Fort Walton Beach Council minutes — 08-06-2001 Special — reading text

227 A special meeting of the City Council of Fort Walton Beach, Florida, was held on Monday, August 6, 2001 at 5: 30 p.m. in the Council Chambers at City Hall, with the following members present: Mayor Glenda Glover I Councilmen: Clay Carnathan, Janet Baggett, Jim Dowling (arrived at 6: 00 p.m.), Jim Tucker, Dr. Wayne Pullen, Chuck Kelley (arrived at 5:40 p.m.), and Mike Anderson. Also Present: Reid Silverboard, City Manager; Helen Spencer, City Clerk; Joyce Shanahan, Finance Director; Department Directors; media m:". 1Ij The Mayor called the meeting to order for the purpose of reviewing and discussing the proposed 2001/ 02 budget. 1... Jj The City Manager gave an update on Tropical Storm Barry. He reminded Council at the end of the meeting is the list of the local option sales tax list to review. Discussion ensued on the methodology to follow for the review of the proposed budget. Consensus was, unless there is a motion on specific line item changes, it would be considered a consensus of Council on the budget items listed. Council will work each evening until the decision is made to adjourn for the evening. The City Manager stated the outside agencies requesting funding will give their presentations on Wednesday, August 8, 2001 at 5:30 p.m. Also, there is a request by the Beautification Committee for changes in the Parks & Recreation Department that will be discussed when Council review's the Parks & Recreation budget. YQ- The City Manager gave an overview of the budget for FY 2001/ 02 The overview included the increases in personal services, capital improvement, and transfers, and decreases in operations & maintenance, capital outlay, and in the contingencies and reserves, with an overall increase in the budget of 3.79%. Chris Gibson, 249 Brooks Street, addressed Council on ways to increase revenues. She suggested Council look at impact fees as an additional revenue source for the Department that have problems with revenues meeting expenses. She mentioned the water and sewer connection fee charges the lowest in the are County and suggested the fees charged be brought up to the market. I Council reviewed the expected revenues for FY 01/ 02 which includes an appropriation from the fund balance in order to balance the budget where there may be a shortfall between revenues and expenditures. The City Manager pointed out a part of the fund balance would be used to pay for the cost of some of the capital projects. During discussion on the revenues, it was questioned why the recreation fee structure is not more competitive. The Finance Director explained the fee structure has increased by 5% the last two years and has a long way to go, and noted Council will consider the Comprehensive User Fee Schedule in September. She also mentioned there is a Special Council meeting on August 29th to review the Water and Sewer Rate study. Charlene Greenwald, 206 Jet Drive, expressed that the city residents should pay a fee that recovers costs and non- residents should pay a higher fee and suggested Council seriously consider an adjusUnent in the fee schedule. 228 8- 6-01 jBUOOETiIWDM1 Council began review of the Departmental budgets under the General Fund. jcmCOt.tNCItI Council made no changes to the proposed budget. GER! ICITYMAN"' Review of expenditures included the replacement of computer equipment and additional software. Council made no changes to the proposed budget. 1H~" 1J" CESI Review of expenditures included the addition of the National Crime background checks for parks & recreation employees and the purchase of a computer and printer. Council made no changes to the proposed budget. jcrrYetmu<t Council made no changes to the proposed budget. FINANCE DEPARTMENT Review of expenditures included the tuition reimbursement for the Senior Accountant. Council made no changes to the proposed budget. JMG\ Review of expenditures included the replacement of computers. Council made no changes to the proposed budget. Review of expenditures included the changes to the computer system as IBM no longer supports the word processing equipment and the computers purchased in 1994 will be replaced over the next few years. Discussion included the waiver of the mandatory purchasing requirement to replace the bidding process with a request for quote for purchasing computer related items greater than 6 $ ,000. 00. Mr. Tucker moved to waive the bid process for personal computers, printers and associated parts for Fiscal Year 2001/2002 when the collective value of multiple items is greater than $ 6,000, and that the City Manager is authorized to approve those procurements. AJso, replace the bid process for this type of purchase with a written request for quote to be sent to a minimum of five vendors. Further, Council will revisit and reauthorize the waiver at budget time next fiscal year. Mr. Kelley seconded motion and it carried unanimously with Carnathan, Baggett, Dowling,Tucker, Pullen, Kelley, and Anderson in favor. jPQUCfiDIP4Il* 1N'I1 Review of expenditures included the increase in worker' s compensation. Council made no changes to the proposed budget. It,,, NIQ.~. w...~ fJ$ J~ Discussion included the explanation that the state and federal funds received can only be spent for certain type activities. Council made no changes to the proposed budget.  8- 6-01 229 Review of expenditures included the replacement of a computer. The City Manager pointed out the City is in negotiations on the contract with the Fire Union. Council made no changes to the proposed budget. Review of expenditures included the increase in worker' s compensation because of the classifications. The I question arose on contracting out the maintenance of parks & recreation, and the use of CRA funds for the library. The City Manager reported the City is negotiating with the tennis pro on taking over the operation of the tennis center and he will place a memo in Council' s box regarding the use of CRA funds for the library. Discussion included the computers and furnishings for the library and the revenues received for the Senior Center and the Museum. Council made no changes to the proposed budget. The meeting recessed at 7:30 p.rn. The meeting reconvened at 7:40 p.m. I"~~ Council reviewed the revised list of infrastructure/ capital projects, a recommended list of projects, and the estimated sales tax proceeds for the four-year period that would fund the projects should the voters approve it. Discussion was held on the recommended list of projects, which included the activities for public safety (project: the Police & Fire Station), environmental ( project: north end water improvements), infrastructure improvements project: pave unpaved roads), and growth items ( projects: softball fields-purchase, fair grounds-purchase, and construct new library) for an estimated cost of $ 12,. 872,193. Discussion centered on the infrastructure activity to pave unpaved roads and the suggestion to include storm water improvements. During discussion the City Manager pointed out the projects are vitally needed and suggested the Mayor have the authority to make adjustments to the dollar amount should the League of Cities wants to try to match the projected revenues to the project. He also pointed out there are restrictions on the use of the sales tax and it cannot be used to supplant funds already budgeted. It was further explained in order to use sales tax proceeds for the Police/ Fire and library projects; a short-term bond issue pledged by sales tax revenues would need to be issued. Discussion was held on the inclusion of the public safety activity for the police & fire station and the growth item activity to construct a new library, and the concern of public perception that Council committed to projects before knowing how they will be paid. It was pointed out the funds were identified and the City knew how the projects were going to be paid, but the sales tax issue came up as an opportunity to broaden the cost rather than placing the whole burden on the taxpayers. I Mayor Glover left the meeting at 8:00 p.m. The Mayor Pro Tem assumed the Chair of the meeting. Discussion continued on the infrastructure improvements activity for the pave unpaved roads project and the suggestion to broaden the wording and include storm water improvements. Chris Gibson, 249 Brooks Street, suggested the wording simply state " road improvements and storm drainage improvements." She expressed that having the library as a project will not help with public relations. 230 8- 6-01 1L000000.Q~._.. T.~ Mr. Carnathan moved to approve the recommended list of projects with rewording of infrastructure improvements to " road and storm water improvements" and that the