08/11/1994 CITY COMMISSION SPECIAL MEETING
1994/95 preliminary operating & capital budget
August 11, 1994
The City Commission of the City of Clearwater met in special session at the Sailing Center, Thursday, August 11, 1994 at 9:05 a.m., with the following members present:
Rita Garvey Mayor/Commissioner
Fred A. Thomas Vice-Mayor/Commissioner
Richard Fitzgerald Commissioner
Sue A. Berfield Commissioner
Arthur X. Deegan, II Commissioner
Also present:
Elizabeth M. Deptula City Manager
Tina G. Wilson Budget Director
Kathy S. Rice Deputy City Manager
William C. Baker Assistant City Manager
Cynthia E. Goudeau City Clerk
City Manager's Introduction
City Manager Elizabeth Deptula thanked staff members Tina Wilson, Lucette Wombacher, Helga Lanier, and intern Calvin Knowles for an outstanding job preparing the budget documents. Ms.
Deptula stated the budget reflects a continued emphasis on performance measures and goal indicators and read from an article recommending this management tool in government. She reported
the initial process has been difficult and time consuming but the reporting process is refined each quarter.
Ms. Deptula requested the Commission consider when reviewing the budget that unfunded requests from several social service agencies total approximately $200,000.
The City Manager reviewed her FY 1994/95 Budget Priorities based on the Strategic Planning Meeting discussion: 1) provide responsive and effective government; 2) streamline government
regulations and operations; 3) police and public safety; 4) economic development; 5) communication with citizens; and 6) infrastructure.
To streamline the organization, Ms. Deptula reported staff examined City departments and felt it appropriate to dismantle the superstructures of the two largest sections, Public Works
and Administrative Services. The City Manager recommended Public Works be reorganized from its present structure of five divisions, to three departments: 1) Engineering (Engineering,
Transportation, Environmental); 2) Public Works (Infrastructure); and 3) Solid Waste/Recycling.
The Mayor questioned to whom the department heads would report. Ms. Deptula indicated to the management team. She recommended Administrative Services, currently with eight sections,
be split into three departments: 1) Information Management (Community
Outreach, Information Services, Graphic Communications); 2) Finance (Finance, Purchasing, Risk Management, and Utility Customer Service); and 3) the Office of Management and Budget to
be part of the City Manager's Office.
Ms. Deptula reported her intention is to examine every department for improved organization. The City Manager identified goals: 1) a decreased number of employees within three to five
years; 2) fewer managers per employee; 3) the development of incentive programs; 4) formation of a Geographic Information System (GIS) program; 5) emphasis on the Police Department;
and 6) accent on an economic development program being developed by Community Redevelopment Agency Executive Director Peter Gozza, Economic Development Director Alan Ferri, and Central
Permitting Director Scott Shuford.
The City Manager reported a net 12.5 positions will be added to the General Fund: 13.3 in Library; one Senior Accountant in Internal Audit (if a General Auditor is not needed); 1 School
Crossing Guard in Police; minus 1.8 Technician/Maintenance Workers in Parks & Recreation, 1 Traffic Engineer, 1 Administrative Support Manager in Public Works, plus 1 Senior Assistant
Attorney in Legal, presently an open position. Ms. Deptula recommended the new City Attorney make the final decision regarding this position.
Budget Director Tina Wilson reported positions increased by 12.5 full-time equivalents (FTE) in the General Fund, 3.3 FTE in the Gas Fund, 2 FTE in the Solid Waste Fund, 8 FTE in the
recycling fund, for a total 25.8 FTE increase over the FY 1993/94 approved budget. Ms. Wilson explained the growth is due to the 25 new positions required for last year's gas expansion.
In 1990 there were 1,581.4 municipal employees, compared with 1646.1 projected for 1995.
Ms. Wilson reported this is the fourth year the millage rate has remained constant. She stated this amount represents less tax revenues than had the City approved the rolled back rate.
This budget compares to last year's budget even though Capital Improvement Transfers for pollutant storage tank removal were greater. She reported increases in debt service payments
for the Municipal Services/Public Safety Complex and Police Department computer needs of $1,325,320.
Ms. Wilson reported salary and wage adjustments of $350,000, major medical costs increases of $192,090, and retired employee payouts of $173,800 for a sub-total of $715,890. Funding
for new programs included $504,810 for the Library Cooperative and $160,080 for the Senior Assistant City Attorney and outside legal costs for a sub-total of $664,890. Total increases
equal $3,009,100.
Ms. Wilson reported a salary savings of two percent. The savings account has more than $10 million in reserve. As a revenue source, property taxes have decreased slightly over the
last five years and now represent 30% of the general fund, down from 32%. Ms. Wilson reviewed general fund expenditures totalling $63,096,350 by major function and major type. She
noted the increased debt is due to the Municipal Services Building.
Ms. Wilson announced public hearings for the presentation of the FY 1994/95 Budget will be held on Thursday, September 1, 1994, and on Thursday, September 15, 1994 at 6:00 p.m. in City
Hall Commission Chambers .
Legal
Alan Zimmet, Interim City Attorney reported he set three goals for the Legal Department based upon the Hildebrandt report: 1) develop a staffing plan by January 31, 1995; 2) improve
communications with the City Commission and client departments by March 1, 1995; 3) establish procedures for handling outside counsel by June 1, 1995. He noted the department's two
biggest line items are for outside counsel expenses and salaries, including those for the City Attorney and Senior Assistant City Attorney. Anticipated expenses for professional services
were based on a review of present cases and budgets submitted by outside counsel.
Commissioner Deegan stated the Hildebrandt report indicated a need to upgrade the overall management of the department. He felt a goal regarding internal management should be established.
Mr. Zimmet said he would take another look at the report. The Mayor felt the new City Attorney should be responsible for establishing that goal. Mr. Zimmet expressed concerns regarding
dictating policy for the new City Attorney. Commissioner Deegan said the newcomer could change this goal but felt, while Mr. Zimmet is in the position, he should address this problem
by establishing a specific goal. Mr. Zimmet indicated he did not recall specific recommendations in the Hildebrandt report regarding changing the methods of internal management but
promised to review it again.
Commissioner Thomas questioned which management goal established time record keeping. Mr. Zimmet indicated that goal was included in the staffing plan. Commissioner Thomas requested
the goal include specific language. Mr. Zimmet agreed to include it but noted it is presently listed as an action step to implement a stated goal.
Commissioner Thomas recommended another goal focus on the Legal Department's staffing. He recommended contracting the best outside counsel in each category and focussing on paralegals
to complete routine work. He understood Mr. Zimmet's concerns regarding the impact on the City Attorney, but felt this goal should be included to provide direction to the new Attorney.
Commissioner Fitzgerald noted the department is in a state of transition. He did not feel Mr. Zimmet was in a position to set up detailed goals.
The Mayor questioned if the Commission should focus on the bottom line of the budget. The City Manager requested they focus on expenditures as well as counsel staff on their recommended
direction. She felt the goals set by Mr. Zimmet were broad enough for the new City Attorney.
Commissioner Thomas suggested if his recommendation is followed by the new City Attorney, initial costs would be higher but decrease over the long run. He questioned the possibility
of amending the budget in the middle of a fiscal year. The City Manager indicated the budget can be changed quarterly once determinations are made by the new City Attorney.
Mr. Zimmet stated he will tweak the first goal to include detailed record keeping and will write a new one regarding internal management. Commissioner Fitzgerald felt the budget should
remain the way it is. Commissioner Deegan disagreed and recommended the goal be added. He noted the new person will want several months to develop goals. In the meantime, staff needs
direction. Commissioner Thomas recommended Mr. Zimmet tweak the goals a little without handcuffing the new City Attorney.
Information Management
The City Manager recommended this new department be effective October 1, 1994.
Jeff Harper, Director of Administrative Services, reported community consensus and strategic planning emphasized a need for better programming, public relations, marketing, and public
information programs. He noted the need for improved internal communications in the construction of the new municipal services complex, through improved computer connections, e-mail,
etc. He stated improved information management would enable administrative services to be flattened.
Mr. Harper stated the advantage of splitting the Department of Administrative Services was to allow the Finance and Information departments to focus on their independent mission statements.
Mr. Harper explained the Information Management Department does not yet exist, but has been developed. He noted the importance of communicating with Clearwater's citizens as well as
staff. He reported City Commission meetings, public service announcements, video text, and other advertisements to promote Clearwater as a good place to do business are being broadcast
by staff. He noted staff is presently reviewing the marketing needs of the Community Redevelopment Agency and Economic Development and researching new computer technologies. He distributed
and reviewed a corrected copy of his goals.
Commissioner Thomas reported a California city went on line with Internet when it was found that 40% of their residents subscribed. He questioned if staff had researched communicating
with residents through personal computers and providing people the opportunity to pull permits, etc. via modem.
Mr. Harper stated staff has been soliciting information through Florida Innovation Group (FIG) and is researching computer communication. He stated once the City has moved into the
new building and the system is unified, expansion of services will be easier. He recommended information kiosks would be a first logical step.
Commissioner Thomas questioned who would take over responsibility for the computer services being bid by the Police Department once it is implemented. Laura Crook, Assistant Director
Administrative Services/Information Services, reported she is working with Human Resources and has submitted job descriptions. Commissioner Thomas questioned who will be in charge.
Ms. Crook stated she is working with the Police Department's Information System Manager to develop and coordinate the systems. Ms. Deptula stated the City's Information Services, including
the Police Department, is under Ms. Crook's direction.
Commissioner Deegan questioned the accuracy of the performance indicators. Mr. Harper indicated he would review the list.
Commissioner Deegan questioned why an excess in revenue was reported. Ms. Deptula explained the internal service fund revenues exceed expenses because an assumption of salary adjustment
needed to be included.
Commissioner Thomas questioned what software was used to create and coordinate the three intricate volumes of the budget proposal. Laura Crook, Assistant Director Administrative Services/Information
Services, stated staff used WordPerfect. Betsy Clement, Computer Training Support Specialist, noted the remarkable programming capability of WorkPerfect is difficult to learn. She
indicated a department goal is to update employee skills in this area of programming. Commissioner Thomas agreed it was extraordinary.
Social Service Agencies
The City Manager indicated unfunded requests for social service agencies total $220,000 and include agencies not funded by the Community Development Block Grant (CDBG) and those who
wrote the Commission directly requesting money. She reported the Sergeant Allen Moore Partnership did not qualify for CDBG funds. The Clearwater Merchants Association (CMA), a North
Greenwood merchants' group, wishes to coordinate efforts to improve the area and have requested a $15,000 contribution for each of the next three years to hire someone to organize economic
development strategy.
The Mayor welcomed representatives of the North Greenwood Association who requested funding for staffing and operating costs to operate a neighborhood community family center. Bilal
F. Habeeb-ullah, member of the North Greenwood Association, reported the community center was funded last year through CDBG funds. This year, they requested $19,400 for rental space
and received $11,640. The Association had to locate another site to rent.
Mr. Habeeb-ullah reported the North Greenwood Association was able to occupy their new site in March 1994. Since then, they have collaborated with the African American Leadership Council
and Think Big Productions. A parent support group also has been established. Arrangements are being made for one-hour story telling sessions, four times a week, with both North Greenwood
Head Start programs when school returns to session in August.
Mr. Habeeb-ullah stated their summer program worked with 10 area youth. Eight completed the program. The summer youth job program assisted in learning employability skills, African
American history and culture enhancement. In July, the group presented a play covering these topics at St. Petersburg Junior College.
Mr. Habeeb-ullah stated they did not wish to see the community center's doors close. He reported he had written a grant for the Kellogg's Foundation several years ago for funding of
Ervin's All American Youth Club. He said what is accomplished at the Neighborhood Family Center is also a worthwhile venture. He indicated a willingness to work with other community
organizations. Mr. Habeeb-ullah stated their request of $47,429 will be directed to staffing and program development.
The Mayor questioned if the North Greenwood Association could coordinate these efforts with the All American Youth Club, which the City already supports. Mr. Habeeb-ullah indicated
conflicts would occur because their types of programs differ and the All American Youth Club has a full service program. He indicated 2,300 people live in the North Greenwood tract
and more than one site is required to service the community. The Mayor expressed concerns that the facility be fully used and questioned who uses the facility when youth attend school.
Mr. Habeeb-ullah did not know what programs Ervin Harris has scheduled during the day. The Mayor suggested Mr. Habeeb-ullah meet with Mr. Harris to discuss sharing a facility. Mr.
Habeeb-ullah said the North Greenwood Association needs its own site. He felt all programs cannot be housed under one roof.
Commissioner Thomas expressed concern regarding the methodology used by social services programs to deal with people in need and felt many of the projects overlap each other. He recommended
the City Manager analyze the social service organizations operating in the City. He indicated a bureaucracy of entrepreneurs has developed in this field and questioned the level of
staff duplication among the various operations. He questioned the amount of money that actually filters down to the children versus the number of management positions created. He said
he wanted more done in the community to address drug and poverty problems. He expressed frustration at not being able to clearly analyze programs' results and requested a reanalysis
of the issue be completed.
Commissioner Deegan said the City's technical advisory committee reviewed the social services proposals and recommended funding. He noted how City staffing may also appear to be duplicative.
He stated many organizations have numerous volunteers and cannot be combined. He felt the City should not attempt to coordinate the programs but should try to find money to fund them
or indicate an inability to do so.
Commissioner Thomas questioned if a philosophical study of local social services had ever been completed. He stated he has never received a report identifying the money spent by the
City in low income areas and requested the City analyze the funding and consider alternate ways to address community problems and concerns.
Mayor Garvey said the majority of money committed to staffing is based on the need to coordinate the program. She noted four of today's requests are for programs located in the North
Greenwood area and questioned if these programs work together or if they can combine their purposes.
Commissioner Thomas suggested the Martin Luther King Jr. Center could be the designated facility for all North Greenwood social service activities. He questioned if the distribution
of social services is being accomplished in the most efficient manner possible.
The City Manager stated Ervin's request for $91,500 represents that agency's total funding. She noted the organization did not qualify for CDBG funds. She suggested the Police Department
may be able to locate funding to cover a portion of their request. She recommended deleting that request from this consideration.
Commissioner Deegan challenged the Police Chief to locate funding for their program in special funds or general funds.
Commissioner Fitzgerald noted the funding would have to already be included in the budget. The City Manager indicated funding could originate in next year's Police Department budget.
Commissioner Deegan felt the money should come from the general fund. He pointed out if the program is identified as "anti-drug," it will qualify for Federal matching funds.
The City Manager stated these programs are designed to provide a police presence in the South Greenwood neighborhood. Commissioner Fitzgerald questioned if this was a Weed and Seed
program. Ms. Deptula agreed and said this and Nucops were two programs that would increase the police's visibility in that area. Economic Development Director Alan Ferri explained
that money for the area comes from City, County, and Federal Funds. The Weed and Seed program is financed by a separate fund. He reported Americord is another separate economic development
approach, administered on the State level for the Nucops program.
The Mayor noted the Sergeant Allen Moore project is an anti-drug program and questioned if other funding is available for it. Commissioner Deegan indicated mortgage payments are not
eligible expenses. The Mayor questioned if the project requested operational funds. Commissioner Deegan noted the organization was requesting help with paying their mortgage. Mayor
Garvey questioned if these funds would be due annually. Commissioner Deegan indicated their intention is to host a special fund raiser to cover the mortgage.
Commissioner Fitzgerald expressed concerns regarding this request. He indicated the City funded the mortgage's initial payment last year and the Commission had assumed the organization
would arrange alternate funding this year. Mr. Ferri stated the organization is obligated to pay two $18,000 balloon payments, one this year and one next. He reported his recommendation,
during four hours of meetings with representatives of the Sergeant Allen Moore project, was that they request staffing funds. He said he offered to accompany them to a bank to restructure
the mortgage but their final application was a request for help meeting their balloon mortgage payment.
Commissioner Berfield questioned why the project members did not follow through on Mr. Ferri's recommendations. Mr. Ferri said he did not know the reason.
Mayor Garvey indicated the project serves drug addicts and noted it cannot be housed with the Family Resource Center. Commissioner Fitzgerald agreed that would not be a viable mix.
Commissioner Berfield noted the organizations want their own homes even if they cannot meet their payment obligations. She felt a great deal of money was tied up in real estate and
recommended social service organizations share facilities.
Commissioner Deegan agreed the safehouse could not share space with a family resource center. He recommended the program continue meeting with City staff to work out their mortgage
problems. The Mayor suggested the North Greenwood Association and Ervins' All American Youth meet regarding combining their facilities. Commissioner Thomas stated this was the reason
he recommended an overall analysis of City social service organizations.
The Mayor indicated a final decision did not need to be made immediately. She questioned the Clearwater Merchants Association's (CMA) request. Ms. Deptula stated staff advised CMA
that the City does not support any similar program elsewhere in the Clearwater. The Mayor noted other similar programs are already in place in North Greenwood. Mr. Ferri said he reviewed
neighborhood programs and indicated banks have made commitments to in-fill housing and the Clearwater Neighborhood Housing Service (CNHS).
Commissioner Deegan noted CMA is a new group. The Clearwater Chamber of Commerce initially funded them before advising them to work with CNHS, which has the money for bricks and mortar
if they need it. He felt working with CNHS should take care of CMA's needs. Mayor Garvey recommended removing this request from consideration. Commissioner Deegan questioned if CMA
had requested CDBG funding. Mr. Ferri stated they had not.
Commissioner Thomas questioned if the Girls Inc.'s program was duplicated by Ervins' package dealing with children. He suggested the North Greenwood Association unite forces with Ervin's
All American Youth and Girls Inc. work with King's Kids. Commissioner Deegan felt Girls Inc, cannot work with King's Kids, a tutoring organization. The Mayor indicated her preference
was to fund Girls Inc. and King's Kids. Commissioner Thomas stated other funding is available.
Commissioner Fitzgerald agreed with the Mayor's recommendation and pointed out that Girls Inc's City funding was cut at a recent public hearing. He felt the program was due consideration.
Commissioner Fitzgerald noted the King's Kids program is different than Girls, Inc. and it was important to get Girls, Inc.'s funding on line. Commissioner Berfield questioned who
King's Kids tutors. Mr. Ferri indicated King's Kids tutor girls aged six to eighteen. He heard grades were slipping without the benefit of tutoring. Commissioner Berfield recommended
retired teachers be approached to volunteer for the program.
Commissioner Deegan noted only $100,000 of the $150,000 budgeted for the Summer Youth Program was used. He recommended the additional $50,000 be directed to these other programs. The
Mayor spoke against reducing the Summer Youth Program's budget and recommended expanding it. Mayor Garvey indicated she was unwilling to award $91,000 to Ervin's All American Youth
Club.
Commissioner Thomas felt the North Greenwood Association should work with Ervin's All American Youth Club regarding possible savings. He said he was impressed with Ervin's program.
The Mayor disagreed with that assessment. Commissioner Thomas noted all of the proposed programs deal with children. He spoke against decreasing the current level of funding for the
Summer Youth Program and expressed interest in solving problems faced by children.
The City Manager indicated additional funds may become available from the State and Federal Government as the budget is put together. Commissioner Berfield indicated there was consensus
for staff to consider a social services budget of $133,000.
Eleanor Breland, Human Relations Director, indicated the Technical Review Committee (TRC) did not recommend a program proposed by Religious Community Services (RCS) because the rules
regarding Requests for Proposals limited the number of applications to one. She stated the TRC did not oppose the program but, because of that limitation, only approved one program.
Commissioner Berfield questioned why a program offering furniture was recommended over a food bank. Ms. Breland indicated food is available from many sources but furniture is not.
Mayor Garvey questioned if there was Commission consensus to approve the requests for Girls Inc. and King's Kids. The Commission agreed.
Mayor Garvey questioned Commission support of the North Greenwood Association request. Commissioner Deegan indicated he supported it. Commissioner Thomas recommended they coordinate
their program with another local social services organization. Commissioner Deegan noted the Sergeant Allen Moore's Safehouse already had a new site. Commissioner Thomas agreed to
support the programs but reiterated his request for an analysis. The City Manager indicated staff will review a more coordinated service delivery.
Mayor Garvey questioned Commission support of Ervins' All American Youth Club. Commissioner Thomas indicated he supported it. Commissioner Deegan questioned the organization's figures.
The Mayor stated she did not support a funding level of $91,000. Commissioner Deegan said the City has encouraged those receiving City monies to seek outside funding. He reported
Ervin's had met nearly half of their annual agreement and did not see any reason not to support them.
Mayor Garvey pointed out the funding Ervin's received from Kellogg's was for a special program the organization had previously not offered. Commissioner Deegan noted Ervin's acceptance
of the Kellogg funding did not change the facility's mission. He indicated that Kellogg saw value in what was being accomplished. Commissioner Deegan reported it took Ervin's program
three years to win Kellogg's funding.
Commissioner Fitzgerald voiced his support for helping Ervin's organization. He agreed with Commissioner Deegan's assessment of the funding from Kellogg but encouraged them to increase
their funding sources. He suggested they could receive increased donations from the community if their Board of Directors become more actively involved in that function. He indicated
they cannot expect a continual increase in the level of government support.
The majority agreed with trying to locate funds for Ervin's All American Youth Club program.
Finance
Jeff Harper, Administrative Services Director, reported "Finance" was part of the former Department of Administrative Services. Commissioner Thomas questioned if the department has
been reorganized and flattened, why Mr. Harper is presenting Finance's budget. The City Manager reported Margie Simmons, Finance Director, is on vacation.
Commissioner Deegan questioned if the mission statement had been changed. He questioned how comprehensive the mission statement can be when the budget is being removed from the department.
Commissioner Deegan recommended the City needs a Chief Financial Officer, but requested no action at this time. He suggested the City Manager review the Finance Department's mission
statement for accuracy. He referred to page 14 of the Finance budget and questioned why the indicators include a reference to canceling the outside claims processor. He questioned
the number of cases processed in the previous 90 days and asked if staffing was adequate to handle this task in house. Leo Schrader, Risk Manager, indicated City staff can decrease
handling time for each case to 60 days and save money. Commissioner Deegan agreed to the proposed change.
General Services
Bill Baird, General Services Director, reported General Services' telecommunication strategy to take advantage of the information highway will be completed by January 1995. He stated
GTE is helping the City formulate plans.
Mr. Baird stated unanticipated expenses included software upgrades. He stated productivity standards set by Building Maintenance is on target with the Americans with Disabilities Act
(ADA) project upgrades. He indicated the department expended less funds on these projects than anticipated.
Mr. Baird reported Information Services will install Fleet Management's new software program by the end of August, 1994 and the training schedule will be completed by mid-September.
Mr. Baird said department goals include a team supervisory training program. He indicated the cross training program has been more time consuming than anticipated and the department
is behind on some goals due to that delay. Mr. Baird reported he aimed for high numbers for his department's goals and productivity standards. He has identified staff who are able
to think in entrepreneurial ways using new terms. He reported the loss of two staff members. Mr. Baird indicated staff has not been supportive of an incentive program. He has organized
a team to develop an acceptable program. He noted success in breaking down barriers in internal services.
Commissioner Thomas questioned if new Motorola radios used by the County communicate with the City's General Electric (GE) system. Mr. Baird said the City will have communication available.
He indicated he has had conversations with GE representatives regarding Motorola's price cut from $12 million to $3 million and advised the Commission he would update this report as
additional information becomes available.
Commissioner Thomas recommended it may be time for the City to complete a parallel review of the City's radio needs before a final decision is reached regarding the replacement of General
Services equipment. Mr. Baird indicated no unneeded equipment will be replaced. He said he will review if the Police Department's stated plans for an information system will be compatible
with Motorola equipment. He agreed a comprehensive decision will have to be reached with the Police Department and others City departments. Commissioner Thomas reiterated the importance
of addressing this issue. Mr. Baird stated he is reviewing the matter and will have a report completed shortly.
Commissioner Berfield questioned if problems were detected in the City's system during the hurricane emergency drill when the Police Officers she accompanied indicated they could not
access a State-wide channel. Mr. Baird said the City performed many tests during the exercise and he was unaware of any problems with the programming of City vehicles. He stated GTE
will soon upgrade their technology to enable anyone in the City to pick up their phone and communicate with anyone in the counties of Hillsborough, Pasco, etc. during a bad storm.
Commissioner Thomas felt in addition to establishing incentives for department management and mechanics, it was important to initiate a program providing equipment operators the incentive
to treat their equipment with care. The Mayor questioned if Mr. Baird would be able to install such a program. Deputy City Manager Rice reported this suggestion had not yet been bargained
with the unions.
Commissioner Deegan questioned the department's published productivity measures. He commended them for stretching to improve production levels. He referred to the chart comparing scheduled
work orders versus non scheduled ones and expressed his wish that these targets remain tight. Mr. Baird explained his attempt to employ standards similar to those used by most fleet
managers and to acclimate staff to different thinking processes. He agreed an overall management package needs to be developed. He noted how outside factors such as inclement weather
and accidents impact his department's level of service.
Commissioner Deegan felt the target levels had improved and should correspond with actual results. Mr. Baird indicated the department's level of achievement can change quickly and appear
to be wonderful at times and terrible at others. He reported the department fell behind their goal in the third quarter by seven percent. Commissioner Deegan questioned if that target
has been recalculated for next year. Mr. Baird said he would redraft it after the beginning of the fourth quarter.
Commissioner Thomas complimented Mr. Baird for his excellent executive skills.
Fire Department
Robert Davidson, Fire Chief, distributed a handout regarding the Fire Department's proposed FY 1994/95 budget. He indicated the Fire Department's programs include: 1) administration;
2) support services; 3) fire prevention; 4) fire suppression; and 5) emergency medical services. Major goals include: 1) setting a priority system to achieve three to five minute response
times; 2) improving fire and Emergency Medical Services (EMS) by purchasing all uniforms through a county-wide contract, using less potable water, developing new methods to test hoses;
and employing one of the best EMS units in the country with a heart attack save rate of 28 -30%; 3) continuing efforts to improve customer satisfaction by establishing a base line by
polling commercial users and initiating a smoke detector program for disadvantaged residents; and 4) hardening department facilities.
Commissioner Fitzgerald questioned if the excellence of EMS helped lower area insurance rates. Chief Davidson agreed it did. Commissioner Thomas noted the costs for local EMS are the
highest in the country and questioned the cost to benefit ratio. Chief Davidson
stated figures supporting that conclusion reflect diverse methods of calculation. Some systems report figures based on a stand alone program. Clearwater's numbers include the systems'
total costs.
Commissioner Thomas felt expenses were high and it was important for taxpayers to receive proper value for monies expended. Chief Davidson stated the varied level of expenses reported
depend on which costs were included and often did not reflect a service's bottom line. Commissioner Thomas questioned if money could be saved if the practice of assigning two vehicles
to one site could be modified. Chief Davidson reported the department is practicing priority dispatching now and is working to limit the number of responding vehicles. Fire services
are usually the first responders and are able to cancel unnecessary ambulance response. Bob Lockwood, Administrative Support Manager II, noted that City crews cannot transport anyone
outside Clearwater.
Commissioner Thomas reported he visited the Fire Station on Lakeview Road and felt the facility's shabby appearance needs renovation.
Police Department
Chief Klein stated the Police Department's goals tract the same priorities identified by the City Commission and City Manager. He indicated the budget provides the department with a
unique opportunity with the new headquarters being built. He requested permission from the City Manager to proceed with his reorganization plans.
Commissioner Fitzgerald questioned how the narcotics investigations assigned to the Pinellas County Sheriff was advancing. The Chief replied the liaison relationship is working well.
Commissioner Deegan offered congratulations for an item mentioned during last night's evening news on the homeless problems. He complimented the City Commission for funding a homeless
shelter and providing Police Officers with a destination for the homeless.
Commissioner Fitzgerald questioned the level of police responsibility for a non arrest contact when the person is not suspected of anything. Chief Klein indicated Police Department
Officers are responsible for trying to locate shelter for homeless individuals when none is available. Commissioner Deegan felt it was the Police Department's responsibility to calculate
the potential for harm vagrants may have on themselves and others. Commissioner Fitzgerald felt there should be no reason for Police involvement. The Chief reported on two forms of
contact. He stated a Police Officer who discovers homeless people in areas where they should not be is responsible to handle the situation or citizens will contact the City and request
something be done about homeless persons. He stated his department must deal with these people. Commissioner Fitzgerald noted, philosophically, this represents a social services function
and the Police Department should not be singularly responsible for delivering these services.
Commissioner Deegan referred to page 11 and questioned if any progress has been made in reducing the average vehicle speed as discussed the previous year. The Chief
indicated a number of locations have been identified for added surveillance. He stated the number of motorists who speed is in the 30% range.
Commissioner Berfield questioned if the inception of night court has been detrimental to the budget by increasing overtime expenses. Chief Klein agreed the hours required of Police
Officers for State Attorney investigations and traffic court and the many hours of overtime required for court appearances negatively impact the Police Department budget. The Chief
suggested the City attempt to convince the State Attorney's office to hold evening State Attorney investigations to better accommodate Police Officers' schedules. Chief Klein also recommended
the traffic court would impact all local police departments less if the docket scheduled all of one officer's cases together.
Commissioner Thomas pointed out the City purchased a $12,000 machine last year to measure speeds and said he has never seen the equipment in use. Chief Klein indicated it is very effective
and is used daily. He felt it is best used as a deterrent.
Commissioner Thomas questioned if the department's proposed computer system is included in the budget. The City Manager reported $2.8 million has been committed and the debt service
is included in the budget. Commissioner Thomas felt the fuel locator system is an important component. The Chief indicated it was included in the Request for Proposals (RFP). Commissioner
Thomas questioned if it would have to be added to the budget. Ms. Deptula stated it was not included in the $2.8 million but indicated once a total price was quoted, it would be firm.
Commissioner Thomas questioned the price. Chief Klein estimated it would cost $250,000.
Commissioner Thomas noted the department cannot make a decision regarding the district sizes until the Automatic Vehicle Locator (AVL) system is operating. He recommended the east district
be divided in two, creating one new district. He indicated Countryside lacks coverage. Chief Klein stated the Computer Aided Dispatch (CAD) system will provide information that will
help affect sound changes.
Central Permitting
Central Permitting Director Scott Shuford reported the department's appearance has altered in the past year by: 1) organizational changes; 2) a decrease in the number of job classifications;
3) the consolidation of all counter functions under one division; and 4) the consolidation of professional planning and engineering functions. A greeter and customer service were added
to the counter. Mr. Shuford stated the level of customer service satisfaction has increased. He said the department plans to complete 35 code amendments next year. He noted 90 unsafe
houses were razed during the last fiscal year and the tropical seascape architectural theme has been implemented on the beach.
Commissioner Deegan questioned if a goal of razing 50 additional structures was adequate. Mr. Shuford indicated, by the time staff completes this year's projects, only an estimated
50 unsafe building may remain. If more were found, he said he would adjust the goal. Commissioner Deegan questioned if he would continue to closely supervise this activity. Mr. Shuford
agreed he would.
Commissioner Deegan questioned where beach redevelopment would occur. Mr. Shuford stated that was based on neighborhood issues and direction from the City Commission. Commissioner
Deegan questioned if Central Permitting was progressing with their department work plan. Mr. Shuford indicated they were.
Commissioner Thomas complimented Central Permitting for accomplishing their goal of providing a one stop location for permitting needs. Mr. Shuford stated it is one stop to the extent
possible.
Commissioner Thomas referred to leasing the City's multiple properties. He recommended citizens be provided a single location where they can rent City facilities. Ms. Deptula indicated
that could be accomplished once the City's computer system is networked and all scheduling information is available. Commissioner Thomas indicated this was a goal he wanted accomplished.
Ms. Deptula indicated the computer upgrade would not occur simultaneously with construction of the new Multiple Services Complex.
Commissioner Fitzgerald questioned if the dramatic increase in expenses reflected in the Central Permitting Budget was due to reorganization. Mr. Shuford explained it is easier for
the department to include most of the operational budget in one area. Commissioner Fitzgerald questioned if equal reductions occurred elsewhere. Mr. Shuford stated the reductions do
not appear to be as dramatic. His department's budget increased by 2%. The City Manager explained some Public Works employees are not included in these numbers.
The Commission recessed from 12:16 to 12:48 p.m.
The City Manager reported an accident had occurred that morning between a City truck and another vehicle. The truck was being serviced and was not being driven by a City employee.
The automobile's driver, who appears to have been at fault, suffered serious injuries.
Economic Development
Alan Ferri, Economic Director, stated he was proud of what the budget represents, a reduction of reliance on City funding and an increase of client services production goals. Mr. Ferri
recommended billing funded programs for administrative expenses rather than paying for them with City funds will reduce City costs and increase the City's ability to serve those in need.
He noted the elimination of a layer of management and reported an increase in staff capacity by increasing goals. The agency is making a quantitative stretch to establish a new business
loan program, increase home construction and a 100% increase in technical assistance for a program to assist homeowners with down payments. He indicated his budget represents a 1% decrease
from last fiscal year.
Commissioner Fitzgerald complimented Mr. Ferri regarding his goals and the inclusion of the City's northeast quadrant in these plans. He suggested Mr. Ferri contact the north county
Chamber of Commerce, which has an active program for support.
Commissioner Fitzgerald referred to budget highlights and questioned why $430,000, or 96% of program is always available. Mr. Ferri indicated administrative funds were shifted to the
home
program. He stated priorities were shifted. The Community Development Block Grant (CDBG) decreased funding for management but increased funds for production staffing.
Commissioner Thomas complimented Mr. Ferri on improvements in the focus of the program that distributes CDBG funds to areas of need. He noted the department has not concentrated on
attracting companies to relocate in the City. He stated Economic Development should not just focus on the community's poor but on the City's total economic picture. He felt Economic
Development is a priority as Clearwater's economic indicators are flat or slowly declining. Commissioner Thomas questioned Mr. Ferri about his department's plans regarding the City's
entry into the mainstream of economic development. Mr. Ferri replied the Small Business Authority (SBA) supports programs geared toward small existing companies. He said his department
does not currently have a program to attract large companies. Mr. Ferri said he was researching programs, like Enterprise Zones, that could provide the City with that capacity.
Commissioner Thomas indicated he wanted massive, economic development in the community but had not seen a plan. Peter Gozza, Community Redevelopment Agency Executive Director, stated
that economic development loans are not only granted in the City's poorest neighborhoods. Mr. Ferri stated a master plan he, Mr. Gozza and Mr. Shuford were developing would be completed
by the end of the year. He indicated his submitted budget is based on existing resources. The overall economic development plan will address additional resources the City may pursue.
Mr. Ferri said customer service has been better tailored to the needs of each prospective client. He reported information on Enterprise Zones was unavailable until after the budget
was completed. Mr. Ferri recounted his department's work with Sunshine Mall to deal with their problem. Mr. Gozza stated the process of economic development has been started. Commissioner
Thomas said the plans fall short of what should be included in the department's goals. Deputy City Manager Rice agreed economic development concerns could be included in the department's
goals.
Commissioner Deegan noted Downtown Clearwater lost the insurance company to the Carillon Center. He said the St. Petersburg/Clearwater Economic Development Council is in touch with
Messrs. Ferri and Gozza regarding prospects and resources and indicated they both are involved. He requested an explanation of how $100,000 in CDBG monies would be spent. Mr. Ferri
stated that depended on federal objectives and indicated he is waiting for the final rules to be published. He reported a radical change in CDBG regulations. In the past, CDBG focused
funding on the creation of low and medium waged jobs. It appears the new program may be more flexible regarding job opportunities. Commissioner Deegan questioned if the grant would
permit the department to make loans to companies that will create new jobs. Mr. Ferri said it will. Commissioner Deegan questioned if this funding was related to other loan programs.
Mr. Ferri said it was not.
Human Resources
H. M. Laursen, Human Resources Director, reported the department's administration will be in three divisions versus four. He reported his department's budget proposes the addition of
two entry level staff members to assist with employment and benefits to enable other staff to perform higher level tasks. Mr. Laursen noted increased expenses in the medical testing
area was due to increased drug and alcohol testing requirements. Deputy City Manager Rice indicated the Police and Fire Department personnel are tested under separate programs.
Commissioner Deegan questioned how many employees required testing. Mr. Laursen stated the random testing must check 25% of 400 affected employees for alcohol and 50% of those employees
for illegal drug use. If the positive rate is high, testing levels will need to be increased. If low, testing can be decreased.
Mr. Laursen stated the Human Resources Department has made significant progress in reaching goals to reduce the number of job classes and to initiate a career development program. The
program to meet certification goals began slowly but will reach its goal by October. He reported the ratings on department satisfaction surveys have increased from 63% to 89%. He proposed
to increase those goals.
Commissioner Fitzgerald referred to the methods of measurement and questioned the listed percentages. Mr. Laursen stated the numbers were reported backwards. The percentage of performance
evaluation completed on time should read "90%." He stated the actual rate is 99%. The implementation of new procedure should help the department meet that goal.
Commissioner Fitzgerald referred to page 10, regarding staff development and retention, and questioned how well the tuition reimbursement program is used. Mr. Laursen indicated 126
staff members have taken advantage of the program this year to date. Commissioner Fitzgerald questioned if Mr. Laursen views it as a good incentive program for employees. Mr. Laursen
said he did and reported plans to tie in the education benefits with career development.
Commissioner Deegan referred to page 8 and questioned the target number for limiting job classifications. Mr. Laursen said he did not know the exact number but the goal is to explore
the whole concept of broad banding. Commissioner Deegan indicated that was not a goal. A goal would be to further reduce job classifications. He suggested Mr. Laursen amend the goal
and set a specific target for reductions.
Commissioner Deegan referred to performance indicators and noted a statement regarding the reduction of job audits to 40 days, when the book states 45 days. He noted the percentage
not completed on time was reported and recommended clarifying how goals are measured by the Florida Innovation Group's (FIG) targets. Commissioner Deegan noted a department goal was
to compare City and FIG targets and achievements.
Commissioner Berfield referred to page 11 and the percentage of terminations upheld. She questioned if these results reflected the results of hearings conducted by the Civil Service
Board. Mr. Laursen explained an employee has the option to a Civil Service hearing or a Union grievance process. He indicated the City lost an appeal after the third quarter and the
percentage decreased from the 100% level reported. Commissioner Berfield questioned if that case could be appealed. Ms. Rice stated under current contract, the City cannot appeal to
circuit court.
Commissioner Thomas questioned the number of City employees and noted no improvement in the reduction of employees per 100 citizens. Ms. Deptula indicated new programs in the Police
Department, recycling, and gas expansion have been implemented utilizing the same number of employees. Commissioner Thomas said it was difficult to analyze the numbers and felt the
chart listing total employees and total materials needs simplification. He noted revenues are being squeezed and suggested increasing capital to reduce staff.
Library
Arlita Hallam, Library Director, reported Clearwater Library has become member of the County's Library Cooperative. She stated the additional funding from the cooperative will cover
13.3 added personnel and $205,000 in materials for the East and Countryside branches. She indicated the expanded schedule will provide library services on Thursday night at the East
and Countryside branches. She stated the department's goals are concentrated on customer service and instituting programs to meet customer demands. She noted the library rates in the
lower quartile in its fill rates. She reported Clearwater has a high level of reference use and circulation. Ms. Hallam stated a goal is to improve the availability of resources and
decrease the time it takes to make them available. She said the goal is to assimilate cooperative services without diminishing the current level of service.
Commissioner Deegan indicated in the discussion preceding to the Commission's approval of cooperative membership, Library staff assured the Commission the current level of service would
be maintained. He questioned if adding Thursday evening hours increased the level of service by 5%. Ms. Hallam responded that the libraries would each be open an additional 4 hours.
Commissioner Deegan questioned if that represented a 5% increase. He questioned how the Library would monitor their goal of responding to customers within one minute. Ms. Hallam indicated
a baseline was established and staff uses a 60 second stop watch. Commissioner Deegan questioned if spot checks are made. Ms. Hallam stated they were.
Commissioner Thomas referred to the video issue, and noted video represents 20% of the Library's circulation level yet only l% of the Library's collection. He pointed out that $460,000
is listed under capital expense for the purchase of new books and materials and questioned why the CIP lists $685,000 for these expenses. Ms. Hallam explained $460,000 is from the General
Fund and the remainder is from the Cooperative. Commissioner Thomas questioned if a decision had been made to convert the Library's collection to electronic versus print and recommended
a conversion to video and tape. Ms. Hallam reported parts of the Library's collection are 80 years old. She stated during the past five to six years funds spent for audio/visual have
increased to 15% to 16% of the budget. She noted a great demand for books on tape and reported video was included in the fill rate statistics.
Commissioner Thomas questioned how the Library reconfigured its spending to satisfy customer needs. Ms. Hallam reported the staff reviews requests yearly and reaches decisions regarding
necessary adjustments to the budget.
Commissioner Thomas questioned if the Library's computers had CD ROM capabilities. Ms. Hallam stated they do and indicated the Library does not have a computer security system but was
reviewing the loss rate. Commissioner Thomas felt the issue was not the security of the computers but the pirating of software. Ms. Hallam said she would review that issue. Commissioner
Thomas noted the market is switching to CD ROM. Ms. Hallam indicated the Library does a good job in keeping up with advancing technologies.
Commissioner Deegan questioned the Library's bottom line regarding computer security. Ms. Hallam noted Florida has strict laws dealing with software piracy. Commissioner
Deegan requested Ms. Hallam respond to Commissioner Thomas' concerns. Ms. Hallam agreed and noted how sensitive vendors are to the security issue.
Commissioner Berfield noted some meters were removed near the Main Library due to the conditions of the Stein Mart lease. She questioned if revenues from the remaining meters near the
Library were included in the Library's budget. Mayor Garvey indicated that was not a Library issue. Commissioner Thomas agreed and recommended the removal of all the meters. Commissioner
Deegan agreed but noted meters at the Beach Library would also have to be removed. Commissioner Thomas recommended issuing permits for Beach Library customers. Commissioner Deegan
recommended staff determine a procedure.
Consensus was to remove the meters by the Main Library and several by the Beach branch with posted restrictions.
Parks & Recreation
Ream Wilson, Parks & Recreation Director, reported his upcoming budget is good. Three department employees were eliminated and 1.2 were added for midnight basketball. He indicated the
department is developing a brochure to market the City's Leisure Services. The department seeks to continue their customer service efforts. He reported the holiday tree at the bayfront
will cost $9,100. Staff has continued water conservation efforts and increased Xeriscaping. A tree planting program being considered will distribute 1,500 seedlings to committed residents
to plant around the City on private property. He reviewed the department's efforts in the old Clearwater Bay community including tree planting. He reported additional landscaping had
been added to the Marshall Street Plant.
Mr. Wilson discussed the new program to contract some median maintenance has been a success. He indicated he will review expanding the concept to other programs. Mr. Wilson anticipated
an increase in department maintenance responsibilities with the construction of the Municipal Services complex and Countryside Recreation Center and the rehabilitation of the Harborview
Center, Pier 60 and Clearwater Beach Recreation Center. He stated no money in the FY 1994/95 budget is directed to the Countryside Recreation Center. He will identify employees available
for transfer to that facility when it opens in October 1995.
Mr. Wilson reported projects requested by residents include the construction of restrooms at Crest Lake Park and Ross Norton Park, the development of a neighborhood park on Soule Road,
and improvements at Del Oro Park. He stated three primary projects to provide ADA improvements to Jack Russell Stadium prior to January 1995, include the addition of 72 seats for the
disabled, two new ramps, and 32 paved parking spaces. The Phillies had requested these improvements.
Commissioner Deegan questioned if the Phillies' request was included in the FY 1993/94 budget. Mr. Wilson indicated he was able to fund only four of the Phillies' six requests in last
year's budget. Commissioner Deegan indicated he did not see money in the budget for the requested items. Mr. Wilson estimated the list of items will cost $40,000 to complete. Ms.
Deptula indicated staff may be able to locate funds for this expenditure in this year's budget. Mr. Wilson agreed that would be helpful.
Commissioner Deegan referred to the 3rd goal on page 2 and questioned if it was appropriate or necessary to promise City residents a park within a mile of their homes. Mr. Wilson indicated
his department can provide a plan to reach that goal. He noted the excellence of the City's existing park system and agreed the majority of the City is already served. Two problem
areas have been identified in the vicinity of St. Cecelia School and Clearwater Senior High School. Commissioner Deegan expressed concerns this goal represented "overkill" and the standard
was too high. He recommended Parks & Recreation complete the study and return to the Commission with a recommendation for discussion.
Commissioner Thomas referred to the Camp Soule issue and recommended delaying a planned study of Lake Chatauqua for water use. Mr. Wilson indicated the area he was discussing for a
park is on the east side of the road and not contiguous to the lake.
Commissioner Thomas questioned why funds for rehabilitating the Pier 60 area are not included in the budget. Tina Wilson, Budget Director, indicated budgeting was included for a study
of the project but the actual development will be financed by a developer. Mr. Wilson noted the pavilion is included in the CIP. Commissioner Thomas pointed out the playground was
not included. He felt a decision had already been reached to erect one similar to the playground at the Long Center. He suggested attracting volunteers will decrease costs. He requested
the budget also include the renovation of the Memorial Civic Center's facade to reflect the Tropical Seascape theme. Mayor Garvey recommended the Commission first reach a decision regarding
the South Mandalay redevelopment plan. Ms. Deptula reported the project is included in the CIP but a date has not been determined.
Commissioner Thomas stated he has never seen a relationship between the user of Parks and Recreation services and the City's costs. Mr. Wilson indicated a chart was available that determined
the net cost per visit. Commissioner Thomas questioned what the costs were for a resident or nonresident to use a specific City pool or specific shuffle board court. Art Kader, Parks
& Recreation Assistant Director, stated this information is included the department's annual report and will be made available to all Commissioners. Commissioner Thomas requested also
providing copies to the interns.
William Baker, Assistant City Manager, reported the swimming pool at Pier 60 will be discussed at the August 18, 1994 City Commission meeting. He indicated, based on a drawing of the
plans, City engineers have estimated the cost to build a playground will be $250,000. Commissioner Thomas questioned if staff has contacted those responsible for the construction of
the Long Center's playground. Mr. Wilson said they had not.
Commissioner Deegan referred to page 15 and questioned if staff was reducing the units of potable water used at the nursery. Mr. Wilson indicated they were.
The City Commission recessed from 2:08 to 2:17 p.m.
Engineering Department
Terry Jennings, Chief Engineer, represented the Engineering Department and reported the department's new director will manage Engineering, Traffic Engineering, Environmental and Water
Pollution Control. He stated the department's goals for pedestrian access include: 1) installing ADA ramping; 2) upgrading 28 crosswalks; and 3) improving parking lots to meet ADA
standards. Mr. Jennings reported plans to replace four-inch lines with six-inch lines in two years instead of five. He reported plans to avoid environmental problems by carefully issuing
permits and entries to habitats. He indicated environmental education will help the department avoid all regulatory problems. Further plans include improved water quality in Clearwater
Harbor by the construction of ponds over the next ten years. The department will continue to monitor Stevenson's Creek and ponds.
Commissioner Thomas questioned if any capital improvements were budgeted for reclaimed water projects. The City Manager indicated that would be based on Commission direction following
the discussion scheduled in sixty days.
Commissioner Berfield questioned which department is responsible for potable water. Mr. Baker indicated Public Works is responsible. Commissioner Berfield questioned which department
managed watershed regulation. The City Manager indicated Environmental was responsible. Public Works handles water reuse.
Public Works Department
Gardner Smith, Assistant Director/Public Works/Infrastructure, reported plans to reorganize the Public Works Department in October 1994 into four divisions: 1) administrative; 2) road
and drainage; 3) sanitary sewer; and 4) water. He said the department has 138 personnel. A major evaluation of job classifications was completed to provide parity throughout the department.
Mr. Smith reviewed highlights of the past year and indicated the department was on target for their goal of cutting their budget by three percent. He reported the back brace policy
went into effect in January 1994, and the number of injuries has been reduced to nine.
Mr. Smith reported the department's goals for next year seek to provide safe, dependable, and cost effective service. He indicated the budget does not reflect the proposed Pinellas
County rate increase. When the department was preparing their budget, the County had offered assurances that no rate increases would occur. Pinellas County recently announced a 36%
rate increase.
Mr. Smith indicated his department's two major areas of challenge include drainage and water supply. He said staff is reviewing ways to reduce the need for ditch cleaning. During this
year, the City had problems with high levels of chlorides and THMs in City wells. He reported the water supply is at a critical stage and questioned if the City should stay in the business
or not.
Commissioner Deegan reiterated that Pinellas County did not announce the rate increase until recently. He questioned how the increase would be passed through to City customers and how
the rate would be altered without changing the City's rate structure. Ms. Deptula reported she asked Margie Simmons, Finance Director, to meet with Paul Nystrom, Controller, to discuss
this item and review the City's options. She stated these discussion would be completed prior to approval of the budget.
Commissioner Deegan referred to backflow devises and noted residents have complained they are hazardous in their present location as people trip over them. He
questioned if the City orders the installation and location of the devises on private property, are property owners being forced to accept liability for the devises. Mr. Smith reported
staff is locating meters between the sidewalk and property lines, usually in the right-of-way. Tom Hackett, Water Superintendent, indicated a number of backflow devises were installed
on private property to keep the right-of-way clean. He noted if the devises are located between the sidewalk and street, homeowners would be responsible for the water line from that
point and required repairs could occur under the sidewalk. Mr. Hackett stated homeowners who request water service need to provide the City with space for the meter. Mr. Baker stated
the City prefers locating the water meter at the property line. Mr. Hackett reported backflow devices are installed downstream from the meter. Mr. Baker noted the City does not require
backflow preventers to be located at the property line. Mr. Smith stated there was a safety issue with placing meters in the right-of-way and said they could not be installed next to
houses. Mr. Hackett pointed out all other utility meters are installed next to houses. Commissioner Berfield noted the City would not want to accept responsibility for the water line
on private property.
Commissioner Deegan recommended charging a additional fee for those who want their meters installed closer to their house. Mr. Hackett reported standard meter installation locates meters
one foot behind or in front of the right-of-way. Mr. Smith stated the only residences requiring backflow devices are those with lawn meters.
Mr. Baker noted the limited space between the sidewalk and curb and questioned why the devices should not be installed in a right-of-way. Commissioner Deegan indicated residents want
the devices located in the right-of-way but staff objects to that location. Mr. Smith suggested a solution could entail the City eliminating lawn meters. Mr. Hackett said he would
check to see what equipment could be installed underground. Commissioner Thomas suggested citizens pay additional to have equipment installed underground.
Commissioner Deegan requested staff draft a memorandum indicating when backflow devices are required, what options are available for their placement, the types and costs of the various
types of devices, and answers to liability concerns.
Commissioner Thomas referred to page 19 and questioned why the listed expense is $9 million. Mr. Smith indicated that was the charge for water from Pinellas County. The City Manager
indicated the line item information was included in the budget's detail book.
Commissioner Thomas referred to the County's proposed water rate increase and requested information regarding how much money the City has paid the County compared to how much money Clearwater
will send them once the increase commences. He stated his intention to address the County meeting at the end at August. He questioned if it was worthwhile investing additional funds
in City wells if chlorides are already present. He felt money invested in wells should provide a quick payback.
Mr. Baker stated the problems needing to be addressed regarding City wells are the THMs. Mr. Smith indicated this year, staff will decide whether or not to continue with well water
production.
Mr. Smith reported staff's work to clean up stormwater requires them to deal with the City's infrastructure. Ms. Deptula reported stormwater funds have been budgeted for a number of
activities including a portion for cleaning under Environmental and a major portion assigned to Capital projects. Mr. Smith indicated tasks that help water qualities include street
sweeping and cleaning debris found in ditches. Ms. Deptula noted Environmental is experienced with water shed management. She referred to Volume 2, programs funded by stormwater fees.
Commissioner Berfield suggested placing stormwater funds in Environmental to expedite the clean up of the water. Ms. Deptula indicated that action would seriously impact on the general
fund.
Marine
Bill Held, Harbormaster, reported 95% of the Marine Department goals had been met. The Marina Building will be completed within two weeks and all of the beach guard towers will be in
place next week. Fishing has been terrific at Pier 60 and the activities at the Sailing Center have been upgraded.
Mr. Held reviewed his department's ten goals for next year. He projected a 5% increase in customer satisfaction at the Sailing Center to 78% and a 5% increase in that facility's revenues.
Regarding Marina Operations, Mr. Held indicated goals include: 1) providing 97% of dock repairs, piling replacements and buoy replacements inhouse 30% of the cost of an outside marine
contractor; 2) achieving a boat slip vacancy rate of 30 single boat slip days for the 5,400 commercial and private single boat slip days; and 3) increasing transient vessel slip rent
revenue at a level of 1% or higher over the previous year. He noted department goals to achieve an average of less than four minutes per single vessel drawbridge opening for Clearwater
Pass Bridge and improve motorists' satisfaction by 5%. Mr. Held reported the department seeks to improve beach users' satisfaction by 5% and upgrade beach guards' proficiency by 10%
by having all full-time guards acquire certification as "First Responders" to medical emergencies. The Marine Department will attempt to improve customer satisfaction to the "excellent"
level by 5% at the Pier 60 facility.
Commissioner Thomas expressed concerns the budget does not address expenses that will occur when the Clearwater Pass Bridge is closed. down. Ms. Deptula noted the proposed budget covers
expenses through September 1995 and indicated present plans estimate the bridge will be closed in December 1995 or January 1996. Commissioner Thomas recommended the City use trolleys
to move people then. The City Manager indicated those proposals will be included in next year's budget. Commissioner Thomas stated lead time is required when ordering trolleys. Mayor
Garvey indicated the ordering of trolley's should be part of a separate decision.
Commissioner Thomas indicated the Clearwater Pass Bridge has a revenue debt service and questioned the total debt service remaining on the bridge and its due date. Ms. Deptula indicated
funds are presently available to repay the debt service. She explained the City is now recovering the costs of acquiring right-of-way for the construction of the bridge's replacement
and have not defeased the bonds.
Commissioner Deegan questioned how close the Sailing Center building is to being self sufficient. Mr. Held indicated staff is working on ideas to increase the facility's revenues.
Commissioner Deegan questioned the long range business plan for that facility. Mr. Held reported the Sailing Center Committee has been reactivated. Commissioner Deegan indicated a
long term business plan was required for the Sailing Center to secure and maintain its self sufficiency. Commissioner Thomas questioned if alcohol was permitted to be served. Mr. Held
indicated alcohol could be served inside the building. Commissioner Deegan suggested marketing the building but not by placing signs on the marquee. Commissioner Thomas agreed.
City Clerk
Cynthia Goudeau, City Clerk, indicated most Clerk Department activities are required by law. Ms. Goudeau reported department goals include completion of action agendas by the end of
the next work day 92% of the time and distribution of minutes of regularly scheduled Commission meetings to the Commission within seven days of the meetings 95% of the time. She stated
the other goal is to improve the rate of customer satisfaction by 5% over the baseline. She said the department is working to address any negative comments received. Ms. Goudeau reported
her staff is excellent and tries to be helpful.
Commissioner Thomas questioned plans to modernize the department's storage methods. Ms. Goudeau indicated staff is reviewing new technologies and contacting users regarding this need.
Funds for this project are included in next year's CIP. She stated the City Clerk's requirements are more complicated than the Library's needs. The optical disk is not effective if
networking is not available.
Commissioner Thomas noted technology provides the ability to store more information in less space with fewer staff. He questioned plans for the department's future. Ms. Goudeau indicated
the new technology will reduce the space needs for records. She felt the clerical needs of other departments may be reduced by this technology but not the staffing needs of the City
Clerk Department.
Commissioner Thomas questioned if the department can maintain the same quarters with new technologies or if additional space will be needed. Ms. Goudeau reported space in her department
is tight but has been functional for years. She expressed concerns regarding the need to provide a comfortable research area for citizens, the press, and City staff.
Commissioner Deegan complimented the progress of the minutes and agendas and the volume of paperwork prepared by the City Clerk Department. He questioned how the City can ask the Supervisor
of Elections for more space on November's ballot. Ms. Goudeau indicated the Supervisor of Elections is responsible for tabulating results and providing the ballot list, voting equipment,
and setting limits to the ballot.
Commissioner Deegan questioned why constraints were placed on the ballot's size. He requested a message be forwarded to the Supervisor of Elections that the City will not accept an
excuse that no room exists on the ballot. Commissioner Thomas felt it was the legal responsibility of the Supervisor of Elections to serve the City. The City Clerk indicated she would
research the constraints.
City Commission
Commissioner Thomas questioned what would happen if Commission salaries are changed. Ms. Deptula indicated the budget would be adjusted to reflect the increase.
The City Manager reported City Commission expenses are listed as non-department in the General Fund. She referred to a list of current memberships and subscriptions.
Ms. Deptula reviewed budgeted payments to outside agencies. Commissioner Fitzgerald questioned the contribution of $10,000 to the Bombers in light of recent complaints about a nonpayment
problem. Mayor Garvey recommended the item remain in the budget until the Bombers can present their report.
Commissioner Berfield questioned the $500 donation for Partners in Self Sufficiency. The City Clerk stated the funds were for minor supplies and clerical support. Commissioner Deegan
questioned if the program has been expanded. Mayor Garvey and Commissioner Deegan requested an accounting of these expenditures.
Commissioner Berfield questioned why expenses for the Sister City program were listed in two places. Ms. Deptula indicated membership expenses are listed separately from the line item
covering hospitality gifts and in-kind donations.
Commissioner Thomas recommended discussing the list of current memberships and subscriptions. He questioned the cost of the Florida League of Cities. The Mayor indicated the membership
fee was based on the size of city and has not increased for many years. The City Manager reported Clearwater receives support services such as mailings and legislative assistance with
City membership.
Commissioner Thomas referred to the Tampa Bay Regional Planning Council (TBRPC). Commissioner Fitzgerald indicated membership in TBRPC is mandated by the State.
Commissioner Thomas referred to the membership in the National League of Cities and questioned if it duplicated information the City receives from the Florida League of Cities. Mayor
Garvey explained membership provides staff with access to information regarding federal issues. Ms. Deptula indicated the National League of Cities provided the City with information
on cable and FEMA legislation.
Commissioner Thomas questioned if memberships in the ICMA, Florida Innovation Group, US Conference of Mayors, Town Affiliation Association, and Cable TV Information Center. Ms. Deptula
indicated these memberships are needed.
Commissioner Thomas questioned membership in Florida Beaches and Shores. Mr. Baker suggested, as a coastal city, this organization is important to Clearwater.
Commissioner Thomas questioned membership in the Suncoast League of Municipalities. Commissioner Fitzgerald stated he often deals with this organization.
Commissioner Thomas questioned the fee for the Florida Legislature. Ms. Deptula indicated it covers the cost of the on-line computer system with Tallahassee.
Commissioner Thomas noted the Florida Orchestra is in financial trouble. Ms. Rice stated the Orchestra sent the City information and indicated the size of the City's donation was increased
two years ago.
Commissioner Berfield noted the expenditure for a Clearwater advertisement. Mayor Garvey said the advertisement was published in the newspaper once a year. Commissioner Thomas felt
it was valuable to advertise "This is Clearwater." The City Manager agreed to charge the advertisement to public relations.
Commissioner Thomas questioned if the advertisement with the Florida League of Cities was a waste. Mayor Garvey indicated the advertisement was placed in the convention issue. Commissioner
Thomas felt it is an ego issue. Mayor Garvey noted the advertisement underwrites the cost of the magazine. The majority agreed to continue the advertisement.
Commissioner Thomas questioned expenses for the delegation luncheon. The City Manager indicated the City provides a breakfast or lunch for the Pinellas County delegation during the
legislative session.
City Administration
Commissioner Deegan questioned how much the City Manager cut from the departments' requested budgets.
Commissioner Berfield questioned the nine percent increase in Community Response. Ms. Wilson, Budget Director, stated last year was the base year for this new operation and a budget
was not established. She indicated staff is learning what it takes to plan and report according to this model.
Deputy City Manager Kathy Rice said most expenses relate to internal services and expenses for computer software and messenger services. Commissioner Berfield questioned if staff has
control over these costs. Ms. Wilson stated they did. She indicated when the offices are relocated, there will be a larger building charge.
Commissioner Thomas indicated he has received calls regarding garbage cans permanently left curbside. He questioned if the Code requires residents to move them. Mayor Garvey stated
that was not in the Code. Commissioner Thomas requested this issue be agendaed for further discussion. Ms. Rice indicated she would work with the Solid Waste Division regarding this
problem.
Eleanor Breland, Director of Human Relations, reported an ADA complaint from a wheelchair rider forced to travel in the street when trash barrels are left by the curb. She noted trash
barrel removal is not covered in the Code, but requested the barrels be tagged with a request to remove them at the end of the day. Commissioner Thomas agreed complaints regarding barrels
have increased.
Commissioner Deegan referred to Human Relations' goals. Ms. Deptula indicated plans include a presence in North Greenwood once a storefront location is identified. Commissioner Deegan
suggested the service move in with the Clearwater Neighborhood Housing Authority.
Commissioner Deegan referred to the Human Relations/Compliance Program and noted one equal opportunity compliance position remains unfunded. Ms. Breland stated the position is not filled
even though it is listed under personnel. The department is trying to operate without it. Commissioner Deegan questioned if the position was included because of federal funding. Ms.
Breland said no. Ms. Rice reported the position was funded one year when a special person was available. She did not think the position is needed but noted the Community Relations
Board had requested it remain. She stated it is not funded because the City has not identified a need for that position.
Commissioner Deegan expressed concerns regarding an increase in cases due to ADA regulations. He suggested retaining the position and recommended locating an alternate funding sources.
Commissioner Berfield recommended determining funding sources before the need occurs.
Commissioner Deegan suggested the $150,000 proposed funding the Summer Youth Program be decreased by $50,000 to provide additional monies for other youth programs. Ms. Breland indicated
the program experienced trouble during the first two years because they did not have enough staff and needed additional counselors.
Commissioner Berfield questioned if the time sheets of Summer Youth Program participants could be faxed to a central location. Ms. Breland indicated she was advised it was a bad accounting
practice and could result in too many audit exceptions. Commissioner Deegan recommended establishing an ideal program size.
Commissioner Deegan noted all questions regarding internal audit revolve around a charter review discussion. He referred to the City Manager's first goal regarding reducing the management
to staff ratio. He stated 1,623 cannot be used as the number of employees. He felt the indicator establishing the number of management employees (as defined in category Official and
Administrator in the Affirmative Action Report to EEOC) as nine percent of total employees was too high a target. Ms. Rice reported staff will correct the indicator used to define a
manager as a division head and above.
Commissioner Deegan questioned the total number of Full Time Equivalent positions (FTEs). Of the 25.8 new City positions, he questioned how many were already authorized due to approvals
of other matters. He noted increases to the Library, Gas, and Recycling staff. He questioned why two additional employees were needed in Solid Waste. Ms. Rice reported an administrative
support manager had been moved to Solid Waste. Ms. Deptula referred to Budget volume ii, page 51. Commissioner Deegan requested further justification for those two additional positions.
Ms. Deptula indicated staff reviewed the numbers. One position was added in Internal Audit. Ms. Wilson noted 1.2 FTEs were added to coordinate midnight basketball. Commissioner Deegan
questioned why the program is not designated permanent when it has been operating for two years. Ms. Rice indicated staff listed the program separately to highlight
it. Commissioner Deegan noted the program has not been approved for next year. Ms. Deptula reported the program was featured in the Parks & Recreation budget.
Commissioner Berfield recommended the use of italics to emphasize programs not approved until the City Commission does so specifically. Based on the way it is included in the budget,
Ms. Deptula stated it would not come back for discussion. Commissioner Berfield indicated it appeared the program was permanent and questioned if that was justified. Ms. Deptula stated
it will be approved as part of the budget every year. She said it could be flagged so it is not spent until it comes back before the Commission. Mayor Garvey felt Midnight Basketball
was a worthwhile program.
Ms. Wilson indicated two new positions are to be filled. Ms. Deptula identified them as Internal Auditor and City Attorney. Commissioner Berfield questioned if compensation for the
Internal Auditor and City Attorney will be coming back to the Commission for approval.
Commissioner Thomas referred to the City Manager's goals and questioned the number of employees per 100 residents and why only general fund employees were listed. Ms. Rice indicated
staff used FTE in last year's goals and thought it would be confusing if they changed the terminology. Commissioner Thomas indicated this was an area on which he wanted to focus. Ms.
Deptula said she would come back with a list of programs absorbed by the present level of employees.
Commissioner Thomas felt between 10% and 20% of the workforce can be reduced and the same level of service provided. He said his goal was to reduce the $100-million payroll to $80-million
or $90-million and maintain services. He noted significant compensation is paid to executives who make significant contributions to the City's organization. He wanted the City Manager
and City executives to participate in a bonus program where compensation reflects the bottom line. He encouraged the adoption of reverse profit sharing to encourage staff to use equipment
longer and enable it to be purchased less frequently. He requested goals be recreated to encourage a major reduction in payroll with fewer employees, not by paying people less.
Commissioner Thomas recommended using the reserve to lower taxes but retain a reserve of 100% if the City should be hit by catastrophe. He wanted these changes to occur rapidly and
a significant cost reduction to occur. He recommended sharing the savings with management.
Commissioner Deegan referred to the fifth goal which discusses the implementation of four incentive programs without saying there will be a reduction in the number of employees. He
indicated the City has been working for two to three years on "rightsizing" the organization while maintaining productivity. He did not think the Commission was in a position to demand
a reduction in the number of employees. He indicated hard data was needed and not just a gut feeling. An analysis of staffing needs can now be accomplished since a specific list of
productivity measures to be used for comparison has been produced. Commissioner Thomas said it was all part of a puzzle. He indicated head counts are down because of the number of
contract personnel hired. Commissioner Deegan agreed all pieces have to come together but he did not know what a realistic number is. Commissioner Thomas felt strong goals were
required to get there. Commissioner Deegan said the City has proved it can raise the level of service and productivity while maintaining the same head count.
Commissioner Fitzgerald questioned if staff reorganization will result in a savings of money or people and how that savings can be identified. The City Manager indicated she did not
have hard numbers but reported the elimination of highly compensated positions such as Public Works and Administrative Services Director. Ms. Deptula promised to calculate the results
of reorganization.
Commissioner Deegan questioned how many were promoted as a result of the reorganization. Ms. Deptula indicated some received title changes but no change in compensation.
Commissioner Deegan questioned if any of the Commission's requests had not been addressed today. Ms. Deptula indicated all priorities mentioned by the Commission were addressed in the
budget.
Harborview Center
Commissioner Deegan noted the Harborview Center will require somebody to market the facility. He felt it would be more honest to include that position in the original budget rather
than adding it later by budget amendment. Mayor Garvey expressed concerns that no money for this position was included in the budget. Ms. Deptula indicated if the Commission approves
Phase II, the building will not be completed for a year. Mr. Baker agreed it will take a year from the time Phase II is approved until the building is completed. Commissioner Deegan
requested this issue be included in a future agenda so the Commission can reach a decision within the next year. Ms. Deptula indicated funding is included in the CIP.
Mr. Baker suggested hiring someone for that position by mid January to assist with planning the facility. Commissioner Thomas questioned if there was any reason why this issue cannot
be brought before the City Commission for approval within the next month. Ms. Deptula indicated money is included in October's budget and no decision should be approved until October.
Consensus was to agenda this item for the first meeting in October. The City Manager recommended the City contract the Center's management through an RFP. She indicated staff could
assess interest by October. She suggested establishing the Harborview Center as an Enterprise Fund. She expressed concerns that it be self-supporting. Commissioner Deegan stated no
one disagrees with an Enterprise Fund. He suggested the building's operational fund should be included in the FY 1994/95 budget the Commission approves. He indicated the general fund
could subsidize the Center initially. Monies used would be paid back from the Enterprise Fund. The City Manager indicated the General Manager position would need to be funded for three-fourths
of the year.
The Mayor suggested hiring the manager after the building's design is finalized. Ms. Rice indicated one person involved with the total project would provide needed continuity.
Commissioner Deegan requested a manager with fringe benefits and 10% override be included in the budget. He indicated revenue from Stein Mart would be designated for this
fund. The Commission members agreed the building's net income should be retained by the fund for improvements and to address the issue in October.
The Budget Meeting recessed at 4:45 p.m.