Fort Walton Beach Council minutes — 08-09-07 special minutes — reading text

59 MINUTES OF THE SPECIAL COUNCIL MEETING OF THE CITY OF FORT WALTON BEACH, FLORIDA AUGUST 9, 2007 INTRODUCTION A Special Council Meeting of the City Council of Fort Walton Beach, Florida, was held on Thursday, August 9, 2006, at 5: 30 p. m. in the Council Chambers at City Hall, with the following members present: Mayor Mike Anderson Councilmen: Mike Holmes, Virgil Miller, Dennis Reeves, Bill Garvie, Dr. Wayne Pullen, Jim Hartwell, and Mike Minich. Also Present: Joyce Shanahan, City Manager; Helen Spencer, City Clerk; Lisa Absher, Finance Director; Toni Craig, City Attorney; and Department Directors. CALL TO ORDER The Mayor called the meeting to order for the purpose of reviewing and discussing the proposed 2007/ 08 budget. PLEDGE OF ALLEGIANCE The Mayor led in the Pledge of Allegiance. RECAP The Budget/Grants Manager gave a recap of the changes to the budget based on the decisions made by Council last evening and additional updated information received. She noted the budget prepared and published on July 2ih began with an appropriation from undesignated fund balance of $ 692, 780. Updated figures include $ 39, 214 Library Cooperative Funding adjustment, ($ 14, 598 reduction) Council insurance adjustment, 13, 286 reduction) reclassification of Long- Range Planner to Senior Planner, ($ 14, 508 reduction) reclassification of Chief Building Inspector to Building Inspector, $3, 812, PAWS Contract Renewal adjustment, awaiting final numbers on possible decrease in workers compensation and property & casualty insurance, ($ 621 reduction) City Council expense allowance, $ 20, 000 for 4th of July celebration, and no impact on the budget with a zero net effect for the employee/ retiree flu shots, with a net effect to the General Fund Appropriation from undesignated Fund Balance at $ 712,793. BUDGET REVIEW Council began review of the Fund/ Department/Division proposed budgets. COMMUNITY DEVELOPMENT SERVICES Review of the CDS Department budget included the format change from four Divisions to two Divisions, the reclassification of the Long- Range Planning Manager to Senior Planner, the reclassification of the Chief Building Inspector to Building Inspector, the elimination of the Waterfront Planner, the frozen/ unfunded Neighborhood Improvement Coordinator position, and the elimination of the CDBG Coordinator position. There was some question on the elimination of the Waterfront Planner position. The City meant to Manager explained that position was hired as a part- time position and was never be a full- time permanent position. She commented those are the priorities Council will have to address. 60 Special Council Meeting 8- 9- 07 COMMUNITY DEVELOPMENT SERVICES cant. The City Manager explained staff addressed that position because there is no longer funding, the master plan was developed that will be used as a guide for development ofthe waterfront and there are several initiatives that staff will still have to undertake through ordinance changes, etc. The CDS Director mentioned that some of the priorities of the Waterfront Master Plan are f'Y> i:t.. being worked on by the Utilities Department, the Environmentalist, the CRA with the boardwalk, and some of the work is scattered among other City Departments taking on those projects or are already working on the projects. The City Manager expressed her understanding that the Committee will come before Council to request that the position be funded. The CDS Director explained staff presented to the Committee some options that other committees have taken after the grant ended; some committees became 501 ( c)( 3) non- profit organizations, some disbanded, and some are ad- hoc committees. She said the State would like to see the City continue the program and the Waterfront Committee would like to see a committee furthering their objectives as some of their objectives has not been endorsed by City Council. There was some discussion on the status of the Water' s Edge Ad- Hoc/Waterf onts Florida Partnership Committees. The CDS Director explained that Council created the Water' s Edge Ad- Hoc Committee which developed the Water' s Edge Master Plan, then the work was taken up by the Waterfront Florida Partnership Program when the grant was received two years ago with the members of the Water' s Edge Ad- Hoc Committee to act as the Waterfronts Florida Partnership Committee, and the Waterfronts Florida Partnership Committee would have no purpose once the grant is ended. The concern was expressed that grant opportunities for beautification of the waterfront will be lost without the Waterfront Planner position. The City Manager stated the Environmental Specialist has applied, and continues to apply, for many waterfront grants that help the City from an environmental standpoint, so grants are actively pursued. She felt confident in saying that CDS staff will continue to pursue grant opportunities for the waterfront irrespective of whether or not there is a staff position dedicated to that initiative. Upon the question of the status of the Ad- Hoc Committee, the City Manager stated staff continues to staff the committee which can pursue grants, plus there is a City horticulturist and Public Works has received many beautification grants and can also help in the initiative of waterfront beautification. She felt they can continue in that area. The CDS Director commented the Water' s Edge Ad- Hoc Committee would still exist and if tasked with a responsibility or duty, CDS would staff it but there will no longer be one person dedicated to the committee. It was pointed out that with the downsizing of the Department staff because of budget considerations it would be difficult to support the expanded mission of the committee.  8- 9- 07 61 Special Council Meeting COMMUNITY DEVELOPMENT SERVICES cont. The City Manager expressed understanding over Council' s concern about focusing on finding grant opportunities and mentioned with grant opportunities there is always a cost to the grants because there is always a match of 50% - 75%. She said going into the Waterfront program it was understood it was a two year limited grant and there would be limited funds after it ended. She said ideally if the City could afford the staffing they would continue to provide it but given the budget climate staff looked at what they believed were the essential services of the City and those in CDS primarily were building inspection, code enforcement and with the CRA it is the on- going efforts of the CRA. She said when they have a dedicated funding source for grants it is not a surprise when that funding source with the State of goes away that the position goes away, and there was no requirement Florida Waterfronts Programto maintain them after the funding ceased. She said staff will do their very best to continue to secure grant funding for the waterfronts program and will actively work with the water' s edge program. It was suggested since most of the water' s edge work is within the CRA area that perhaps it would be possible to fund an employee out of CRA funds. The City Manager expressed that could be explored if that is Council' s wishes. Discussion turned to the frozen/ unfunded Neighborhood Improvement Coordinator position with concern expressed over the loss of input from the citizens if the program is dropped. The City Manager explained the program is not being dropped; they are just eliminating the position which will be absorbed by existing staff. She said they will not have meetings the 12 meetings of the every month because it is impossible for existing staff to attend neighborhood and also the standing committee meetings. The CDS Director explained the position is currently vacant and she is looking at how to do- able with existing staff. revamp the whole program so that it is still effective and also She requested she be given until January to get it running smoothly again. There was further discussion on the neighborhood program, the neighborhood meeting schedules and attendance, the unfunded position, and the newsletter mailings. It was agreedthat the CDS Director be given until January to work out the program. Mr. Minich moved to accept the CDS Department budget as presented. Mr. Holmes seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, Hartwell, and Minich in favor. CDBG The CDS Director explained on the Community Development Block Grant program that staff is working on an agreement to subcontract with Okaloosa Community Development Corporation tooperate theCommunity Development Block Grant program for the City because it no longer funds a full-time position. The City Manager commented when an agreement has been worked out with the OCDC to operate the CDBG program it will be brought to Council for approval. Mr. Minich moved to accept the CDBG budget as presented. Mr. Reeves seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, Hartwell, and Minich in favor. 62 Special Council Meeting 8- 9- 07 CRA Review of the CRA budget included the Capital Improvement projects that will be funded with carry- over money, the new Capital Improvement projects funded out of the 07/ 08 budget, and the per cost allocation transfer to the General Fund. It was suggested that the CRA fund should contribute to the payment of the Utility Bond issue to upgrade the infrastructure since a new water tower is in the CRA area. The CDS Director explained the water tower serves more than the CRA area and the criteria to be funded from the CRA is it has to be included within the CRA Plan, it cannot be included within the City budget within the last three years, and 'it has to further the redevelopment of the CRA. She verified that the budget is a plan and can be adjusted as needed during the j;:' year. During further review there was an objection expressed on the amount budgeted for the LED Street Name Signs and further expressed it should be deleted and applied to essential needs. Review also included explanations that the City is waiting on the cost from Gulf Power on the Eglin Underground Utility project; that an engineering firm will be hired to prepare the design and technical construction drawings for the Mainstreet Streetscape; and that the LED Street Name Signs are over major intersections, very readable and distinguishable, and dress up the streetscape. It was questioned whether the City has control over the cross- walks on Highway 98 and whether it could be considered to place visual count down signs for the hearing impaired or audible signs for the seeing impaired. The CDS Director acknowledged staff could talk with the Department of