Fort Walton Beach Council minutes — 08-19-08 special minutes - budget — reading text

Council chooses the board representatives and they should be allowed the freedom to consider and make recommendations, and that sometimes a Council member' s presence at a Board meeting can ~ cause a " chilling" effect among the Board members. Dr. Pullen noted that when he was first elected to Council, he attended many of the Board meetings and was ofte!n thanked by the members for coming and showing an interest. The City Manager advised that it was Staff' s understanding from the Strategic Planning Session that Council wanted to have periodic reports from the boards and committees and that is why the issue was revisited, and that Council will be receiving the Strategic Planning document in September.  233 Special Council 8- 19- 08 DeveloDment Services ( cont) Further discussion was held regarding whether salaries of individuals who are no longer department directors due to the reorganization should be reduced. The City Manager explained that this budget year no one is getting a salary increase except for the COLA, and in the case the individual will continue to have the same responsibilities and number of persons under her than she previously had. The City Manager continued that when an individual leaves, the position will be classified as management and at that time salaries will be changed. The Mayor asked for public input. There was none. Buildina and Zonina Building and Zoning reviews all development plans and new business licenses for compliance with the Land Development Code and City ordinances, as well as issuing building permits, collecting fees, and inspections. Goals include the expedient processing of building permit applications while maintaining code compliance; maintaining the Development Review Committee to improve service to the private sector; and creating informational pamphlets to increase the public' s knowledge of current processes and requirements. Discussion was held regarding the downward trend in permits issued in FY 07/ 08, and the trend upward beginning with FY 07/ 08. Malcolm Foley, Planning Manager, explained that after the hurricanes in 2005 there was a large amount of single family redevelopment getting roofs repaired; the trend now is toward commercial development with lower interest rates. The Mayor asked for public input. There was none. Fleet Maintenance Services Fleet Maintenance Services is responsible for providing safe, reliable, economical and environmentally friendly transportation. The main goal is to reduce repair costs while maintaining safe working order of all vehicles and equipment in City fleet. Mr. Murray noted the creativeness of the Fleet Maintenance staff in trying to get as much out of each piece of equipment or vehicle as possible to keep it in service. The Mayor asked for public input. There was none. Facilities Maintenance Services Facilities Maintenance Services crews are responsible for electrical, heating and air conditioning, and plumbing and maintenance repair, as well as installation and maintenance of traffic control devices, signals, signs, and roadway markings. Goals include providing efficient service to all internal departments and special events by completing work orders in a timely manner. Capital improvement projects include renovations to the City Hall Annex roof. Council questioned the fluctuation in hours to support special events from year to year. Allen Lassiter, Service Operations Manager, advised that more support has been given the past years such as the tree lighting ceremony and Bowlegs. The City Manager stated that a lot of the support for events was not budgeted for, and a lot of the support has been withdrawn to balance the budget. Mr. Minich suggested that if an organization requires more support than budgeted for, then have the organization pay for it. The City Manager stated the organizations will be notified of what has been budgeted. The Mayor asked for public input. There was none. 234 8- 19- 08 Special Council REPLACEMENT OF TRUCK Mr. Murray advised an adjustment for the Facilities Division is $ 12, 000 for a truck to replace a 1982 Chevy Blazer, which was borrowed from the Police Department when a 1988 truck ceased to work. Community DeveloDmE~nt Block Grant (CDSG) The Community Development Block Grant program provides Federal funds for rehabilitation of homes of low and moderate income residents as well as for a summer day camp. This is not a separate division and there are no personnel associated with it. Mr. Murray explained administration of the program is outsourced to OCDC, and City Staff continues with the World Changers and summer youth enrichment programs. The Mayor asked for public input. There was none. Community Redevelopment Aaency ( CRA) The Community velopment Agency ( CRA) redevelops and rejuvenates existing Redf:! infrastructure in the CHA area. Mr. Murray stated the goals to implement the CRA Plan, develop attainable housing bonus points for the CRA area, and begin implementation of the CRA Urban Framework Plan are tied together and is an important initiative for the CRA. Other goals include adopting an Illustrated Architectural and Design regulations; expanding the presence of Community Policing in the CRA area; and providing construction drawings for streetscape improvements on Chestnut Avenue. Dr. Pullen mentioned the stormwater problem in the CRA area and to restore the infrastructure in the CRA is important, but he did not see that in the budget. The City Manager explained the CRA prioritized projects. and what is in the budget is what they brought forward, and the majority of funding for the next five years will go to the parking garage that was previously reviewed and voted on. The Mayor asked for public input. There was none. Sanitation Fund The Sanitation Fund encompasses 10.4% of the City' s activities and services and accounts for solid waste operations that are financed and operated in a manner similar to a private business. The City Manager explained that a fee increase for sanitation is not being proposed; however, a fuel adjustment is being proposed of about 54 cents per residential customer per month, as a result in the rise in diesel costs. The Mayor questioned! recycling sales. Allen Lassiter, Service Operations Manager, advised scrap metal is picked up from the side of the road and sold as a way for the City to receive revenue. The Mayor asked for public input. There was none. Mr. Minich moved tC) approve the Public Services budget as presented. Mr. Reeves seconded motion and it carried by a vote of 5 to 1 with Holmes, Reeves, Garvie, Hartwell, ~ and Minich in favor and Pullen opposed ( Miller absent). RECESS The meeting recessed at 7: 30 p. m. RECONVENE The meeting reconvened at 7: 45 p. m.  235 Special Council 8- 19- 08 UTILITY SERVICES John Hofstad, Utilities Director, discussed the revenue picture and advised that a 3% rate increase is being anticipated for water and sewer rates, but noted a decrease in revenue collection due to vacant homes that have not sold, as well as conservation due to economic conditions. Mr. Hofstad also noted that revenue exceed expenditures due to policies and reorganization due to attrition. Water ODerations Water Operations maintains the City' s nine potable water wells, five elevated water storage tanks, and four ground water storage tanks. Mr. Hofstad advised there are no changes planned for this division, and that the budget is up 2. 3% due to expenses for fuel, an increase in maintenance contracts, and an increase in operating supplies. Mr. Hofstad discussed the Hurlburt re- use project, advising that every grant avenue has been explored and that the cost of completing the line is slightly over a million dollars. The Florida Defense Infrastructure Grant has become increasingly competitive through the years, and the City is also talking with the Water Management District and there could be some funding through that. Mr. Hofstad continued that Hurlburt is trying to program some funding on their end to complete some improvements at the plant, but to get the line to where it is needed and to get it running will take work on both ends. Mr. Hofstad advised that if funding through a grant is unsuccessful, he will have to program dollars in the budget, which has money available in the budget to perform a reclaim water master plan. The Mayor asked for public input. There was none. Sewer ODerations Sewer Operations maintains the sewer plant to treat wastewater. Wastewater is treated to a standard that allows for irrigation to the golf course or release to the sprayfield. Mr. Hofstad advised that the City is continuing to work with the County to work out arrangements for wastewater treatment. Discussion ensued regarding accommodating current employees in the division when and if the City joins with the County on wastewater treatment. The Mayor asked for public input. There was none. Water Distribution Water Distribution is responsible for maintaining 119 miles of water mains; 10, 400 service lines, valves, water meters, and extends water mains as needed. Mr. Hofstad advised one of the service workers is being eliminated, and they have the resources to move other divisions around if needed. Overall, this budget is down, increases are due to cost of utilities, fuel, oil, etc. Discussion ensued regarding the meter replacement with the touch- read system which can be converted to radio- read in the future. The Mayor asked for public input. There was none. Sewer Collection Sewer Collection maintains the lift station, pump station, and one hundred miles of gravity sewer lines, as well as responding to customer complaints, inspecting sewer mains and laterals with closed circuit television equipment, and repairing or replacing sewer mains as needed. Mr. Hofstad explained this budget is down due to scaling back the CIP schedule and capital outlay schedule. 236 Special Council 8- 19- 08 Sewer Collection (cont} The Mayor asked for public input. There was none. Non- DeDartmental Discussion ensued regc! rding the use of contingencies for unforeseen emergencies such as a break in lines, and that so much of the work is done underground and not visible to the citizens. It was also explained that any funds not used goes back to the utilities fund at the end of the fiscal year. The Mayor asked for public input. There was none. Enaineerina and SUrv4~ Engineering reviews all site plans, subdivision plans and as- built drawings for compliance with City codes and outside agency requirements. Michael Beedie, Utilities Operations Manager, advised the number of employees will be reduced from four to three with the combining of the City Engineer position, which is vacant, with that of Mr. Beedie' s position. Goals for Engineering include the implementation of the GIS strategic plan, to begin field datc' collection of water, sewer and stormwater feature location; and training for Staff. The Mayor asked for public input. There was none. Streets Streets maintains a transportation of 97 miles of paved streets, 1 mile of unpaved streets,