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CCMtg07-27-11Min(WS) ILONGWOOD �� 11 Y € OMMffSSI ON Longwood City Commission Chambers 175 West Warren Avenue Longwood, Florida WORK SESSION MINUTES JULY 27, 2 011 4:30 P.M. Present: Mayor Joe Durso Deputy Mayor Bob Cortes Commissioner John C. Maingot Commissioner H.O. "Butch" Bundy Commissioner Brian Sackett Jon Williams, Acting City Administrator Sarah M. Mirus, City Clerk Craig Dunn, Information Technology Manager Maul Ross, Acting Fire Chief John Peters, Public Works Director /City Engineer Troy Hickson, Police Chief Sheryl Boger, Director of Community Development Services Fran Meli, Director of Leisure Services Patrice C. Murphy, Assistant to City Administrator Michelle Longo, Executive Assistant to City Admiunistrat ®r 1. CALL TO ORDER. Mayor Durso called the meeting to order at 4:30 p.m. 2. REVIEW AND DISCUSS PROPOSED BUDrGE T FOR FISCAL YEAR 2011 -2012. Mr. Williams said he was honored and pleased to present the proposed Operating Budget for Fiscal Year 2011 -2012, which complies with State law and was consistent with the City's Charter. He commended the staff for their hard work and effort in preparing the Budget and thanked the Commission for their direction and support in preparing the Budget. He said today's Work. Session was the first of what he envisions at least two Work Sessions to discuss the proposed Budget before proceeding with the final adoption with two (2) public hearings. Discussion was held regarding, the two (2) Work Sessions. Mr. Williams reviewed the Total Resources and said he was presenting a balanced spending plan with the Total Resources totaling $2,8.7 million of CC 0727- 11/199 I d which the General Fund accounts for 64.7 %, followed by the Public Utilities. Fund, Public Facilities Improvement Fund, Capital Projects Fund, Public Facilities Improvement Fund, Stormwater Management Fund and all Other Funds. He stated total appropriations, exclusive of fiend balance was $22.4 million and this represents an overall increase in expenditures of 12% in comparison to last year, primarily as a result of Capital Projects, which were detailed in the transmittal letter. He said it does include capital expenditures in the Capital Projects Fund of 1.6 for the purchase of new fire trucks, police vehicles and the digital radio conversion. He said the Public Facilities Fund included the capital expense for the paving of the remaining sewer based streets and the Stormwater Management Fund included capital improvements for rain/ sluice gates, Fairy Lake improvements and improvements that would come forward with the completion of the Stormwater Master Plan. He said the Public Utilities Fund included a little over $500,000 for pipe replacement, continued water main looping, and other various equipment. He stated the General Fund included a little over $302,000 of capital improvements for equipment purchases, the single largest being for Reiter Park and other various equipment. He said what was initially requested by the Department Heads, the overall Budget was lower by $3.3 million and this reduction was achieved by eliminating all new personnel requests and associated benefits to turn in the next phase of One Solution Financial Services upgrade, reducing some capital improvements, eliminating requests of capital equipment, and then eliminating other operational costs which was included in the overall worksheets. He said in terms of staff and benefits for Fiscal Year 2012, they did not include any major staff reductions or additions for this proposed Budget at this time. He stated there were 155 total employees of whom 150 are full -time equivalents, 5 were part -time equivalents. He said the overall Wages and Benefits, in comparison to last year were down by 3.4% or a little over $360,000. He said that was primarily as a result of the change to the Florida Retirement System (FRS) contribution rates, which were enacted by Legislature this past year. He said they did include in the proposed Budget an increase in benefits at 14% and they do anticipate that with the selection of the new Agent of Record that just occurred, that those costs will go down. He then reviewed _ the Revenues and Expenditures. for the General Fund and outlined the Budget Summary for the General Fund. He stated the Total Expenditures for the General Fund were $15.4 million. He said he projects that based on the ending Fund Balance for Fiscal Year 2011, the Revenue and Expenses for 2012 will be $3.2 million in the Fund Balance and that was 21 %, which was consistent with the Conunission's direction of maintaining at least 20% in the Fund Balance. He stated this Budget, as proposed, was based upon a millage rate of 4.99, so they did not include any proposed increases in the millage rate or taxes. Discussion was held regarding the status of the Fire Administration Building and increase in the benefits cost. CC 07 -27- 11/200 The Commission reviewed the City Commission's Proposed Budget and Mr. Williams answered questions from the Commission concerning their Proposed Budget. It was the consensus of the Commission to leave the proposed City Commission's Budget as presented. The Commission requested the City's logo be an agenda item at a future Commission meeting for discussion. The Commission reviewed the City Clerk's Proposed Budget and Mr. Williams, Ms. Minus and Mr. Dunn answered questions from the Commission concerning the Proposed Budget. It was the consensus of the Commission to eliminate $13,000 under Other Contractual Services for Temporary Help under the City Clerk's Proposed Budget. Discussion was held regarding the City having the ability td, store the records fiom Iron Mountain in the new Public Works Facility. Ms. Mrus responded in the negative that the records could 'not be stored at the new Public Works Facility because it didn't meet State requirements. The Commission reviewed the City Administrator's Proposed Budget and Mr. Williams and Mr. Dunn answered questions from the Commission concerning the Proposed Budget. Discussion was held regarding the staffing within the City Administrator's Department. It was the consensus of the Commission to eliminate the following items from the City Administrator's Proposed Budget: $2,000 under Employee Development for Legislative Communication and $ 13,260 under Printing and Binding for the publishing of Excellence in Seininole County, FL and The Longnvood Lore. Mayor Durso left the meeting at 5:30 p.m. and retuned 5:31 p.m. The Commission reviewed the General Services Proposed Budget for all of the City buildings and the Commission did not have any 'changes to the Proposed Budget as presented. The Commission reviewed the Human Resource Division's; Proposed Budget and Mr. Williams and Ms. Murphy answered questions from the Commission concerning the Proposed Budget. CC 07- 27- 11/201 i It was the consensus of the Commission to eliminate $2,000 under Employee Programs for Orientation and Service Award due to being redundant under the Human Resources Division's Proposed Budget. The Commission reviewed the Information Technology Division's Proposed Budget and Mr. Williams and Mr. Dunn answered questions from the Commission concerning the Proposed Budget. The Commission did not have any changes to the Proposed Budget as presented. The Commission reviewed the Purchasing Division's Proposed Budget and Mr. Williams answered questions from the Commission. The Commission did not have any changes to the Proposed Budget as presented. The Commission reviewed the Finance Division's Proposed Budget and Mr. Williams answered questions from the Commission. The Commission did not have any changes to the Proposed Budget as presented. The Commission reviewed the Utility Billing Division's Proposed Budget and Mr. Williams answered questions from the Commission. The Commission did not have any changes to the Proposed Budget as presented. Commissioner Bundy suggested consolidating the residential and commercial solid waste into an exclusive franchise. It was the consensus of the Commission to have the City Administrator look into the matter. The Commission reviewed the Police Department's Proposed Budget and Mr. Williams and Chief Hickson answered questions from the Commission. Deputy Mayor Cortes requested a detailed report of the vehicles that would be utilized within the Police Department. Commissioner Maingot requested that at a later date that he would like to discuss the Overtime line item being proposed in the Police Department's Proposed Budget. Discussion ensued regarding the Proposed Budget for the Police Department, and Mr. Williams and Chief Hickson continued to answer questions from the Commission. The Commission did not have any changes to the Proposed Budget for the Police Department as presented. CC 07- 27- 11/202 The Commission recessed at 6:25 p.m. and reconvened at &, p.m. The Commission reviewed the Fire Department's Proposed Budget and Mr. Williams and Acting Chief Ross answered questions from the Commission. It was a consensus of the Commission to eliminate the replacement of the Rescue for Station 17 under the Fire Department's Proposed Budget and to discuss the matter towards the end of the lease. Mr. Williams discussed the possible administrative merger of Fire Departments between the City of Casselberry and the City of Longwood. The Commission decided not to move forward with the proposal of the administrative merger of Fire Departments between the City of Casselberry and the City of Longwood. Mayor Durso asked Mr. Williams to send a, letter to the Casselberry City Commission informing them that the Longwood City Commission would not be moving forward with the proposal. The Commission reviewed the Community Development Department's Proposed Budget and Mr. Williams and Ms. Bower answered questions from the Commission. The Commission asked the City Administrator to bring back a recommendation for the position of Mlarketing. Mr. Williams noted those responsibilities for the position of Marketing would be shifted to the Assistant to City Administrator position. i It was a consensus of the Commission to add $6,200 under Other Contractual Services to the Building, Division's Proposed Budget for when the Building Official goes on vacation. The Commission reviewed the Leisure Services Department's Proposed Budget and Mr. Williams and Ms. Meli answered questions from the Commission. Commissioner Maingot suggested the Leisure Services Department be restructured. It was the consensus of the Commission to add the Dog Par]c Colder the Leisure Services Department's Proposed Budget. CC 07 -27- 11/203 I The Commission discussed the Conceptual Plans for Reiter Park and it was determined to move forward with last Conceptual Plan for Reiter Park. The Commission requested staff to get estimates for the replacement of the banners and to present those costs back to the City Commission. The Commission discussed the mowing that was being completed by the Leisure Services Department and the Public Works Department. The Commission reviewed the Public Works Department's Proposed Budget and Mr. Williams and Mr. Peters answered questions from the City Commission. The Commission did not have any changes to the Proposed Budget for the Public Works Department as presented. The Commission reviewed the Public Utilities Fund, the Cemetery Fund, the Storinwater Management Fund and the Public Facilities Improvement Fund. Mr. Williams and Mr. Peters answered questions from the City Commission. It was the consensus of the Commission to add $90,000 under the Public Facilities Improvement.Fund for the paving of First Street. The Commission reviewed the Capital Projects Fund and Mr. Williams answered questions from the Commission. Commissioner Bundy stated that he would like see the City move towards some parity for pay levels. He said they have some department heads that were way down in salary and some that were up. He stated they don't need to say the Fire Department was more important than the Leisure Services Department. He said if they have a department head, they were expecting the same quality of management for that department as everyone else with the exception of longevity time in the job. He said they needed to move towards parity in all the pay levels to include department heads and directors. He stated some of the operating personnel make more a year than our City Clerk. He stated they needed to be moving toward some more equity, but noted this was not the budget year to attack that matter. He said as they move forward this was something for the Commissioners to keep in the back of their minds, and as it comes up, to discuss their viewpoints and thoughts with the Acting City Administrator. Mr. Williams stated right after he became the Acting City Administrator, he had individual conversations with each of the Commissioners about engaging with a company to rewrite the job descriptions, conduct a salary survey, and update the Personnel Policies and Procedures to be consistent with current law. He said they were going to be proceeding forward with CC 07 -27- 11/204 that proposal. He said it was currently with the Attorney foie, his final review. He noted he hoped to pull that trigger within the next week or so. He said they would also utilize the updated job descriptions to come back and develop a performance appraisal system, which the City, has been lacking. Mayor Durso thanked everyone for their efforts on the Proposed Budget. He said he looks forward to the revised documents in the near future. Mr. Williams inquired if the Conunission wanted a second work session. The Con responded in the negative and requested the revised documents. 3e ADJOURN. Mayor Durso adjourned the meeting at 0 0:19 pm. J( ayur ATTEST: Sarah Me Mirus, MMcC, IMA, City Clerk CC 07- 27- 11/205 This Page Left Blank Iatenntio nally. CC 07- 27- 11/206