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CCMtg04-20-11Min LONGWOOD CITY COMMISKON Longwood City Commission Chambers 175 Vest Warren Avenue Longwood, Florida WORK SESSION MINUTES APRIL 20, 2011 4:00 P.M. Present: Mayor John C. Maingot Deputy Mayor Bob Cortes Commissioner Joe Durso Commissioner H.G. "Butch" Bundy Commissioner Brian Sackett Jon Williams, Acting City Administrator Sarah M. Mirus, City Clerk Paul Ross, Acting Fire Chief John Peters, Public Works Director /City Engineer Troy Hickson, Police Chief Sheryl Bower, Director of Community Development Services Fran Meli, Director of Leisure Services Craig Dunn, Information 'Technology Manager Patrice C. Murphy, Assistant to City Administrator Michelle Longo, Executive Assistant to City Administrator 1. CALL TO ORDER. Mayor Maingot called the meeting to order at 4:01 p.m. 2. SET PRIORITIES AND DISCUSS PROJECTS FOR FISCAL YEAR 2011/2012 BUDGET. - Mr. Williams announced today officially kicked -off the development of the 2011 -2012 Budget. He said this Session would serve as the framework for delivering a well justified and documented Budget in accordance with the City Charter and State laws. He said as they go through today and talk about some of the priorities, some considerations to take into account at this point were a seven -to -nine percent (7 -9 %) reduction in taxable values. He then reviewed last year's numbers and said nine percent (9 %) was equivalent to about $200,000. He said they would have a better understanding of what that potential impact was on June 1" and that's when the preliminary numbers would be delivered to the City. j He said they have the active Legislative Session occurring right now and noted there was going to be some pension reform but did not know the extent of what that would be. He said going into this next Budget season, CC 04 -20- 11/113 they have to take into account some collective bargaining agreements and the expiration of contracts. He said this would be something they would be dealing with over the summer and looks forward to the opportunity of sitting down and discussing that with each Member of the Commission. —' He said as of this week, they learned of the closing of Longwood Elementary School and were researching options, both practical and legal, to provide some assistance. He said he looks forward to discussing that with each Member of the Commission. Commissioner Sackett noted it was not the closing of Longwood Elementary School, but the suspension of operations at Longwood Elementary School. Mr. Williams said since being appointed, he has had the opportunity to meet with each Commissioner in depth about the City's current financial status. He said as you recall, they were delivered a very favorable audit report with a fund balance in excess of $5.8 million. He said they talked about projects, and staff has developed a list of active projects which each of you had the opportunity to review. He said as they go forward in setting these priorities for today, if it's the pleasure of the Commission, one of the options they do have was to reserve a portion of the fund balance for funding those projects as they move forward. He said this was a great way of setting aside some dedicated funding. He stated he talked about a ten percent (10 %) figure and that was equivalent to approximately $587,000. _l Mayor Maingot said if Senator Mike Haridopolos was to be taken at his word; the likelihood of getting the usual amount of grant money coming to the City would be difficult. He said in the interest of trying to achieve some of their objectives, they would need something to be there for self - funding, or else everything was going to stay on the shelf. Commissioner Bundy noted they all needed to be realistic and cannot base any of the budget projections or revenue projections on grants. He said if they get grants, then that was extra money that they can off -set other things. He said they hope they get some grants that would free -up some of the money. Mr. Williams said they provided a packet of information and some may be duplicated. He said they included a listing of the Proposed Projects under the 3` Generation Sales Tax and stated during the week, Mayor Maingot requested copies of the electrical expenses for all the City buildings. He noted they had provided the information and included a summation of the first six (6) months of electrical expenses this year versus last year. He said there was also some information that was presented to the a Commission from the Seminole County School Board. He stated he and CC 04- 20- 11/114 the Department Directors were in attendance to answer any questions as they go through this process. Mr. Dunn outlined the projects for the Information Technology Division and provided updates that were listed on the Project/Item List dated April 2011. Discussion was held regarding the City's logos that were never adopted by the City Commission and Mr. Williams stated that he was going to bring the matter forward as a discussion item at a future meeting. Mr. Dunn continued to outline the projects and provided updates that were listed on the Project/Item List dated April 2011. It was the consensus of the Commission to not pursue the redesign of the City's website and to "tweak" the website as necessary. Mayor Maingot inquired if they were going to separate "wants" versus "needs ". Discussion was held regarding the Commission reviewing the Project/Item List and setting priorities, which would be included in the development of the budget. Mr. Dunn continued to outline the projects for the Information Technology Division and provided updates that were listed on the Project /Item List dated April 2011. It was the consensus of the Commission to continue to put the Amscot Project on hold. Discussion was held regarding the training for the OneSolution Project and providing for temporary assistance when City staff was attending training for the Community Services Development Department. Discussion was held regarding the redundant connection to the Seminole County fiber for the Police Department and Fire Department. The Commission ranked the Citizen Request Management, Virtualization Project, OneSolution Project and the redundant connection to the Seminole County fiber as priorities and to include in the upcoming budget. Chief Hickson outlined the projects for the Police Department and provided updates that were listed on the Project /Item List dated April 2011. He noted the Citizens on Patrol (COP) Program would begin on May 14 instead of June 1 St as listed. He stated that his existing budget could support the Program. Throughout his presentation, he answered CC 04 -20 -11 /115 questions from the Commission. He provided an update on the medallions that would be placed at Hero's Memorial Park and discussed the radios needed for the Police Department. He said the cost for the radios would be approximately $310,000 and the cost would be spread over a three (3) year period. He noted he was looking at some possible additional cost savings. He discussed a five (5) year replacement program for the motorcycles and then selling the motorcycles at the end of the five (5) year cycle. He then discussed a three (3) year replacement for the police vehicles, and then outlined the costs of the vehicles and the equipment to be placed in the vehicles. He said that he wanted to retain three (3) vehicles to be used for Citizens on Patrol (COP) Program. He stated that he wanted to add two (2) more officers and noted his goal with the drug confiscation funds was to purchase a narcotics dog. He noted eventually the dog and officer would pay for itself. Mr. Williams stated they could bring forward options for the Police Department's budget. Ms. Bower outlined the projects for the Community Services Department and provided updates that were listed on the Project/Item List dated April 2011. She stated for the Redevelopment Master Plan that the Commission requested was going to cost $135,000, and she would have a better idea of the cost once they get the proposals in and hire someone. She said they would begin this fiscal year and go into next fiscal year. She stated they would know the exact amount in July when she gets the proposals back. Throughout her presentation, she answered questions from the Commission. She noted with the additional programs, she would need additional staff. It was the consensus of the Commission to use the recycling money towards implementing the programs as described in Ordinance No. 10- 1915 regarding the City's Green Building Program. Ms. Bower continued to outline the projects for the Community Services Department and provided updates that were listed on the Project /Item List dated April 2011. The Commission stated they would wait for a recommendation from staff regarding the additional personnel for the Building Division. Commissioner Durso left the meeting at 5:01 p.m. and returned at 5:02 p.m. Mr. Williams outlined the projects for the City Administrator's Department and stated that he would like direction from the Commission as to their priorities. Throughout his presentation, he answered questions from the Commission. CC 04- 20- 11/116 It was the consensus of the Commission to move forward on the Small Incubator Program. and to further explore the 434 Beautification Project and bring back proposals to the Commission. It was the consensus of the Commission to place the Longwood Business Reception on hold until a plan of action was presented. Deputy Mayor Cortes provided an update to the Commission on the Senior Center. The Commission said that they wanted staff to explore the opportunity of a Senior Center and Greenhouse Project. - -- Ms. Meli outlined the projects for the Leisure Services Department and provided updates that were listed on the Project/Item List dated,Apfil 2011. Throughout her presentation, she answered quesiions from the Commission. = — It was the consensus of the Commission to-remove the playground equipment from Raven Park and to make it a green space. It was the consensus of the Commission to include the' Dog Park at Arbor ( Park into the budget and explore the opportunity of a Skate Park. Mr. Peters outlined the projects for the Public Works Department and provided updates that were listed on the Project /Item List dated April 2011. Throughout his presentation, he answered questions from the Commission. Mr. Peters said that he would make a presentation to the Commission regarding the pergola located at the Community Building. Ms. Murphy outlined the projects for the City Administrator's Department and provided updates that were listed on the Project/Item List dated April 2011. Throughout her presentation, she answered questions from the Commission. Commissioner Durso said that he visited the Health Clinic in Ocoee and they stated it saved the City money and employee time-off. He suggested forming a partnership within our area. It was the consensus of the Commission to explore the opportunity of having a Health Clinic, to put the Citizen's Academy on hold and to move forward with the electric car changing stations. Acting Fire Chief Ross stated the radios were going to be one of the bigger expenses coming -up. He said the previous Fire Chief had set -up a plan for an additional purchase of an engine and rescue in the next budget. He CC 04 -20- 11/117 noted he was outfitting staff with new bunker gear and it would be staggered over three (3) years. It was the consensus of the Commission to receive the Project/Item List on a quarterly basis and to include the monetary cost in the List. 3. ADJOURN. Mayor Maingot adjourned the meeting at 6:17 p.m. so, Mayor A'TTES'T': Sarah M. Mirus, MMC, MBA, City Clerk CC 04 -20- 11/118