Loading...
HomeMy WebLinkAbout_2003 07 21 City Commission Workshop Minutes CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP JULY 21, 2003 CALL TO ORDER The Workshop of Monday, July 21,2003 of the City Commission was called to order by Mayor John F. Bush at 6:30 p.m. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Mayor John F. Bush, present Deputy Mayor Robert S. Miller, present Commissioner Michael S. Blake, absent Commissioner Edward Martinez, Jr., present Commissioner Sally McGinnis, present Commissioner David W. McLeod, absent City Manager Ronald W. McLemore, present City Attorney Anthony A. Garganese, absent A moment of silence was held. AGENDA 1. A. Office Of The City Manager Budget Review For FY 04. City Manager Ronald W. McLemore and Ms. Louise Frangoul, Finance Department Director presented their introductory comments to the Mayor and City Commission. Manager McLemore explained, "What we will try to do is take all of your comments to date, and roll them into the Tentative Budget." Ms. Frangoul stated, "The Preliminary Budget that we had presented to you, a month or so ago, included a Millage at 4.3120 that the Manager recommended, and included the funding of the eight (8) Firefighters for the second halfof the year and since that point in time, there have been some favorable changes with expenses and revenues that have allowed us at this point in time, to drop that Millage down to 4.0754, before any additional issues add any Millage to that. Some of the changes have been a reduction in the anticipated increase in Health Insurance. The Preliminary Budget had included a twenty percent (20%) increase in Health Insurance - we were able to drop that off, given the new rates with UnitedHealthcare." Ms. Frangoul continued, "We received a revised valuation on our property valuation in the City of Winter Springs and we were able to generate another $51,000.00 in revenues." CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP -JULY 21, 2003 PAGE 2 OF 8 Next, Ms. Frangoul then pointed out that "The State of Florida maintains a Website where they estimate - revenues to us and two (2) of the revenue sources came in a bit higher than we had anticipated - we can expect about $25,000.00 more in our Communication Services Tax monies that ultimately get transferred to the General Fund." Ms. Frangoul added, "Our Revenue Sharing increased by $85,000.00." Employee Benefits: Discussion ensued on issues related to the Pension Plan. Commissioner Edward Martinez, Jr. asked, "What would happen if we went 8/60 to' those that are approaching the fifty-five (55) or very close to fifty-five (55) and would want to get out, once this Plan goes into effect - are they going to be greatly affected?" Manager McLemore stated, "No." Commissioner Martinez added, "I am concerned about the employees." Manager McLemore added, "As long as you meet your financing requirements, the employees won't be affected at all." Mayor Bush inquired, "If someone plans to retire at fifty-five (55), and then the Commission passes this and raises it to sixty (60), how does it affect the person who is still going to retire at fifty-five (55)?" Manager McLemore stated, "It does not affect them." Mayor Bush then said to Manager McLemore, "Based upon everything that you have seen, your recommendation is still the same?" Manager McLemore stated, "Yes." Mayor Bush then spoke about a recent Workshop where Commissioner Michael S. Blake and a Consultant discussed issues related to Employee Benefits - Mayor Bush inquired, "Did Commissioner Blake give him the questions that he wanted and did they give him answers?" Manager McLemore responded, "That meeting has not taken place yet - we have sent additional information to Commissioner Blake. I do not know what that has done. At this point in time, there still has not been a meeting between Commissioner Blake, the Actuary, and myself, which is what you had asked for." Manager McLemore stated, "Your investment assumptions are demonstrating that they are sound; and as long as you are willing to accept - the average at sixty (60), which your Plan shows is a good, sound recommendation, and a thirty (30) year amortization, we don't need to do anything. If you want to reduce the thirty (30) year amortization down to a fifteen (15) year amortization, then we will have to increase the percentage of contributions by 2 [percent]." Deputy Mayor Robert S. Miller said, "I am comfortable that there is nothing really wrong with sixty (60)." Commissioner Martinez stated, "Based on what I have heard tonight, I don't have any objection with age sixty (60)." Commissioner Sally McGinnis stated, "I agree." Mayor Bush summarized that "The consensus is - eight percent (8%) and age sixty (60)." CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - JULY 21,2003 PAGE30F8 Police Department: Discussion ensued on "Outstanding Issues" 1 - "Laptop for Police Vehicles," and Broadband technology. Ms. Jomme Dalka, Information Services Department Director addressed the City Commission. Discussion. Chief of Police Daniel J. Kerr also spoke on this issue. With the agreement of Mayor Bush and Chief Kerr, Manager McLemore said that this issue should be "Put in a holding pattern - if something breaks during the year, we will bring it back to you." Deputy Mayor Miller agreed and said, "Take it out." Commissioner Martinez also agreed - "Based on what the Chief [Of Police] says." Commissioner McGinnis stated, "Defer it." Furthermore, Manager McLemore added, "And we will continue to keep working on Grants - and sources for funding for it, which I think is really where the Commission was anyhow." Next, discussion followed on "Outstanding Issues" 3 - "4 New Police Officers." Mayor Bush stated, "That seemed to have a lot of support at the last Workshop, is it still that way?" Commissioner McGinnis said, "It still has my support." Commissioner Martinez stated, "We can't keep that out, we have been promising these guys for the last three (3) years. " Manager McLemore stated, "All of these things will remain on the list - those that you have given a positive indication of tonight." Mayor Bush stated, "Outstanding Issues" 2 - "Can come off." Then Mayor Bush said, "About the four (4) Officers - everybody has agreed. " Regarding "Police Motorcycles," "Outstanding Issues" 4 - on the list, Ms. Frangoul stated, "Currently we are just shy about $40,000.00 Fund Balance, but I spoke with the Chief [Of Police] and we are going to adjust the projection on the Building for the Fiscal Year '03 - we currently have $165,000.00 slotted for the Building; we are going to adjust that downwards so that he would be able to fund these items." Mayor Bush then said, "So, we could fund the four (4) motorcycles without raising taxes?" Ms. Frangoul responded, "Right." Mayor Bush said to Deputy Mayor Miller, "On the Motorcycles..." Mayor Bush stated, "... Okay." Commissioner Martinez added, "They are badly needed." Mayor Bush summarized, "The motorcycles are in." CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - JULY 21,2003 PAGE40F8 Information Services Department: The next issue discussed dealt with "Outstanding Issues" number 5 - "1 New Information Services Employee," a full-time Website person. Commissioner Martinez stated, "I don't see any problem with this item." Deputy Mayor Miller inquired of Ms. Dalka, "How many hits do we get?" Ms. Dalka responded, "I can get that for you - I will actually put that on a Monthly Report for you all, if you would like." Deputy Mayor Miller then asked "How other cities are faring on this also." Deputy Mayor Miller added, "I would like to see some data in the next couple of months - and I would be curious to find out what other cities experience is in this area, that have been on the Web for four (4) or five (5) years." Ms. Dalka then stated, "The information that you want me to bring back to you is the number of hits averaged." Deputy Mayor Miller then said, "How many people will log on this morning to find out what happened at City Hall yesterday?" Mayor Bush then said to Ms. Dalka, "Maybe the person that you are contracting with could get that information." Deputy Mayor Miller added, "Or send me an email and tell me where I can find it." Commissioner McGinnis said, "I would be interested to know some of the numbers from other cities. I don't question that you need help. If it is a full time 'Web' person - I would have some questions about that." Mayor Bush added, "I think this person will do more than just that." Ms. Dalka then said, "If we are going to do this Document Imaging project, and do it all the way, we need to do it correctly from the beginning." Commissioner McGinnis then said, "I don't have a problem with that." "Outstanding Issues" - number 6, "Computers at Dais" was referenced next, and Mayor Bush stated, "I don't think we are ready for number 6 yet, for the same reasons that we are not ready for the Police to have Laptops [Computers]." Commissioner McGinnis added, "There was good data gathered on that." Mayor Bush summarized the consensus and stated, "6 is out." Fire Department: Regarding "Outstanding Issues" 7 - "Increase Paramedic Incentive" pay, Manager McLemore stated, "This is something we absolutely need to do now, to make us competitive in the marketplace - this is a must." Mayor Bush inquired, "Any objections?" Commissioner McGinnis said, "No." Commissioner Martinez stated, "Not from here." Deputy Mayor Miller did not have a problem with this. Next, Manager McLemore explained that under "Outstanding Issues" 8 - "The additional new Firefighter was the Firefighter that Tim [Lallathin, Fire Chief] told you about - to round off his shifts." Commissioner Martinez stated, "You've got it - I am in favor." Commissioner McGinnis said, "Yes." Deputy Mayor Miller did not voice any objection. CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - JULY 21,2003 PAGE 5 OF8 A Fire Department Data Entry Clerk, "Outstanding Issues" 9 - was the next item discussed. Manager McLemorE: stated, "Do you want to keep it on the list?" Commissioner McGinnis agreed and said, "Yes, I have no problem with it." Commissioner Martinez remarked, "I don't have any objections." Deputy Mayor Miller said, "I don't have a problem with it." Relative to "Outstanding Issues" - number 10, "Payoff Medical Transport Note," Manager McLemore stated that this "Was an issue raised by Commissioner Blake about paying off this unit early. Based on an analysis we have done, it would save about - $4,000.00." Ms. Frangoul stated, "I think it is fine, we can go ahead and pay that off." Commissioner Martinez stated, "Agreed." Commissioner McGinnis said, "Fine." Deputy Mayor Miller had no objection. Regarding "Outstanding Issues" 11 - Manager McLemore stated that we are "Revising the Medical Transport Revenues upward to be more reflective of our experience and we are going to do that." Community Development Department: Manager McLemore stated, "The Building Department efficiency review - we are moving forward with that. There was a scope of services that you saw in your handout tonight. Again, that has no impact on the General Fund, and there is ample monies within the other Fund to do this - we have agreed to do it, and your direction to me was, get moving with it." Mayor Bush stated, "Conmlissioner Miller, everybody? Okay." Next, Manager McLemore spoke of the interest in improving the signage in the Lobby of City Hall, and stated, "We put some money on a line here, so we just have a place in the Budget for it. I was personally and foremost interested in developing a real information kiosk that really would provide infornlation as well as direction." Furthermore, Manager McLemore stated, "We have had some schematic level of work done on that, so we may actually be coming back to you later in the year with a bigger horizon for that type of an information center in the Lobby." Discussion ensued on the CUlTent telephone system and the possibility of having a person answer incoming calls to the City. Deputy Mayor Miller asked, "How many other cities in the County are doing that?" Mayor Bush stated, "Right now it is not under consideration for this Budget, but I think you mentioned about the bigger horizon here, maybe that is something that could be looked at in the future?" Further discussion. CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - JULY 2 J, 2003 PAGE60F8 Mayor Bush spoke of not being able to have some calls in the City transferred and said that he would contact Ms. Dalka with this infornlation. Ms. Dalka stated, "I would like to know." Deputy Mayor Miller stated, "I would like to see you send us something in the next couple of months, whenever you have time Ron [McLemore] - as to what is the number of incoming calls." Tape l/Side B Chief Kerr stated, "We will be able to get you that information." Deputy Mayor Miller added, "I am just curious, maybe at some point next year we can have a discussion - and I will already have had this data - that we get 4,000 calls a day or whatever it is and whether for a human person it would be very difficult to handle that volume; but if it is not a large volume, it might be worth looking at next year." Mayor Bush then pointed out that it is the "$10,000.00 for the signs that is what really is on the sheet..." Manager McLemore stated, ".. .As it evolves, we may want to come back with a different proposal." Commissioner McGilmis then said, "In the meantime though, I think what the Mayor was asking was - couldn't we just - put some directional signs out there?" Mayor Bush said to Manager McLemore, "Your intent is to do that with the signage?" Commissioner McGinnis stated, "ASAP." Mayor Bush added, "Okay. " Regarding "Outstanding Issues" - number l4 - "To expense legal costs where it is really . occurring, and so we want the Attorney to code his billing, so we know where to charge it." Mayor Bush inquired of the City Commission, "Any problem with that?" Deputy Mayor Miller did not voice any objection. Commissioner Martinez said, "No problem." Mayor Bush then said, "Okay." Manager McLemore mentioned another issue previously brought up by Commissioner Blake - "He was interested in us trying to get in the position where we could potentially sell some properties; so we had some Appraisals done on these properties to see what their worth is in today's market." With discussion, Manager McLemore stated, "In my opinion, 'A' and 'B' are off the block and 'c' and 'D' are possibilities." Additionally, Manager McLemore said, "There is a good $700,000.00 there that could be sold - I don't think 'A' and 'B' should be considered." Next, Manager McLemore pointed out that "Another issue Commissioner Blake raised was about our Agreement with Bank of Anlerica - fees and interest rates." Ms. Frangoul explained, "Our Agreement does not have an expiration date, they are free to raise their rates at any time, and we are free to look for another Bank at any point in time, however, we did hire a Consultant just last October who did a review of all the Banks and renegotiated our fees and it is not even one (1) year old yet. I would prefer that we revisit CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - JULY 21,2003 PAGE70F8 fees maybe once a year, or once every two (2) years - but I don't think it is a good time right now." Furthermore, Manager McLemore said, "The other issue raised by Commissioner Blake was the policies relative to our Utility System, and he kind of benchmarked that against the Policy you set for our Fund Balance in the General Fund - his question was, what should we be setting aside in the Utility Fund, to make sure that that Fund is properly financed. I asked your Consultant, Rob Ori to look at that question, and he came back with a Report that I believe is in your package." Discussion. Mayor Bush said to Manager McLemore, "Would it make sense to have Louise [Frangoul] take the Consultant's Report and come back with recommendations for the Commission to fonnalize the Fund Balance business?" Manager McLemore stated, "Yes. " Manager McLemore then stated, "So what we need to do is do some analysis of what our current - Fund is - how that would play into this whole strategy and come back to you with a set of recommendations at a future meeting, and address that issue." With further discussion, Commissioner Martinez suggested that Manager McLemore "Bring that back as an Informational Item on the Agenda, and if any Commissioner wants to pull it off and deal with it as a Regular Agenda Item, we will do that." Manager McLemore added, "What we are saying to you is if you continue to have an interest in that then we will get back with Rob [Ori] - we need to do a little more analysis and we will come back to you..." Mayor Bush inquired, "...Wouldn't it be prudent to formalize it though?" Commissioner McGilmis stated, "Yes." Ms. Frangoul added, "Rob [Ori] actually did recommend a Capital Funding Policy - that we adopt." Mayor Bush stated, "That is what we are asking you all to do." Manager McLemore then said, "We are going to bring it back to you if we get that direction from you tonight, in a formal Agenda Item." Mayor Bush stated, "Okay." Information Services Department: Next, "Various Discussion Items" 18 - the "Cost of computers" was explained by Manager McLemore and Ms. Dalka. Commissioner McGinnis said, "Your Report was really good." Mayor Bush stated, "I agree with you Joanne [Dalka]." Commissioner McGinnis added, "Okay." The "UPS" issue was then discussed. With discussion on power outages, Deputy Mayor Miller said, "What are they going to come back with in September - if you would remind them, we would like to have - a record of city wide outages." Discussion followed on the date when a presentation to the City Commission would be made, and Deputy Mayor Miller added, "I just want to make sure that they come with the data that we are expecting." CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - JULY 21,2003 PAGE80F8 Next, Manager McLemore stated, ["Various Discussion Items"] "19 has been done and a list of salaries the Mayor wanted has been done." "Various Discussion Items" 21 - the Landfi II Agreement was discussed next. Manager McLemore stated, "This is going to come back to you - it is going to come back to you with a lot of discussion, and we are going to have to make a decision of how to go and what we think is best for our residents." Commissioner Martinez suggested, "I think that if we can negotiate something with the County that is beneficial to the City and its residents - but for the time being, if it convenient and favorable - and reliable, you should stick with it." Manager McLemore added, "It is going to come back to you in discussions, in the near future." Regarding "Various Discussion Items" number 24 - Oak Forest Note Renegotiation, Ms. Frangoul stated, "Bank of Anlerica is clmently working up new numbers for us to look at renegotiating the Oak Forest Special Assessment District Note that is due in June of '05." Manager McLemore added, "That will came back to you as an Agenda Item." In conclusion, Mayor Bush summarized that "Outstanding Issues" "Item 1, would be the - Manager's Recommendation of eight percent (8%) and sixty (60); item 2 has been deleted, which is the [Computer] Laptops for the Police Department; item 6 has been deleted, [Computer] Laptops for the Commission - everything else stays on there. So my recommendation is that the next time that the [City] Manager presents this to the Commission, those items are gone, and if the two (2) Commissioners that are not here, want them back on, they will have to bring them up we will load them back on and deal with it. Is that okay with everybody?" Commissioner McGinnis said, "Yes, it is fine." Commissioner McGinnis added, "Good job!" ADJOURNMENT Mayor Bush adjourned the Workshop at 7:45 p.m. ~" ,-'v : -~ ,- '). .. - -............ . " BA~iJj!X:~TfULLY SUBMITTED: ", 'I~ j ,;;.~. .'. ~,(~:_ r~ ~~ ~.." ~ roo, "'-----/-. ___ _. ...~ #. /'" '); ,_?~~ ~;t:0RiENZO-LUACES, CMC ".:..", CaY (. LERKF / <~,.' r r ~_ , _ , _ . :6;:" ...':-.' .... .' -:-.,. c- . ,i. '- --