Fort Walton Beach Council minutes — 10-22-07 special minutes — reading text

MINUTES OF THE SPECIAL COUNCIL MEETING 181 OF THE CITY OF FORT WALTON BEACH, FLORIDA OCTOBER 22, 2007 INTRODUCTION A special meeting of the City Council of Fort Walton Beach, Florida, was held on Wednesday, October 22, 2007 at 5: 30 p. m. in the Council Chambers at City Hall, with the following members present: Mayor Mike Anderson f Councilmen: Mike Holmes, Virgil Miller, Dennis Reeves, Bill Garvie, Dr. Wayne Pullen, and Mike Minich. I Absent: Jim Hartwell Also Present:Joyce Shanahan, City Manager; Lisa Absher, Finance Director; Helen Spencer, City Clerk; Toni Craig, City Attorney; Department Directors; and Media CALL TO ORDER The Mayor called the meeting to order and welcomed everyone. He requested anyone who wished to address Council to approach the podium after being recognized, and then state his or her name and address for the record. PLEDGE The Mayor led in the Pledge of Allegiance. STUDY OF ALTERNATIVE DELIVERY METHODOLOGIES FOR CITY SERVICES Consideration of accepting the recommendations of the Study of Alternative Delivery Methodologies for City Services and directing staff to develop an implementation plan. Dr. Donald Long of Management Advisory Group, Inc. will make a presentation. The Mayor suggested that Council listen to the presentation, ask clarification questions, then the audience will be able to ask clarification questions, and then it might be appropriate to allow staff 3-4 weeks to come back after their review of the study with recommendations, and then have a second meeting to make final recommendations on the study. The City Manager requested, after Council has heard the presentation, that Council direct staff to prepare their feedback on the report for Council to review at another meeting. Dr. David Long with Management Advisory Group gave a presentation of the study which covered the study goals, study approach and major recommendations. The study goals included critical analysis focused on organizational structure, services provided, staffing levels, consolidation potential, streamlining or eliminating functions, terminology usage, and major organizational policies and procedures. The study approach conducted top management and officials' meetings, confirmed/ clarified scope of work, department head discussions, conducted middle management meetings, assessed current services and resources, evaluated current structure and staffing, reviewed for consolidation, streamlining, eliminating, assessed major practices and policies, and checked against best practices. He went over the critical f"'" questions asked during the study, went over the major recommendations contained in the report, then I offered to answer questions. Dr. Pullen asked about recommendation # 3 to create an Administrative Services Department composed of HR, Information Technology, Purchasing, and Public Information. The City Manager recalled it was an idea that was presented to Council around two years ago as part of the budget proposal. Mr. Garvie referenced recommendation # 62 to continue to provide water, wastewater and stormwater services through the Utility Department and its personnel, and noted staff was requested to provide a more thorough evaluation of the issue. He expressed his preference to wait on that issue until the information is received so Council can make a more logical evaluation of whether to continue or to go in with the County. 182 Special Council 10-22- 07 STUDY cont. Mr. Miller added he had questions but will wait for staff to provide their feedback to Council. The Mayor opened the floor for public input. Lorraine Gelpi- Adkins, 115 Lorraine Court, Mary Esther, spoke about the benefits of the Senior Center and mentioned 18 signatures were collected from one program today to show they do participate. Joan Heavey, 322 Echo Circle, Fort Walton Beach, mentioned non- residents may be able to encourage their Council or County Commission to contribute to the Senior Center, and commented there would be more members if there was more publicity the center was available. Mr. Garvie wished to know if the programs were offered at the other recreation facilities if it would be Ii. sufficient for the senior. Mrs. Gelpi- Adkins responded that those facilities do not have the accommodations for senior activities. The Mayor suggested that any suggestions on the senior center be emailed to staff for evaluation. As no one else wished to speak, the public input was closed. The City Manager suggested Council direct staff to come back with input from the various departments and schedule another meeting on November 26th. She said a report will be provided to Council on November 19th for a special meeting on November 26th. Mr. Minich moved to direct staff to take the study, combine it with staff recommendations and have a report to Council on November 19th for a Special Council meeting on November 26th at 5:30 p. m. Mr. Reeves seconded motion. Mr. Miller requested an objective evaluation by each Department Director and an independent evaluation from the City Manager rather than just consolidated input. He encouraged the public to provide input. Mr. Garvie questioned whether Council will vote on it as a whole or on each issue. The City Manager mentioned some of the recommendations have already been implemented with the budget. She suggested Council look at it collectively department by department, which is how staff will review the recommendations to bring forward. She also would not recommend any specific action on recommendation # 62 because they are still studying the issue of a consolidated effort between the City and the County on wastewater. The Mayor called for the vote on the motion and it carried unanimously with Holmes. Miller. Reeves. Garvie. Pullen, and Minich in favor (Hartwell absent). ADJOURNMENT The meeting adjourned at 6: 15 p. m. ED~~,~ r; fl... g A7I6T: /.' ~ CI CLERK VL. ddm