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04/08/1999FISCAL REVIEW COMMITTEE MEETING CITY OF CLEARWATER April 8, 1999 *UNAPPROVED Present: Daniel Fleck Chair Jean Stuart Committee Member George Byrnes Committee Member Vacant Seat Committee Member Vacant Seat Committee Member Also Present: Tina Wilson Budget Director Brenda Moses Board Reporter The meeting was called to order at 8:10 a.m. at the Municipal Services Building. In order to provide continuity for research, the items listed are in agenda order although not necessarily discussed in that order. Minutes Approval Member Stuart moved to approve the minutes of the regular meeting of January 14, 1999, as submitted in written summation to each board member. The motion was duly seconded and carried unanimously. Member Byrnes moved to approve the minutes of the regular meeting of March 11, 1999, as submitted in written summation to each board member. The motion was duly seconded and carried unanimously. Discussion In response to a question, Budget Director Tina Wilson was unsure when the 2 vacant FRC (Fiscal Review Committee) seats will be filled. The importance of filling the vacancies promptly was stated. Discussion ensued regarding the budget process. Ms. Wilson said last year, approximately 75% of City Manager office and Budget Department staff time was spent focused on capital projects. Department directors have submitted all proposed budget changes to the Budget office. Drafts are being developed and department directors been asked to separate expenses into categories: 1) mandatory; 2) nice to do; or 3) need to do. A budget team has been formed to make final recommendations to the City Manager regarding budget proposals. Ms. Wilson and other staff attend the team meetings and analyze how the process is flowing. Operating budgets are being considered using the same process. For the FY (fiscal year) 1999/00 budget, management has been requested to submit a budget form, with no increase in bottom line dollars. Staff is considering efficient alternatives to some projects including contracting some maintenance-type projects. Salary negotiations with the unions have begun. The City Manager generally presents the budget to the City Commission at least 60 days before the end of the fiscal year. The City is seeking new revenue opportunities, prosperity measures, and economic development. It was stated it is important to safeguard against negative outcomes by considering how current planning may impact other areas of the City. It is anticipated that the FRC will review department budgets after the City Manager releases the budget document. Member Byrnes reviewed a letter he had sent to Commissioner Clark regarding FRC’s role. The City Manager’s interest in FRC participation in the budget planning process was questioned. It was felt involvement in the budget process at that level would require an inordinate amount of members’ time. Ms. Wilson said if he chooses, the City Manager can request board member participation in the process prior to the budget’s release. It was suggested the FRC could form an adjunct committee to work with members. Consensus opposed forming another committee, but supported members initiating discussion with their respective Commissioner members regarding projects and issues affecting the City. In response to a question, Ms. Wilson said all City departments have a travel budget. Department directors determine their needs. Concern was expressed that the last staff retreat was wasteful. In response to a question, Ms. Wilson said the Commission has not made a final decision regarding the role of the FRC. Adjournment The meeting adjourned at 9:29 a.m. * The committee met on 5/13/99 but did not have "approval of minutes" on the agenda. After 5/13/99, the committee did not meet again. At the city commission meeting of 9/7/00, the board was dissolved.