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CCMtg08-31-09WSMin ]LONG~VO®ID CI'TY COlVIIVIISSI®N Longwood City Commission Chambers 175 West Warren Avenue Longwood, Florida WORK SESSION MINTJ7CES August 31, 2009 4:00 P.,M. Present: Mayor H.G. "Butch" Bundy Deputy Mayor John C. Maingot Commissioner Joe Durso Commissioner Mike Holt Commissioner Brian D. Sackett Katrina Powell, City Adrrainist:rator Sarah M. Mirus, City Clerk Jon C. Williams, Director of Financial Services Tom Jackson, Police Chief Fran. Meli, Recreation Program Manager John Peters, Director of Public. Works/City Engineer Commander Russ Cohen, Interim Director of Community Services Jaime. Shearer, Temporary Assistant to the City Administrator 1. CALL TO ORDER.. Mayor Bundy called the meeting to order at 4:00 p.m. 2. DISCUSS THE PROPOSED BUDGET FOR FISCAL REAR 2009/2010. Ms. Powell thanked the Commissioners for their input on the Budget this year. She said they have taken into considerai:ion a lot of what was suggested. She stated they reduced the General Fund Expenditures by ten percent (10%) over last year's Expenditures. In addition, they will begin inventorying everything in Public Works this week. She advised that after the last Work Session, two positions have been cut in Community Development, one Planner position and the Permit Clerk position. She said cell phone bills have been reduced by twenty-nine percent (29%). She stated they were able to eliminate or cut overtime for the departments and the overall reduction for overtime totals $7.07,331. Ms. Powell advised that the difference between this Proposed Budget and the one that was presented at the last. Work Session was $228,507. The total decrease from last year's Fiscal Year Budget and this year's Proposed Fiscal Year Budget is $2,093,296 or 9.01 Ms. Powell said there was a decrease in the City Clerk's Budget of $36,692. She stated the Receptionist position was moved under the City Administrator. The cell CC 08-31-09/451 phone bill was reduced by $275. Overtime has been eliminated for this Department. Discussion was held regarding Postage and. Employee Development. Ms. Powell advised that under the City Administrator's Office, as previously stated, there was a move of the Receptionist position. The City Administrator's cell phone was decreased by $751. She said in General Services the cell phone cost was reduced $310. Mayor Bundy inquired if the extreme differential from the 2009 Budget was due to the City Administrator leaving. Ms. Powell responded in the affirmative. Ms. Powell said under General Services there was a reduction of vehicle maintenance by $500. Overtime for General Services has been .eliminated for a savings of $18,086. She reviewed Repair and Maintenance reductions. Commissioner Sackett inquired if the Recreation Program/Community Building Coordinator was being paid out of General Services or Leisure Services. Ms. Powell said this position was being paid out of General Services. Ms. Powell reviewed Human Resources and the reductions for a decrease of $5,928. She said that as we go through the year they will be addressing some of the costs in the operations we currently have and they will probably see this decreasing. Ms. Powell reviewed the Budget for Purchasing. She said the total reduction was $4,901. Ms. Powell reviewed the Budget for Finance. She said the entire overtime had been eliminated. She stated there was a total reduction of $3,828. Discussion was held regarding.Employee Development. Ms. Powell reviewed the Budget for Utility Billing. She said that overtime had been eliminated. There is a savings of $1,977. Ms. Powell reviewed the Budget for Information Technology. She advised there was an increase of $625 for a cell phone. Ms. Powell reviewed the Budget for the Police Department. She advised the Police Department will receive a grant. this year for $109,315. This amount was added to the Budget because this amount has to be spent prior to receiving the funds. There is a decrease of $9,000 in cell phone bills. CC 08-31-09/452 Discussion was held regarding the number of calls and overtime for the Police Department. Ms. Powell reviewed the Budget for the Fire Department. She said they have reduced the overtime by $65,941. She e:~plained that part of the Overtime Expenditures was due to six (6) individuals being in paramedic school. The cell phone bills were reduced by $8,200. Vehicle Maintenance was reduced $3,000. She stated there was a total reduction of $77,14'1. Discussion was held regarding the vehicle maintenance and repairs. Discussion was held regarding the ratio of calls outside the City. Ms. Powell reviewed the Budget for Community Services. She said Overtime was eliminated, and cell phones were reduced by $350. She stated' a Planner position was eliminated for a savings of $64,301. She said the total reduction for Planning and Economic Development was $67,932. She continued to review the Building Division. She stated overtime was eliminated, and a Permit Clerk position was eliminated. She said the Building Official was being brought in-house rather than contracted for a savings of $130,000. Commissioner Durso left the meeting at 5:12 p.m. and returned at 5:1.3 p.m. Ms. Powell reviewed the Budget for Leisure Services. She said Overtime was reduced by $18,380. The cell phone bills were reduced by $3,500, and Vehicle Maintenance was reduced by $20;000. 7'he total reduction was $41,880. Discussion was held regarding Overtime. Commissioner Sackett inquired if the Commission approves the Budget, would they be approving the new Leisure Services Department and Ms. Meli as the Director. Ms. Powell responded in the affirmative. Ms. Powell reviewed the Budget for Public Works, Streets Division. She said the overtime was reduced by $12,414. The cell phones were reduced by $2,000. She stated the Vehicle Maintenance was increased. to $50,000. This brings the net to $35,586. She advised the increase in Vehicle Maintenance reflects moving this from all ofthe other Departments. Commissioner Sackett inquired what type of certification the Mechanic had. Ms. Powell reviewed the certifications and degree of the Mechanic. She said she would look into the certifications in this area. Deputy Mayor Maingot said they have constantly been balancing the Budget with Revenues being taken from the Reserve:>. He stated that based on David CC 08-31-09/453 Johnson's comments they will have an anticipated ten percent (10%) less in generated Revenues next year. He said that. they need to be more aggressive in terms of cutting to offset further for next year. He stated that the information he has been provided was that Seminole. County has cut fifteen percent (15%) of their staff. He said that they need to ensure improving our Budget situation so not to continue to deplete the Reserves. Ms. Powell distributed information to show the .actual budgeted amounts versus the change in fund balances from 2005 until now. She reviewed this information and the amounts proposed to be used from Reserves to balance the Budget in comparison to the actual amounts. that came from the Reserves. She said they project this amount decreasing tremendously. Mayor Bundy inquired if anyone had any suggestions they desired to bring forward for cuts regarding any Department within the General Fund_ . Ms. Powell advised there was no change in the Public Utilities Fund. The various account lines under the Public Utilities Fund were reviewed. The Commission recessed at 5:58 p.m. and reconvened at 6:11 p.m. Ms. Powell reviewed the Cemetery Fund, Historic District Fund, Police Education Fund, and the Special Law Enforcement Trust Fund. She said the Special Assessments Fund was unchanged. She stated they would be reviewing the Special Assessments Fund. She said there was no change in the Stormwater Management Fund. 'She advised there were issues regarding Stormwater that need to be addressed. She stated that a Stormwater Master Plan needs to be, developed. Ms. Powell said there was no change under the Public Facilities Improvement Fund. Ms. Powell inquired if there was a reason why the City was not receiving Community Development Block Grant (CDBG) Funds. Mayor Bundy said the last CDBG Funds they received were in 2004. Commissioner Holt said that.12th (2°d to the dead-end) was previously completed and can be removed from the Budget. Discussion was held regarding paving projects. Discussion was held regarding issues to be addressed with the pond at Reiter Park. Ms. Powell advised they would have a plan to present to the Commission in two weeks regarding, the pond at Reiter Park. CC 08-31-09/454 ~ Ms. Powell advised there were no changes to the Stormwater Capital Improvement Program, the Public Utilities/Water Capital Improvement Program, or the rest of the Budget. 3. ~.~(~~U7[[~hd. Mayor Bundy adjourned the meeting at 6:44 p.m. )[a oocl ~enndy, .>(r., Ida 6 A~')('ES'I': ~~tg' ~1~~~£ CC 08-31-09/455 0 D 'T'his Page Left Blank Intentionally. CC 08-31-09/456