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

13- 07 79 RECESS The meeting recessed at 7: 10 p. m. RECONVENE The meeting reconvened at 7: 20 p. m. GOLF FUND Jim Frazier, Golf Club Administrator, discussed the challenges that the City' s golf club/ golf course has. Mr. Frazier explained that other golfing facilities encompass a retail outlet, restaurant, and cashier' s area for taking in green fees, but that the City' s course just has the cashier' s area, the Edwin Watts Pro Shoppe and Two Trees Restaurant are as contracted out. Mr. Frazier cited that any work order that must be done, even those for the pro shop or the restaurant, and other expenses are charged to that of the golf course, thus reducing the revenue at the golf course. In order to increase play at the golf club, Mr. Frazier discussed recommendations he has provided to Council, and asked them to be considered. The recommendations include: 1) Add 6 months Membership Rate of $200. 00 for the six months, add a play card of 30 days for $ 300. 00. 2) play card of $ 2, 220. 00 for individuals to walk anytime Add 12- month except on Saturday, Sunday and holiday mornings. This will also replace the $ 350. 00 membership fees and the $ 15. 00 trail fee. 3) Add a condo rate of $30. 00 for Summer Twilight Time. Charge $ 37. 00 for winter rates instead of $40. 00. Sell these in bulk rates of 100 each. Add a 9- hole rate for afternoon play in addition to Twilight--$ 10. 00 per 4) member and $ 15. 00 per non- member. Cashier' s hours will extend until 6: 00 p. m. 5) All memberships to be $ 350. 00 for all yearly memberships and opened to any City or surrounding county resident ( permanent residents only). Mr. Frazier also mentioned a recommendation whereby family members may play two times per year for $15. 00 plus cart, but must playas a family. Mr. Minich moved to suspend Roberts Rules of Order to discuss the Golf Club. Dr. Pullen seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, and Minich in favor (Hartwell absent). Council discussion ensued regarding such topics as the golf club should pay only for things related to golf; that all other City park and recreation activities are paid for by the City, but the golf course pays for itself; the issue of whether city and county residents should pay the same for membership, and that membership has gone down the past two years; and that marketing the golf club/ course could be an option. The City Manager commented that she has had several conversations with Mr. Frazier regarding his recommendations, and wanted to provide her feedback. 1) The City Manager stated she agreed with the recommendation of a 6- month play membership. 2) She stated there is a very limited number of people who would have unlimited play for $2, 200. 00, and as she feels it would not adversely impact revenues; therefore, she does support this recommendation. 3) The City Manager feels that adding a condo rate is a good way to attract summer visitors and she support this recommendation, although it would need to be monitored closely. 4) The City Manager stated her concern for adding a 9- hole rate for afternoon playas it would entail personnel and the extension of personnel hours, and is not sure that is a wise decision.  8- 13- 07 80 Special Council Meeting 5) The City Manager does not concur with memberships being the same for city and She noted county residents, she believes there should be a premium for City residents. that the county rate has dropped since last year, but play has not increased. The City Manager also expressed her concern about discounting the rate for play cards and the recommendation that family members can play two times a year for $ 15. 00. The City Manager stated that it costs to play golf and to produce a round of golf, and every time something is discounted, the funds have to be made up somewhere. She expressed her desire that the fee schedule include some flexibility for the Golf Club Administrator, with the concurrence of the Manager, to adjust rates as things occur during the year. City Mr. Frazier stated his feeling that four years ago the Council entrusted him to get the golf course in shape, and he believes he did that, and he feels he can get the numbers up and feels his recommendations are a way to do that. The City Manager requested that the recommendations be addressed as part of the new fee schedule, and that approval be given prior to the fee discussion. She informed the fee schedule will come back to Council in September and rates will be incorporated at that time. She also stated a comprehensive workshop on the golf club issue can be held but it would take at 30- 60 days to prepare for it. Mr. Frazier advised he had nothing further to present. The Mayor asked for public input on the proposed fees and charges. There were none. Mr. Garvie moved the proposed fee and charges made by Golf Club Administrator Jim Frazier as follows: 1) Add 6 months Membership Rate of $200. 00 for the six months, add a play card of 30 days for $ 300. 00. 2) Add 12- month play card of 2, 220. 00 for individuals to walk anytime except on Saturday, Sunday and holiday 15. 00 trail mornings. This will also replace the $ 350. 00 membership fees and the $ fee. 3) Add a condo rate of $30. 00 for Summer Twilight Time. Charge $ 37. 00 for winter rates instead of $40. 00. Sell these in bulk rates of 100 each. 4) Add a 9- hole rate for afternoon play in addition to Twilight--$10. 00 per member and $ 15.00 per non- member. Cashier' s hours will extend until 6: 00 p. m. 5) All memberships to be 350. 00 for all yearly memberships and opened to any City or surrounding county resident ( permanent residents only). Mr. Miller seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, and Minich in favor Hartwell absent). Mr. Miller requested Council be provided a quarterly review of the golf course operations after the budget year begins. The City Manager advised one would be provided. The Mayor asked for public input on the golf club budget. There were none. Mr. Minich moved to approve the Golf Fund as presented. Mr. Miller seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, and Minich in favor (Hartwell absent).  8- 13- 07 81 Special Council Meeting COMPREHENSIVE FEE SCHEDULE The City Manager advised Council will be provided with a detailed staff report on the changes in the fee schedule in time for the second budget meeting in September. The Budget/Grants Manager, reviewed the changes in fees to various City services, including the addition of FWBTV, an increase in fees at the Tennis Center, an increase in of cemetery costs, the elimination of recycling rates and an increase in the remainder sanitation rates, and an adjustment in inspection fees to provide these services. She advised the golf fees will reflect the changes made by Mr. Frazier and will be adjusted in future years as well. Dr. Pullen commented that there should be some type of fees for the initial plans when a major development is in the planning process. The Finance Director advised there is a new proposed fee, the CRA Site Plan Review Fee. Council made no changes to the proposed budget. CAPITAL IMPROVEMENT PROGRAM Discussion included the improvements for Butler Drive and Howell Drive which will be funded by special assessments. Mr. Minich moved to approve the Capital Improvement Program as presented. Mr. Reeves seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, and Minich in favor (Hartwell absent). COMPUTER PURCHASING POLICY WAIVER Dave Jenzen, IT Director, requested the continuation to waive the bid process for FY 2007- 08 for computer related purchases as has been done by Council since FY 1998- 99. Dr. Pullen moved to waive the bid process for computer related items when the collective value of multiple items is greater than $ 20, 000 and that the City Manager be authorized to approve those procurements; and to replace the bid process for computer related items with a written request for quote to be sent to a minimum of five vendors. Mr. Minich seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, and Minich in favor (Hartwell absent). CHARTER OFFICER COMPENSATION The City Manager explained the proposed budget for compensation of the City Clerk includes a cost of living increase of 1.4% for an increase of $940. 00; a 3. 0% performance based of $ 1 , 992; for a total salary for FY 2007- 08 of $ 68,459. The City Clerk adjustment also receives an annual auto allowance of $ 1 , 200 and $ 3,423 ( based upon 5% of salary) allowance toward a 457K plan. The City Manager further advised the Human resources as the Florida Department conducted a salary survey for local city clerk positions as well League of Cities, and the salary is in the range of the City Clerk' s proposed salary. Mr. Minich moved to approve the Charter Officer Compensation for the City Clerk as with Holmes, presented. Mr. Holmes seconded motion and it carried unanimously Miller, Reeves, Garvie, Pullen, and Minich in favor (Hartwell absent).  8- 13- 07 82 Special Council Meeting RECAP The City Manager reported a lighting strike occurred at the Police Station on Thursday evening, August 9, with repairs estimated at $25, 000, and she has authorized emergency repairs. She informed if funds are not available a budget amendment will be necessary. The City Manager advised there has been a lot of budget transfers this year in the areas of .-. fuel/ oil utility, and communications expenses due to the tight budget. Staffwill be taking a look at these expenses between now and September and if utilities in the various departments exceeding are that, the budget may change slightly to accurately affect what to pay next year. The last item to discuss is the issue of vacation and sick leave accruals and maximums, and the Human Resources Director was asked to review these issues. Mark Wiltsie, Human Resource Director, advised that at the budget policy workshop, the following recommendations were discussed, and that Staff is seeking Council' s clarification as to whether to with the changes. It was recommended the elimination of proceed conversion of excess sick leave to vacation leave; an increase in the number of months from 6 to 12 before an employee is eligible for vacation leave payout if they terminate; the forfeiture of any vacation hours up to two weeks if an employee does not provide a two- week