HomeMy WebLinkAbout2002 07 22 Regular J City Managers Annual Review
COMMISSION AGENDA
ITEM J
~7:)..,
Julyk2002
Meeting
Consent
Informational
Public Hearing
Regular X
Mgr. ~ /
Authorization
Dept.
REQUEST: City Manager requesting the City Commission to decide issues related to the
City Managers annual review.
PURPOSE: This agenda item is needed to finalize compensation and other issues related to the
annual review of the City Manager,
CONSIDERATIONS:
At the May 6, 2002 Special Meeting of the City Commission the City Manager presented
information related to compensation and performance for Performance Year 11/01/00 to
10/31/01, Due to time constraints, this Agenda Item has been delayed,
The Commission requested additional information which is provided herein.
FUNDING: No additional budget authorization required.
RECOMMENDATION: It is recommended that the Commission finalize discussions and
decisions relative to the City Managers compensation and performance,
ATTACHMENTS: Memorandum from City Manager Ronald W, McLemore,
COMMISSION ACTION:
I,'
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J j
CITY OF WINTER SPRINGS, FLORIDA
1126 EAST STATE ROAD 434
WINTER SPRINGS, FLORIDA 32708-2799
Telephone (407) 327-1800
Ronald W. McLemore
City Manager
MEMORANDUM
TO:
Mayor and Commission
Ronald W. McLemore, City Manager;?
FROM:
DATE:
May 13,2002
SUBJ:
Performance Issues - Performance Year Nov. 1,2000 to October 31,2001
As per your direction I have personally reviewed the compensation data prepared by
Gene DeMarie to ensure that the data was correctly stated.
The City Manager is entitled to pay comparables in effect on November 1,2001. For that
reason each of the cities were asked to identify the City Manager's compensation on
November 1,2001.
I did find a few inaccuracies. Additionally, I used the average value of the car
allowances in those cities where car allowances was provided as the stated value of a car
in the cities where cars were provided. This was done to provide a fairer presentation of
the value of the two alternatives. In Gene's calculations he gave a zero value to a car
provided by a city in the alternative to a car allowance. With these adjustments the
difference between the metro average on November 1, 2001 and the City of Winter
Springs was 6.5% as follows:
Metro
Winter Springs
Difference
$138,441
$130.000
$$ 8,441
Utilizing Gene's method of giving a zero value to city cars being provided to a City
Manger and correcting the mistakes he made, the difference between the Metro Average
and Winter Springs average would be 4.5% as follows:
Metro Average
Winter Springs Average
Difference" .
$135,891
$130.000
$ '5,891
Again, Gene's method does not fairly reconcile the value of a vehicle in the two different
cases.
The last compensation action taken by the City Commission on July 24, 2000. At this
meeting the City Commission adjusted my compensation for two years as follows:
Performance Year November 1, 1999 - October 31, 2000 - 8.6%
Performance Year November 1, 2000- October 31,2001 - 3.4%
12,0%
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Attachment
U:\Docs\Word\Dept Head Reviews\CM Annual Review Memo 2002.doc
Page 2 of2
...J.... ...... t. II . .,..1 to.. l ..::If w .......J j I I..:~ . ~ ,:.1 .. ',.. I
CITY MANAGER/CEO COMPENSATION PACKAGE SURVEY - 2001/2002
Metro Cities of Comparable Population*
City Paid
Retirement Deferred Auto Life
Ponulation CitY Base Salarv Retirement % Pavroll Comn. Allowance Total Insurance
22,629 Casselberry $102,210 $21,311 20.85 -0- $5,100 $128,621 $50,000
City Car*
47,814 Kisimmee $111,591 $22,318 20.00 -0- $5,100 $139,009 $100,000
City Car*
26,316 Oviedo $125,623 $8,794 7.00 $8,500 $5,700 $148,617 $125,000
26,642 Apopka** $131,202 $16,572 12.63 -0- $5,100 $152,874 $30,000
City Car*
52,715 Sanford $103,000 -0- -0- $10,300 $5,400 $118,700 $100,000
-
24,090 Winter Park $122,245 $8,557 7.00 $7,824 $4,200 $142,826 $300,000
Averages 33,368 6 cities $115,979 $12,925 11.14 $4,437 $5,100 $138,441 $117,500
31,666 Winter Springs $94,000 $23,200 24.68 $8,000 $4,800 $130,000 $350,000
-1,702 Difference <$21,979> $10,275 13.54 $3,563 <$300> <$8,441> $232,500
. 2000 Census (Preliminary)
. * Assumed value - based on average of the three known values
** Strong Mayor with Chief Administrator Fonn of Government
U:\Docs\Word\Dept Head Reviews\CM 2001-2002 Compensation Survey.doc
.', .1. l ~n' .1.... .UJ
CITY MANAGER/CEO COMPENSATION PACKAGE SURVEY - 2001/2002
Metro Cities of Comparable Population*
City Paid
Base Salary Retirement Deferred Auto Life
Ponulation Citv Retirement 0/0 Pavrnll rnmn Allowance Total Insurance
22,629 Casselberry $102,210 $21,311 20.85 -0- City Car $123,521 $50,000
47,814 Kisimmee $111,591 $22,318 20.00 -0- City Car $133,909 $100,000
26,316 Oviedo $125,623 $8,794 7.00 $8,500 $5,700 $148,617 $125,000
26,642 Apopka** $131,202 $16,572 12.63 -0- City Car $147,774 $30,000
52,715 Sanford $103,000 -0- -0- $10,300 $5,400 $118,700 $100,000
24,090 Winter Park $122,245 $8,557 7.00 $7,824 $4,200 $142,826 $300,000
Averages 33,368 6 cities $115,979 $12,925 11.14 $4,437 $5,100*** $135,891 $117,500
31,666 Winter Springs $94,000 $23,200 24.68 $8,000 $4,800 $130,000 $350,000
-1,702 Difference <-$21,979> $10,275 13.54 $3,563 <$-300> <$-5,891> $232,500
. 2000 Census (Preliminary
** Strong Mayor with Chief Administrator Form of Government
*** This number is the average of the auto allowances granted by cities with this monetary benefit
\\CITYHALL_PDC\lPALLADINO\Docs\Word\Dept Head Reviews\CM 2001-2002 Compensation Survey.doc
CITY MANAGER/CEO COMPENSATION PACKAGE SURVEY - 2000
Metro Cities of Comparable Population*
,
Retirement City Paid Auto
Population" City Base Salarv Retirement % Payroll Deferred Compo Allowance Total Life Insurance
24,727 Casselberry $98,951 $20,631 20,85 $8,000 City Car $132,682 $10,000
41,248 Kissimmee $99,899 $0 15.42 $15,404 City Car $120,403 $99,899
22,517 Oviedo $106,556 $7,458 7,00 $10,498 $5,700 $130,212 $100,000
22,724 Apopka.. $114,352 $14,751 12,90 $0 City Car $134,203 $30,000
37,327 Sanford $100,940 0 0 $10,094 $5,400 $116,434 $98,000
24,967 Winter Park $108,634 $7,604 13.40 $6,953 $4,200 $127,391 $300,000
Avg. 28,874 6 Cities $104,889 $8,407 12 $8,492 $5,100." $126,888 $106,317
29,220 Winter Springs $88,000 $16,400 18.63 $8,000 $3,600 $116,000 1 00,000
346 Difference ($16,889) $7,993 7 ($492) ($1,500) ($10,888) ($6,317)
" Florida estimates of population, 1999 U,F. Bureau of Economic and Business Research
.. Strong Mayor with Chief Administrator Form of Government
....... This number is the average of the auto allowance given by other cities.
.-
CrTY OF WrNTER SPRINGS
MINUTES
CITY COMMISSION
REGULAR MEETING - JULY 24, 2000
PAGE II OF 15
VOTE:
AYE: McLEOD/GENNELL/MARTINEZIBLAKE/MILLER.
MOTION CARRIED.
VII. REPORTS
REPORTS
A. City Attorney - Anthony A. Garganese, Esquire
Attorney Garganese noted that an "Attorney-Client Session" (followed by a Special
Meeting) needs to be held, in a case related to a former fire department employee. This
was agreed to by the Commission, and will be held on Monday, July 31, 2000 at 5:00
p.m.
Attorney Garganese also mentioned a recent seminar for municipal attorneys that he
attended regarding rights-of-way.
Mayor Partyka asked about the status of the "Richard Todd" issue. Brief discussion.
REPORTS
B. City Manager - Ronald W. McLemore
Manager McLemore spoke of his concern with a proposal regarding a conservation
easement, made to the school board. Discussion.
Mayor Partyka clarified- that the-consensus' of the. Commission was. that; this. Workshop' .
with the Seminole County School Board should be held.
Manager McLemore then spoke of information regarding a "Salary Adjustment."
Discussion.
"I'D LIKE TO MOVE THAT WE APPROVE THE CITY MANAGER'S
REQUEST FOR A TWO YEAR - AGREEMENT WITH AN AVERAGE
INCREASE OF THE TIME PERIOD OF SIX (6%), AS HE OUTLINED IN IDS
REQUEST." MOTION BY DEPUTY MAYOR GENNELL. SECONDED BY
COMMISSIONER MILLER. DISCUSSION.
VOTE:
AYE: MARTINEZ/McLEODIBLAKE/MILLERlGENNELL.
MOTION CARRIED.
City Manager
Request for Compensation Adjustments
July 24, 2000 City Commission Meeting
Page I of2
REQUEST: City Manager requests the City Commission to approve compensation
adjustments for the City Manager for the payment period running from
November, 1999 to October 30,2000 in accordance with Section 4 of
the City Manager's contract.
CONSIDERATIONS:
On September 16, 1999 the City Commission authorized a four-year extension of the
City Manager's contract beginning January 22, 1999 and running to January 21, 2003.
In 1997 the Commission established the payment period for the City Manager to run
from November 1, to October 30 of each year.
The last adjustment for the City Manager was November 1, 1998 for the period
running from November 1, 1998 to October 30, 1999.
Section 4 of the Contract provides that the "City agrees to provide Employee on an
annually adjusted basis, compensation and benefits competitive with that provided to
other City Managers and City Administrators in the metropolitan Orlando area, in
cities generally of comparable size and level of responsibility."
Attached is a copy of the compensation packages provided to other managers and
administrators in the list of cities the Commission and Manager have agreed to in the
past.
Based upon those comparables I am requesting the following adjustments:
, Requested
Metro Adjusted
November 1, 1998- Orlando November 1, 1999-
October 30, 1999 Average October 30,2000
Salary $ 88,000 $104,889 $ 94,000
Retirement $ 16,400 $ 8,407 $ 20,400
Deferred Compensation $ 8,000 $ 8,492 $ 8,000
Auto Allowance $ 3.600 $ 5.100 S 3.600
Total $116.000 $126.888 $126.000
Life Insurance $100,000 $106,317 $100,000
City Manager
Request for Compensation Adjustments
July 24, 2000 City Commission Meeting
Page 2 of2
Additionally, since the next compensation adjustment wiH occur on this coming November,
I would like the Commission to consider the merits of a two-year agreement that would
result in a two-year agreement with an average increase over the time period of 6% as
follows:
November 1, 1998-
October 30, 1999
November 1, 1999-
October 30, 2000
November 1, 2000-
October 30, 2001
Salary
$ 88,000 $ 94,000 $ 94,000
$ 16,400 $ 20,400 S 23,200
$ 8,000 $ 8,000 $ -8,000
$ 3.600 $ 3.600 $ 4.800
$116,000 $126,000* $130,000**
Retirement
Deferred Compensation
Auto AHowance
Total
* - increase in total package between 1999 and 2000 is 8.6%
** - increase in total package between 2000 and 2001 is 3.2%
Life Insurance
$100,000
$100,000
$350,000***
*** - additional costs for increase in life insurance will be about $80 per month.
COMMISSION ACTION:
MEMORANDUM
TO: Mayor and Commission
FROM: Ronald W. McLemore, City Manager
SUBJECT: Performance Year 11-1-2000 - 10-31-2001
DATE: April 2, 2002
As per section 4 and 6 of my employment agreement I am requesting consideration for
compensation adjustment for Performance Year 11-1-2000 - 10-31-2001 and
preliminary approval of the Commission to allow me to buy into the City Retirement
System.
Commission Comments
I have completed my individual discussions with the Commission regarding my
performance and directions for future years. These comments include the following:
A) Continued progress on the Town Center
B) Continued progress on the 434 Beautification and City Walk project
C) Continued progress on the relocation of the Public Works center
D) Continued progress on the expansion of Central Winds Park
E) Updating and implementation of the City's Information Systems Master Plan
transitioning the focus from internal development to external interfaces with the
public
F) Developing a plan for protecting our investment in corridor beautification and
maintaining improvements in first class condition
G) Implementing the updated Comprehensive Plan
H) Complete Phase I of the Housing Conversion project and prepare plans for future
phases
Memorandum To Mayor And City Commission
April 2, 2002
Page 2 Of3
I) Build bridges with County and surrounding cities where possible
J) Begin planning for the utilization of Lake Jesup as a source of irrigation water for the
City
K) Strengthen Code Enforcement and explore the feasibility of creating a City Court for
code violations
L) More emphasis on Employee Relations
M) Prepare a Traffic Calming Plan
N) Promote Office Park development on East 434
0) Accelerate a decision on funding the proposed pool at Central Winds Park
P) Develop neighborhood improvement incentives
Accomplishments
Extraordinary accomplishments were realized during this evaluation period as follows:
I) Completion of negotiations on the Town Center and the initiation of construction
on Town Center infrastructure
2) Two to one voter approval of three referendums
a) New Charter
b) Expansion of Central Winds Park
c) Reaugmentation of the 1 cent local option sales tax
Accomplishment of anyone of these referendum issues would have been
significant enough. However, overwhelming approval of two referendums in
which the voters chose to tax themselves for improvements and the approval of a
new Charter in the face of opposition is mind boggling. This action on the part of
the public indicates that the residents here have a high degree of confidence in
their local government. It also notes that local officials did an exceptional job in
planning and management of the issues throughout the referendum, particularly in
communicating with the public
3) Successful resolution of the Respite Center issue
4) Progress on Tuscawilla Lighting and Beautification and Oak Forest Wall and
Beautification Assessment District projects
5) Higher than expected year end fund balances
6) Accomplishment of the M.F.O.A. Certificate of Excellence in Financial Reporting
7) Refinancing of $20 million in Utility Bonds saving ~he City $142,000 in annual
debt payment
Request - Compensation
Section 4 of the employment agreement provides that the City will annually adjust the
managers compensation and benefits competitive with that provided to other City
Managers and City Administrators in the metropolitan area of comparable size.
Memorandum To Mayor And City Commission
April 2, 2002
Page 3 Of3
The City Commission has previously agreed with the Manager on the cities to be
surveyed. In the past I have never requested more than the average of these cities. As
shown below, based upon the survey, an increase of 6.6% would be required to keep me
consistent with the average.
Metro Average
$138,537
Winter Springs
$130,000
$$
- 8,537
%
- 6.6%
However, based upon this extraordinary year of accomplishment, I am requesting that the
Commission give consideration to compensation in excess of the average. This could
come in the form of a 6.6% increase in pay and a one time bonus.
Request - Retirement Buy-In
Additionally, beginning October 1, 2002 I am requesting that the Commission give
preliminary approval to me buying into the City retirement plan on the same basis as
other employees. This would cost me a one time contribution of approximately $57,000
and annual contributions just like other employees.
MAJOR INITIATIVES
The City staff has once again been involved in a variety of projects throughout the year, which
indicates the City's desire to make Winter Springs a community in which its citizens desire to live,
work and play. Significant projects include the following:
General Government Departments
> The citizens of Winter Springs voted and approved the following referendum's during the year:
· City Charter revisions went to referendum and were approved by the citizens. Most of
the changes were minor and were intended to provide for a much improved organization
of Charter provisions, removal of provisions outdated by changes in State and Federal
Law and to clarify confusing language. The most substantive change was the increase
in the length of terms for the Mayor and Commission from three to four years in line with
other Federal and State election cycles and reflecting the nationwide movement to four-
year elections in local governments.
· The voters also approved a 1/4 mill tax for park improvements and a ten year extension
of the 1 cent local option sales tax for transportation and school improvements.
> The City updated the City's Code of Ordinances and began a program to supplement the
Code with routine updates to maintain the Code in an updated status at all times.
> A new Employee Recognition Program was initiated and service awards were presented to 68
employees for years of service ranging from 5 years to 25 years.
> The City coordinated, in conjunction with the Supervisor of Elections, the City's General
Election in November of 2000 and the City's Special Election in September of 2001.
> A State of the City address was held in April at the site of the City's new Town Center, this
event was attended by residents and business owners from throughout the City.
Community Development Department
> During FY 2001, the City was in the last stages of negotiations for a new 230 acre "Town
Center" along State Road 434 at Tuskawilla Road. The Town Center is expected to attract
commercial, office, residential and public uses. The Town Center will be a public/private
partnership, with the public sector providing portions of the infrastructure and the private
sector constructing and marketing the project. Ground breaking is expected in January of
2002.
> The City worked with various governmental agencies to realign a portion of the main Cross
Seminole Trail from the old CSX railway right of way to a more favorable alignment within the
Town Center. This realignment makes it possible to construct a separate trail section
identified in the Town Center Plan as the Howell Creek Equestrian Trail. It also routes the
main trail along a much more scenic route through the Town Center. The new route relocates
much of the trail away from the commercial center into the parks and greenspace systems of
the Town Center. The trail system within the Town Center is made up of the main trail (the
Cross Seminole County Trail), Hickory Grove Trail, Lake Jesup Trail and the Howell Creek
Equestrian Trail. The trail system connects environmental, historical, and educational
destinations in the Town Center greenspace system to the trail system so that trail users have
access to these important destinations within the Town Center.
v
MAJOR INITIATIVES - Continued
~ The Commission approved a settlement agreement with a not-for-profit company during the
year. The company agreed not to locate its proposed respite center for the homeless in
Winter Springs. In return the City agreed to acquire the property for the relocation of its Public
~ Works/Utility facility. The relocation of the Public Works/Utility facility from its current site is an
important element of the City's redevelopment plan for the west side of the City.
~ The City Commission and the Wyman Fields Foundation previously entered into a partnership
arrangement to acquire and rehabilitate 189 apartments/townhouse known as the "Moss Cove
Redevelopment Project". Once rehabilitated inside and out, the units will be sold as
condominiums. The partnership is utilizing grants and funds from the Community
Development Block Grant program and the State Housing Initiative Program. The project is
ongoing in FY 01 with 9 units completed as of FYE 2001.
~ The City's Comprehensive Plan was overhauled during the year. The City Commission had
numerous joint public meetings with the Planning Commission to expedite approval of a total
overhaul of the City's Comprehensive Plan to meet State requirements. The Commission
successfully compressed what is normally a 12-18 month process into 3 months to get the
new plan to the State. The City Commission, Planning Commission, staff, and the consultants
working on the projects agree that the overhauled plan is a much improved plan over the one
that has served the city since 1992.
~ The Community Development Department also coordinated the update of the City's Capital
Improvement Program and the City's fee schedule for Community Development related fees
and charges.
~ The City of Winter Springs is considered a "Tree City" and employs the services of an arborist.
Our arborist participated in a number of activities during the year that helped to ensure that
our City remains a "Tree City" including plantings on City property and rights of way as well as
guiding citizens in planting selections and problem resolution.
Fire Department
>- The Fire Department was awarded the National Life Safety Award. This award recognizes that
no loss of life occurred in the City by fire and that our Department ensured that fire codes for
prevention and inspection purposes had been uniformly applied.
~ In addition, the Fire Department was recognized for the third year by the Seminole County
Public School Dividends program as one of the "Top Five" Community Resource Volunteers
for the number of public education programs provided to our local schools.
vi
MAJOR INITIATIVES - Continued
~ The Department acquired and/or installed new equipment that improves their service level to
the public and helps safeguard firefighters as follows:
· The Department purchased a state of the art thermal imaging camera for operations
involving search, rescue, and locating hidden fires and personnel. This camera allows
the operator to look behind solid objects using variations in temperature to detect hidden
objects for the purpose of more efficient rescue and quick response in extinguishing
fires.
· The Department purchased a self powered portable light tower unit. This unit has been
utilized by other Departments within the City for nighttime operations such as vehicular
accidents, crime scenes, utility line breaks, and special events.
· The Department installed devices in all breathing air apparatus that allows the user to
share their air in case of a malfunction with the other users equipment. The Department
also installed a secondary bell alarm on every unit to increase awareness in case of low
air or other problems.
~ The City's highly successful medical transport program, provided by the Fire Department
provides excellent medical care for citizens. Since its inception on January 15, 1996 through
the date of the financial statements, the Department has transported approximately 5,055
patients, The revenue collected for this service has paid for the incremental costs of providing
this service and has allowed the Department to purchase state of the art vehicles and
equipment.
Police Department
~ The City of Winter Springs continues to experience the lowest crime rate of any jurisdiction in
the Central Florida area.
~ During the year the Police Department utilized the portable S.M.A.R.T. Traffic Trailer
purchased the prior year through transportation fees to improve traffic conditions in Winter
Springs. The device measures traffic speed and volumes. It is being used to monitor the
effectiveness of the traffic calming program initiated by the City in the previous year. The
device has proven successful and very popular in the Community.
Parks and Recreation Department
~ The $ 2.86 Million Dollar Parks Improvement Plan was completed in 2001. Bonds issued in
1999, were used for the improvements. The plan included improvements at Central Winds
Park, Grizzly Field, Moss Park, Sam Smith Park, Sunshine Park, Torcaso Park, Trotwood
Park, and Winding Hollow Park. Improvements include pavilions, tot and youth playground
equipment, sidewalks with lighting, restrooms, concession stand, ballfield upgrades,
landscaping, signage, handicap access, and parking improvements. During the year, two
State of Florida Recreation Development Assistance Program Grants in the amount of $
200,000 each were awarded to the city for Torcaso Park and Sunshine Park Improvements.
~ A 1/4 mill increase approved by the voters authorized the purchase of a 27 acre parcel next to
Central Winds Park for purposes of expansion of the park to construct soccer, football,
baseball, and other recreation facilities. The referendum authorized the issuance of a $3.4
million General Obligation Bond to finance the acquisition and development of the property.
vii
MAJOR INITIATIVES - Continued
~ During 2001, Pioneer Manufacturing announced that the Winter Springs Parks and
Recreation Department had been selected as one of the winners of the Annual Fields of
Excellent Award. The Fields of Excellence Program recognizes outstanding athletic fields
and the people who maintain them. Colleges, Universities, Minor League Facilities, Parks
and Recreation Departments, and High Schools from all over the Country submitted
photographs, letters of recommendation and applications forms describing their institutions
Athletic Field Maintenance Programs. A rigorous judging process with 5 judges yielded 21
winners from 198 applications nationwide. The City of Winter Springs received a banner
and certificate to commemorate their achievement.
~ Trotwood Park Improvement project was selected and featured in the Florida Recreation
and Park 2002 Facility Showcase Color Publication.
~ The City of Winter Springs "Sports Program 2001" conducted over 516 adult softball games,
979 baseball games, 1,104 Soccer Games, and 735 Basketball games. These games
involved approximately 85,719 participants, and 102,536 spectators.
~ Additionally, the Parks and Recreation Department experienced significant involvement from
our senior population. Over 732 senior activities (Bingo, Classes, Socials and Trips) with
over 25,382 participants were conducted.
~ The Parks and Recreation Department continues to expand its list of programs/classes and
Special Events to meet the needs of its citizens. The annual 4th of July celebration attracted
an estimated 30,000 people.
Public Works and Transportation Departments
~ The City supported a referendum that was passed by the residents of Seminole County to
extend the One-Cent Sales tax for 10 more years. Voters first approved this sales tax in
Seminole County ten years ago to construct badly needed transportation projects. This
program will provide almost $13 million over the next 10 years for transportation related
projects including road reconstruction, Town Center Collector Roads, intersection
signalization, sidewalks, dirt road paving and traffic calming.
~ Finalized an interlocal agreement with Seminole County to allocate the $2.4 million remaining
as the City's share of the current One Cent Sales Tax towards the first phase of the Town
Center Collector Road system.
~ The Department completed the design of the Town Center roads and drainage including "Main
Street", Spine Road and Hickory Grove Park Boulevard.
~ The four laning of Tuskawilla Road by Seminole County was substantially completed in
September 2001 at a cost of $7.8 million. This completed the upgrading of the County and
State arterial roads in the City over the last five years at a total cost of over $33 million. The
four laning and beautification of Tuskawilla Road was funded from the first 10 years worth of
sales tax.
~ Over $115,000 was invested in resurfacing existing streets.
~ Construction of a traffic signal at the Winding Hollow/Parkstone intersection has begun in
partnership with the developer.
viii
MAJOR INITIATIVES - Continued
~ The City submitted a beautification grant application for landscaping of S.R. 434 from
Tuskawilla Road to S.R. 417 as part of a "Florida Highway Beautiful" grant program.
Information Services Department
~ The Information Services Department integrated the entire city data network into one
domain structure during the year and completed a fiber connection to Seminole County.
~ The Department also completed installation and training for the Munis financial software
improvement project. The Utility Billing Module and Cash Receipting Modules went live
during the year. The Department worked with the software provider to refine the program to
better fit our needs.
~ The Department completed installation and initial training of the City's KIVA software
improvement project. KIVA is a parcel-based land management/information software
system. It will be used by the Building Department for building permits and inspections;
Code Enforcement for code violation tracking and for the Cities arbor programs. Eventually
every department that gives approvals at different levels prior to a building permit being
issued, will be using the system to approve their component of the building permit process.
In the next phase the GIS component of the KIVA system will be implemented. This will
allow maps and drawings to be connected to the database so that our departments can click
on a parcel map and all the corresponding data will pop up for that particular parcel. KIVA
will also connect the City's GIS capability with the County GIS system.
~ The Information Services Department also implemented various miscellaneous projects
during the year including: email filtering, monitoring software called Mail Essentials, an email
archiving tool, a computerized Help Desk software and internet tracking and filtering.
Finance and Utilitv Finance Departments
~ The Department completed training for the Munis project, the City's new financial software.
Training and set-up was conducted for the following modules: Payroll, Accounts Payable,
Purchasing, Utility Billing, Cash Receipting, Fixed Asset, Budget, Business Licenses and
General Ledger. As discussed in the Information Services section, the Utility Billing Module
and Cash Receipting Modules went live during the year; all other modules went live October
1, 2001. The Department has been busy working with the software provider to refine the
programs to better fit our needs.
~ The Department completed its annual audit and was awarded the Certificate of Achievement
for Excellence in Financial Reporting for its annual financial report for the fiscal year ended
September 30, 2000.
~ The City revised its Investment Policy and prepared a Retirement Investment Policy for the
City's retirement funds in accordance with the new Florida Statutes guidelines. Staff, the
City Commission and the Board of Pension Trustees underwent mandatory investment
training also in accordance with the new guidelines.
ix
MAJOR INITIATIVES - Continued
~ The Finance Department was involved in a number of bond issues during the year as follows:
· Water and Sewer Refunding Revenue Bonds Series 2000 - the City issued
approximately $7 million in Water & Sewer bonds in order to refinance at a lower interest
rate the outstanding Water & Sewer Bonds Series 1997 as well as obtain new money for
Town Center water and sewer infrastructure costs.
· Special Assessment Revenue Bonds, Series 2001 (Tuscawilla Improvement Area) - the
City issued $2.265 million in Special Assessment bonds to finance improvements to the
special assessment district.
· Water and Sewer Refunding Revenue Bonds Series 2001 - the City issued
approximately $6 million in Water & Sewer bonds to refinance the Water and Sewer's
outstanding 1991 bonds at a lower interest rate. The utility will save approximately
$60,000 a year in interest expense due to the refinancing.
Utility Department
~ The Department completed a lift station telemetry system, which will provide an improved
response time to sanitary sewer problems and malfunctions and reduce overtime.
~ The Department also completed a conversion from gas chlorine to liquid chlorine at Water
Treatment Plant #2 to improve the safety of employees and surrounding residents.
~ Water conservation required that the Department implement irrigation restrictions limiting
irrigation to two days per week.
~ A number of utility design and construction projects were underway during the year as follows:
· The Utility Department is in the process of constructing a 12" water main in conjunction
with the Tuskawilla Road improvements that will provide a secondary interconnection
between the East and West water distribution systems.
· The Department completed the western water main loop from Florida Avenue to the
Wildwood subdivision during the year.
· Design was completed of the water and sewer infrastructure to serve the Town Center
and construction began on the force main to serve the eastern half.
· The design of the southern water main interconnect was finalized which will provide a
third EasUWest interconnection between Oak Forest and Seville Chase.
· Potable Well #4 was designed and permitted.
~ A rate study of water, sewer, reclaimed, and stormwater fees and charges is underway and
will be finished in FY 2002. The study will determine if current rates are sufficient to meet
projected operational and capital needs.
~ The City entered into a contract to acquire property for the relocation and consolidation of the
Utility and Public Works Departments. The new public works facility will allow the city to
relocate the badly out-dated public works facility located next to Torcaso Park to the industrial
park located on the north side of State Road 419. Relocation of the facility is an important part
of the City's west area revitalization plan. Construction expected to start at a later date.
~ During the year, the Utility purchased a vacuum truck to clean sanitary and stormwater piping
systems.
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MAJOR INITIATIVES - Continued
~ During the year the Utility issued approximately $7 million in Water and Sewer Refunding
Revenue Bonds, Series 2000, to fund system projects such as the Town Center infrastructure
and refund the outstanding Water and Sewer Revenue Bonds 1997. In addition, the Utility
refunded its outstanding Water and Sewer Refunding Revenue Bonds, Series 1991, with the
Water and Sewer Refunding Revenue Bonds, Series 2001, to take advantage of savings
resulting from the drop in interest rates.
Special Assessment Districts
~ The City won a Florida Supreme Court decision overturning the local court's ruling of the bond
validation hearing related to the Tuscawilla Lighting and Beautification District (TLBD).
~ The City issued bonds in the amount of $2.265 million for the construction of the TLBD
improvements.
~ The City began construction in May of the TLBD $1.7 million improvement project including
entranceways, fountains, landscaping, irrigation, and street signage. The completion date for
the project is projected to be May 2002.
~ The City substantially completed the construction of 6,000 feet of brick wall and entryway
enhancements for the Oak Forest subdivision. The final construction costs finished under
budget.
ONGOING AND FUTURE PROJECTS
The City is constantly working on many projects to improve City services and facilities. Listed
below are some projects, which the City is either working on or are planned:
Community Development Department
~ Architects, Engineers, Planners, and City Officials are working overtime designing and
permitting streets, water, sewer, and stormwater facilities in order to meet developer's desires
to get construction underway as quickly as possible in the Town Center.
~ The Moss Cove Redevelopment Project, as discussed above, will continue throughout FY
2002. Funds returned to the City after the renovations are complete can again be used for
future redevelopment projects.
~ The Community Development Department plans to develop an annexation program for the
City and rewrite zoning ordinances and building regulations in the upcoming year.
~ The Building Division will continue to strive to improve its processes over enforcement of
unlicensed contractors and permit violations in conjunction with the Code Enforcement
Division.
~ Our City Arborist has a number of projects planned in the upcoming year including a tree
giveaway during the National Arbor Day Celebration, plantings along various rights of way
and a landscape beautification of Winter Springs Boulevard.
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ONGOING AND FUTURE PROJECTS - Continued
Fire Department
~ The Department will begin accreditation through the International Fire Department
Accreditation program. This program involves achieving a list of core competencies and
demonstrating a process of quality improvements.
~ Equipment purchases planned for the upcoming year consist of the following:
· The Department will purchase firefighter wellness and fitness equipment with Federal
grant funds in the amount of $15,000. This equipment will strengthen the endurance
and cardiovascular output of personnel.
· The Department will begin a 5 year program of breathing air bottle replacement from
bottles that were constructed of aluminum to bottles that are constructed with carbon
fibers. This will minimize by 11.5Ibs. the amount each firefighter has to carry which will
reduce the level of physical stress on the firefighter.
· A hose tester and washer purchase is planned for purposes of testing and maintaining
the fire hose.
Police Department
~ The Police Department plans to equip the department for unusual occurrences that require
immediate response to active shooter situations experienced at some schools recently across
our nation. The equipment also prepares the department for potential terrorists activities,
domestic violence hostage situations and similar events. The revenue source for this
equipment is Police Impact Fees.
~ During the year, the Police Department expects to complete the Florida State Accreditation
process.
Parks and Recreation Department
~ The Parks and Recreation Department will complete the lighting of 4 Soccer Fields at
Central Winds Park that will meet the need of night usage at an estimated cost of $ 350,000.
~ Torcaso Park was awarded a Seminole County CDBG Grant for Park Expansion to include a
practice Football/Soccer Field, a Splash Playground, Parking and Walkways in the amount
of $485,000.
~ A Central Winds Park Expansion AD Hoc Advisory Committee was established by the City
Commission to recommend recreation improvements on the 27 acre site acquired adjacent
to Central Winds Park. Park improvements will begin in 2002.
~ New ball field maintenance equipment to continue the City's participation in the "Fields of
Excellence Awards Program" was purchased including a new 5 gang Bermuda Reel Mower,
Work Cart with Sprayer, and Sand Pro at a total cost of $ 71,000.
~ The Department has plans to apply for a number of grants for its parks including grants from
the State of Florida Recreational Development Assistance Program and Land and Water
Conservation Fund Program and Seminole County CDBG Grants.
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ONGOING AND FUTURE PROJECTS - Continued
Public Works and Transportation Departments
>- The City plans to complete the construction of Hickory Park Grove Boulevard and Main Street
(Tuskawilla Road) as the first phase of the Town Center Collector Roads.
>- Plans are underway to complete the design and begin construction of Fisher Road, a collector
road in the Ranchlands and complete traffic signal installations at Winding Hollow/Parkstone,
Vistawilla Drive & S.R. 434, Central Winds Park & S.R. 434, and S.R. 419 & Edgemon
Avenue.
>- The City intends on continuing its efforts with both the pavement management and traffic
calming programs as well as improve the landscape maintenance standards in the rights of
way.
Information Services Department
>- The Information Services Department plans fiber connectivity projects during the upcoming
year. Specifically, the department plans fiber connectivity to the City's Central Winds Park
to replace the current ISDN connection. This will supply both phone and data connectivity to
City Hall and to the rest of the City. Fiber connectivity is also planned from Fire Station 26
and the Utility Plant on Northern Way to City Hall utilizing County Fiber. This will give those
two locations both data and phone connectivity to City Hall and to the rest of the City.
>- The Department plans to complete the KIVA land management software project discussed
above.
>- The Department will also update the City's telephone system at the Public Safety Building
and City Hall. The department will be able to furnish better telephone usage reports to the
departments. The telephone system will also be replaced at Central Winds Park.
Finance and Utilitv Finance Departments
>- The Department anticipates participation in additional bond issues as the City takes
advantage of low interest rates in conjunction with refinancings and an issue associated with
the purchase of property to expand the City's main park, Central Winds Park.
>- The City is working with lending institutions to negotiate lower fees and higher interest
earnings as it restructures its accounts in an effort to increase efficiency and our level of
technology within the Department.
Utilitv Department
>- The Utility Department plans to complete the:
· Construction of the first phase of the water and sewer extensions needed to serve the
Town Center.
· Tuskawilla Road water main interconnection and southern water main interconnection.
· Construction of Well #4 at Water Treatment Plant #1 fulfilling the water supply needs at
this facility through 2020.
>- To continue conversion of gas chlorine to liquid chlorine at Water Treatment Plant #3. This
is the 2nd conversion of the 5 facilities housing gas chlorine.
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ONGOING AND FUTURE PROJECTS - Continued
>- To start design of the new Utility and Public Works Departments facility.
>- To implement the recommendations of the rate study of the water, sewer, reclaimed, and
stormwater fees and charges as soon as they are adopted by the City Commission.
>- To refinance the Water and Sewer Refunding Revenue Bonds, Series 1992 to take
advantage of lower interest rates.
Special Assessment Districts
>- The City intends to complete the construction of the $1.7 million TLBD improvement project
within budget and to finalize the construction of the wall and entryway enhancements for the
Oak Forest Subdivision.
FINANCIAL INFORMATION
Management of the City is responsible for establishing and maintaining an internal control
structure designed to ensure that the assets of the government are protected from loss, theft or
misuse and to ensure that adequate accounting data are compiled to allow for the preparation of
financial statements in conformity with generally accepted accounting principles. The internal
control structure is designed to provide reasonable, but not absolute, assurance that these
objectives are met. The concept of reasonable assurance recognizes that the cost of a control
should not exceed the benefits likely to be derived, and that the valuation of costs and benefits
requires estimates and judgments by management.
As a recipient of federal, state and local financial assistance, the City is also responsible for
ensuring that an adequate internal control structure is in place to ensure and document
compliance with applicable laws and regulations related to these programs. This internal control
structure is subject to periodic evaluation by management.
In addition, the City maintains extensive budgetary controls. The objective of these controls is to
ensure compliance with legal provisions embodied in the annual appropriated budget approved by
the City Commission. Activities of the general fund, special revenue funds, debt service funds,
capital project funds, and the enterprise fund are included in the annual appropriated budget.
Budgets for governmental fund types are prepared on a basis that are consistent with generally
accepted accounting principles. The legal level of budgetary control (that is, the level at which
expenditures cannot legally exceed the appropriated amount) is established at the fund level. The
government also maintains an encumbrance accounting system as one method of maintaining
budgetary control.
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