Fort Walton Beach Council agenda — 09-09-08 regular agenda — reading text

multiple items is greater than $ 20,000 and authorize the City Manager to approve those procurements; and replace the bid process for computer related items with a written request for quote to be sent to a minimum of five vendors. Mr. Holmes seconded motion and it carried unanimously with Holmes, Reeves, Garvie, Pullen, Hartwell, and Minich in favor (Miller absent). Mr. Wiltsie gave an update on two major benefits provided employees. He mentioned the medical insurance program through Blue Cross/ Blue Shield that is due to be renewed in February will have an increase of approximately 20 -25% due to a loss ratio of about 105 %. He said they are looking at alternatives on prescriptions and clinics to educate employees on managing illnesses. He mentioned they are currently receiving estimates from the Plan Actuary and the Pension Attorney to study the transition from the Defined Benefit Plan to a Defined Contribution Plan. He said they will come to Council in September with a request to further study it and whether or not it would be a good transition for the City. 222- 8 -18 -08 Special Council CITY CLERK The City Clerk pointed out an addition to the budget includes the expenses for postage and the copier at City Hall, and explained the $ 11, 000 budgeted for special events includes $ 10, 000 for fireworks and $ 1, 000 for the other events attended by Council. The Mayor opened the floor for public input. As no one wished to speak public input was closed. _ Mr. Hartwell moved to add $ 10,000 for fireworks. Mr. Garvie seconded motion and it carried by a vote of 5 to 1 with Holmes, Garvie, Pullen, Hartwell, and Minich in favor and Reeves opposed ( Miller absent). Mr. Minich moved to approve the City Clerk' s budget as amended. Mr. Hartwell seconded motion and it carried by a vote of 5 to 1 with Holmes, Garvie, Pullen, Hartwell, and Minich in favor and Reeves opposed (Miller absent). Res. 08 -28: City Clerk Salary The City Manager explained this resolution provides for the City Clerk to receive a cost of living increase at the same time and same rate as the other employees. She said for the City Manager the cost of living is already built into her contract that she receives the same as the general employees, and likewise for the Finance Director. The resolution was read by title. A RESOLUTION OF THE CITY OF FORT WALTON BEACH, FLORIDA; PROVIDING FOR AUTHORITY; FORMALIZING SALARY, BENEFITS, AND COMPENSATION FOR THE CITY CLERK; AND PROVIDING FOR AN EFFECTIVE DATE. The Mayor opened the floor for public input. As there was none public input was closed. Mr. Garvie moved to approve Res. 08 -28. Mr. Minich seconded motion and it carried unanimously with Holmes, Reeves, Garvie, Pullen, Hartwell, and Minich in favor (Miller absent). FINANCIAL SERVICES The Finance Director reviewed the budget that includes realigning the Purchasing Department under the Financial Services Department, the elimination of a staff accountant position, and the funded but unfilled comptroller position. The impact to the line of authority was questioned if a resolution is put forward to remove the position of the. Finance Director from the Charter as an appointed officer. The City Manager replied from an organizational perspective there would be a direct relationship only to the City Manager. An explanation was requested on the goal to update the cost allocation study. The City Manager explained _ that is the money transferred between the General Fund and Utilities Fund for services provided to the General Fund and a basis is needed by which to charge the Funds to reimburse the General Fund. It was questioned whether the organizational chart agreed with the Charter. The City Manager stated the Charter says the direct reporting relationship is with the City Manager and that is what the organizational chart shows. The City Attorney said considering other decisions Council made to clarify the Charter that it did.  223 Special Council 8 -18 -08 FINANCIAL SERVICES cont. The question was asked on the timeframe for review of the Charter and possible referendum. The City Manager replied the plan is to continue with the review at the workshop on the third Tuesday in September. She will summarize all the issues Council has talked about and provide a staff report for Council to decide how to proceed. The Mayor opened the floor for public input. As no one wished to speak public input was closed. Purchasing The Finance Director mentioned the Purchasing Department has been incorporated into the Financial Services Department and three of the five positions will not be replaced. She said the warehouse function will be moved to the Utilities Department as the majority of the items are utilities related, and they are looking at transitioning to a stockless office supply system and use a just -in -time inventory system. The Mayor opened the floor for public input. As no one wished to speak public input was closed. Mr. Minich moved to approve the Financial Services and Purchasing budgets as presented. Mr. Garvie seconded motion and it carried unanimously with Holmes, Reeves, Garvie, Pullen, Hartwell, and Minich in favor (Miller absent). Customer Service The Finance Director mentioned in the current fiscal year they made the switch from postcard utility bills to statement billing, the transition was made partway through fiscal year 2008 and the full contract price is budgeted in the fiscal year 2009 budget, and included in the budget is the mid -year elimination in FY 2008 of an account tech position and reclassification of one full -time account technician H to a part-time account technician I. It was questioned whether it would reduce the workload if the percentage of accounts utilizing direct payment were increased. The City Manager commented it is offered on the bills, but it still has to be posted to the account. The Mayor opened the floor for public input. As no one wished to speak public input was closed. Mr. Garvie moved to approve the Customer Service budget as presented. Mr. Holmes seconded motion and it carried unanimously with Holmes, Reeves, Garvie, Pullen, Hartwell, and Minich in favor (Miller absent). Non -Departmental The Finance Director noted there is not much left because they have tried to move line items out to the respective Departments, but it does include the $ 178, 000 transfer to the Golf Fund as was approved at the June 17, 2008 Council meeting. The City Manager noted they expect to reduce contingencies by $ 50, 000 to be $ 100, 000 because of the adjustment needed for fire wages. She mentioned the other $ 25, 000 for workers compensation will be spread out throughout the general fund budget. Mr. Minich moved the change contingencies in the General Fund — Non -Departmental budget from 150, 000 to $ 100,000. Mr. Hartwell seconded motion and it carried unanimously with Holmes, Reeves, Garvie, Pullen, Hartwell, and Minich in favor (Miller absent). Mr. Hartwell moved to approve the Non -Departmental budget as amended. Mr. Minich seconded motion and it carried unanimously with Holmes, Reeves, Garvie, Pullen, Hartwell, and Minich in favor (Miller absent). 224 Special Council 8 -18 -08 FINANCIAL SERVICES coat. Debt Service Fund The Finance Director mentioned the street sweeper was moved from the Debt Service Fund to the Stormwater Fund. The move of an employee to a fund that does not currently exist was questioned. The City Manager explained staff predicated the budget based on creating a stormwater utility and Council will consider the ordinance for second reading when the final results are received from the consultant. She said if it fails then they will have to amend the budget. The Mayor opened the floor for public input. As no one wished to speak public input was closed. Mr. Reeves moved to approve the Debt Service Fund budget as presented. Mr. Garvie seconded motion and it carried unanimously with Holmes, Reeves, Garvie, Pullen, Hartwell, and Minich in favor (Miller absent). Capital Projects Fund The Finance Director reported the Capital Projects Fund has no activity budgeted this year. It was asked if there was a list of capital projects recommended by Department Heads in case Council wished to put them in. The City Manager acknowledged there is but those projects would not be put in this fund, they would go into the Departmental unit; this fund is for big, one time capital projects. She said no action is needed on this budget. Res. 08 -31: Establishing Budget Transfer Procedures The resolution was read by title. A RESOLUTION ESTABLISHING THE BUDGET TRANSFER PROCEDURES AND PROVIDING AN EFFECTIVE DATE. The Finance Director explained the purpose of the resolution is to formalize an internal administrative policy that has been in place for many years. The Mayor opened the floor for public input. As no one wished to speak public input was closed. Mr. Minich move to approve Res. 08 -31. Mr. Reeves seconded motion and it carried unanimously with Holmes, Reeves, Garvie, Pullen, Hartwell, and Minich in favor (Miller absent). RECESS The meeting recessed at 7: 45 p.m. RECONVENE The meeting reconvened at 8: 00 p.m. POLICE DEPARTMENT Ted Litschauer, Police Chief, said for the past five years they have participated in the State of Florida Law Enforcement Challenge and came in third place two or three years ago and each year they participate and place they receive a piece of equipment. He reported Corporal Steve Hull, who represents the City, came back this morning with first place for their division from the State. He said this will translate into $ 12, 000 of DOT money where they can select equipment from a web site in the next few weeks.  225 Special Council 8 -18 -08 POLICE DEPARTMENT cont. The Police Chief also mentioned the fund raiser held for the K -9 program not only funded the purchase of two canines but because the community was so generous it has funded the operation. He said there has been some success with the K -9 program and there have also been a couple of pitfalls that he will share. He reported they have lost one handler due to a back injury and will retire soon, so that has limited some use of one of the canines. He said the replacement for that officer inured his shoulder and is currently in a cast but he will be back,on duty soon. He reported they have had some difficulties with the other canine that did not meet the specifications provided in the purchase so the City Attorney is involved now in attempting to get a replacement. He explained the animal is a good animal and does not have any false alerts but has about 50% on alerts, and that is not good enough for the investment the members of the community donated. Review included the increase in responses to high priority and low priority calls, and