Fort Walton Beach Council minutes — 08-14-06 special minutes — reading text

293 MINUTES OF THE SPECIAL COUNCIL MEETING OF THE CITY OF FORT WALTON BEACH, FLORIDA AUGUST 14, 2006 INTRODUCTION A Special Council Meeting of the City Council of Fort Walton Beach, Florida, was held on Monday, August 14, 2006, at 5: 30 p. m. in the Council Chambers at City Hall, with the following members present: Mayor Pro Tern Bob Campbell Councilmen: Mike Holmes, Bill Patterson, Jim Tucker, Wayne Pullen, Jim Hartwell, and Mike Minich Absent: Mayor Mike Anderson Also Present: Joyce Shanahan, City Manager; Helen Spencer, City Clerk; Finance Director Position vacant); Toni Craig, City Attorney; and Department Directors. CALL TO ORDER The Mayor Pro T em called the meeting to order for the purpose of reviewing and discussing the proposed 2006/ 07 budget. He also announced that Mayor Anderson was in the hospital. PLEDGE OF ALLEGIANCE The Mayor Pro T em led in the Pledge of Allegiance. CONSOLIDATION OF SERVICES Mr. Tucker requested a consensus of Council whether there was an interest to place in the budget funding for a study to determine the advantages and disadvantages of consolidating and/ or combining city services in police, fire, sanitation, garbage, and recreation. Mr. Tucker advised those five areas represent 600/ of the 0 City' s budget, and consolidating/ combining would save taxpayers money. Discussion included the fact that 10 of 19 counties in Florida that consolidated did not save any funding and that services were reduced; and concern was raised that the one- on- one relationship the citizens have with the police and fire personnel could be lost. There was not a consensus among Council to consider Mr. Tucker' s request to place funding in the budget for a study on consolidation and/ or services. combining city I""'" METHODOLOGY The Mayor Pro Tem advised that generally Council reviews the proposed budget of the individual departments and unless there is a motion to make specific changes, it is considered to be an approved consensus of Council. PROPOSED FY 06/ 07 BUDGET OVERVIEW Consideration of the City Manager' s proposed FY 2006/ 07 budget.  294 Special Council Meeting 8- 14- 06 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 valorem funding and the sales tax referendum, assumptions, ad I. . '. . . . . .'. ;. key achievements for FY 2005- 06, and the major objectives for FY 2006- 07. BUDGET REVIEW Council began review of the Fund/ DepartmenUDivision proposed budgets. CITY COUNCIL The City Manager advised the major changes for the City Council' s budget include election expenses, an expense allowance increase for Mayor and Council, and a potential increase 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 reading at the second meeting in September to ensure it is adopted in time for the 2006/ 07 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 existing Human Resources Director position would be reclassified at a not be considered a lesser position and department director. 1  8- 14- 06 295 Special Council Meeting ADMINISTRATIVE SERVICES ( CONT) The City Manager further explained the Administrative Services Director would provide additional for the IT, Purchasing, and Parks and Recreation Departments, and the oversight 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 additional 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 Manager would 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 and the second would abolish the positions of department directors for the IT, authority; Purchasing, and Parks and Recreation Departments, and the Golf Club Administrator, and state whether they would become assistant department directors or managers. the salaries The City Manager emphasized she has no intention of reducing or declassifying the department directors 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. of the The City Manager requested concurrence from Council on the creation Administrative Services Department as presented in the proposed budget. She stated the r Council to make I budget cannot be formally adopted until September, and this is the time for 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