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01/08/1998FISCAL REVIEW COMMITTEE CITY OF CLEARWATER January 8, 1998 Present: Daniel Fleck Member Daniel Moran Member Janet MacNutt Member Carol Warren Member Richard Lynch Member William Held Harbormaster Tina Wilson Budget Director Brenda Moses Board Reporter Budget Director Tina Wilson called the meeting to order at 8:03 a.m. at the Municipal Services Building, Clearwater. In order to provide continuity for research, the items listed were not necessarily discussed in that order. Harbormaster Bill Held presented an update of the Clearwater Marina and Pier 60 business plans, and the third year update of the Sailing Center business plan. The plans will be presented to the Marine Advisory Board next week and to the City Commission in February, 1998. Marina Mr. Held discussed Marina objectives completed in fiscal 1996/97: 1) discounts for slip rentals; 2) increased transient/commercial rates; 3) charges for commercial tenant office and storage rent; 4) building lease rental rates instituted; 5) building lessee parking requirements; 6) increased fuel sales; 7) upgraded computer hardware and software; 8) increased revenue due to favorable weather conditions; 8) concentration on marketing campaigns; 9) annual customer service training; 10) installation of decorative lamp posts; 11) purchase of a portable sewage pump-out station for slips at Island Estates; 12) installation of a City kiosk in the lobby; 13) Seminole launch ramp resurfaced; 14) concrete landings at Seminole launch ramp were repaired under budget and on time; and 15) an agreement has been negotiated with Clearwater Marina to sell parking permits at Seminole launch ramp. He discussed Marina expenditures including projected and actual revenue. Revenues saved each year are deposited into the unappropriated retained earnings of the Marina, to be used for improvements to the municipal marina and/or launch ramp. The balance sheet listing the assets and liabilities of the Marina and the CIP (Capital Improvement Program) projections were reviewed. Accomplishments included: 1) automatic doors installed at entrance; 2) an ATM installed outside the Marina building; 3) a tourist information center will be completed soon and staffed by the City Tourism Department personnel; 4) Cable TV to the building and slips; and 5) a quarterly Scuttlebutt Newsletter. Objectives for the Marina for fiscal 1997/98 include: 1) providing power outlet utility stations to slip tenants; 2) renovation of Marina restrooms; 3) providing laundromat facilities; 4) using recycled lumber for repairs/replacement of docks as necessary; 5) customer satisfaction survey by outside consulting firm; 6) installation of a Pier 60 Park kiosk; 7) custodial workshop renovation; 8) construction of 3 wooden fishing piers at Clearwater Pass; 9) providing boat lifts for Sheriff and Florida Marine Patrol use. Pier 60 Mr. Held reviewed the Pier 60 business plan and 5-year revenue and expense information. Objectives completed in fiscal 1996/97 included: 1) switching Pier 60 from an enterprise fund to a general fund; 2) increased part-time employees’ hours; 3) increased revenue; 4) adjusted markup on merchandise; 5) maintenance of high turnover stock; 6) support from Marina office; 7) budget maintenance funds; 8) conducted annual survey of other fishing piers; 9) continued advertising campaign; and 10) annual customer service training. When the Harbormaster provides services to the Sailing Center or Pier 60, it comes out of the Marina budget. The Pier and the Sailing Center purchase their own equipment. Projected 5-year revenues and expenditures are based on Pier 60 being operated as a General Fund operation, under the control of the Marine Department. Since weather conditions affect revenues and the level of usage at the Marina, Pier 60 and the Sailing Center, part-time employees work on an as-needed basis, helping offset costs. Final projections were reviewed. Net revenues saved each year are maintained in the General Fund account. Accomplishments included: 1) sponsored 6 fishing tournaments and 2) the “Make A Wish Foundation” fishing tournament. Objectives for fiscal 1997/98 include: 1) increasing the number of fishing tournaments; 2) repainting the exterior of the bait house; and 3) increasing revenue by 5% over actual FY (fiscal year) 1996/97 revenue. Sailing Center Mr. Held said objectives completed for the Sailing Center included: 1) promoted Sailing Center activities; 2) increased fleet of vessels; 3) increased contract instructors; 4) increased the number of part-time employees; 5) increased revenue; and 6) built a floating dock. Revenue projections were exceeded thanks to the mild weather in 1997 and excellent employee customer service. Revenue is projected to increase by 5% a year for each year of the business plan. Accomplishments for FY 1996/97 included: 1) increased revenue; 2) held 12 regattas; 3) facility used as a focal point for rentals, organizational meetings and City departmental meetings; 4) increased students by 398; and 5) continues to be an asset to the City. Objectives for FY 1997/98 included: 1) increase donations by 50%; 2) increase number of regattas held; 3) increase number of students taking sailing classes by 5%; 4) continue using facility for public hearings; and 5) offer the facility to other City departments for meetings and other functions. A question was asked why the fishing tournaments and other activities sponsored by the Marina do not receive adequate attention from the local press. Mr. Held said he regularly sends news releases and invitations to the local press regarding all scheduled events. Most of the coverage comes from C-View TV and the local Beach View paper. In response to questions regarding the City-owned property at Island Estates, Mr. Held said the City Commission has not made a final decision as to its usage. The Marine Advisory Board wants to use the property for boat slips. The Island Estates residents want to use it for a playground or park. Election of a Chair Member Warren moved to elect Member Daniel Fleck as Chair. The motion was duly seconded and carried unanimously. Minutes Approval Member MacNutt moved to approve the minutes of March 13, 1997, April 24, 1997, August 14, 1997, September 11, 1997, October 9, 1997, and November 13, 1997, as submitted in writing to each member. The motion was duly seconded and carried unanimously. Member Moran moved to approve the minutes of December 11, 1997, as submitted in writing to each member. The motion was duly seconded and carried unanimously. Other Business Discussion ensued regarding a request that the City Commission to provide the FRC (Fiscal Review Committee) with a priority list of areas to review. Budget Director Tina Wilson said the City Commission has requested the FRC review enterprise operations and utility funds. She will provide members with a specific list of issues. Members were encouraged to suggest other topics for review not on the list. It was suggested members meet with their respective City Commissioner to obtain feedback and address any areas of concern. The next FRC meeting is scheduled for February 12, 1998. The meeting adjourned at 9:20 a.m.