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HomeMy WebLinkAbout2012 08 13 Consent 205 Requesting Approval of the City Commission July 16, 2012 Workshop Minutes COMMISSION AGENDA Informational ITEM nt X Public Hearings g Regular August 13, 2012 ALLL Regular Meeting City Manager Department REQUEST: Requesting the City Commission Approve the Monday, July 16, 2012 City Commission Workshop Minutes. SYNOPSIS: One of the responsibilities of the City Clerk is to provide the Mayor and City Commission with a submittal of all Meeting Minutes, as soon after a City Commission meeting as possible; so, that it is a reminder to the Mayor and City Commission, as to what transpired at their most recent meeting, and also provides a record of the actions and directives of the City Commission, for the future, and which becomes the official record. If the City Commission is in agreement with what the City Clerk provides in these Minutes, then the City Commission would be asked to Approve the Minutes, as submitted. Should the Mayor and/or City Commission feel something is not appropriately documented in these Minutes, then a Motion would be appropriate to have the Minutes changed to reflect what the majority of the City Commission would prefer. CONSIDERATIONS: This Agenda Item includes the Minutes from the Monday, July 16, 2012 City Commission Workshop. Even though these Minutes are being submitted by the City Clerk, (with proofing by Office of the City Clerk Staff), no other party has required that changes be made to the Minutes before being submitted. These Minutes are being submitted by the City Clerk for the Approval by the City Commission. FISCAL IMPACT: There is no specific Fiscal Impact to this Agenda Item. COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney/Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City's Website, LaserFiche, and the City's Server; has been sent to applicable City Staff, Media/Press Representatives who have requested Agendas/Agenda Item information, Homeowner's Associations/Representatives on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at five (5) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATION: The City Commission is respectfully requested to Approve the Monday, July 16, 2012 City Commission Workshop Minutes. ATTACHMENTS: A - Unapproved copy of the Monday, July 16, 2012 City Commission Workshop Minutes (8 pages) ATTACHMENT 'A' CITY OF WINTER SPRINGS, FLORIDA • 4 ��, cn Incorporated 199 .. .E RtPt I CITY COMMISSION MINUTES WORKSHOP MONDAY, JULY 16, 2012 - 6:00 P.M. CITY HALL—COMMISSION CHAMBERS 1126 EAST STATE ROAD 434, WINTER SPRINGS, FLORIDA Mayor Charles Lacey Commissioner Jean Hovey- Seat One Commissioner Rick Brown - Seat Two Commissioner S. Avery Smith - Seat Three Commissioner Cade Resnick - Seat Four Commissioner Joanne M. Krebs - Seat Five CITY OF WINTER SPRINGS,FLORIDA MINUTES CITY COMMISSION WORWORKSHOP-JULY 16,2012 PAGE 2 OF 8 The Workshop of Monday, July 16, 2012 of the City Commission was called to Order by Mayor Charles Lacey at 6:00 p.m. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Mayor Charles Lacey,present Commissioner Jean Hovey, present Commissioner Rick Brown, present Commissioner S. Avery Smith, present Commissioner Cade Resnick, present Commissioner Joanne M. Krebs, present City Manager Kevin L. Smith, present City Attorney Anthony A. Garganese, absent City Clerk Andrea Lorenzo-Luaces, present A moment of silence was held, followed by the Pledge of Allegiance. PUBLIC INPUT Cid No one spoke. CO Commissioner Jean Hovey mentioned she received a telephone call from a resident in the Ranchlands related to Progress Energy "pruning" (trimming) trees and that it is not typical pruning, and wanted to advise the other Elected Officials that they may receive similar calls. Commissioner Hovey noted she had spoken with Randy about this and a staff member had already been out to the affected areas and was told that "They are going to work on the issues caused by the tree pruning." Commissioner Joanne M. Krebs stated, "I think we need to have a conversation with Progress Energy." REGULAR AGENDA REGULAR 600. Office of the City Manager REQUEST: Requesting the City Commission receive a Budget Overview Presentation from Staff on the Fiscal Year 2013 Budget. FISCAL IMPACT: The City Of Winter Springs Fiscal Year 2013 Budget, As Proposed, Totals $37,549,257 Representing A $4,136,477, Or 9.9%, Decrease Over The Prior Fiscal Year's Total Budget Of$41,685,734. Total Proposed General Fund Spending Of $15,766,249 Represents A $1,255,168, Or 7.4%, Reduction From The Prior Fiscal Year. The Proposed Operating Millage Rate Of 2.4300 Mills Represents A 0.0200 Mill Reduction From The Prior Fiscal Year. The Voted Debt Service Millage Rate Of 0.1100 Mills Remains Unchanged. CITY OF WINTER SPRINGS,FLORIDA MINUTES CITY COMMISSION WORWORKSHOP-JULY 16,2012 PAGE 3 OF 8 COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney/Staff,and is available on the City's Website,LaserFiche, and the City's Server.Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City's Website, LaserFiche,and the City's Server; has been sent to applicable City Staff, Media/Press Representatives who have requested Agendas/Agenda Item information, Homeowner's Associations/Representatives on file with t_ the City, and all individuals who have requested such information. This information has also been posted .♦ & outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at five (5) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any -_ interested individuals. Additionally,the Fiscal Year 2013 Proposed Budget has been posted to the City's Website. RECOMMENDATION: The City Manager is requesting the Mayor and City Commission receive a budget overview presentation from Staff on the Fiscal Year 2013 Budget. City Manager Kevin L. Smith began the discussion and commented on the tax base, tax base reductions, stagnant revenues, and a balanced Budget. Manager Smith remarked, "I would be seeking — Consensus/Approval at the next meeting to Approve that Tentative Millage Rate which would be the Millage Rate that would go out on the TRIM (Truth in Millage)notices." Manager Smith suggested, "It would not be a final decision here tonight, but I would like some Consensus that the Millage Rate that's proposed in the Budget would be appropriate for- Kelly (Balagia, Budget Analyst, Finance and Administrative Services Department) and Shawn (Boyle, Director, Finance and Administrative Services Department)to put on the Agenda Item for next Monday night." Commissioner Krebs spoke of people generally"Doing more for a lot less but I think there's only so long you can do that too. And I really appreciate everything that that this City has done, you included, and Shawn (Boyle), and everybody, the work that you have done, the hours that you have put in, the time —just the commitment; and I think everybody else does, and our City certainly does." Manager Smith said, "Do I have that Consensus?" Commissioner Rick Brown and Mayor Lacey stated, "Yes." Mayor Lacey then asked, "Is there any dissention to the Millage Rate?" No objections were voiced. Continuing, Manager Smith remarked, "The Voted Debt Millage is proposed to remain constant at the 0.1100 Mills. I would like to point out that, because of the sixth or seventh refinancing that Mr. Boyle was able to affect this last year,that resulted in a reduction in the needed transfer to keep that Voted Debt Millage flat." Mayor Lacey added, "I heard 2.4300 plus 0.1100 Voted Debt for 2.5400." Manager Smith stated, "Correct." Commissioner Krebs added, "I can agree to that." Manager Smith then spoke to Commissioner Krebs' point and sustainability, and noted, "I intend to make it my personal mission the remainder of this Fiscal Year to hire ourselves an Economic Development Director. The Staff has done a tremendous job, you all have been very helpful, and a lot of folks around the County have been helpful in joining the Winter Springs business advisory team in trying to help us with the expansion of the tax base, but we've discussed before, and everyone I've spoken to is of the mindset, those whose opinion I value, are of the mindset that we need to hire our own person." Manager Smith added, "I do intend to make every effort humanly possible to put that to bed in the next sixty(60)days or so." CITY OF WINTER SPRINGS,FLORIDA MINUTES CITY COMMISSION WORWORKSHOP-JULY 16,2012 PAGE 4 OF 8 Commissioner Krebs commented on innovative things that she thought Winter Springs does in comparison to other cities, and noted, "I really think we need some tag line, or something— we need to sell that message. We need to keep saying that. I am not sure everybody understands that but I think we need to really broadcast that somehow." Further remarked. Commissioner Brown had asked why in previous years, approximately one hundred thousand dollars ($100,000.00) was always budgeted for Fourth of July Events, and added, "I just think it is unbelievable that you and your team are able to bring this in with a sixteen hundred dollar ($1,600.00) profit." Commissioner Brown added, "Thank you and your team for making that a reality." Manager Smith complimented Mr. Chris Caldwell, Director, Parks and Recreation Department, Mr. Brian Dunigan, Recreation and Special Events Coordinator, Parks and Recreation Department and their staff. Commissioner Cade Resnick addressed Manager Smith's remarks about expanding the tax base and inquired +f about the possibility of annexing south which would include commercial and more residences. .. Manager Smith noted, "I think it probably bears discussion on this dais at a future meeting, our strategies on Annexation. I believe that there are significant opportunities within our current boundaries to expand that tax base, but Annexation, there's a lot of pros and cons, and in heading south, there's some considerations and what not, but certainly, like to get you all's feelings on Annexation as we move forward. As you all know, we're currently working with the County on an Interlocal Agreement relative to Enclave Annexation, but expansion of our boundaries has not been a topic that I believe we've actually discussed in any length." Mayor Lacey and Commissioner Krebs agreed with this and Commissioner Krebs mentioned, "It has been quite some years." No objections were voiced. Manager Smith then commented, "If that's everyone's feeling — certainly, I'd be more than happy—we'll bring back a discussion on our boundaries and Annexation." Commissioner S. Avery Smith offered her thanks for any business opportunities and mentioned that she thought there was a lot of growth opportunity in the simulation industry. Commissioner Smith suggested that when an Economic Development person is hired, that we have "Something that is performance-based, rather than a flat salary." Manager Smith responded, "Understood." Referencing the Water and Sewer Fund, Manager Smith remarked, "Through the operational efforts of Kip (Lockcuff, P.E., Director, Public Works/Utility Departments) and his team, and through the Finance efforts of Shawn (Boyle) and Kelly (Balagia), we are sitting not flush by any means, but in a very, very solid, strong position in that Fund, as corroborated by rating agencies and our Rate Consultant. So, as we sit here today, I cannot be more pleased and more appreciative of the efforts of the team." Further comments followed on Reclaimed Rates, and the Development Services Fund. Next, the Tuscawilla Lighting and Beautification District Fund was noted and Manager Smith commented, "My understanding is the— TLBD(Tuscawilla Lighting and Beautification District)Advisory board is recommending a rate increase from the current one hundred and twenty dollars ($120.00) per E.R.U. (Equivalent Resident Unit) to the maximum one [hundred and] twenty-eight [dollars] ($128.00) per E.R.U. (Equivalent Resident Unit). This Budget in front of you, does not include that rate increase. It remains at the one hundred and twenty dollar($120.00)rate." Manager Smith added, "If we do entertain a future rate increase, we may have the ability to lower the debt side, and make it a wash; but for this Budget, I have not included a rate increase and if the Commission is of the mindset that they do not agree with that, and would like to entertain that rate increase, you have another opportunity to do so." Mayor Lacey stated, "I think that is the right approach." No other comments or objections were made. Employee benefits, and the Pension Plan structure was mentioned by Manager Smith who stated, "The overall goal was sustainability. I'm very thankful that our employees were part of the team and understanding as we made those difficult decisions." CITY OF WINTER SPRINGS,FLORIDA MINUTES CITY COMMISSION WORWORKSHOP-JULY 16,2012 PAGE 5 OF 8 Challenges related to Health Insurance increased costs was addressed next to which Manager Smith said, "I will point out that additional headcount reductions through efficiencies and realignment this year have significantly mitigated that increase. My strong opinion is that we consider with that structure for another year or two (2) to get some more history under our belt, because the underlying core has served us well. But there is an increase and that cost has been borne by the General Fund." Mayor Lacey asked, "Have you concluded the negotiation on the rate increase?" Mr. Boyle remarked, "Yes." Mayor Lacey then inquired what the percentage was and Manager Smith stated, "Fifteen percent(15%)." Mayor Lacey added, "Good job Shawn(Boyle)." Manager Smith stated, "I am extremely proud of the Budget that we placed in front of you all. One thing that I am not so proud about is that it does not include raises for our hardworking employees." Further, Manager Smith C noted there was not enough reoccurring funds for raises, but added, "However, the Department Heads and I have *"L"- put our heads together and in an effort to take some kind of a reward approach for our employees. I'm here to discuss or recommend to you all a one-time bonus structure for this upcoming fiscal year. That structure would look something like a seven hundred and fifty dollar ($750.00) net bonus grossed up somewhere in the neighborhood of nine hundred and fifty dollars ($950.00), net average bonus to each employee, however the 1L discretion would go to the individual Department Head." Continuing, Manager Smith then pointed out that he and Staff have been reviewing the Budget on an ongoing basis and commented, "We have been able to comb through it even more,to present this bonus structure to you all with no change in the Millage Rate that I presented to you, and no change in this Budget. So, I'd be seeking your support in incorporating a bonus structure for our employees on a one-time basis in the Final Budget that will come to you all in September(2012)." Discussion followed on this being "Performance-based." Mayor Lacey asked, "Would part-time employees be eligible?" Manager Smith stated, "Yes." Manager Smith added, "I would appreciate your help on this, the Department Heads and myself are not included in his structure. I think it's important to maximize our dollars for the hard-working people in the field." Further comments followed on replacement software and a new vendor that Staff was considering, and that such a change might cost approximately one hundred and fifty thousand dollars ($150,000.00) from the General Fund. Mayor Lacey said to Manager Smith, "Legal and appropriate, are you confident that the transfer of that amount over is legal and appropriate?" Manager Smith responded, "I wouldn't do it if I weren't." Manager Smith continued, "When you also look at the fact that the maintenance costs that we're currently paying on Munis are roughly double what we'd be paying with this new software. You're looking at a pay-back period of around three (3) to four (4) years and then, if I may use the term, it is gravy after that. So, and finally, with credit to Mr. Boyle, he has negotiated the ability to pay this amount over a three (3)year period with no financing costs, three (3) fiscal years. So, that becomes easier for me to absorb the capital without utilization of reserves- Mr. Boyle will tell you that we've reached a point that I'm comfortable with finally and so I would be bringing that to you all for consideration at the next meeting." Furthermore, Manager Smith stated that in terms of the"Permitting and GIS (Geographic Information System) software relative to our Development Services Fund, I think you all would agree that if there's technology available that reduces our dependency on human capital and at the same time increases our customer service efforts, that that's something we need to pursue so we're also looking at some software to help in the Building Department." CITY OF WINTER SPRINGS,FLORIDA MINUTES CITY COMMISSION WORWORKSHOP-JULY 16,2012 PAGE 6 OF 8 Commissioner Smith remarked, "For the software that you are looking at updating, that money that you are looking at us spending, would include support for that software?" Manager Smith responded, "Yes, that's the maintenance that I referred to —the current maintenance costs that we're paying again, are approximately double what the maintenance costs would be for this new software." Manager Smith then mentioned issues with a current vendor and noted, "Migration to this new company would enable us to save significant amount of dollars - recurring dollars from the maintenance on an annual basis which results in our three (3)to four(4)year payback." Commissioner Smith then inquired, "Will that also include any updates, that they will include those for free, if any new and improved software becomes available, they will give that to us as well?" Manager Smith explained, "Yes- it's not free, it's part of the maintenance package, but it's inclusive." Commissioner Smith remarked, "For what they are promising, do we have any performance-based penalty clauses if it doesn't perform as they say it will?" Manager Smith responded, "We certainly will have a very iron clad contract." Manager Smith commented further on the Vendor and explained about an ongoing situation that City Attorney Anthony A. Garganese's office was handling and noted, "I can assure that there will be some very tight clauses in there." '=" Mayor Lacey then asked about the City's new telephone system, the proposed new software, and a plan that had been discussed before, and mentioned, "Customer service, facilitate a lobby reconfiguration that would be a better customer service experience as well as allowing us to be more flexible on a management of the personnel - is that still in the long range plan?" Manager Smith replied, "It's moved into the long term plan Mayor, from the short range plan." Manager Smith added,"I'll advise you'all further as we move forward, but not right now." Commissioner Brown commented on previously discussed video capability and stated, "I would like to revisit that at some point, if not for broadcast, at least for security purposes in the Chambers." Manager Smith stated, "Yes, Sir." Chief of Police Kevin Brunelle, Police Department stated, "As many of you know, we've applied for a Grant that we're waiting on the final numbers to come in for, that will provide the infrastructure for us to go video at our Wastewater Treatment Plants. We're waiting on the final money to see how much we're going to get once they settle down on it. One of the Grants that we're going to write next year will be for City Hall and some other infrastructure, buildings here in the City which will include video, monitoring at our Com[munications] Center and also the—electronic locking system, so we're going to ask for that." Furthermore, Chief Brunelle mentioned a similar Grant that the City of Ocoee had applied for and noted, "However,you won't see anything until January of 2014 if we're awarded that Grant." Manager Smith explained to the City Commission, "My strategy, as Approved by you all, has been to budget General Fund Capital out of Reserves, but then attempt not to use those Reserves when the actual numbers come in. We have been successful for the past two (2)years at doing that. All indicators are we will be successful this year." That was a temporary strategy and my intent was as we recover, that we would move that back into the actual Budget. I'd hope to do that this coming year but the revenue stream is not cooperating. I said all that to say that I think it's going to be incumbent that I take a very close look at capital this year. For example, if you all are of the mindset to Approve every dollar of General Fund Capital, if the monies don't materialize, we probably are going to need to take a look at delaying some of those purchases. We'll also be looking at grant opportunities as we always do, Impact Fee opportunities - if there's specific cash flow opportunities that occur between now and the end of next Fiscal Year, I want to take advantage of those." Mayor Lacey said to Manager Smith, "For this year, you expect when we finish the year, that you will able to recover the entire Capital amount?" Manager Smith said, "Yes, I expect that Mayor." CITY OF WINTER SPRINGS,FLORIDA MINUTES CITY COMMISSION WORWORKSHOP-JULY 16,2012 PAGE 7 OF 8 Discussion followed on whether the City Commission wanted to do a line by line review of the different Departments or just handle questions. Mayor Lacey asked Chief Brunelle about replacement police cars and said, "At some point in time, there would be a diminishing number of cars that need to be replaced each year. Is that essentially correct, and if that is correct, how long do we go until we get to this to be a smaller number or do we never get there?" Chief Brunelle explained, "We've already successfully gotten to the smaller number that I tried to get to, way in ; advance. Just simply because we've been using other funds to obtain some of those vehicles." Continuing, Chief = `- Brunelle noted, "I am trying to get to that smaller number where I am hoping it is five (5)or six(6)but here's the outlying issue with that. In 2003, we entered into a lease agreement for vehicles. We bought thirty-three (33) `I vehicles on the lease agreement in 2003, which was a three (3) year program. You pay for it over time, over the - years. And,then in 2006,we did it again, and we bought twenty-one(21)vehicles so now, here in 2012, 2013, all those vehicles have upwards of 100,000 miles on them." r - Chief Brunelle then explained, "I believe that in the next two (2) years, to three (3) years, we'll hit that mark =% where I need to be, to where we just have a continuous replacement program,where we're not having to buy bulk vehicles like that again, but we're just not quite there yet." Mayor Lacey then inquired of Chief Brunelle, "When it levels out, for a force of our size, what would you say would be the typical number of cars each year..." Chief Brunelle stated, "...Four(4)to six(6)vehicles a year." Furthermore, Mayor Lacey stated, "There are no other questions on the Capital, so I think every item is implicitly Approved." Manager Smith stated, "Kudos all around. Secondly, I'm presuming we don't need a Workshop tomorrow night." Hearing no comments, Mayor Lacey stated, "I see no demand for a Workshop tomorrow night." Commissioner Resnick commented, "In looking through the Budget, it is very lean as I shared with you before and it is a very good job on everybody's part. I do have a concern if we keep getting too lean because the number of FTE's (Full-time equivalent)that were cut, cut, cut, over the last five (5) years have been drastic. You are the chief of the ship as far as that is concerned, but my area is looking at human capital, so let's not abuse anybody if we don't have to." Manager Smith remarked, "Understood. That is the goal." Mayor Lacey added, "From my perspective,I don't think that the Manager is cutting head count merely to meet a budget target though. I think he is cutting head count to get down to what is the right head count to do the job that we need to do." Next, Commissioner Krebs asked about the status on the Amphitheater. With discussion, Mayor Lacey suggested that security cameras be placed at the Amphitheater also. PUBLIC INPUT No one addressed the City Commission at this time. Mayor Lacey noted,"Good job on the Budget." CITY OF WINTER SPRINGS,FLORIDA MINUTES CITY COMMISSION WORWORKSHOP—JULY 16,2012 PAGE 8 OF 8 ADJOURNMENT Mayor Lacey adjourned the Workshop at 6:48 p.m. Pais RESPECTFULLY SUBMITTED: ANDREA LORENZO-LUACES, MMC CITY CLERK APPROVED: MAYOR CHARLES LACEY NOTE: These Minutes were Approved at the ,2012 City Commission Regular Meeting.