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CCMtg08-13-10Min LONGWO(;D CITY COMMISSION Longwood City Commission Chambers 175 West Warren Avenue Longwood, Florida WORK SESSION MINUTES AUGUST 13, 2010 2:00 P.M. Present: Mayor John C. Maingot Deputy Mayor Joe Durso Commissioner lob Cortes Commissioner H.G. "1 etch" Bundy Commissioner Brian Sackett Katrina Powell, City Administrator Jon Williams, Director of Finance John Peters, Director of Public Works /City Engineer Troy Hickson, Acting Chief of Police Anthony Stravino, Fire Chief Sheryl Bower, Director of Community Services Fran Melli, Director of Leisure Services Patrice C. Murphy, Acting Deputy City Clerk Michelle Longo, Acting Assistant to City Administrator Absent: Sarah M. Mirus, City Clerk (Excused) 1. CALL TO ORDF Mayor Maingot called the meeting to order at 2 :01 p.m. 2. CONTINUATION OF FISCAL YEAR 2010 -2011 BUDGET DISCUSSION. Ms. Powell stated the meeting would begin with a review of the Streets /Fleet Budget. Public Works, Street Program Budget: Mayor Maingot inquired about the sale of the Public Works Facility and the purchase of the new Facility. He asked where it would be shown in the budget. Mr. Williams stated when the City receives the proceeds from the sale of the Public Works Facility; they'll propose to create a separate Capital Projects Fund. CC 08-13-10/249 Mayor Maingot stated that he would like the City Administrator to monitor the overtime by departments oh a monthly basis and provide this information to the Commission. Discussion ensued regarding the Public Works, Streets Program. • Cornrnissioner Cortes asked about the Professional Services line item. Mr. Peters stated of the $134,000 that $112,000 is for the final payment to ACi for train station, and the City received monies from Florida Department of Transportation (FDOT) in a separate location in the Budget. Discussion was held regarding tree trimming services. Cornrnissioner Cortes asked about getting quotes for the tree trimming service. Commissioner Bundy stated it may be best to have a contract with a vendor to get a cost savings. He discussed the holiday lighting and the cost of $3,000 per year for the lighting. Ms. Powell stated it has been decided not to provide lighting along State Road 434 due to the lack of visibility. Commissioner Sackett said that the City would be the only area along the corridor without decorations. Mayor Maingot discussed the Employee Development line item. He stated with all the training that the City is providing, the City should have a contractual relationship. He said after the City spends money and that employees leaves by theirr choice, then they would have to repay the City and this would include all departments. Ms. Powell stated a policy would be drafted to that affect, and this would include the Tuition Program. Utility Services is udget: Mayor Maingot asked what the City is doing to reduce that cost. Mr. Peters stated this included street lighting, and some of the costs are not controllable. Deputy Mayor Durso discussed having remote lighting that features to control timing. Commissioner Cortes discussed solar technologies and inquired if this may be something the City can benefit from. CC O8 -13 -10 /250 • Mr. Peters stated not yet since the costs are coming down with the new technology. He said the technology is not there for the street lights. Mr. Williams stated he included in their packet, the electric expenses by fund and the water expenses. Mayor Maingot stated he would like to discuss Repair and Maintenance, specifically sidewalk repair. Mr. Peters stated Public Works has shifted from doing these items contractually and have brought these functions in house based on historical trends. Ms. Powell stated the City could develop a sidewalk fund or policy, but would have come up with ideas on how to assess the fees. Commissioner Cortes asked if the City is tracking areas that are in need of more immediate sidewalk repairs. Mr. Peters stated there are three categories: trees pushing up the sidewalk, age, and poor construction. He said Public Works is developing a Paving Management System that would include the sidewalks. He stated every block of the City would have a grade of the pavement to work towards a • Repaving /Replacement Program. Commissioner Bundy inquired what building was in need of $5,000 worth of repairs. Mr. Peters said to the extent that the City can avoid it, they are not repairing the current Public Works Building. It was a consensus of the Commission to remove the $5,000 from the Budget. Commissioner Cortes stated the next item is the bricks and the expense. • Ms. Powell said it is the intentions not to repair the brick sections, but to move towards •stamped concrete. She said this does not include the Historic District. Commissioner Cortes inquired as to why the City uses stamped concrete and not just regular concrete. It was a consensus of the Commission that it would depend upon the location and whether to use stamped concrete or regular concrete. CC 08- 13- 40/251 Mr. Peters stated the City needed to replace the brick crosswalks. He said the City is transitioning to paving the area and then putting painted striping. He stated the direct repairs are for the brick in the Historic District. The line item was reduced from $4,000 to $2,000. Ms. Powell asked if it's the Commission's intention to balance the Budget without having to dip into Reserves. Mayor. Maingot stated he wants to make every effort to be made in order to balance the Budget without taking money from Reserves. Citywide Vehicle Maintenance: Mayor Maingot asked how much is really needed out of the $50,000 in the budget request. Mr. Peters stated this year with the Finance Department; they will monitor and track the maintenance costs by department. He said they will know the cost for each vehicle. Both Commissioners Bundy and Sackett said they would prefer to have the vehicle maintenance in one line item, and it can be tracked by department. Mayor Maingot asked about the 6400 account and the purchase of a tank. Mr. Peters said both of these items have been eliminated. Mr. Williams stated the 30 gallon aquatic tank was moved from this line item to Stormwater. The 5400 account in the amount of $4,000 is for books, memberships, and license renewals. This cut the line item to $3,750 for a total saving for the Streets Budget is $10,000. Fire Department udget: Ms. Powell asked for any questions regarding the Fire Budget. Mayor Maingot stated there is an increase in overtime. Chief Stravino stated that some of the overtime is contractually mandated. He said this is the first year they will have a true cost for overtime for the special events and they are receiving a revenue stream from somewhere else. Mayor Maingot asked for the City Administrator to explore if there is a city within Seminole County that does not send the fire apparatus on a medical transport unless it's actually needed. CC 08- 13- 10/252 Chief Stravino stated that it's not true. He said all the cities in Seminole County are in the Automatic Aid Agreement and the cities respond to what the CAD dispatch requires. Account 4610 Vehicle Maintenance request is $46,500 and it is over $13,000 above last Fiscal Year. Chief Stravino stated he has two (2) twenty (20) year old fire trucks and he is not comfortable with reducing the amount being requested.. Commissioner Sackett asked about the Building /Station Repair and Maintenance line items. Chief Stravino stated that it's normal repair and maintenance. He said it has already been cut by $5,000 and to cut the line item more would account for a total of $15,000. Account 3100, Professional Services: Mayor Maingot stated it's his understanding the Red Alert System can produce any number of reports that the City wants and inquired why money was needed for a CAD Program. Chief Stravino stated the Red Alert System cannot produce any report and track response times. He stated the City does not have software to track response times and that is a primary indicator of how successful the City. He said the goal for the response time is six (6) minutes or less. Mayor Maingot asked why there was a need for both systems. He said Red Alert is a contractual service and is paid to the County. Commissioner Cortes said he would like to know the Fee Schedule for the Red Alert System and the life of the contract. Account 4020, Employee Development: Chief Stravino stated half would be reimbursed by Work Force Central Florida. Mayor Maingot stated the last time a group went for paramedic training that they accrued overtime. Chief Stravino stated the firefighters will not get overtime for training, and this will be done on their own time and off duty. He said the employee would be reimbursed upon completion of the course and when they receive their grades. Account 5200, Operating Supplies: Commissioner Sackett asked if any of the items can be pushed off to further years or half now and half later. CC 08 -13- 10/253 • Ms. Powell invited the Commission to visit Station 17 and said the mattresses are custom made about three (3) feet wide and are custom made prison beds that are in bad condition. Chief Stravino discussed the equipment on the trucks, engines, bunker gear, and other equipment that is needed. Commissioner Sackett requested a five (5) year plan for the replacement costs from Chief Stravino. The Commission recessed at 4 :00 p.m. and reconvened the meeting at 4:15 p.m. Mayor Maingot asked if there were any more questions on the Fire Budget. Mr. Williams said $15,000 has been cut from the Fire Budget and stated a total savings of $155,570. Commissioner Cortes asked if Rescue 115 would be sold or put into reserve. Chief Stravino responded saying he would prefer to keep it in reserve, just in case a truck goes down. Commissioner Cortes asked if the new truck would come completely equipped. Chief Stravino said it would only have a new stretcher and the equipment would come from the back -up trucks. Deputy Mayor Durso asked if there is a program that the City can take advantage of and if the Fire Department is looking into grants for the equipment. Chief Stravino responded as much as they become available. Public Utilities Fund: Mr. Williams provided a recap of the fund for the past Fiscal Year and projects for Fiscal Year 2011. Commissioner Sackett asked about the backflow devices and discussion ensued. Mayor Maingot requested Mr. Williams to identify how much is contributed to the life and health 'insurance and the percentages contributed by the employees and the City. CC 08 -13- 10/254 Deputy Mayor Durso suggested promoting a healthy lifestyle and wellness programs. Commissioner Bundy suggested that the City does not pay for the family, but allow them to participate in the group rate, and pay for the full rate. Ms. Powell provided a cost breakout for the insurance, percentages paid by the City, percentages paid by the employee, and the employee with family coverage. Mr. Williams stated some of the difficulty is due to negotiated union contracts. Ms. Powell explained why the rates are high and stated that the City's claims history is phenomenal for a City this size. Mayor Maingot suggested the employees pay for more of the percentage of their benefits and reducing the City's contribution. Coirunissioner Sackett stated it may come to that one day and the City does not contribute for family coverage, just employee only. Commissioner Cortes stated the City may not be able to save this year but it will need to be addressed for future budget years. Mayor Maingot stated the next time the Commission meets; he would like to see a recommendation to reduce the rate the City pays for insurance. Commissioner Bundy suggested since our claim history is skewing the City's rates that the City issue a stipend and ask the employees to find their own insurance. Commissioner Cortes asked if it has been discussed to partner with other municipalities and to negotiate a better rate. Ms. Powell responded it has been approached at the Mayor and Managers Meeting. She said be mindful that some cities are self-insured, such as Sanford and Oviedo. Deputy Mayor Durso suggested that the Commission not touch the employee only section of the benefits and to focus on the City's contribution to the dependent section of the insurance. Ms. Powell said they will research reducing the costs for employee health insurance. Ms. Powell asked if the Commission would want to research an ernployee health clinic. CC 08 -13- 10/255 The Commission responded with an affirmative and with a goal of having it operating in next year's budget year and before the next open enrollment period. The Commission would like to move toward for the next fiscal year and beyond, that the City would only pay the employee benefits and not for the family coverage, unless it is covered by a collective bargaining unit. Discussion ensued regarding the overtime line item and how there can be a reduction when taking over more duties. Commissioner Cortes coimnented on the 4600 account and said there was an increase of approximately $45,000. He asked what the difference was between last year and this year. • Mr. Peters stated these are for repairs needed to be completed to the water plant that was discovered when taking over the contract. Commissioner Cortes asked about replacing 300 meters per year. Mr. Peters stated meters typically underperform after a certain period and bench testing is used to determine whi.ch.meters are under performing. Commissioner Cortes stated basically replacing at least one meter a day for the year. Account 4900, Other Charges and Obligations: Mayor Maingot asked if Seminole County has increased their rates for treatment. Mr. Peters responded in the affirmative. Mr. Williams stated the City does make money on this and are covered for • the increase from the County. Cemetery Fund: Mayor Maingot asked about the repurchase of unused lots. Ms. Murphy said that in the Rules and Regulations there is a provision to purchase lots for the amount of purchased. Public Facilities Improvement Fund: Mr. Williams provided highlights of the requested budget. Mayor Maingot asked if any of these projects can be delayed. Mr. Peters stated these monies come from a dedicated funding source from the Seminole County one cent (1 } sales tax to off-set the General Fund Expenditures. CC O8-13- 10/256 • Stormwater Management Frond: Mr. Williams provided a recap of the fund with an explanation of the contributing factors that reduced the fund balance and the contributing factors of the line items increases. Account 6300, Improvements: Mr. Peters stated the projects would be prioritized by the level of service needs. He stated the major areas of concern include: a serious drainage problem in the Industrial Area, the sloop gate on Rangeline Road needs to be repaired, a couple of areas on the East side that have drainage issues, and the property on Maine Avenue that floods. He said there are a significant number of projects. Commissioner Cortes asked when they are going to receive the Stormwater Master Plan. Mr. Peters responded stating in January or February 2011 and the projects will then be prioritized. Commissioner Cortes said realistically they would have less than six (6) months to complete these projects and therefore the $300,000 budgeted is practical for the next fiscal year. Mr. Peters responded it's a placeholder for these projects. It was a consensus of the Commission to cut $200,000 from the account. Historic District Fund: Mr. Williams stated there would be no Revenue as the fees have been waived. Commissioner Cortes asked if there was nothing in the Historic Grant Fund. Ms. Powell stated there was $4,700. It was the consensus of the Commission to remove $20,000 from the Improvements Fund and leave $7,000 in the 4900 account. Police Education Fund: This is grant funded. Special Law Enforcement Trust Fund: Commissioner Sackett stated he would like an odalisque to display a fallen fire /police in the Hero's Memorial Fund. Acting Chief Hickson stated this was budgeted. Commissioner Bundy asked if this comes from the Confiscation and Ticket Revenues. CC 00 -13- 10/257 Acting Chief Hickson stated there are statutory guidelines as to how those monies are expended. Speciall Assessments: Commissioner Bundy asked if the adjustment is being made based on the actual costs. Mr. Williams responded in the affirmative. Capital Improvement Fund: Commissioner Bundy questioned if the only thing showing beyond Fiscal Year 2012 was in Public Utilities /Wastewater. He further inquired if the projects were realistic. Mr. Peters stated that he would need to review the viability of the projects. Ms. Powell stated that the review of all the funds has been completed. Mr. Williams stated that approximately $158,000 has been removed from the General Fund and the City would be at approximately 18% Fund Balance. ' Mayor Maingot stated the target was 25 %. Mr. Williams stated to achieve the 25% Funds Balance, the City would need to increase Revenues /decrease of $1,000,000 at the 4.99 millage rate. Ms. Powell reviewed the cuts the Commission had suggested and provided a list of other areas in the Budget where the City can possibly save. Ms. Powell stated if they postpone Reiter Park and incorporate the $150,000 in cuts that have already been established then the fund balance would be at 21.6 %. Mayor Maingot stated that something had to be done at Reiter Park. Ms. Powell remarked that the dirt coining from the paving at Ridge, Oak, and Talmo would be moved to Reiter Park and start the grading of the future facility. It was a consensus of the Cornmission to reduce the budget for Reiter Park to $100,000 to provide for the grading and a mulch trail. Mr. Williams stated that puts the City at a 21% Fund Balance, which is above the State's recommendation. Deputy Mayor Durso said 21% in Reserves would be acceptable. Commissioner Bundy stated 20% Reserves would be acceptable. CC 08-13-10/258 • Commissioner Cortes said he would like to see something built into the • City's code or by policy as to what is acceptable in the City's Fund. Balance Reserve, so the decision would not be up to an individual Commission. • Commissioner Sackett asked what would be the fund balance if longevity is taken out. Mr. Williams stated it's a 1% change. Mayor Maingot asked how much money would be out of Reserves with this Proposed Budget. Mr. Williams said approximately $551,000 in the current Fiscal Year and $1,900,000 for the next Fiscal Year. He said the City would still have a Reserve Fund Balance of 21 %. Commissioner Sackett stated a 21% Reserve Fund Balance would be acceptable. • Ms. Powell asked if the Commission would approve the four (4) ten (10) hour work days. The Commission said they would need more information. Ms. Powell asked if they were staying at the $4.99 millage rate. The Commission responded in the affirmative. 3. ADJOURN. Mayor Maingot adjourned the meeting at 6:55 p.m. • /7 John C. A ot, I yor ATTFST / - Patrice Murphy, l P9e gag "e6uty City Clerk • CC 08 -13- 10/259 This Page Left Blank Intentionally. CC 08 -13- 10/260