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CCMtg08-27-12Min(WS) I l� Longwood City Commission Chambers 175 West Warren Avenue j Longwood, ]FRornda i WORK SESSION MINUTES AUGUST 27, 2012 6:00 P.M. f Present: Mayor ]Brian D. Sackett Deputy Mayor H.G. ")Butch" Bundy Commissioner John C. Maingot Commissioner Joe )[Durso Jon C. Williams, City Administrator I Sarah M. Mirus, City Clerk )Fran Meli, Director of Leisure Services Tom Smith, Division Manager of Streets/Fleet Richard ]Kornbluh, ))Division Manager of Utilities Wanda Broadway, Human Resources Manager f Troy Hickson, Police Chief Pamela Barclay, Director of ]Financial Services )sill Gulbrandsen, Fire Chief Sheryl )Bower, Director of Community Development Services Craig )(Dunn, Information Technology Manager Michelle Longo, Executive Assistant to City Administrator i Absent: Commissioner )Bob Cortes (Excused) i 1. CALL TO ORDER. Mayor Sackett called the meeting to order at 6:04 p.m. i Mayor Sackett said they should feel free to ask Rules Commission by Commissioner, Commissioner within each section, so that they would have first, a presentation, and then they would go through City Commission, City Clerk, City Administrator and do all their comments and see how they can move this along. He noted the telephone calls were coming in because the tax bills unfortunately went out three (3) or four (4) days ago and people were asking— "What do you mean my taxes have gone up $70, $100 ", and things like that. He noted they have some answering to do, and they have some E insightful information hopefully coming forward as to this second part of their budget talks. He said they will just suspend the rules and recognize that Commissioner Cortes was not able to be here, but he did put some things into print so it could be in the record. l� CC 08- 27- 12/249 i i Mr. Williams responded in the affirmative and stated as they move through each department in the areas in which Commissioner Cortes had questions or concerns, he would read them off and the appropriate department can provide a response by the entire Commission. 2. REVIEW AND DISCUSS PROPOSED BUDGET FOR FISCAL YEAR 20112 -2013. Mr. Williams began the discussion saying this was the second of two (2) Budget Work Sessions that they have held to date, and for the purposes of going over the individual line items within the departments. He said the Total Appropriations as originally presented prior to the August 1 St deadline, which was required by Charter, was $30,118,110. He said since they submitted this Proposed Budget to the Commission, there have certainly been some changes made that would ultimately be reflected within the Budget that they present for the first reading, which was scheduled for September 4 He said they will distribute that after the conclusion tonight, and whatever discussions they have. Mayor Sackett inquired about the part where they talked about, mowing contracts. He said they probably did some more tweaking, so was that part of tonight's discussion. Mr. Williams responded in the affirmative. He said as they move through this budget, they can identify those areas in which they have already seen some savings and go forward. He said about the decision, regarding with the mowing contract, he did have a slide when they get to Leisure Services and Public Works that they can present for the Commission to see what they have done there. He said with the concurrence of the Commission with what they have proposed, they will go back and make the proper changes, and then will reprint this document and present it to them for the first reading on September 4 t Mr. Williams said with that, they would move right into the City Commission's Proposed Budget. He said for the record, he would relay Commissioner Cortes' concerns. He rioted three (3) items that he would like to see and propose some change to, the first being with the Capital Equipment of $8,800. He would make the recommendation to postpone those purchases for this fiscal year. He believes the current equipment they have was sufficient enough to do the job. He said he had some discussions with Mr. Dunn earlier today as to whether or not it would be most appropriate to pursue purchases of I pads. He said they can make that decision to go that route for approximately $500 apiece, which would net some savings and give them some availability to some newer technology. Mayor Sackett asked was the $8,800 talking about seven (7) laptops for this area here. CC 08- 27- 12/250 i Mr. Williams responded in the affirmative. I Mayor Sackett said he agreed and had it highlighted as not necessary. ! Deputy Mayor Bundy said he had it highlighted too. He noted they do not use i them that much and do not take theirs home. He said they appear here loaded with the Agendas, and that was the only real use they have for them. He said he noted some of the other boards do use them in a similar fashion for their use, but he said he would just as soon drop that $8,800. Mr. Williams said there were two (2) other points under Other Charges and Obligations. He said Commissioner Cortes would propose that they adjust that $2,500 down to $1,000, which was a $1,500 reduction in that line item, because it was his understanding the Commission purchases most of the shirts individually, and then the business cards are roughly about $100 per person. Mayor Sackett said in 2007, they were at $62,000, and they spent $329, so he thinks they could spend $500 and be fine. Mr. Williams asked to go $1,000 or $500. It was a consensus of the Commission to go to $500. I Mr. Williams said the last item was in Books, Publications, Subscriptions and lm Memberships, they budgeted $5,000 in 2012, and the estimate was projected to be $2,948. Commissioner Durso asked how much did they cut on that last budget item. Mr. Williams stated $2,000. Mr. Williams said Commissioner Cortes' request was to cut $2,000 from Books, Publications, Subscriptions and Memberships to a $3,000 line item. Deputy Mayor Bundy responded in the affirmative and noted they only spent $2,900 and has been under $3,000, so he thinks $3,000 was appropriate. Mr. Williams said they might take into consideration some of the things they have seen come forward. This year it might be an additional meeting, maybe at the Seminole County Regional Chamber of Commerce luncheon and any donations, even though it was not typically booked out of that account, but a contribution or a donation if they have excess fiends, they would rotate that to another line item. Deputy Mayor Bundy said let's cut down on the donations this year. CC 08 -27- 12/251 Commissioner. Maingot said it was nice that he sees how willingly they were accepting the knife. Commissioner Durso asked if luncheons count as donations for the Chamber, was that what they were counting them as. Mr. Williams said it was a separate line item, so it would be $3,000. Mayor Sackett responded in the affiimative and noted that was their Florida League of Cities (FLC) membership as well, and historically, it was about $3,000. The Commission reviewed the City Clerk's Proposed Budget and Ms. Mirus and Mr. Williams answered questions from the Commission concerning the Proposed Budget. It was the consensus of the Commission to eliminate the following items from the City Clerk's Proposed Budget: $6,000 under Community Relations, $2,000 under Employee Development, $770 under Communications, $2,000 under Postage, $1,500 under Operating Supplies and $275 under Books, Publications, Subscriptions and Membership. The Commission reviewed the City Administrator's Proposed Budget and Mr. Williams answered questions from the Commission concerning the Proposed Budget. --� It was the consensus of the Commission to eliminate the following items from the City Administrator's Proposed Budget: $1,500 under Employee Development, $5,000 under Printing and Binding and $500 under Books, Publications, Subscriptions and Membership. The Commission reviewed the City Attorney's Proposed Budget and Mr. Williams answered questions from the Commission concerning the Proposed Budget. It was the consensus of the Commission to eliminate the following item from the City Attorney's Proposed Budget: $15,000 under Professional Services - Litigation. The Commission reviewed the Human Resources Division's Proposed Budget and Mr. Williams and Ms. Broadway answered questions from the Commission concerning the Proposed Budget. It was the consensus of the Commission to eliminate the following items from the Human Resources Division's Proposed Budget: $5,000 under Professional Services, $65,900 under Liability Insurance and $7,000 under Insurance Deductible. CC 08 -27- 12/252 Discussion was held regarding an employee health clinic and it was recommended by Mr. Williams to look at the self - funding model for another year and to watch the monthly claim history. It was also suggested to look at a potential partnership with Orlando Health South Seminole Hospital for the employee health clinic. The Commission reviewed the Information Technology's Division's Proposed Budget and Mr. Dunn answered questions from the Commission concerning the Proposed Budget. It was the consensus of the Commission to eliminate the following items from the Information Technology Division's Proposed Budget: `fi5,700 under Life and Health Insurance and $720 under Communications. Mr. Dunn discussed the cellular telephone stipend and the cost savings to the City. The Commission reviewed the Purchasing Division's Proposed Budget and Ms. Barclay answered questions from the Commission concerning the Proposed Budget. It was the consensus of the Commission to leave the Purchasing Division's Proposed Budget as presented. �. The Commission reviewed the Finance Division's Proposed Budget and Ms. Barclay answered questions from the Commission concerning the Proposed Budget. It was the consensus of the Commission to leave the Finance Division's Proposed Budget as presented. The Commission reviewed the Utility Billing Division's Proposed Budget and Mr. Williams and Ms. Barclay answered questions from the Commission concerning the Proposed Budget. It was the consensus of the Commission to leave the Utility Billing Division's Proposed Budget as presented. The Commission reviewed the Police Department's Proposed Budget and Mr. Williams and Chief Hickson answered questions from the Commission concerning the Proposed Budget. It was the consensus of the Commission to eliminate the following items from the Police Department's Proposed Budget: $10,000 under Professional Services and $1,500 under Operating Supplies. Under Other Contractual Services, $2,500 was added to the Police Department's Proposed Budget. CC 08- 27- 12/253 Discussion was held regarding police officers taking their vehicles home and how much it cost the City. It was the consensus of the Commission to bring back the figures and to bring the matter at a future Commission meeting for further discussion and for a decision to be made. The Commission reviewed the Fire Department's Proposed Budget and Mr. Williams and Chief Gulbrandsen answered questions from the Commission concerning the Proposed Budget. It was the consensus of the Commission to eliminate the following items from the Fire Department's Proposed Budget: $2,000 under Professional Services, $1,540 under Other Contractual Services, $2,500 under Employee Development, $11,750 under Vehicle Maintenance, $2,500 under Community Relations, $7,000 under Operating Supplies and $4,000 under Equipment. Discussion was held regarding the EMS billing and the monies being collected. Discussion was held regarding the vehicles being utilized within the Fire Department and the cost for the repair and maintenance of - the vehicles. Commissioner Durso left the meeting at 7:25 p.m. and returned at 7:27 p.m. Deputy Mayor Bundy left the meeting at 7:28 p.m. and returned at 7:29 p.m. The Commission reviewed the Community Development Department's Proposed Budget and Mr. Williams and Ms. Bower answered questions from the Commission concerning the Proposed Budget. It was the consensus of the Commission to leave the Community Development Department's Proposed Budget as presented. The Commission reviewed the Leisure Services Department's Proposed Budget and Mr. Williams and Ms. Meli answered questions from the Commission concerning the Proposed Budget. Discussion was held regarding the mowing maintenance contract and outlined the costs of the contract and the personnel cost. It was the consensus of the Commission to eliminate the following items from the Leisure Services Department's Proposed Budget: $4,600 under Other Contractual Services, $1,350 under Employee Development, $6,300 under Rental and Leases, $1,500 under Repairs and Maintenance, $500 under Printing and Binding (Community Affairs), $5,,000 under Community Relations (Community Affairs), $34,270 under Operating Supplies, $500 CC 08 -27- 12/254 i i t I under Books, Publishing, Subscriptions & Membership and $6,000 under Fuels & Lubricants (Mowing). Under Contingency (Community Affairs), $5,500 was added to the Leisure Services Department's Proposed Budget. i j Discussion was held regarding funding for Reiter Park. i Mr. Williams said for the record that was also a sentiment of Commissioner Cortes was to find funding for Reiter Park. Discussion was held regarding the Parks and Recreation Advisory Board wanting to have another event called "A Community Affair" and noted the event would change from year -to -year. The Commission requested additional information on this event before it was funded. i I Deputy Mayor Bundy left the meeting at 9:10 p.m. and returned at 9::t 1 p.m. Discussion was held regarding the pending grant for Reiter Park. I The Commission reviewed the Public Works Department's Proposed Budget and Mr. Williams and Mr. Smith answered questions from the Commission concerning the Proposed Budget. It was the consensus of the Commission to eliminate the following items from the Public Works Department's Proposed Budget: $835 under Other Contractual Services, $25,000 under Repair and Maintenance, $7,500 under Vehicle Maintenance, $3,000 under Operating Supplies, $1,500 under Safety Supplies and $6,000 Fuel and Lubricants (Mowing). i I Ms. Barclay noted under the Grant Fund, they set -up anew account, so they could track the expenditures and match them more clearly rather than to co- mingle them in the General Fund. i The Commission reviewed the Police Education Fund, Special Law Enforcement Trust Fund, and Special Assessments Fund. Discussion was held regarding the costs of the Special Assessments. The Commission made no changes to the Police Education Fund and Special Law Enforcement Trust Fund Proposed Budget. Under the Special Assessments Fund's Proposed Budget, $38,280 was added Linder Improvements. The Commission reviewed the Stormwater Management Fund and it was noted by Mr. Williams there would be some capital projects added to the Proposed Budget. CC 08 -27- 12/255 I Discussion was held regarding the fix for Island Lake North and 292 East Maine Avenue. Under the Stormwater Management Fund. Proposed Budget, $850,000 was added under Improvements. The Commission reviewed the Public Facilities Improvement Fund and there were no changes made by the City Commission. The Commission reviewed the Capital Projects Fund Proposed Budget and Mr. Williams, Chief Hickson and Chief Gulbrandsen answered questions from the Commission concerning the Proposed Budget. Discussion ensued regarding the vehicles being utilized within the Fire Department. Chief Gulbrandsen made his recommendations to the Commission regarding the replacement of the vehicles. It was the consensus of the Commission to eliminate the following item from the Capital Projects Fund's Proposed Budget: $606,495 under Capital Equipment for the Fire Department. The Commission reviewed the Public Utilities Fund and under Improvements, $125,000 was added to the Proposed Budget. Mr. Williams said before they conclude, he said he knows the first reading of the Proposed Budget was coming, and obviously, they have set the tentative millage rate at 5.99, and that was a tough decision as they were getting ready to go. He said he did ask Ms. Barclay to prepare some documents for your consideration and noted Commissioner Cortes did leave his Notice of :Proposed Property Taxes on the properties he owns, homesteaded property, non - homesteaded property and commercial property. He said he has calculated those increases, and he thought the Mayor had touched on those as well. He said for his homesteaded property he was looking at a $13.35 increase in Longwood taxes, if they were to approve the millage at 5.99 and that equates to four (4¢) cents per day increase, and he notes if that was the case, that his tax bill on the homesteaded property would actually be less than what was last year's with the increase of the millage rate. He said on the non- homesteaded property, he was looking at an increase of $31 -.69 for Longwood, or less than ten (10¢) cents per day, and in the same situation, the tax bill this year less than what it would have been last year. He said on the commercial property, he was looking at $251.64 or sixty -nine (69¢) cents per day. He said the actual increase there was a little over $250. Ms. Barclay shared a spreadsheet showing what the assessment notice looks like when they receive it and noted Longwood was highlighted in green. She CC 08- 27- 12/256 said she talked with the Property Appraiser who said the average sale of a i home in the City of Longwood was $132,000, so that was what she plugged into, and with the 5.99 per year, it would be $73.54, which equates to twenty (20¢) cents per day. She said if they go to a 5.49 mill, it will be twelve (12¢) cents per day. She said he made the chart, so they could plug in any number, and they can see what the impact on their house would be. Deputy Mayor Bundy asked if this could be put on the website. Mr. Williams responded in the affirmative. Mayor Sackett said he had at least six (6) telephone calls today that he missed. He said he looked at the three (3) homes he has, and was around $86 on homesteaded property. He said he used to pay $700 on the non- homestead -_ properties, and it went down $312. He said he did not know what happened-, but it might be because of the price of houses. Mr. Williams asked Deputy Mayor Bundy if he wanted the spreadsheet posted on the website. o r= Deputy Mayor Bundy responded in the affirmative. He said because it might be helpful for people to see it and plug in their numbers if that be done. Ms. Barclay said the number 136 was the only number they would have to �-- plug in and that was what the market value of their house was. She said it was doing some assumption and the three (3 %) percent would always happen on the assessed value. She said that was the Save Your Homes Amendment. She said if they ever wondered if their market value went up or down, she was assuming that most of them went down. Mr. Williams said they could certainly see if they can get it out there. Ms. Barclay asked Mr. Dunn to enter a market value of $150,000, and it calculated everything out. Deputy Mayor Bundy said most of the questions he gets were actually more from people who have lived in their homes for a long time, and their property values were still going up. He said their assessed values were still going up because it has not equaled the market value of the house, even though the market value of the house has come down. He said their assessed value has been capped at three (3 %) percent, so they still have some people whose taxes will go up because they have owned the house for twenty (20) or twenty five (25) years, and it has not equalized yet. He said they look, at their tax increase, and the one confusing thing was they do not understand the difference between assessed value for taxable purposes and market value. He said they say their house two (2) years ago was worth $300,000 and now it was worth $150,000, but they were paying more taxes. He said but three (3) CC 08 -27- 12/257 years ago, what they paid taxes on was not $300,000, it was $68,500 or $74,600, and it was going to increase until it hits the equalization. Mr. Williams said Commissioner Maingot shared his Notice of Proposed Property Taxes as well, and he has reflected a $90.30 at the millage rate of 5.99, which was the equivalent of twenty five (250) cents per day. 3. ADJOURN. Mayor Sackett adjourned the meeting at 9:54 p.m. � 1 Brian D. Sackett, or ATTEST Sarah M. Mirus, MMC, MBA, City Clerk CC 08 -27- 12/258