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HomeMy WebLinkAbout_2001 07 24 City Commission Workshop Minutes CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP JULY 24,2001 I. CALL TO ORDER The Workshop of Tuesday, July 24,2001 of the City Commission was called to order by Deputy Mayor David W, McLeod at 5:14 p.m. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). ROLL CALL: Mayor Paul P. Partyka, arrived at 6:28 p.m. Deputy Mayor David W. McLeod, present Commissioner Robert S. Miller, present Commissioner Michael S. Blake, present Commissioner Edward Martinez, Jr., absent Commissioner Cindy Gennell, arrived at 5 :21 p.m. City Manager Ronald W. McLemore, present City Attorney Anthony A. Garganese, absent II. WORKSHOP AGENDA A. Budget Review Discussion began with the Staffing situation in the Building Department Division. of the Community Development Department. Deputy Mayor McLeod said, "Based on some of the things that I've seen, I think we're micro-managing some of the things going on, as a whole - not just the Building Department, but the whole process, and I think, as I've mentioned to you, I'd like to see somebody, perhaps Kip or somebody of that nature that could rationalize, or Charles or whoever, to take a look at one or two other cities - be able to go over there, sit down with them, look at their process, look at our process. I'm not sure that we haven't built layers of things today, that we may not need to have to get through our own process." City Manager, Ronald W. McLemore stated, "We certainly can do that." Manager McLemore then spoke of the Site Plan Review Process. Commissioner Cindy Gennell arrived at 5:21 p.m. Manager McLemore discussed with members of the Commission about unapproved Minutes coming before the Commission and Board representation. Discussion. Commissioner Michael S. Blake stated, "Point of Order" and spoke about tonight's schedule. CITY OF WINTER SPRlNGS MINUTES CITY COMMISSION WORKSHOP - JULY 24, 2001 PAGE20F9 Commissioner Blake stated, "What I would recommend to the Manager is bring it up on the Agenda, and we'll have to discuss whether we're willing to accept or not accept draft Minutes or Certified by the Clerk; or an individual from P and Z here, and I would advise - it's necessary to get it done." Deputy Mayor McLeod suggested, "On this particular one, a one time shot. Have Certified Minutes by the Clerk - the items, the Motions; and the second part of that would be is, ask for the Chair to be here. Everybody agree to that?" Deputy Mayor McLeod then said, "This instance, and then we will discuss this at a Commission Meeting. Everybodyagree? Okay." Police Department: Discussion began with staffing issues. Chief of Police, Daniel 1. Kerr discussed salary and staffing concerns with members of the Commission. Captain Mike Noland handed out support information to Members of the Commission. Commissioner Robert S. Miller asked that standards from across the United States be brought back to the Commission at a future Meeting. With further discussion on staffing concerns Manager McLemore said, "I wouldn't hesitate to come to you during the year or whatever, if Dan says, 'Look, I just can't handle this. We've got to do something.' If it got to that, we'd come to you with a proposal. I don't think we're at that point now, but ifit gets there, we'll do what we have to do." Commissioner Miller said to Chief Kerr, "Let the City Manager know, Dan." Discussion followed on Health Insurance and millage rates. Tape I/Side B Ms. Louise Frangoul, Finance Department Director passed out Health Insurance calculations. Further discussion ensued on Health Insurance and millage rates. Deputy Mayor McLeod spoke about raising millage rates and said, "I think I heard both of them say they don't really have a problem with the millage increase Ron." Commissioner Miller said, "I would like Ron to seriously consider which of these that he really thinks would be the best for the City, in the next fiscal year. I'm looking at the Health Insurance - you made the comment that that wasn't one that you liked. I'm not sure which one it was on there; but, I'd like to see that added in," Commissioner Miller then said, "][' d like you to add in, if everyone else agrees..," Manager McLemore said, "I think we can do that, but we won't know that for sure until after the 5th." Manager McLemore added, "We'll take another look at that to see how that impacts us." Commissioner Blake said, "Putting them where they were pre-October." Further discussion ensued on the Police Department budget. CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - JULY 24, 2001 PAGE30F9 Commissioner Blake departed at 6:19 p.m. Commissioner Gennell suggested, "With the over-riding concern of the Health Insurance being as big as it is, that we do look to consider some kind of a mid-year budget adjustment - if necessary, but not at this time." Captain Mike Noland handed out statistical information to Members of the Commission. Deputy Mayor McLeod said to Chief Kerr, "I appreciate these, that's an indication of the fine job that you and your force is actually doing." Mayor Paul P. Partyka arrived at 6:28 p.m. Further discussion. Mayor Partyka stated, "Good job, guys!" Parks And Recreation Department: Mr. Chuck Pula, Parks and Recreation Department Director addressed the Commission on his budget concerns. Commissioner Miller mentioned his awareness of the recent telephone system problems. Mr. Pula further explained his staffing concerns and the need to have an Irrigation Technician on Staff. Tape 2/Side A Further discussion ensued on staffing and the need for an Irrigation Technician. Page B- 45 was noted and Commissioner Gennell suggested, "Is it possible that we could just give you five thousand dollars ($5,000.00) more this year and one of your - unfilled positions, convert it from Maintenance to an Irrigation Technician? That would be my sugge:stion." Manager McLemore said, "I wouldn't have a problem with it." Further discussion followed on staffing and turnover rates. Commissioner Gennell asked, "Where did the money from the bicycle auction go?" Manager McLemore responded, "General Fund Revenues." Manager McLemore then asked, "How much did we get?" Commissioner Miller then asked about the $350,000.00 allocated for the lighting of the fields. Mr. Pula addressed this issue and added that he had a "Contingency of about $30,000.00." CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - JULY 24, 200 I PAGE40F9 Regarding the contingency fund, Commissioner Miller said, "We could do about 800 feet of fence if we use board - a board fence, and we could do a real nice 800 feet of fence in Moss Park, for about $1,800.00." Commissioner Miller further said, "So, I would like to see $4,000.00 of that money - of the $30,000.00 reserve that you've got, if you'd be willing to do that." Deputy Mayor McLeod did not agree with this, and Commissioner Gennell suggested using brick. Further discussion ensued on Commissioner Miller's suggestion. Commissioner Miller then stated, "I would like to see $5,000.00 put into reserve for Moss Park. Manager McLemore advised the Commission that he did not think that a wood fence would be suitable. Deputy Mayor McLeod stated, "I thought we had turned this down about four (4) times." Commissioner Gennell stated, "It was coming back at budget time." Commissioner Miller agreed with Commissioner Gennell. Commissioner Gennell added, "When we turned this down, I said I'd bring it back at budget time; and the discussion that time was about brick, and the City Manager was right, he said that wood isn't going to do it." Commissioner Gennell then said., "This resurfacing, $15,000.00 and the soccer field lighting, if we put off the resurfacing for a year and if we took some from the lighting, it seems to me, we could that we could! put up a brick wall there, or some wall." Manager McLemore responded, "If it is the will of the Commission to do that, then we'll find the money to do it." Commissioner Gennell asked, "Without upsetting the bottom line on this budget?" Manager McLemore said, "Oh, it will have an impact on your reserves, or probably the General Fund. But, we need to look at it and come back to you with an answer on that. Or we might just wait and see, and do the project and maybe we'll get lucky and it comes in at a lower bid." Commissioner Gennell added, "We turned that down before. My statement at that time was I want to see it in the budget. If we're not doing it then, which the reasoning was, well we don't pull it out in the middle of the year and do these kind of things, we do it at budget time. It's budget time, I'd like to see it in there." Deputy Mayor McLeod said, "I'd rather see the money spent for other things, than a wall that probably more than likely is going to end up being painted anyhow. Or, I think you can do it cheaper by bigger shrubs, those type things that makes a natural look to the area, rather than another block wall surrounding the area. I'd rather see the money spent on some shrubs and the difference spent to hire your Irrigation Specialist." Commissioner Gennell then said, "I say bring it back to the Commission and let the full Commission decide." Deputy Mayor McLeod did not agree with the proposed! brick wall. Mayor Partyka said, "I think you've got - a couple of points of view here - a couple of different points of view. I think it's one of those kinds of issues that you've got to -let's just bring it up again." CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - JULY 24, 2001 PAGE 5 OF 9 Commissioner Miller asked for clarification on this last issue and stated, "I'd like it to be in there, and if it has to be costed, then I think it ought to be costed out." Commissioner Miller then said, "I would like to see the City Staff - include that on here as an item. I don't want it brought back, in other words, two weeks from now - to some Commission Meeting as an Information Item." Deputy Mayor McLeod said, "I would be in favor of the item to be put in the Budget and then to be reviewed, so that as it's put in, it comes back before us." Deputy Mayor McLeod added, "Mayor, I would be in favor of saying the consensus wants something put into the budget." Further discussion ensued on Line Codes. Tape 2/Side B Discussion followed regarding some of the programs offered through the Parks and Recreation Department. City Manager: Manager McLemore advised the Commission of his plans to fill the Assistant pos:ition in his Department as an "Administrative Assistant/Budget Analyst" and his desire to implement a "Program Performance Budget." Much discussion. Commissioner Gennell voiced her concern with this not causing additional paperwork for Staff. Discussion followed on the need to have someone to step in for the City Manager in his/her absence; when the next salary review would take place; and that funds were included in this Budget for a salary increase for the City Manager. Mayor Partyka suggested that the City Manager needed to have a review done by the Commission. Commissioner Miller said that the new kind of budget that Manager McLemore was suggesting was acceptable to him, "As long as it doesn't become a paperwork burden for the Staff, and it's - kept primarily in your area, and maybe Department Heads." Commissioner Miller suggested "To make it clear what this is, it may be in your interest to get some of this stuff from one or two of the cities around us that's doing it, not the whole thing, but maybe one or two pieces, and just make an Informational Item so we can see," Commissioner Miller then addressed his concern with the priorities that Manager McLemore was responsible for and said, "I will bring it up again if there - are some things that slip through the cracks, that I think shouldn't slip through the cracks." Commissioner Miller spoke about the upcoming Referendum. CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - JULY 24, 2001 PAGE60F9 Further discussion ensued on goals and objectives. Commissioner Gennell suggested, "It really would be good, and helpful for you if we had a list of priorities." Commissioner Gennell added, "At a Commission Meeting, I'd like to bring it up and see if we could agree to sit down and make a list." Further discussion followed on priorities. Commissioner Gennell inquired about the Items from the last Budget Workshop. It was agreed that the Commission would review these items next. Manager McLemore counseled the Commission that they need to "Set the Preliminary Millage" as this is due on August 4th, Discussion. Ms. Frangoul advised the Commission that "Based on last week's Workshop, I added an additional $14,400.00 for the Newsletter - an additional $20,000.00 for Marketing and an additional $11,200.00 for the part-time person in Information Services. That total is $45,600.00 that we're taking at this point on this, out of the fund balance, because we haven't raised the millage." Commissioner Gennell added, "And $5,000.00 for the Parks Department to supplement - that other position - the Irrigation Specialist." Tape 3/Side A The list from the last Workshop which was held on July 16, 2001 was further reviewed. Regarding the Newsletter, Commissioner Gennell suggested that there should be five (5) Newsletters planned. Commissioner Gennell added, "This time, we're going to do a special one, are we not, on the referendum issues?" Ms. Frangoul said, "I'll put in another $8,600.00 for a fifth Newsletter." Ms. Frangoul advised the Commission that the $20,000.00 that was requested for Marketing was added to the General Government fund. Discussion. Commissioner Gennell advised Manager McLemore that she was interested in accountability and clarified, "The project will be subject to Commission approval?" Manager McLemore agreed and said, "Absolutely." Promoting the City of Winter Springs was then discussed. Discussion ensued on Commissioner Blake's question (from the July 16, 2001 Workshop) about the "Medical Transport Fund." Ms. Frangoul advised the Commission that "I reviewed it and I don't believe that we should do the early lease pay-off. It puts us into a negative fund balance position in years seven (7) and eight (8)." The list from the last Workshop was further discussed and Ms. Frangoul said that regarding Cayuga Drive and Soldier Creek, no budget amendment is required. Manager McLemore and Ms. Frangoul addressed another inquiry from Commissioner Blake about the Signal upgrade and gave a breakdown of the related costs. Deputy Mayor McLeod suggested, "You probably should go back on your Interlocal Agreement and re-write in the County." Manager McLemore said that he would make a call tomorrow. CITY OF WINTER SPRlNGS MINUTES CITY COMMISSION WORKSHOP - JULY 24, 200 I PAGE 7 OF 9 The problem with the timing of lights on State Road 434 near the Winding Hollow subdivision, and how the Bus Barn location might be of assistance was again discussed. Commissioner Miller suggested that the light in front of the Bus Barn could be activated at certain times of the day. Discussion followed on the Utility billing problems. Commissioner Gennell suggested, "Give us a report on it at the next Meeting." The enforceability of Employment Agreements was then discussed. Deputy Mayor McLeod suggested that using a payroll deduction might solve this situation. Next, the cost for cell phones for the City Commission was briefly considered. Commissioner Gennell asked about the issue involving the City Clerk. Discussion. Tape 3/Side B Further discussion ensued on raises, merit increases, and salary of the City Clerk. Commissioner Gennell spoke of other communities and governments salary systems and suggested to Manager McLemore, "You could bring us two (2) or three (3) different scenarios like that, the ways we - could choose to manage it, and in the mean time we could plug a figure in here that would potentially cover where we might go with :my one of those, or stay where it is, but we wouldn't have to change the budget to do it." Further discussion. Commissioner Miller suggested, "If we're going to put a number in here, I'd put in $10,000." Further discussion ensued on the Cody study, the salary of the City Clerk, and salary ranges. With discussion by the Commission, Commissioner Gennell summarized, "If we add $3,800.00 to 51210, for now; not to say that we'll use it, but that it's in there." Mayor Partyka asked, "Can we live with that - everybody, Commissioners? Okay?" Commissioner Gennell clarified, "That doesn't equate an automatic raise." Commissioner Miller stated, "Let the record reflect that Commissioner McLeod nodded his head affirmatively." Members of the Commission asked if this could be put on an Agenda, ahead of the City Clerk's Anniversary date. Manager McLemore said, "Sure." Mayor Partyka added, "Similar to the Manager's salary. A month ahead of time of his contract." With consensus ofthe Commission, a 3.84 Millage rate was suggested. Further discussion followed on the City Clerk's salary. Manager McLemore said, "Whatever you do, do it at her Anniversary date." CITY OF WINTER SPRlNGS MINUTES CITY COMMISSION WORKSHOP - JULY 24, 200 I PAGE 8 OF 9 Deputy Mayor McLeod added, "I'm trying to clarify what the future lies here as to - is this same discussion going to happen each year or is this a one time shot to bring - her salary within reason of where we think it should be, and then at that point, it goes back into a merit review deal, or does it actually sit in the Commissioners' hands each year?" Commissioner Miller said, "My position over a year ago, two years ago actually - this issue when it first came up - it should have been higher. The salary level should have been higher." Deputy Mayor McLeod added, "I'm not disputing that." Commissioner Miller suggested, "So now, we are going to make the correction today, it's a cOITection, that's all it is. We're talking about base salary. This is - what - the position that you're filling is worth to me. This is what - if I was the employer, this is what I'm saying, this is what you're worth to me. Now if your performance is good, then there is performance on top of that. This is a correction." Commissioner Gennell added, "This is a correction." Deputy Mayor McLeod then inquired, "You're talking about a cOIrection. All right. Next year what is it?" Commissioner Miller responded, "From then on, it would be performance reviews." Deputy Mayor McLeod then said, "That's what I'm trying to get to. So that we're all sure here. The City Manager is sure. The City Clerk at the present time - should become assured." Commissioner Miller further stated, "My concern is making the adjustment." Commissioner Gennell said, "We're all agreeing that we're trying to make a correGtion in the base, with the one figure okay, the one that we identified here. Furthermore, Commissioner Gennell said, "I think that there is every reason in the world, since the person has put in a full year of service during that time, during which time they could be evaluated and would normally be entitled to be evaluated and get the increase I think that yes, that they would be eligible to be considered for up to a six percent (6%) merit raise, in addition to the salary correction." Further discussion ensued on the possible monetary increases, and how this might affect others. Manager McLemore asked, "What is your direction to us?" Deputy Mayor McLeod stated, "Commissioners, I'm not opposed to any of this. All I was trying to do was help the Manager get some direction, because when it comes around to this point, should he then evaluate the City Clerk as he normally would, bri.ng the evaluation to us, as a dollar figure, base or percentage figure, whichever - based on how he evaluates her. At that time then I think it's our choice then to do something over and above that, okay?" Deputy Mayor McLeod then stated, "All I think we need to tell the Manager is you need to, in August, bring your evaluation of the City Clerk to the Commission at some Commission Meeting, Then at that time, the Commission will decide if they want to do something better than your evaluation, and that way they've received the merit review for the year, and over and above that, then it becomes what the Commission decides to do." Commissioner Gennell added, "And that keeps it in the Cody study from then on." Deputy Mayor McLeod said, "An then, from there on, we can correct it and in the future bring it back through the Cody study, which gives zero to six percent (6%). CITY OF WINTER SPRlNGS MINUTES CITY COMMISSION WORKSHOP - JUt Y 24, 2001 PAGE 9 OF 9 Mayor Partyka summarized, "So there no contract at this point in time. That is the consensus. No contract. Also the fact that you'll be in the same system, other than this potential adjustment. Okay. So, you'll be in the same system under the merit pay system." Deputy Mayor McLeod added, "Basically right now, he's not looking for an adjustment, he's looking to do his normal study as he normally does for us, and then pass it to us." Commissioner Gennell added, "But nothing in that really would preclude this or any future Commission from making any potential bonus thing they would choose to do, in their wisdom." The City Clerk asked if the proposed Workshop for tomorrow was needed. The consensus of the Commission agreed that the Budget Workshop for Wednesday, July 25, 2001 should be cancelled. Commissioner Gennell and Manager McLemore clarified that the planned Meeting to be held on August 6th, 2001 with the HCCH organization would also be cancelled. III. ADJOURNMENT Mayor Partyka adjourned the Workshop at 9:52 p.m. ~ =- ~ ". RESPECTFUL[YSUBMITTED: ,,,",,,.. ~ "'-, ~ '17 ',/~ -"'::: ~' . ;;'t':Z -'-~. [ 11~:- 0 '~J~ ~ ~--dL-;'-' cA~~ ;'-ANDREA<;( 'Zb~tUACES CMC . - .. 0... -, , CfTY CLE -;','.-