Fort Walton Beach Council minutes — 08-16-2011 regular — reading text

129 Final Minutes — City of Fort Walton Beach Special Meeting of the City Council of Fort Walton Beach Tuesday, August 16, 2011 6: 00 PM im Mlrede SM, P,, xa<,y Fon Walmn Bcveh, PL 3: 545 1. CALL TO ORDER 6: 00 PM Meeting was called to order on August 16, 2011 at Council Chamber, 107 Miracle Strip Parkway, Fort Walton Beach, FL. Attendee Name Title Status Arrived Bobby Griggs Council Seat 1 Present Joyce gossom Council Seat 2 Present Dennis Reeves Council Seat 3 Present Trey Goodwin Council Seat 4 Present Bobby Nabors Council Seat 5 Present Bull Rigdon Council Seat 6 Present Dick Rynearson Council Seat 7 Present Mike Anderson Mayor Present 1 on P11Zf1 SKI] aF.l 111111M Me [IN 31 3. APPROVAL OF AGENDA Approval of Agenda The motion to approve the agenda was unanimous. RESULT: ADOPTED AS AMENDED [ UNANIMOUS] MOVER: Dennis Reeves, Council Seat 3 SECONDER: Joyce gossom, Council Seat 2 AYES: Griggs, gossom, Reeves, Goodwin, Nabors, Rigdon, Rynearson 4. PRESENTATION The City Manager explained that at the beginning of the budget cycle Council directed Staff to attain a balanced budget which achieved all targets, and the annual budget will be presented this evening for Council' s consideration. 1. Presentation of Proposed FY 2011 -12 Budget Brandy Wunker, Finance Director, updated Council on the Performance Excellence Program, stating Staff will present to them a mission and vision statement in September for consideration. ca, Caaahl of Port Walton Beach Page 7 Printed 8117/ 201 I 130 Special Meeting Minutes August 16, 2011 Ms. Wunker discussed the proposed annual budget which includes maintaining the general fund reserve level at 30 %; maintaining the millage rate at 4. 5383 mills; and offering an employee performance incentive. Ms. Wunker also discussed general fund capital highlights; CRA fund highlights; utilities fund capital highlights; and enterprise and special fund highlights. Ms. Wunker continued that the Chamber of Commerce, PAWS, and EDC requested funding and those requests have been included in the proposed budget. Ms. Wunker informed Council action is requested to approve the proposed FY 2011 - 12 budget; adopt the fund balance policy; adopt the budget transfers resolution; approve the annual purchasing waivers; approve the annual cost allocation waivers; and consideration of an in -house City Attorney. The vote to approve the proposed FY 2011 -12 budget as presented was unanimous. RESULT: ADOPTED[ UNANIMOUSj MOVER: Bobby Nabors, Council Seat 5 SECONDER: Bull Rigdon, Council Seat 6 AYES: Griggs, gossom, Reeves, Goodwin, Nabors, Rigdon, Rynearson 5. RESOLUTIONS Resolution 2011 -I8 Fund Balance Policy A RESOLUTION OF THE CITY COUNCIL OF FORT WALTON BEACH, FLORIDA; ESTABLISHING A FUND BALANCE POLICY; AND PROVIDING FOR AN EFFECTIVE DATE. The Resolution Establishes the Fund Balance Policy, setting Disaster /Emergency reserve at 30 "% of annual budgeted expenditures. The Mayor read Res. 2011 - 18, Fund Balance Policy. Ms. Wunker advised the Fund Balance Policy must be adopted by resolution in accordance with the Governmental Accounting Standards Board, and that the level of committed fund balance in the General Fund is anticipated to be approximately $ 5. 14M. The vote to adopt Res. 2011 - 18 was unanimous._ RESULT: ADOPTED [ UNANIMOUS[ MOVER: Dennis Reeves, Council Seat 3 SECONDER: joyce gossom, Council Seat 2 AYES: Griggs, gossom, Reeves, Goodwin, Nabors, Rigdon, Rynearson 2. Resolution 2011 -19 Budget Transfers A RESOLUTION OF THE CITY OF FORT WALTON BEACH, FLORIDA, ESTABLISHING BUDGET TRANSFER PROCEDURES; AND PROVIDING AN EFFECTIVE DATE. The Resolution establishes the policy that budget transfer procedures will be governed by administrative policy. Ciry Council offaa Walmu Readh Page 2 P,( nted 811712011  131 Special Meeting Minutes August 16, 201 I The Mayor read Res. 2011 - 19 Budget Transfers. Ms. Wunker explained this resolution establishes the policy that budget transfer procedures be governed by administrative policy rather than a resolution. The vote to adopt Res. 2011 - 19 was unanimous. RESULT: ADOPTED [ UNANIMOUS] MOVER: Joyce gossom, Council Seat 2 SECONDER: Bobby Nabors, Council Seat 5 AYES: Griggs, gossom, Reeves, Goodwin, Nabors, Rigdon, Rynearson 6. ACTION ITEMS The City Manager explained that waivers are needed for items that have prices that change on a daily basis. The waivers are for computers, streets and sidewalks, library books, and fuel. 3. Annual Purchasing Waiver - Computers Staff requests the waiver of the City's purchasing policy in City Code section 4. 01. 02 in order to provide for the purchase of computers in a dynamic market. The vote to approve the purchasing waiver for computers carried unanimously. RESULT: APPROVED [ UNANIMOUS] MOVER: Bobby Nabors, Council Seat 5 SECONDER: Dennis Reeves, Council Seat 3 AYES: Griggs, gossom, Reeves, Goodwin, Nabors, Rigdon, Rynearson 4. Annual Purchasing Waiver - Streets and Sidewalks Staff requests the waiver of the City's purchasing policy in City Code section 4. 01. 02 in order to provide for the street resurfacing and the installation of sidewalks and in the upcoming fiscal year. The vote to approve the purchasing waiver for streets and sidewalks carried unanimously. RESULT: APPROVED [ UNANIMOUS] MOVER: Bobby Nabors, Council Seat 5 SECONDER: Dennis Reeves, Council Seat 3 AYES: Griggs, gossom, Reeves, Goodwin, Nabors, Rigdon, Rynearson 5. Annual Purchasing Waiver - Library Books Staff requests the City Council waive the purchasing procedure for library books as the best value for the City is achieved by obtaining prices from multiple vendors and purchasing from the lowest priced vendor. The vote to approve the purchasing waiver for library books carried unanimously. QtyCouncil ofFar( Wallon Reach Page 3 Pr(nted 811 712 01 1 132 Special Meeting Minutes August 16 2011 RESULT: ADOPTED [UNANIMOUS] MOVER: Bobby Nabors, Council Seat 5 SECONDER: Dennis Reeves, Council Seat 3 AYES: Griggs, gossom, Reeves, Goodwin, Nabors, Rigdon, Rynearson 6. Annual Purchasing Waiver - Fuel Allows City staff the flexibility to purchase fuel on the spot market as prices fluctuate daily and no vendor will commit to a yearly or monthly price. The vote to approve the purchasing .waiver .for fuel carried unanimously. RESULT: ADOPTED [ UNANIMOUS] MOVER: Bobby Nabors, Council Seat 5 SECONDER: Dennis Reeves, Council Seat 3 AYES: Griggs, gossom, Reeves, Goodwin, Nabors, Rigdon, Rynearson Annual Cost Allocation Waiver Ms. Wunker advised Staff is requesting Council waive reimbursements from the golf and stormwater enterprise funds to the general fund to build up the net assets in the stomrwater enterprise fund. The vote to approve the cost allocation waiver carried unanimously. RESULT: APPROVED [ UNANIMOUS] MOVER: Bull Rigdon, Council Seat 6 SECONDER: Dennis Reeves, Council Seat 3 AYES: Griggs, gossom, Reeves, Goodwin, Nabors, Rigdon, Rynearson S. Consideration of In -house Attorney The City Manager advised this item was placed on the agenda as a discussion item for Council to consider the services of an in -house city attorney in an effort to have legal advice at less cost yet remain efficient. He advised he recently conducted a salary survey with various municipalities on in -house city attorneys and the responses were forwarded to Council for their review. The City Manager stated it his intention to hear the thoughts of Council and if they would like to look into the matter further. Discussion included that the city attorney would be a part- time employee of the City and would accumulate sick and vacation time; that a requirement would be that the individual does not have an outside practice but have experience, but as long as there is no conflict of interest there is nothing to prohibit an outside practice; that the individual would occupy an office in City Hall; that part-time employment with the City is defined as anything less than 40 hours per week; and there is no time frame as it is included in the FY 11- 12 budget and a budget amendment would be done at the time an in -house attorney is selected. Mr. Rynearson moved to authorize the City Manager to conduct a preliminary search for an in -house attorney and return to Council with his findings. Mr. Reeves seconded motion and it carried unanimously. Cif Council ofFort Walma 8 each Page 4 Printed R/] 7120/ 1  133 Special Meeting Minutes August 16, 2011 RESULT: APPROVED ] UNANIMOUS] MOVER: Dick Rynearson, Council Seat 7 SECONDER: Dennis Reeves,