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HomeMy WebLinkAbout_2001 09 17 City Commission Special Minutes CITY OF WINTER SPRINGS MINUTES CITY COMMISSION SPECIAL MEETING SEPTEMBER 17,2001 CALL TO ORDER The Special Meeting of Monday, September 17, 2001 of the City Commission was called to order by Deputy Mayor David W. McLeod at 6:32 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, absent Deputy Mayor David W. McLeod, present Commissioner Robert S. Miller, present Commissioner Michael S. Blake, present Commissioner Edward Martinez, Jr., present Commissioner Cindy Gennell, absent City Manager Ronald W. McLemore, present City Attorney Anthony A. Garganese, absent II. AGENDA A. Office Of The City Manager Requests The City Commission To Discuss Outstanding Budget Issues. Mr. Ronald W. McLemore, City Manager spoke of his concerns with the latest events and their effect on the economy, and how the City's Budget could be affected, Discussion. Commissioner Michael S. Blake inquired, "On the revenue side, one is on the interest earned Louise, we have written down here $200,000.00 which is a significant change from last year, or our current year, and that additional $50,000.00 - in an environment of lower interest rates suggests to me that either this new program that we may be implementing is really good, or the number may not be as accurate as we had thought." Ms. Louise Frangoul, Finance Department Director asked, "In terms of our recommendations regarding - cash and actually being able to truly invest?" Commissioner Blake then said, "What I am really talking about are the real results from that and whether or not we are able to effectively - especially in an area of market declining rates, whether we are able really even to get back even where we were last year?" CITY OF WINTER SPRINGS MINUTES CITY COMMISSION SPECIAL MEETING - SEPTEMBER 17,2001 PAGE 2 OF 10 Manager McLemore advised Commissioner Blake that "We did retain more cash than we thought we would." Manager McLemore then said to Commissioner Blake, "You're on target." Ms. Frangoul added, "We must have about forty-seven (47) different accounts and they all have small balances in - interest earning checking accounts, but checking accounts, and if we can actually pool and keep a core amount and start investing, true investments, I see interest earnings where we never have before; but yes, it is mitigated by the fact that they are going to be lower than they would have at that point in time." Commissioner Blake then said, "I do have a little bit of concern over that revenue item also. " Commissioner Blake then inquired about "The concession stand, we're showing an increase in revenues there again also and we haven't - on page B-1 ("General Fund Revenues"), Last year we budgeted $126,350.00 and it shows an actual projected end of $86,000.00 and we've increased the Budget amount to $131,400.00." Ms. Frangoul stated, "What we had originally done was, I believe, we doubled the amount of the concession stand revenues because we thought that when we had that other concession stand come on line, we would have twice the amount of revenues, And I believe, I don't recall that this number has been backed off because of the fact that it ended up coming on line a lot later, and it didn't have the same level of revenues as the other one did. So I, I thought that this number was the one that had been adjusted to reflect, for the fact that the second concession stand would be in operation for a full year; but yes, not at the same level as the other one." With further discussion, Commissioner Blake stated, "So we are still, even with it operating, lower than the previous two (2) years and still we are increasing the Budget line. And I'm worried about another $30,000.00 or $40,000.00 there." Discussion. Commissioner Blake added, "It says we are losing money, the bigger the budget number, the more we make, given the shortfal1." Manager McLemore responded, "That's probably something we can look at from now on," Commissioner Blake then said, "All I am saying is there are several items on here that even with the economic situation, cause me a little additional concern." Page B-24 ("Police Department") was next discussed. Commissioner Blake questioned the "Overtime" Line and stated, "I can't see a fifty percent (50%) increase in the budgeted amount of overtime hours and adding Officers. So, the question is, if we're adding Officers, then the overtime should disappear." Manager McLemore stated, "It may - come down, but it won't disappear." Discussion ensued on what contributes to overtime, and Manager McLemore stated, "I think it's one of those things we put in a box and look at it a year from now. It isn't coming down by 100 percent (100%)." Manager McLemore further said, "It's a good thing for us to look at." Ms. Frangoul explained that "We didn't split it out previously. We are now, so that we can track it." Brief discussion ensued on the difference in the current year and the upcoming year's "Fuel and Oil" Line of the Police Department's Budget. CITY OF WINTER SPRINGS MINUTES CITY COMMISSION SPECIAL MEETING - SEPTEMBER 17,2001 PAGE 3 OF 10 Also on page B-24 of the Police Department's Budget, specifically regarding the "Health Insurance" Line, Commissioner Blake asked, "Why is the budgeted number so high in the Police Department's Budget, so much higher in terms of an increase than any other associated Department; and this does not include the additional people which are on the next page, this is just the current Staff?" Ms. Frangoul stated, "I can re-check that, re- check my numbers." Commissioner Blake added, "Just the number, that seems high - where we might have revenue hidden, that's what I'm really looking for here." Regarding "The transfers from both the Oak Forest fund and the Tuscawilla Beautification fund, it doesn't appear that these transfers were ever made, and it doesn't appear that they were budgeted to be made, and I am wondering, what has happened here, or where do we stand." Ms. Frangoul stated, "I think what ended up happening at the, and I believe this is true, at the end of Fiscal Year 2000, well the Fiscal Year when the Budget was already in place, I had the money there and I went ahead and I moved it at that point in time. And I can recheck that, but I think I moved it at the point that I knew it was there and I knew the amount that I needed to transfer, regardless of Budget." Commissioner Blake asked, "For both funds, or just - I can see a transfer made here for the Tuscawilla which is still $30,000.00 short..." Ms. Frangoul then said, "Yes, I do still have a remaining - I didn't have enough in there, that's true. I remember that for Tuscawilla, I don't remember for Oak Forest. I can check Oak Forest and Tuscawilla for you." Commissioner Blake then said, "The question is, if the transfer was to have been made, and wasn't, we need to reconcile exactly what is going on. If the transfer has been made, and it hasn't been accounted for in the budget clearly, so we need to make sure we account for it correctly - so we know again, what is happening; but also, if there is one that hasn't been made." Ms. Frangoul added, "I'll double check that." Deputy Mayor McLeod asked about the "Repair & Maintenance - Equipment" on page B-24, and regarding the percentage increase asked, "Now is that repair of vehicles Ron, or what equipment is that?" Manager McLemore stated, "To get the specifics of it, I would have to go ask." Deputy Mayor McLeod asked Manager McLemore, "Would you look into that one?" Manager McLemore stated, "Yes." Further discussion followed on "Exhibit A." Manager McLemore stated, "I would be, I am very comfortable with 'A' or 'B' I am least comfortable with raising the money and then start spending the additional money right away. I am very comfortable staying with what we've got. If we have to make some changes in the year, we'll make some changes." Discussion. Commissioner Blake asked Ms. Frangoul, "How much of an increase did you already have figured into the Preliminary Budget on the General Fund side?" Additionally, Commissioner Blake stated, "What I am really looking for is, I am curious to know what the increased cost to the City is from last year to this year in the General Fund side. And then actually - in the other two (2) funds." Ms. Frangoul responded, "Eighty three CITY OF WINTER SPRINGS MINUTES CITY COMMISSION SPECIAL MEETING - SEPTEMBER 17,2001 PAGE 4 OF ]0 percent (83%) of that $213,000.00 which is the additional amount of money I believe, is related to the General Fund. But I can check that." Members of the Commission discussed the hiring of the four (4) new Police Officers, with suggestions that this be delayed until either January 2002 or April 2002. Manager McLemore stated, "What we will try to do is we'll try to check these things out tomorrow, and give you a quick little memo of something in writing, so we can tell you what the status of those questions are." Discussion followed on their concerns with the economy, and the proposed Budget, and the items listed on the Exhibit. With consensus of the Commission, it was agreed that they would go through each Line Item on the right side of Exhibit A. Discussion ensued regarding the hiring of four (4) new Police Officers. "I'LL MAKE THAT MOTION. MOTION IS TO ADD IN FOUR (4) ADDITIONAL OFFICERS EFFECTIVE APRIL 2002." MOTION BY COMMISSIONER BLAKE. SECONDED BY DEPUTY MAYOR McLEOD. DISCUSSION. VOTE: COMMISSIONER MILLER: NAY COMMISSIONER MARTINEZ: NAY COMMISSIONER BLAKE: NAY DEPUTY MAYOR McLEOD: AYE MOTION DID NOT CARRY. Tape I/Side B "THAT WE APPROVE FOUR (4) NEW POLICE OFFICERS IN APRIL 2002 WITH UNDERSTANDING - THE ALTERNATIVE IS TO NOT FUND THEM AT ALL." MOTION BY COMMISSIONER BLAKE. MOTION DIED FOR LACK OF A SECOND. The Commission further discussed this matter. Commissioner Robert S. Miller spoke of the economy, suggested that this be revisited later in the next fiscal year and suggested that the "City Manager can ask all of his Staff - to squeeze their budgets and free up money wherever possible." The Commission agreed to return to this item later in the Meeting. Discussion then began on the subject of Transportation for Senior Citizens. CITY OF WINTER SPRINGS MINUTES CITY COMMISSION SPECIAL MEETING - SEPTEMBER 17,2001 PAGE 5 OF 10 "I'LL JUST MAKE A MOTION THAT WE MOVE $32,000.00 DOLLARS DESIGNATED FOR SENIOR TRANSPORTATION OVER TO THE - THE LEFT-SIDE." MOTION BY COMMISSIONER MARTINEZ. DEPUTY MAYOR McLEOD STATED, "OKAY, YOU'RE MAKING A MOTION - TO LEAVE IT IN THE BUDGET." COMMISSIONER MARTINEZ STATED, "YES." MOTION DIED FOR LACK OF A SECOND. Commissioner Miller said to Manager McLemore, "All of these items that we are discussing at this point, on the right side, I just want you to make careful note of all of them and at such times we proceed through the new year, in the new fiscal year that you become aware that there are funds that we could make available and I would like to make sure that you identify this particular one as one of the early ones that - should be brought back to our attention and consideration. Thank you." Commissioner Blake stated, "Ron, at our last Meeting we had this discussion about cost- sharing with the County on the "Para-transit" and our number was in the $13,000.00 range or so - and we have not yet decided to do that. We have asked Staff to go back and research, not only that but some other transportation alternatives and come back to us with some good data, so that we can be in a position to make a decision on things." Manager McLemore said, "This one, we have already finished working on it - this $13,000.00 issue." Commissioner Blake further stated, "That's correct. - That has been brought to us but we tabled that and it is supposed to come back to us, along with some information on these other additional bus routes. I believe we've received some input from some residents about a potential bus route or two, as well as, and that's the second thing; and then the third item is this question of some transportation for the seniors to the Senior Center - and I think these are three separate transportation issues." Commissioner Blake further spoke of where the $32,000.00 came from. Commissioner Blake then stated, "What I would like to see though is for Staff to continue on and follow through and bring that report to us with each of those - three different transportation related items, so that we can have some information on which way to start looking in the future. I do want to make sure that we do have the dollars budgeted next year for that $13,000.00 expenditure for the "Para-transit." Fire Chief Timothy 1. Lallathin presented to the Commission a brief overview of Lynx Bus routing and the "Para-transit" Service. Chief Lallathin distributed information to Members of the Commission. Discussion. Commissioner Blake said to Chief Lallathin, "I would like to have you and your Staff continue to work on this through these other channels to determine what the fair and equitable cost-sharing formula should be for it, with the understanding that it is my position, and hopefully the Commission's that we do not want this service to end." Manager McLemore departed the Special Meeting at 7:49 p.m. CITY OF WINTER SPRINGS MINUTES CITY COMMISSION SPECIAL MEETING - SEPTEMBER 17,2001 PAGE 6 OF 10 Deputy Mayor McLeod stated to ChiefLallathin, "I think you did a good job!" Commissioner Edward Martinez, Jr. stated, "The emphasis, as far as I am concerned has always been on public transportation." Commissioner Martinez further suggested that such service could possibly be either a five (5) days a week or three (3) days a week servIce. Commissioner Miller asked about Lynx, and asked for the "Specific number of trips" and "How many people in our community actually have called this service in the last year or two (2) years." Discussion. Commissioner Blake thanked Chief Lallathin for his assistance. Commissioner Martinez said to ChiefLallathin, "As usual, you've done well." Deputy Mayor McLeod asked, "Do we have a Motion on this Item? I guess this Item just dies - at this point, it's to be brought back at some other time of the year." The Commission then discussed Mosquito Control. Deputy Mayor McLeod asked, "Do we have a Motion on this Item? Deputy Mayor McLeod then stated, "Not having a Motion on the Item, then I take it, it is also set aside." Discussion ensued regarding the costs associated with the City's newsletter. Tape 2/Side A Discussion. Deputy Mayor McLeod asked the Commission, "Do you want to leave it all color like it is? Or do we want to revert back to a black and white with one (1) color? Or do we want to go to the fifth issue with four (4) black and whites and one (1) color? Or do we want to have five (5) issues, all color?" Discussion. Commissioner Miller stated, "If the City Manager decides that he believes he may have to do a fifth or a sixth edition, let's leave it up to him to bring it to us and say gentlemen, this is what I propose to do but we are not going to do it in color but we can still do this, the additional editions, for the same budget that we established, and we approved here this evening." Commissioner Blake recommended that the Commission go with "Three (3) black and white and one (1) color issue. That would be an additional amount of $3,600.00, roughly speaking - on the left side." Commissioner Martinez commented, "I can't justify in my mind the additional expenses for a newsletter, when we don't have money for a Senior Citizen's transportation, so I will go along with Commissioner Miller and the Manager' suggested changes - $14,400.00, four (4) editions." CITY OF WINTER SPRINGS MINUTES CITY COMMISSION SPECIAL MEETING - SEPTEMBER 17,2001 PAGE 7 OF 10 Deputy Mayor McLeod commented about Commissioner Blake's suggestion and said, "Why don't we leave it black and white like it had originally been, and only have one issue during the year, that the Manager chooses to be in color, and that would only increase it $3,600.00." Commissioner Martinez agreed and said, "Let's go with three (3) black and whites and one (1) color." Deputy Mayor McLeod then said, "I would agree," "MOTION TO GO TO THREE (3) BLACK AND WHITE, ONE (1) COLOR ADDITIONAL APPROPRIATION OF THIRTY-SIX HUNDRED DOLLARS ($3,600.00.)" MOTION BY COMMISSIONER BLAKE. SECONDED BY DEPUTY MAYOR McLEOD. DISCUSSION. COMMISSIONER BLAKE REITERATED HIS MOTION AS: "MOTION WAS TO GO TO THREE (3) BLACK AND WHITE ISSUES AND ONE (1) COLOR ISSUE OF THE MANAGER'S CHOOSING, PER YEAR OF THE NEWSLETTERS FOR AN ADDITIONAL APPROPRIATION TO THE BUDGET OF THIRTY-SIX HUNDRED DOLLARS ($3,600.00.)" VOTE: COMMISSIONER BLAKE: AYE COMMISSIONER MILLER: AYE COMMISSIONER MARTINEZ: AYE DEPUTY MAYOR McLEOD: AYE MOTION CARRIED. The next topic of discussion involved Members of the Commission discussing the allocated $20,000.00 for funds to promote the proposed Town Center. Discussion. "I WOULD LIKE TO MAKE A MOTION THAT WE REALLOCATE THE BALANCE FREED UP FOR THE $14,400.00, THE $3,600.00 THAT REMAINS ON THAT LINE RIGHT NOW, FOR ADDITIONAL COSTS OF THE NEWSLETTER AND WE ALLOCATE THAT $10,800.00 TO THE MARKETING FUND; AND THAT WE INSTRUCT THE CITY MANAGER TO DILIGENTLY SEARCH FOR OTHER AREAS OF THE BUDGET, AFTER THE APPROVAL OF THIS BUDGET, WHICH MAY BE REALLOCATED TO BRING THAT UP TO THE $20,000.00 THAT THE MAYOR ORIGINALLY REQUESTED." MOTION BY COMMISSIONER MILLER. DEPUTY MAYOR McLEOD STATED, "THERE ARE OTHER LIGHTS ON COMMISSIONER. I WOULD LIKE YOU TO - HOLD THAT MOTION - AT PRESENT UNTIL WE HEAR FROM THE REST OF THE COMMISSIONERS; AND I WILL COME BACK TO YOU TO GIVE YOU THE FIRST OPTION TO MAKE A MOTION." Discussion. CITY OF WINTER SPRINGS MINUTES CITY COMMISSION SPECIAL MEETING - SEPTEMBER 17,2001 PAGE 8 OF 10 COMMISSIONER MILLER STATED, "MY MOTION IS STILL ON THE FLOOR THEN." MOTION DIED FOR LACK OF A SECOND. Commissioner Miller stated, "I would only like to put on the record that the City Manager was instructed to, ask Staff to develop some guidelines; and I'd still like those guidelines to be identified as to how we might give money to charitable organizations or organizations that - might warrant a matching grant. I thought we agreed to $500.00 plus they would come up with $500.00. I would still like to see those - come before this Commission at some point in the future when it's appropriate." Deputy Mayor McLeod asked the Commission "Do we want to hold the $5,000.00 dollars in here, for Community Donations, or do we not?" Do I have a Motion on that?" "I'LL MAKE A MOTION THAT YOU LEAVE IT IN THE BUDGET." MOTION BY COMMISSIONER MARTINEZ. SECONDED BY COMMISSIONER MILLER. DISCUSSION. VOTE: COMMISSIONER MILLER: AYE COMMISSIONER BLAKE: NAY COMMISSIONER MARTINEZ: AYE DEPUTYMAYORMcLEOD: NAY MOTION DID NOT CARRY. The Commission next discussed the City Clerk's salary upgrade. "CHAIRMAN, I MAKE A MOTION TO APPROVE." MOTION BY COMMISSIONER MARTINEZ. SECONDED BY COMMISSIONER MILLER. DISCUSSION. COMMISSIONER MILLER STATED, "THE INCREASE IN SALARY, THE CORRECTION WAS ALREADY - WAS IN THIS YEAR'S BUDGET? IS IT PRESENTLY BEING PAID." MS. FRANGOUL STATED, NO." COMMISSIONER BLAKE ADDED, "IT WAS ONE WEEK AGO TODAY THAT WE WERE TO HAVE HER REVIEW IN OUR HANDS, AND WE STILL DO NOT HAVE IT. AT LEAST, I DO NOT." DEPUTY MAYOR McLEOD ADDED, "WE STILL DON'T." COMMISSIONER MARTINEZ SAID, "NOBODY HAS IT." COMMISSIONER BLAKE THEN SAID, "AND THAT WAS A STRICT DIRECTION THAT WE GAVE, AND IN FACT - REMINDED THE MANAGER OF A WEEK AGO." DISCUSSION ENSUED ON THE SUGGESTED $4,400.00. CITY OF WINTER SPRINGS MINUTES CITY COMMISSION SPECIAL MEETING - SEPTEMBER 17,2001 PAGE 9 OF 10 "I AM MAKING A MOTION THAT YOU CALL THE QUESTION." MOTION BY COMMISSIONER MARTINEZ. DEPUTY MAYOR McLEOD STATED, "CALL ROLL." VOTE: COMMISSIONER MARTINEZ: AYE COMMISSIONER BLAKE: NAY COMMISSIONER MILLER: AYE DEPUTYMAYORMcLEOD: AYE MOTION CARRIED. DEPUTY MAYOR McLEOD CLARIFIED, 'THAT WAS CONSIDERED THE VOTE." Commissioner Martinez departed the Special Meeting at 8:43 p.m, Deputy Mayor McLeod called a break at 8:46 p,m, Deputy Mayor McLeod called the Meeting back to order at 8:56 p,m, The Commission again discussed the hiring of an additional four (4) Police Officers. Tape 2/Side B "I'LL MAKE A MOTION THAT WE APPROVE THE - HIRING OF FOUR (4) POLICE OFFICERS, NOT BEFORE APRIL OF NEXT YEAR, NEXT FISCAL YEAR; AND THAT WE APPROVE THE - MONEY IN THE BUDGET - $64,000.00; AND WE'LL LET LOUISE COME UP WITH THE PRECISE NUMBER AFTER YOU DO THE CALCULATIONS ON THE LEFT-HAND SIDE THERE - $14,400.00 DOWN TO $3,600.00." MOTION BY COMMISSIONER MILLER. SECONDED BY COMMISSIONER BLAKE. DISCUSSION. REGARDING THE MIL RATE, COMMISSIONER MILLER ADDED, "I'M ALSO ASSUMING THAT WE ARE GOING TO COME BACK WITH - RIGHT AT 3.773." SECONDED. DISCUSSION. VOTE: COMMISSIONER BLAKE: AYE COMMISSIONER MILLER: AYE DEPUTY MAYOR McLEOD: AYE MOTION CARRIED. Commissioner Blake asked about the "Additional equipment which is in the other fund." Ms. Frangoul stated, "I will adjust that out of that other fund." Ms. Frangoul further stated, "I am going to go ahead and do that and then I will bring that back for the final budget and then you can approve the changes to that." CITY OF WINTER SPRINGS MINUTES CITY COMMISSION SPECIAL MEETING - SEPTEMBER] 7,2001 PAGE 10 OF 10 Ms, Frangoul then advised the Commission that, "Commissioner Blake has asked about some of the increases in the Police Department." Ms. Frangoul explained that "We had collapsed the bulk of the COPS Grant budget into the Police Budget and that is in part why it is so much higher. We have got seven (7) officers now and their fuel; seven (7) additional officers and their health insurance, so a lot of the Budget that had been split up, I think it was a $400,000.00 - now, $75,000 - and the rest of those expenses have come over to the Police Department." Ms. Frangoul then said, "I will go ahead and I'll get that memo and look into the things that you had discussed earlier." III. ADJOURNMENT "MOTION TO ADJOURN." MOTION BY COMMISSIONER MILLER. SECONDED BY COMMISSIONER BLAKE. DISCUSSION. VOTE: COMMISSIONER MILLER: AYE COMMISSIONER BLAKE: AYE DEPUTY MAYOR McLEOD: AYE MOTION CARRIED. Deputy Mayor McLeod adjourned at 9:06 p.m. RESPECTFULLY SUBMITTED: HOLLY PIERSTORFF ASSIST ANT TO THE CITY CLERK, AND .' NOTE: These minutes were approved at the October 8, 2001 Regular City Commission Meeting.