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HomeMy WebLinkAbout2013 08 12 Consent 209 Unapproved Minutes from the Budget Workshop on July 15, 2013 COMMISSION AGENDA Informational Consent X ITEM 209 public Hearings g Regular August 12, 2013 ALLL Regular Meeting City Manager Department REQUEST: Requesting the City Commission Review and Approve the Monday, July 15, 2013 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 15, 2013 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 Consent 209 PAGE 1 OF 2-August 12,2013 for the Approval by the City Commission. FISCAL IMPACT: There is no fiscal impact related to the approval of 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 consider and offer their Approval of the Monday, July 15, 2013 City Commission Workshop Minutes. ATTACHMENTS: A - Unapproved copy of the Monday, July 15, 2013 City Commission Workshop Minutes (6 pages). Consent 209 PAGE 2 OF 2-August 12,2013 Attachment"A" CITY OF WINTER SP GS FLORIDA • w 0 ft Ineo rated CITY CO ISSION MINUTES WORKSHOP MONDAY, JULY 15, 2013 6:00 P.M. CI HALL—COMMISSION C: ERS 1126 EAST STATE ROAD a x FLORIDA Mayor Charles Lacey Deputy Mayor Cade Resnick- Seat Four Commissioner Jean ovey- Seat One Commissioner Rick Brown- Seat Two Commissioner Pam Carroll - Seat Three Commissioner Joanne M. Krebs - Seat Five C OF WINTER SPRINGS,FLORIDA MINUTES C11 V'COMMISSION WORKSHOP-JULY 15,2013 PAGE 2 OF 6 CALL TO ORDER The Workshop of Monday, July 15, 2013 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 Deputy Mayor Cade Resnick,present Commissioner Jean Hovey,present Commissioner Rick Brown,present Commissioner Pam Carroll,present Commissioner Joanne M.Krebs,absent City Manager Kevin L. Smith,present City Attorney Anthony A. Garganese,arrived at 6:02 p.m. City Clerk Andrea Lorenzo-Luaces,present A moment of silence was held, followed by the Pledge of Allegiance. PUBLIC INPUT No one spoke. REGULAR AGE REGUL • 600. Office of the City Manager REQ ST: Requesting the City Commission receive a Budget Overview Presentation from Staff on the Fiscal Year 2014 Budget. FISCAL IMPACT: The City Of Winter Springs Fiscal Year 2014 Budget, as proposed, totals $37,981,125 representing a $304,833 or 0.8% decrease from the prior fiscal year's total budget of$38,285,958. Total proposed General Fund spending of $16,148,316 represents a $172,554, or 1.1%, increase from the prior fiscal year. The proposed operating millage rate of 2.4300 mills and voted debt se "ce millage rate of 0.1100 mills remain unchanged from the prior fiscal year. CO I CATION EFFORTS: This Agenda Item has been electronically fo arded to the Mayor and City Co ission, 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 fo arded 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 info iiation. 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.Furthe o ore,this info si ation is also available to any individual requestors. City Staff is always lling to discuss this Agenda to or any Agenda Item with any interested individuals. C OF WINTER SPRINGS, RIDA MIN S CITY COMMISSION WORKSHOP- Y 15,2013 PAGE 3 OF 6 Additionally, the Fiscal Year 2014 Proposed Budget has been posted to the City's Website. The Budget Hearing was advertised in the City's Newsletter and on the City's electronic sign. RECO I ENDATION: The City Manager is requesting the Mayor and City Commission receive a budget ove 'ew presentation from Staff on the Fiscal Year 2014 Budget. City Manager Kevin L. Smith began the discussion on this Agenda Item and stated, "The revenues continue to be a challenge, expenses likewise;but we have a balanced Budget in front of you that recommends the same Millage Rate as last year." City Attorney Anthony A. Garganese arrived at 6:02 p.m. Mayor Lacey noted, "This Budget calls for a hundred and fifty-five thousand dollars ($155,000.00) tax increase. Does that signify that we've reached, if not the end of the road, a bump in the road in our abilities to continually reduce expenses, to be able to lower our revenues?" Manager Smith noted, "Arguably a bump in the road." Further comments followed on revenues and expenses. Continuing, Mayor Lacey said to Manager Smith, "If this Commission didn't have the stomach for the one hundred and fifty-five thousand dollar($155,000.00)tax increase and we left here with direction to keep the Mil at 2.3959,the rolled-back rate,what would we do to accommodate that?" Manager Smith responded that he could take money out of Reserves or"The second option would be to cut expenses; to go into the Budget that we have and find one hundred and fifty thousand dollars ($150,000.00) somewhat in expense cuts. That is a decision of this body and certainly one of the things I'd be looking for is direction on where to set the Millage Rate. It will be on your Agenda for Monday night. Again, that's that rate we could lower, but we could not raise without re- mailing at significant costs and what not." Commissioner Rick Brown asked where such cuts might come from to which Manager Smith suggested, "Probably the first place I would have to look is employee raises." Discussion ensued on median household costs. Mayor Lacey referenced the approximate one hundred and fifty thousand dollar ($150,000.00) number and thought that it/a similar number was discussed during Budget talks within the last couple of years and noted, " +.t was the approximate amount of contribution we had to make into the Pension Fund to accommodate extra overtime for our Defined Benefit Plan. Do you know in this Budget year, whether that is a similar number that is in that hundred and fifty thousand dollar ($150,000.00) range?" Manager Smith remarked, "It was a significant number and that continues to be a cost that-contributes to the expense structure and the level of our expenses." Discussion followed on Health Insurance changes and the Pension. Mayor Lacey then suggested, "I would like to see by next Monday an analysis of what the 1SU hour decision does in this Budget year, to see if it comes close to the number that we need and if so, find those savings that would allow us to avoid the tax increase of the hundred and fifty thousand dollars ($150,000.00)." Manager Smith stated,`Be happy to do that if I have Consensus from the body." C OF wiNnR SPRINGS,FLORIDA MINUTES C CO ISSION WORKSHOP-JULY 15,2013 PAGE 4 OF 6 Deputy Mayor Cade Resnick remarked, "Two (2) things I would like to add to that as you are going back to do that, if that is the direction that we will give you - you started talking about raises for employees. I know they haven't had a full raise or anything of that nature for a period of time; and the other thing is capital costs for any repairs in the community that are necessary. Those are things that I have looked at and seen, and I know you and I have had conversations about those. Those things I consider are part of the possible monies, if you can't squeeze it out of the Budget. If that is the direction we give you, those are two (2) things to me that are very important." Mayor Lacey then inquired, "Do I have any support from the Commission for my suggestion on the Pension Contribution discussion?" Manager Smith was asked to elaborate on past Pension discussions and explained that "A couple of years ago now I think, we sat in front of this body looking to make some tweaks, changes to our Pension program. That included mita ting away from a Defined Benefit Plan in favor of a Defined Contribution Plan for all new employees, while making certain tweaks to the existing DB Plan which all current employees would be grandfathered into. One of the suggested changes was for example, an extra two percent(2%) contribution from employees and there was a handful of others but one of the suggested changes was somewhat in concert with some new laws from the State which capped the amount of overtime that could be eligible for Pension or pensionable at 300 hours. My recommendation,based on a lot of thought, a lot of reflection, a lot of analysis was that at the end of the day, that amount should be—not 300 hours, or not the 150 that we ultimately ended up with, but in fact zero. So,the final decision of this body was to go with 150 hours." Further comments followed on the previous points that Manager Smith addressed; and then Mayor Lacey added, "If by coming back to that more reasonable position, it allows us to avoid a tax increase, I am very much in favor of that." Commissioner Pam Carroll stated, "I would support that." Commissioner Brown remarked, "You know I do." No objections were voiced. Deputy Mayor Resnick asked if a week was enough time to check into this matter. Remarks followed on informing other parties and that this was a management decision. Mayor Lacey further asked the City Commission if they supported his preference. Deputy Mayor Resnick said that he did. Commissioner Carroll stated, "I support it." Commissioner Brown agreed and remarked, "As you have heard." Commissioner Jean Hovey also commented, "I give you my support?' Manager Smith then said, "Understood." Additional comments ensued. Continuing, Manager Smith spoke about costs for the UCF (University of Central Florida) Incubator and whether the City Commission would like to continue with funding for this and/or would the Mayor and City Commission like to receive a presentation on the UCF(University of Central Florida)Incubator. Commissioner Brown noted, "I think the opportunity to continue to have the Incubator here is a huge boost for when that space does start to develop and the GID (Greene Way Interchange District) begins to grow." Furthermore, Commissioner Brown said, "I would really like to see us take a long, hard consideration if anybody has any intent or mindset to suggest cutting funding to that important program." Next, Commissioner Hovey asked about funding options and sue lested she would be interested in hearing a presentation from the University of Central Florida Incubator, and what the seventy-five thousand dollars ($75,000.00)a year is specifically spent on. CITY OF ER SPRINGS,FLORIDA MINUTES CITY COMMISSION WORKSHOP-JULY 15,2013 PAGE 5 OF 6 Deputy Mayor Resnick also addressed a partnership with the University of Central Florida Incubator and remarked, "The Economic Development person we had has since left us, but his work hopefully was to work with those particular groups of people. Do we have a plan to bring somebody like that back to continue working on it?" Manager Smith responded by saying, "I'm currently evaluating the best route to recommend to you all for that ... - purpose. I'm not so sure to be quite frank,that the best person isn't sitting behind me" and referenced Mr. Randy Stevenson, ASLA, AICP, Director, Community Development Department. Manager Smith added, "I'm trying to currently evaluate the best utilization of our resources, perhaps Randy (Stevenson) with Consulting Funds to augment himself, or perhaps we bring a person in." Further comments. Mayor Lacey said, "As to them coming forward, I somewhat disagree with Commissioner Hovey. I am not sure what we would gain from having them come here and give us a story other than perhaps this is enough that we send them a message that we are not to be taken for granted; they need to remember that we are here and we are giving them seventy-five thousand dollars($75,000.00)a year." Commissioner Brown then commented on the merits of the University of Central Florida Incubator and visiting their operation to find out more about their programs. Deputy Mayor Resnick also spoke on previous meetings held with the University of Central Florida Incubator and suggested, "Maybe Andrea (Lorenzo-Luaces, City Clerk) or somebody could set up another meeting and all as a group go over there." Commissioner Brown commented, "Sure." Commissioner Hovey added, "I was thinking they could come and present the information so our citizens could hear what they were doing." Mayor Lacey commented, "I think there are three (3)things we can do—we can tell Kevin there is a Consensus 'No'; we can tell Kevin there is a Consensus 'Yes'; or we can tell Kevin that we want to schedule a meeting." Commissioner Brown and Commissioner Carroll stated, "My Vote is 'Yes'." Deputy Mayor Resnick remarked, `Yes'." With no objections voiced,Mayor Lacey then summarized, "We have got a Consensus 'Yes' -figure out how we can meet,when we can meet." Manager Smith noted, "I have spoken with the folks at the (University of Central Florida) Incubator and they would be more than happy for you to come over and see them at any time,be that as a collective body,where we post it, or individually." Continuing, Manager Smith noted, "Regardless of whether or not we have a person in the position of Economic Development Director, we fully intend to continue to engage and partner and reach out to the folks at the (University of Central Florida) Incubator." Manager Smith then asked, "So, I have Consensus?" With no objections voiced,Manager Smith was told"Yes." Further,Manager Smith mentioned that related to applicable heating and cooling issues, "I would like to add forty thousand dollars ($40,000.00)to the Capital Budget—something that I didn't have the final analysis on when we prepared the Capital Budget, was the maintenance of our facilities which is important." With additional comments, Manager Smith noted, "I would again ask to include the forty thousand dollars ($40,000.00) for A/C repairs." Mayor Lacey said to Manager Smith, "It has been truly herculean what you and Shawn(Boyle,Director, Finance and Administrative Services Department) have done to overcome the Capital Budget plan year after year. How do we look for[20]'12/[20]'13 and being able to do that?" Manager Smith explained, "As I look to temporarily fund Capital, although legal and appropriate fiscally, to fund Capital out of Reserves, it was a temporary effort; it was intended to be temporary and quite frankly, we've gone longer than I wanted to. But reality necessitates that I continue to do so; but our ability to cover that remains uncertain at this point for[20]'13 and for[20]'14." Manager Smith added,"It's possible,but it's not probable." C11 Y OF WI R S1' GS,FLO A MINUTES CITY COMMISSION WC SHOP—JULY 15,2013 PAGE b OF 6 Mayor Lacey said to Manager Smith, "I think what you are telling us is when we look at the [20]'13/[20]'14 Budget year, we have to expect that it is really going to come out of our Fund, when we are done." ager Smith stated,"Probably." Comments followed on funding for the Record. Deputy Mayor Resnick then said to Manager Smith, "The forty thousand dollars ($40,000.00) you are asking to take out, is that an absolute number or —just a maximum of forty thousand dollars ($40,000.00)?" Manager Smith responded, "Certainly, I wouldn't spend it if we didn't have to." Deputy Mayor Resnick added, "Get the lowest possible Bid in order to replace, so we don't get to forty thousand dollars($40,000.00)2" Further remarks. Mayor Lacey asked,"Any voicing of objections to the Capital plan?" No objections were stated. Further discussion followed on the Pension Plan. Tape t/Side A Brief comments. PUBLIC INPUT No one addressed the City Con I,'ssio . ADJO NT Mayor Lacey adjourned the Workshop at 6:46 p.m. ESPECTFULLY S CITY CLERK APPROVED: MAYOR C ES LACEY NOTE: These Minutes were approved at the ,2013 City Commission 12 Meeting.