Fort Walton Beach Council minutes — 08-13-07 special minutes — reading text

75 MINUTES OF THE SPECIAL COUNCIL MEETING OF THE CITY OF FORT WALTON BEACH, FLORIDA AUGUST 13, 2007 INTRODUCTION A Special Council Meeting of the City Council of Fort Walton Beach, Florida, was held on Monday, August 13, 2007, 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 Absent: Jim Hartwell Also Present: Joyce Shanahan, City Manager; Helen Spencer, City Clerk; Lisa Absher, Finance Director; and Department Directors. CALL TO ORDER/RECONVENE 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 Charlotte Dunworth, Budget/Grants Manager, gave a recap of the changes to the budget based on the decisions made by Council the past two meetings. Adjustments include a decrease in the General Fund ($ 97, 000); a decrease in the Law Enforcement Training Fund ($ 286. 00); no net change in the CRA Fund; a decrease in the Utilities Fund 45, 000); a decrease in the Sanitation Fund ($ 3, 000); and no net change in the Golf Fund. Mr. Minich questioned the increase of $ 9, 000 in the budget, stating it was his understanding the budget would be reduced with the elimination of the recycling program. The City Manager explained that the tipping fees for recycling tonnage had to be increased. The Finance Director further clarified that in future years there will be a savings by not having to use the recycling equipment. The City Manager wanted to ensure Council was made aware of this increase. Mr. Minich stated all that should have been factored in when it was discussed. PRESENTATION OF OUTSIDE AGENCY FUNDING REQUSTS EDC Larry Sassano, President ofthe Economic Development Council ( EDC), highlighted some of the activities that the EDC has been involved with that effect the City, including the Florida Defense Infrastructure Grant to continue the water reuse project; the Brownfield Initiative Grant, which could generate revenue to 12 acres in the CommercefTechnology Park; Affordable Workforce Housing; and the establishment of an Emerald Coast Technology Research Campus. 76 Special Council Meeting 8- 13- 07 EDC ( cont) Jim Breitenfeld of the EDC brought Council up to date on the defense support initiative; the status of the BRAAC issues, including the addition of the Joint Strike Fighter at Eglin later in the decade and the Army Seven Special Ops coming from Fort Bragg. Mr. Breitenfeld also mentioned the large dollar amount of military construction over a three to four year period. Mr. Sassano advised that the amount requested by the EDC is $ 22, 226. 00, which is the same amount they have requested the past five years. He explained the amount reflects the number of residents in the City, and it has not been increased or decreased. Mr. Minich mentioned the sprayfield issue and that any assistance Mr. Sassano could provide to the City in that regard would be greatly appreciated. Mr. Minich moved to approve the funding in the amount of $22, 226 for the EDC for FY 2007-2008. Mr. Reeves seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, and Minich in favor (Hartwell absent). CHAMBER OF COMMERCE Ted Corcoran, President of the Chamber of Commerce, discussed the services the Chamber provides for the promotion of the City, including relocation and visitor services that entail the printing and mailing of relocation guides and magazines; promoting the festivals in the Fort Walton Beach area; co- sponsoring with the City on the Fourth of July celebration; and additional ( non- tourism) advertising. Mr. Corcoran also advised a holiday event is being planned at the Landing at Christmas in conjunction with the downtown merchants, and that an International Festival is being planned for February of 2008, as well as working with the Musical Echoes event. He advised the goal for 2008 is to have one festival event per month for the citizens and businesses to participate in. Mr. Corcoran spoke about the networking of the downtown merchants and the creation of the Fort Walton Beach Historic Downtown Area, whose primary purpose is the promotion of downtown Fort Walton Beach. Mr.Corcoran requested $ 25, 000 for relocation and visitor services, to include postage and printing of materials; and $ 15, 000 for the continued promotion of historic downtown, for a total of $40, 000. He also requested in- kind services from the City' s Police, Fire and Public Works Divisions for the for the Musical Echoes, Billy Bowlegs, Musical Echoes, the Fourth of July, and Dog Daze festivals. The City Manager asked that Council consider the in- kind request as the Chamber is undertaking the Dog Daze and Musical Echoes events, which were previously handled by ii.; M) the defunct MainStreet organization. She explained that in the past, requests for in- kind services were made at the time of the event and that it will be easier to approve the services for each event at one time. The City Manager informed that in- kind services for any new events the Chamber has planned for 2008 will be requested separately. Special Council Meeting 8- 13- 07 77 CHAMBER OF COMMERCE ( cont) Council received clarification that the in- kind cost for police services represents the actual cost of the services, not just the over and above, and is included in the proposed budget for the Police Department. Council was informed that the $ 25, 000 will come from the General Fund, and the $ 15, 000 requested will come from the CRA fund, which is responsible for the Downtown Historic Merchant's Association. Dr. Pullen moved to approve $25, 000 to the Chamber of Commerce for relocation and visitor services, plus in- kind services for the 1) Musical Echoes, 2) Billy Bowlegs, 3) the Fourth of July, and 4) Dog Daze festivals. Mr. Garvie seconded motion. Mr. Minich amended the motion to include the $ 15, 000 for the activities for the Historic Downtown Fort Walton Beach Committee previously handled by MainStreet. Mr. Holmes seconded motion. Mr. Minich noted that the Chamber has taken over a dead and dying program, MainStreet, and made it a vital and active organization for the betterment of downtown Fort Walton Beach. The Mayor called for the vote on the amendment and it carried by a vote of 5 to 1 with Holmes, Miller, Reeves, Garvie, and Minich in favor and Pullen opposed Hartwell absent). The Mayor called for the vote on the motion, as amended, and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, and Minich in favor (Hartwell absent). MISCELLANEOUS FUNDS Council began review of the Miscellaneous Funds. DEBT SERVICE FUND The City Manager advised that when the City closes on the Fairgrounds property on August 30, a check will be received in the amount of $2 million for the property, and Staff plans to research the abilityto diffuse the bond issue for the property and pay it off early, and eliminate the debt from this fund. She advised if the check is not received on August 30 as planned, it will remain in the fund and it will be amended in January. Mr. Minich moved to approve the Debt Service Fund as presented. Dr. Pullen seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, and Minich in favor (Hartwell absent). CAPITAL PROJECTS FUND The City Manager explained the only project is the City Hall roof renovation and that funds are in this upcoming budget. She informed that toward the end of next year the project will be bid out, and providing a secondary appropriation is granted, the work will begin in FY 08 and 09 and be completed in 2009. Kabe Woods, 240 Brooks Street, received clarification on the definition of capital project in terms of spending level. 78 Special Council Meeting 8- 13- 07 CAPITAL FUNDS ( cont) Mr. Minich moved to approve the Capital Projects Fund as presented. Mr. Reeves seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, and Minich in favor (Hartwell absent). BEAL MEMORIAL CEMETERY FUND Tom Murray, Public Works Director, advised the plots are more than 50% used, and the rate at which grounds are being filled has not warranted proceeding with the further development of the grounds within the next few years. Mr. Garvie moved to approve the Beal Memorial Cemetery Fund as presented. Dr. Pullen seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, and Minich in favor (Hartwell absent). NON DEPARTMENTAL BUDGETS The City Manager discussed line items in this budget including final employee leave pay, unrecovered insurance claims, and contingencies. Discussion ensued regarding the reallocation authority of department directors and the City Manager, that the purpose of the contingency fund is for unexpected unbudgeted items, such as the repair of equipment, and that Council can increase the budget at any time during the year by a budget amendment. Mr. Miller stated his feeling that the contingency funds are not necessary since the department directors and City Manager, as well as Council, has reallocation authority in the event of any contingency that may arise. Mr. Miller moved to delete the $ 150, 000 contingency from the general fund. The Mayor requested that public input and further Council discussion be given before any motions are made regarding the non- departmental budgets. The City Manager clarified this is the only contingency fund in the general fund, although there are others contingency funds in some of the other budgets, which total approximately 350, 000 out of a $ 37 million budget, or less than 1 %. Kabe Woods, 240 Brooks Street, stated his feeling that contingency funds are not needed. Dean Covey, 270 Brooks Street, advised that contingency funds were used in 1993 to help the City out of a financial crunch, and the City is in a much better position now than in 1993. The CM advised that the contingency fund has been used a lot this past year, especially with the CST tax being so tight, and stated she is very particular in the use of contingency funds. 1i~-' The Finance Director discussed the benefits of having a contingency fund in order to allow the City Manager the opportunity to handle emergencies or unforeseen events. Mr. Minich moved to approve the Non- Department Fund as presented. Dr. Pullen seconded motion and it carried by a vote of 5 to 1 with Holmes, Reeves, Garvie, Pullen, and Minich in favor and Miller opposed ( Hartwell absent). Special Council Meeting 8-