Fort Walton Beach Council agenda — 09-12-2006 ‎(regular)‎ — reading text

consensus of Council. PROPOSED FY 06/ 07 BUDGET OVERVIEW Consideration of the City Manager's proposed FY 2006/ 07 budget.  8- 14- 06 294 Special Council Meeting BUDGET OVERVIEW cont. The City Manager advised it is her intention to receive a consensus from Council to move forward on these items for consideration at the first budget hearing on September 6. She reminded Council that the budget can be amended at anytime during the year should the need arise. The City Manager gave a Power Point presentation of the proposed budget and explained the budget development process. Topics discussed included revenue assumptions, ad valorem funding and the sales tax referendum, key achievements for FY 2005- 06, and the major objectives for FY 2006-07. BUDGET REVIEW Council began review of the Fund/ Department/Division proposed budgets. CITY COUNCil The City Manager advised the major changes for the City Council' s budget include election increase expenses, an expense allowance increase for Mayor and Council, and a potential in the dental/ health/ and life insurance for newly elected officials if they choose to receive the benefits. Council made no changes to the proposed budget. CITY MANAGER The City Manager advised the major change in the budget for the City Manager is the reallocation of the position of Financial Analyst from the Finance Division to the City Manager' s Division, and the title change to Budget and Grants Manager. Council made no changes to the proposed budget. ADMINISTRATIVE SERVICES The City Manager explained the change in this Department includes realigning the Human Resources Director as an Administrative Services Director and adding a position for a Human Resources Manager. She explained the change would require an ordinance amendment to be considered by Council, and she is proposing to bring a proposed ordinance before Council at the first meeting in September and, if approved, the second 07 reading at the second meeting in September to ensure it is adopted in time for the 2006/ budget. Mark Wiltsie, Human Resources Director, discussed the proposed increases in the operating expenditures including contractual services, recruitment expenses, operating supplies, and an increase in capital outlay. Discussion included the reasoning of having an Administrative Services Director as opposed to a Deputy City Manager. The City Manager explained that having an Administrative Services Director is less costly than a Deputy City Manager, and that the and existing Human Resources Director position would be reclassified at a lesser position not be considered a department director. Special Council Meeting 8- 14- 06 295 ADMINISTRATIVE SERVICES ( CONT) The City Manager further explained the Administrative Services Director would provide additional oversight for the IT, Purchasing, and Parks and Recreation Departments, and the Golf Club, that she does not have the time to dedicate. She emphasized that the hiring and firing would still be her responsibility, and that the Administrative Services Director would ultimately report to her. Council questioned whether adding an additiqnal layer of management under the City Manager would constitute a change in the charter. The City Attorney advised it would not; however, a definite decision needs to be made by Council for the ordinance because it is Council' s duty to assign, prescribe, or consolidate the function of the departments. The City Manager explained that a Deputy City Manager has the authority to hire/fire individuals, and would be appointed by Council. If an Administrative Service Director is hired, the City Managerwould have the hiring/ firing authority, and she stressed that is what must be set out in the ordinance. Council was further advised that if the Administrative Services Director is hired, two ordinances would have to be adopted: one to establish the position and set out the duties and responsibilities and stating that the City Manager would have the hiring and firing authority; and the second would abolish the positions of department directors for the IT, Purchasing, and Parks and Recreation Departments, and the Golf Club Administrator, and state whether they would become assistant department directors or managers. The City Manager emphasized she has no intention of reducing the salaries or declassifying the department dir@ctors affected by the reorganization. Further discussion ensued regarding the role of the Finance Director in the City' s organization; the " flatness" of the City' s organizational chart; that the Administrative Services Director will help oversee the everyday operations so the City Manager has the time to handle any unusual or difficult situations that may arise; and the need for organizational efficiency to keep the City moving forward. The City Attorney commented that the ordinances eventually adopted by Council regarding the reclassification would have to be outlined and well defined for future Councils, or in the event of a change in the City Manager. The City Manager requested concurrence from Council on the creation of the Administrative Services Department as presented in the proposed budget. She stated the budget cannot be formally adopted until September, and this is the time for Council to make any changes they see fit. Mr. Minich moved Council' s concurrence to move forward with the Administrative Services department as presented in the proposed budget. Mr. Tucker seconded motion and it carried by a vote of 4 to 2 with Holmes, Patterson, Tucker, and Minich in favor and Pullen and Hartwell opposed. 296 Special Council Meeting 8- 14- 06 CITY CLERK The City Clerk questioned the organizational chart that shows the City Manager under the direction of the City Council and the City Clerk under the direction of the City Manager. It was commented the line between the City Manager and the City Clerk is to show coordination between the two, and does not indicate the City Manager is above the City Clerk. It was noted the organizational chart for the Finance Director is done the same way. The City Attorney suggested the organizatjo~al chart be changed so that the City Manager, the City Clerk, and the Finance Director are on the same line of subordination. The City Attorney advised that each of the charter officers have their own authority and specific duties and responsibilities. Consensus of Council was to make the recommended changes to the Organizational Chart for the City Clerk and Finance Director. Council made no changes to the proposed budget. FINANCE DEPARTMENT The City Manager advised changes include moving the Financial Analyst position out of Finance Administration; the hiring of a permanent accountant from a part-time position in the Accounting Division; and converting to statement billing in the Customer Service Division. Council made no changes to the proposed budget. PURCHASING DEPARTMENT Mike Tatum, Purchasing Director, was available to answer any questions Council might have. Council made no changes to the proposed budget. POLICE DEPARTMENT Police Chief Ted Litschauer discussed a critical need in the recruitment of police officers, including competitive salaries; a reduction in specialized equipment; ammunition; and the need for repairs to window leaks in the Public Safety complex caused during the past two hurricanes; and the operation of the Meth lab Clean- up Team in the spring of this year. Council made no changes to the proposed budget. I\ LAW ENFORCEMENT TRUST FUND Council made no changes to the proposed budget. I I J CHAMBER OF COMMERCE The Mayor Pro Tem announced that Ted Corcoran of the Chamber of Commerce was present and would like to make his presentation at this time. Ted Corcoran, President/CEO of the Greater Fort Walton Beach Chamber of Commerce, discussed the Chambers request for funding in the amount of $25, 000 for relocation and visitors services, including 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.  Special Council Meeting 8- 14- 06 297 CHAMBER OF COMMERCE ( CO NT} ill"'" Discussion included that a little over $4, 000 for in- kind services for police, fire, service maintenance and garbage pickup is provided to the Chamber by the City for the various festivals. Consensus of Council was to provide the Chamber with $25,000 for relocation/visitor services. Mr. Corcoran also requested an additional $ 15, 000 to cover expenses associated with the Downtown Business Promotional Plan, which is a collaboration between the Chamber and business owners downtown to achieve the promotion and revitalization of the downtown business community. Mr. Corcoran advised ha Y.Jould provide quarterly updates to Council via a Chamber representative on the status of downtown activities. Council expressed concern that businesses in other parts of the City would be ignored. Mr. Corcoran stressed that the job of the Chamber is to promote every business in Fort Walton Beach, and they would provide this same type of assistance for busiAesses in other areas of the City if a request arises. It was noted that the funding for this board would come from the CRA fund. Consensus of Council was to provide the Chamber with $15, 000 to cover expenses associated with the Downtown Business Promotional Plan. The Mayor Pro Tern announced the consensus of Council to provide the Chamber with a total of $ 40, 000; $ 25,000 for relocation and visitors services, and $ 15, 000 for the Downtown Business Promotional Plan. RECESS The meeting recessed at 7: 30 p. m. RECONVENE The meeting reconvened at 7:40 p. m. MUSICAL ECHOES The Mayor Pro Tern advised Doug Reed was present this evening and, if there were no objections, would like to give his presentation on Musical Echoes. The City Manager