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HomeMy WebLinkAbout_2009 07 23 City Commission Workshop Minutes CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP JULY 23, 2009 CALL TO ORDER The Workshop of Thursday, July 23, 2009 of the City Commission was called to Order by Deputy Mayor Joanne M. Krebs at 6:30 p.m. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Mayor John F. Bush, present via Telephone Deputy Mayor Joanne M. Krebs, present Commissioner Jean Hovey, present Commissioner Rick Brown, present Commissioner Gary Bonner, present Commissioner Sally McGinnis, absent City Manager Kevin L. Smith, present City Attorney Anthony A. Garganese, present The Pledge of Allegiance followed a moment of silence. AGENDA NOTE: THE FOLLOWING AGENDA ITEM WAS DISCUSSED FIRST, AND LATER IN THE MEETING AS SHOWN BEGINNING ON PAGE 7 OF THESE MINUTES, FOLLOWED BY THE REST OF THE AGENDA AS DOCUMENTED. REGULAR AGENDA REGULAR 600. Office Of The City Manager Requesting The City Commission To Review The Fiscal Year 2009 -2010 Budget. City Manager Kevin L. Smith began the Workshop with an overview and stated, "The overall goal is to take the Community Visioning Workshop information that our citizens provided to us and then the resulting goals that this Commission established, and one key piece of information that we haven't done yet is the Business Visioning Workshop." A copy of the Business Visioning Workshop Summary was then distributed. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP JULY 23, 2009 PAGE 2 OF 12 Manager Smith continued, "We also need to incorporate this, but once we take those Goals that are established, Staff and I are in the process right now of creating a Strategic Plan for your review and approval. That Strategic Plan takes those Goals that you Adopted and creates Strategies to achieve those Goals." Then, Manager Smith explained, "The Strategic Plan that still needs to incorporate the business document which will ultimately come to you for your approval." Furthermore, Manager Smith noted, "The theory would be that once that's approved, we would create a Budget that allocates resources towards achieving those Goals." Further comments followed on a proposed evaluation system. Commissioner Gary Bonner asked, "Do you have a timeline for those follow -up or additional Objectives in mind Manager Smith responded, "The Strategic Plan will be to you prior to the adoption of this Budget." Commissioner Bonner then asked about the Goal Setting portion with the Review process? Manager Smith explained, "That would be a document that I would either agendaize that document for your review or have a separate Workshop to go through it." Manager Smith inquired, "Is that okay with everyone Deputy Mayor Krebs, Commissioner Jean Hovey, Commissioner Rick Brown, and Commissioner Bonner nodded in agreement. Discussion. Next, Manager Smith said to the City Commission, "I would ask then for Consensus from this Commission to either follow the recommendation in the Budget message previously which is to keep the Operating Millage flat and increase the Voted Debt or to follow my new recommendation, my altered recommendation which is to transfer twenty -eight thousand one hundred dollars ($28,100.00) though re- allocation of current Budget over to the Debt Service Fund and keep the Operating and the Voted Debt Millage the same as the current year." Commissioner Bonner stated, "I certainly want to support your new recommendation." Commissioner Brown remarked, "Me as well." Commissioner Hovey commented, "Me too." Deputy Mayor Krebs said, "And me as well." Manager Smith then said to the City Commission, "I would remind the Commission then that on Monday night, at that Meeting, we will need to set our Tentative Millage Rate." Manager Smith added, "It will be a very simple process for us to Amend that on the dais on Monday night. I will take the initiative there and remind the Commission and will simply alter the Resolution at that point in time to effect your Consensus tonight." Deputy Mayor Krebs asked Manager Smith, "Can you provide us just with an Amended version to be handed out so that we see the actual number Manager Smith responded, "Absolutely. Kelly (Balagia, Interim Director, Finance Department) will have that prepared it will be sitting in front of you, by the time you take your seat on Monday night." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP JULY 23, 2009 PAGE 3 OF 12 With further comments, Manager Smith stated, "There may be an increase in the County MSTU (Municipal Service Taxing Unit) Millage Rate. That's beyond our control but it may exist." Commissioner Brown said, "So, we are probably going to get the heat on that so we will be prepared this year with probably a preemptive statement, I would think Manager Smith responded, "Yes Sir." Manager Smith added, "We will be prepared with a preemptive strike through a statement." Discussion. Office of the City Manager: Staffing and realignment of duties was addressed next, with discussion on a possible Project Manager position. Commissioner Bonner commented, "In the event the position is not budgeted from a funding standpoint, the amount of money that would be associated with that position would be surplused and I assume that the accounting process were that money not consumed by some other need, it would inevitably fall into the Reserves." Manager Smith said, "Correct." Commissioner Bonner added, "So, were we to discover later in time that we did need to add a head count, that money would be safely reserved and we could go to that source and source it at that time." Manager Smith added, "As long as we had not previously reallocated it for some other source, yes." Deputy Mayor Krebs stated, "Leave it in for me..." Commissioner Hovey commented, "...Leave it in...." Deputy Mayor Krebs continued, "...But hopefully you won't have to fund it." Commissioner Brown remarked, "I think it is just important to remember also that these potential lay -offs could just as easily come out of a need to reorganize and because of budgetary reasons, so having a required head count in there for a position that will be needed when we know that during the course of a reorganization there will be positions that aren't needed, I don't think sends a bad signal at all over that message." The Pension Plan was addressed next by Manager Smith and he commented on forming an Employee Committee. Health Insurance was covered next and Manager Smith addressed how he procured a new Insurance carrier with savings to the City and employees. Deputy Mayor Krebs asked Manager Smith, "Did you seek this information? How did you get this information Manager Smith remarked, "I sought the information." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP JULY 23, 2009 PAGE 4 OF 12 Manager Smith further explained, "If this Commission is of the mindset to say `We want to keep these rates exactly flat, we're saving money on that forty -five percent (45 reduction on the City's side, and those employees currently choosing dependent care which are currently fifty -seven (57), we're also paying a portion of the dependent costs 28 percent (28 we could take those savings and offset those increases, the ninety -three cent ($.93) or the eighty cent ($.80) and it is basically a wash. I want to give you that option. My recommendation is to leave it as it is." Commissioner Brown remarked, "I would support your recommendation." Deputy Mayor Krebs stated, "I would support your recommendation." Commissioner Bonner said, "Yes." No objections were voiced. Further discussion. "OPERATING COSTS" as noted on page vi was addressed next and Manager Smith mentioned, "If gas prices increase significantly, I am going to have to come back to this Commission for a Supplemental Appropriation." No objections were noted. Manager Smith then commented on "INTERIM DEBT" as referenced on page vi, and suggested, "All things considered, I believe it's a prudent course of action to pay that debt off and I seek your thoughts on whether you agree with me or not." Deputy Mayor Krebs asked Commissioner Hovey, "Do you agree with that Commissioner Brown stated, "Me too." Deputy Mayor Krebs remarked, "I do." Commissioner Bonner noted, "I support that as well." No objections were voiced. Discussion. Manager Smith commented, "I hope you would allow me do it one more time and that is to thank the Department Heads and the Staff and Kelly (Balagia, Interim Director, Finance Department) for their unbelievable efforts in balancing a very difficult Budget." City Commission: On page 37, Manager Smith referenced the Newsletter and suggested his recommendation to "Not print it any longer." Commissioner Hovey stated, "Go green and not print it and mail it." Commissioner Brown agreed. Commissioner Bonner suggested, "I would add to that suggestion that we do print perhaps a small supply that would be available at our municipal locations where we entertain the public so that those folks who are not email savvy, etc. would comfortably come and collect a hard copy." The City Commission in attendance nodded in agreement. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP JULY 23, 2009 PAGE 5 OF 12 With further comments, Deputy Mayor Krebs spoke of communicating with the community. Commissioner Brown suggested a computer be placed in the lobby so that people could come in and read an electronic version of the Newsletter. Commissioner Bonner recommended in the next Newsletter that is printed and mailed out for this Fiscal Year that, "We could make a very prominent notification to the readers that we are going to make this change." Deputy Mayor Krebs added, "Maybe you do put something in the Newsletter that says, `Unless you opt in, you would be opted out'." Deputy Mayor Krebs added, "At least we are giving our citizens the option of communication." Manager Smith asked, "Is that the Consensus Again, the City Commission in attendance nodded in agreement. Further discussion. Tape 1 /Side B Grants and donations were addressed next, to which Manager Smith explained, "There are no grant monies meaning in the past, we had earmarked a small amount of funds to divvy out to charitable organizations that came forth to this Commission." Commissioner Brown mentioned this had been eliminated last year. Discussion. Office of the City Attorney: City Attorney Anthony A. Garganese commented on his suggested rates for next year. Miscellaneous: Next, the projected Fund Balance as noted on page 29 was addressed. The Medical Transport Fund was addressed next and Manager Smith stated, "The previous Commission earmarked those monies for transfer to our Pension Fund." Deputy Mayor Krebs added, "We never did earmark it, I don't believe. You need to go back in the Minutes." Manager Smith then said, "My thought process was that you did. Now, again as you point out, that remains to be seen and we need to flush that out, but I was of the understanding that you earmarked that for transfer to the Pension Fund. It has not happened. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP JULY 23, 2009 PAGE 6 OF 12 The reason why it has not happened is two -fold. First off, the point in time last October/November timeframe, it would not have been prudent to move that money over to the Pension Fund when it was falling like a rock it would just be basically giving your money away. So the prior Manager made a decision not to do that at that point in time. My decision to not move forward with that stems from this I think that this Commission needs to make that decision and I don't think that decision should be made until we have our complete analysis of the Pension Fund. I think it's a premature decision to transfer those monies over until we have done that analysis. Now, if there is truly a prior direction of this Commission to do that, I need to follow that direction." Deputy Mayor Krebs said, "I really would like you to research that because as I recall, there was talk about even using that money to enhance some of the Pension; so, I don't remember us ever making a decision, a final decision on that. I could be wrong, maybe it happened when I was not here, but I don't recall doing that; so, if you would check on that." Manager Smith remarked, "What I will do is I will go back and diligently research that in concert with our City Clerk. If I find that there was truly a Vote and a Motion in the affirmative to do so, I will bring it back to this Commission as an Agenda Item assuming that everyone agrees with me that we should wait, pending the outcome of the analysis. So, let me ask that question at this point, I know that Deputy Mayor Krebs indicated that she did. Does everyone else agree? Commissioner Hovey stated, "Yes." Commissioner Brown said, "Yes." Commissioner Bonner added, "Yes." Manager Smith noted, "So, I will research that. If I find that there was no Motion, then I will just wait. If I find there was, I will bring it back as an Agenda Item for your action." Commissioner Bonner asked Manager Smith, "What is your estimated time on being able to answer that question? Manager Smith responded, "I don't see any reason why we couldn't answer it by Monday night." Further discussion. AGENDA NOTE: PUBLIC INPUT WAS HELD NEXT, FOLLOWED BY THE REST OF THE AGENDA AS NOTED. PUBLIC INPUT No one spoke. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP JULY 23, 2009 PAGE 7 OF 12 AGENDA NOTE: REGULAR AGENDA ITEM "600" WAS CONTINUED WITH AGAIN, AS PREVIOUSLY NOTED BEGINNING ON PAGE 1 OF THESE MINUTES, AS DOCUMENTED. REGULAR AGENDA REGULAR 600. Office Of The City Manager Requesting The City Commission To Review The Fiscal Year 2009 -2010 Budget. Mayor John F. Bush spoke of a memo he had written. The Memo was then distributed to the City Commission. Members of the City Commission took a moment to review the Mayor's comments. Mayor Bush ended his phone call at 7:31 p. m. A spreadsheet related to revised Capital purchases (originally related to page 16) was discussed. Discussion. Information Services Department: Mr. Joe Alcala, IT Coordinator /Security Administrator, Information Services Department commented on Munis and other Capital items related to Information Services. Further brief comments. Finance Department: Ms. Balagia addressed the City Commission also on Capital items. Community Development Department: Mr. Randy Stevenson, ASLA, AICP, Director, Community Development Department commented on a two (2) line Message Board and Deputy Mayor Krebs asked about the pricing for a three (3) line Message Board. Mr. Stevenson added, "Okay. We can get that for you." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP JULY 23, 2009 PAGE 8 OF 12 Mr. Steve Richart, Urban Beautification Services Division Manager, Community Development Department commented on street lights. Discussion. Police Department: Chief of Police Kevin Brunelle, Police Department addressed proposed Capital expenses for the Police Department. Tape 2 /Side A Police Department Capital expenses were further discussed. Further discussion followed on the Vericom system request. Community Development Department: After receiving an update, Manager Smith advised the City Commission that a three (3) line Message Board would be an additional seven thousand dollars ($7,000.00), in addition to the original twenty thousand dollar ($20,000.00) cost. Parks and Recreation Department: Mr. Chuck Pula, Director, Parks and Recreation Department spoke his proposed Capital items. Related to the Bear Creek expenses, Commissioner Brown suggested, "We have such an active and engaged Rotary Club in Winter Springs, I wonder if we approached them with this, if they would take this on as a funding project." Mr. Pula stated, "I would be glad to take it to them." Mr. Pula also mentioned he had discussed this same project with Ms. Pam Carroll of the Tuscawilla Homeowner's Association. Commissioner Brown then recommended, "Maybe a partnership between the Rotary [Club] and the THOA (Tuscawilla Homeowner's Association). Mr. Pula added, "I would be glad to pursue that." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP JULY 23, 2009 PAGE 9 OF 12 The Civic Center was discussed next and Commissioner Brown suggested it be made into a fitness area for Seniors. Deputy Mayor Krebs spoke for the Record on the poor state of the Civic Center. Discussion followed on Event Centers. Mr. Kip Lockcuff, P.E., Director, Public Works/Utility Departments briefly addressed possible costs. Discussion. Mr. Pula then addressed the Dog Park and noted, "I can request an Amendment to the Grant based on the criteria. If we reduce the scope of the project down to below a hundred and fifty thousand, therefore, our Grant match is only twenty -five thousand dollars ($25,000.00) at this point; and the State will fund the seventy -five thousand [dollars] ($75,000.00)." Furthermore, Mr. Pula noted, "I will be requesting an Amendment to the Grant to be able to do that." Discussion. Magnolia Park was briefly addressed next. The Capital purchases spreadsheet was again addressed for Consensus. Deputy Mayor Krebs stated, "Executive Department which is the desktop computer with monitor." Deputy Mayor Krebs asked, "Yes Commissioner Bonner noted, "I am good." No objections were voiced. Next, Deputy Mayor Krebs remarked, "Is there anything in Finance that we don't agree with and added, `I am okay with everything'." Manager Smith noted, "Reminding the Commission that only the first item would come out of Reserves; the rest is funded elsewhere." Commissioner Brown stated, "Yes." Commissioner Hovey commented, "I am okay." Commissioner Bonner also noted, "I am okay." Deputy Mayor Krebs referenced, "Information Services Commissioner Bonner remarked, "That is fine." Commissioner Hovey stated, "Good." No one voiced any objections. Deputy Mayor Krebs then said, "Public Works Commissioner Brown stated, "That is fine." Commissioner Bonner and Deputy Mayor Krebs stated, "I am good." Commissioner Hovey remarked, "Good." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP JULY 23, 2009 PAGE 10 OF 12 As to the Community Development Department Capital expenses including the Message Board, Commissioner Hovey stated, "Twenty -seven [thousand dollars] ($27,000.00). Commissioner Bonner remarked, "I am good with that." No objections were noted. Deputy Mayor Krebs summarized, "So, we are all good with that." Manager Smith then asked, "The street lights..." Deputy Mayor Krebs noted, "...We are good with everything in that." Moving on to the Police Department Capital expenses, Deputy Mayor Krebs inquired, "Is there anything we would like to see out Commissioner Brown said, "I am good with all of it." Commissioner Hovey also stated, "I am good with all of it." Commissioner Bonner remarked, "I want to strike the Vericom system." Deputy Mayor Krebs then commented, "Let us get the Consensus on the Desktop computer monitor, for the `$6,250.00, the five (5)'. Jean (Hovey), are you good with that Commissioner Hovey stated, "Yes." Commissioner Brown said, "Yes." Commissioner Bonner remarked, "I am good with the computers." Deputy Mayor Krebs summarized, "Then it goes." Next, Deputy Mayor Krebs then asked about the Vericom system and Commissioner Brown commented, "I am good with that." Commissioner Hovey remarked, "I am good with it." Commissioner Brown also said, "I am good with it." Commissioner Bonner remarked, "I am overruled." On the Parks and Recreation Capital items, Deputy Mayor Krebs pointed out, "Bear Creek Bridge, I like Rick's (Brown) idea of trying to partner with Rotary and THOA (Tuscawilla Homeowner's Association) possibly." Commissioner Bonner remarked, "Strike the bridge." Commissioner Hovey and Deputy Mayor Krebs also said, "Strike the bridge." Commissioner Bonner then noted, "I am assuming the Dog Park fund number is going to be modified to the appropriate number, however that works out Mr. Pula responded, "Yes Sir." Commissioner Bonner commented, "I am good with that." Deputy Mayor Krebs then added, "We're all good with the rest of it." Commissioner Hovey noted, "Right." In conclusion, Manager Smith explained, "I wanted to remind the Commission that this document some things still may change between now and September. We will track those items. If I get some information that some costs are reduced, there will be some ins and outs, we will do a complete accounting of that and bring it forward to you. If something major happens, you will be notified immediately. But, you will get a complete accounting before the final Adoption in September." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP JULY 23, 2009 PAGE 11 OF 12 Next, Manager Smith addressed Community Events and mentioned, "The main thing I want you to know is there is no money in the budget for Community Events." Discussion. Deputy Mayor Krebs said, "I don't know when you can get us some information back." The Hometown Harvest and the Winter Springs Arts Festival were both briefly addressed. Commissioner Bonner suggested, "So, if the Manager thinks he could be ready by August the 3 (2009) to come in with a calendar, a recommended process for planning and managing events and some ideas about estimated funding and costs and so on and so forth just we could have a lucid conversation at least talk about it, and then perhaps provide the direction necessary for the Manager to bring an Agenda Item forward upon the Meeting of the 10 (August 2009). Further discussion followed with Mr. Pula on the Hometown Harvest and the Winter Springs Arts Festival events. Deputy Mayor Krebs suggested, "The more time they have, the longer they have, the more they can secure sponsorships. It might be tight for them to secure the best sponsorship amounts this year, only because we are giving them a shorter period of time. Should we decide to fund these, but in the future that we would look to leverage those dollars better for next year and if we could agree to do that, that would even be good." Deputy Mayor Krebs added, "If you think you have enough time to bring something to us Manager Smith responded by saying, "I can bring you something on the 3rd, (August 2009), sure." Brief discussion followed on a design for a new Events /Civic Center. Manager Smith noted, "If the Commission feels like they are ready to pursue that at this point, you most certainly could add that to the list here, but we could also discuss it anytime between now..." Deputy Mayor Krebs added, "...We still have two (2) more Budget Meetings." Manager Smith then suggested, "We could have the discussion at a Regular Meeting." Commissioner Bonner suggested, "We have one item to bring for discussion at our next Workshop. Is there enough time to possibly put together an estimate that would be worthy of our discussion by that next Workshop, the 3 (August 2009), or is that too quick again we are talking about a design budget placeholder number." Mr. Lockcuff noted, "You really would want to figure out what, where what do you have in mind and certainly it would be appropriate to fund something like that." Manager Smith pointed out, "If you Adopt and Approve this Budget now, you have any opportunity from here going forward to entertain this discussion and to fund this discussion. You are not limiting yourself." Mr. Lockcuff suggested, "A Supplemental Appropriation." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP JULY 23, 2009 PAGE 12 OF 12 ADJOURNMENT Deputy Mayor Krebs adjourned the Workshop at 8:48 p.m. RESPECTFULLY SUBMITTED: 1 A LORENZO LUACES, MMC CITY CLERK ti APPROVED: YORJ INF.BUSH NOTE: These Minutes were approved at the August 10, 2009 Regular City Commission Meeting.