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

and Saturday from 10 am to 4 pm. Mr. Peters advised of the addition of right -of -way maintenance and the cemetery division to the department. Recreation Recreation is responsible for three recreation centers, the Tennis Center, and the BMX Skate Park. Mr. Peters summarized the goals and objectives for the Recreation portion of his department including the replacement of a 1992 model sound board and monitors at the Municipal Auditorium and a study to conduct a walk through assessment at each recreation center to determine upgrades and improvements. Cutbacks included many of the special events that are held, and noted that this year only the Christmas Parade and the City Employees Picnic will remain. Mr. Peters discussed the elimination of Kids Day, which was the most attended special event, but was removed in order to get to the proposed budget. Council "questioned whether local sponsors could be used for Kids Day, but Mr. Peters advised some businesses were willing to do that while others were not, probably a result of the economic situation for all businesses. The Mayor asked for public input. There was none. Parks Parks is responsible for the enhancement and maintenance of parks, athletic fields, exercise tracks, tennis courts, and boat ramp facilities. Goals and objectives include the replacement of playground equipment at two of the parks and the purchase of a. half -ton pickup truck. The Mayor asked for public input. There was none. Right- of W - ay Maintenance Right -of -Way is responsible for landscaping and maintaining areas along City roadways and rights -of -way. Mr. Peters explained he will meet with Mr. Murray so that a smooth transition is made from Public Works to Recreation. The goal is to maintain the outstanding service that was done under the Public Works Division. Council questioned whether the funding received for maintenance from the State for state roads is enough to cover the cost to maintain the City roads. Tom Murray, Public Works Director, advised that the contract is for the City to maintain the state highways within the City limits according to state standards. The funding received from the state compensates the City for the state standards, but the City goes beyond what the state standards call for. The Mayor asked for public input. There was none. Senior Center The Senior Center provides programs to the community's senior citizens age 50 and over. Mr. Peters reported that the Center has done many fund -raising activities and is pursuing grant opportunities as ways to increase income to the Center. the goal is to increase the level of services and activities available with staff training and utilization of volunteers. Mr. Peters advised fee increases for the Center will come before Council in September.  231 Special Council 8 -19 -08 Senior Center (cont) Jackie Fleming, Center Manager, advised that the use of volunteers has increased on an as- needed basis, and that the Communities for a Lifetime initiative itself does not provide grant funding, but having the designation provides points when applying for grants. The Mayor asked for public input. There was none. Library The Library collection contains books, newspapers, audio tapes; has a children' s section; a Friends of the Library Store; history room; and 16 computer Internet stations for public access. Mr. Peters discussed the proposed reduction in library hours, and feels the proposed schedule will work and provide the citizens opportunities to utilize the library. Mr. Peters advised the Library Cooperative Agreement will be coming before Council in September, this time for a one - year agreement instead of five years. The Mayor asked for public input. There was none. Museum The Museum preserves, collects, and exhibits the history of Fort Walton Beach and Northwest Florida. Mr. Peters noted that the Museum Staff has volunteers that run the schoolhouse, and have had various fundraisers and installed a membership program for the museum. He noted the museum will be seeking a grant to update the historic survey that was done in 1992. Discussion included the need to continue to seek funding from the TDC, which turned down the museum' s request. Laura Bessinger- Morse, Museum Director, advised that the TDC has since that time been supportive of the museum and responded with a small business membership to the museum, Ms. Bessinger -Morse stated the TDC has always worked closely in programming and they have reiterated the TDC would like to support the museum in whatever advertising can be brought to them. Dr. Pullen encouraged everyone to attend the " Food for Thought" information series that are held once a month at the museum. The Mayor asked for public input. There was none. Cemetery The Cemetery division operates and maintains two cemeteries: Beal Memorial Cemetery and Brooks Cemetery, and is responsible for the sale of all plots and niches, as well as grounds maintenance. Mr. Peters advised this division is moving into Parks and Recreation, and will continue to provide the service with the same staff. Mr. Peters noted a grant has been received through right -of -way maintenance that will go toward beautifying the right -of w - ay outside of the cemetery. The Mayor asked for public input. There was none. Beal Memorial Cemetery Fund The Beal Memorial Cemetery Fund transfers 20% of sales for perpetual care and 25% transfer of the crypt and niche sales to the general fund to repay the loan to build the mausoleum, which should be paid in full by the end of FY 08/ 09. 232 Special Council 8 -19 -08 Beal Memorial Cemetery Fund ( cont) The Mayor asked for public input. There was none. ADD ON TO RECREATION BUDGET Mr. Minich moved to add $ 3,000 back to Events to accommodate Kid' s Day. Mr. Reeves seconded motion and it carried unanimously with Holmes, Reeves, Garvie, Pullen, Hartwell, and Minich in favor (Miller absent). RECREATION BUDGET ( CONT) Mr. Minich moved to approve the Recreation and Cultural Services budget as amended. Mr. Reeves seconded motion and it carried unanimously with Holmes, Reeves, Garvie, Pullen, Hartwell, and Minich in favor (Miller absent). PUBLIC SERVICES Tom Murray, Public Services Director, reviewed the organization changes in that the Public Works Department is becoming Public Services, and transferring out will be the Streets and Engineering Divisions to Utilities and the Right of Way and Cemetery to the Cultural Services Department, while Public Services will be gaining Community Development Services. Public Services Public Services provides services to both the Community and other City departments by providing direction and oversight to Development Services, Building and Zoning, Community Development Block Grant, Community Redevelopment Agency, Fleet Maintenance, Facilities Maintenance, and Solid Waste. Mr. Murray discussed the goals and objectives including to review and evaluate all departmental process for sufficiency, efficiency, and effectiveness; evaluate all business lines for customer satisfaction and potential improvements; and conduct comprehensive analysis of energy savings alternatives. Development Services Development Services facilities the overall development of the City and ensures conformance to the Land Development Code and City Council direction. The goals for this division include utilizing the Evaluation and Appraisal Report to update the 10 -year Comprehensive Plan for the City; restructuring the Neighborhood Program to develop citizen participation; and encouraging Board and Committees to regularly communicate with City Council to ensure that goals are being determined and achieved. The City Manager advised the City Clerk will be coordinating dates for the Board to meet with Council. Discussion ensued regarding the amount of interaction that is needed between the City Boards and Committees and Council, and comments included that Council chooses the board representatives and they should be allowed the freedom to make consider and 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 often 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 Development 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. Building and Zoning 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 applicationswhile 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 heating and air