the North Ft. Harrison area be added to the City Manager’s goal to enhance economic vitality by focussing on the North Greenwood community. In response to a question, Ms. Rice indicated the goal regarding the creation of a customer service department needed to be rewritten as that should be customer service standards. Commissioner Deegan referred to the goal to identify bureaucratic sludge and indicated if the only measure is to identify it, nothing else would be done during the rest of the year. Commissioner Thomas requested adding a goal for the City Manager and management staff to spend 5% of their time “on the street.” He expressed concerns regarding no incentive in government to reduce costs. It was indicated this is a union negotiation issue. Negotiations with the unions will begin in April 1994. Item #14 - Outstanding Issues The remaining issues to be determined by the Commission include: 1) the General Accounting Office costs; 2) the Jolley Trolley; 3) City Commission salaries’ 4) a City Commission secretary; 5) the incentive program; and 6) legal costs. In response to questions, it was indicated equipment and furniture for the secretarial position will cost approximately $4,000 and the annual base salary would be $25,000 to $28,000. It was also indicated this position would be part of the City Manager’s office and covered by City benefits. The issue regarding legal costs will come back later. Regarding Commission salaries, it was indicated the increase will come from the General Fund reserve if the referendum passes. Discussion ensued regarding the need to include funds for a General Accounting office in the budget with disagreement occurring regarding whether or not this needs to be shown. Concerns were expressed the General Accounting office would require more than one person. The majority of the Commission felt this office would start with only one person. Requests were made for information regarding the office and how it would operate. This was considered to be a $55,000 contingency item. Discussion ensued regarding funding the Jolley Trolley. It was indicated the Pinellas Suncoast Transit Authority (PSTA) will hold a Public Hearing on the downtown trolley on September 22, 1993. The service cannot be discontinued until September 25, 1993. The City Manager reported under current direction, $100,000 remains to be allocated. He said the current funding of the trolley system includes $210,000 from the parking fund, $50,000 from the CRA and $50,000 from the road millage. Discussion ensued regarding the downtown route. It was suggested the CRA could fund part of the $50,000 for maintenance. Consensus of the Commission was to take $25,000 out of the remaining $100,000 for the trolley and $75,000 for the City Attorney legal fees. Commissioner Thomas expressed appreciation for the job done on the budget. Adjournment The special worksession adjourned at 6:24 p.m.