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HomeMy WebLinkAbout08-08-2019 Minutes Budget Workshop OCOEE CITY COMMISSION Ocoee Commission Chambers 150 North Lakeshore Drive, Ocoee, FL August 8, 2019 MINUTES 6:00 p.m. CALL TO ORDER- 6:00 PM Mayor Johnson opened the workshop meeting. Present: Commissioner Brinson, Commissioner Wilsen, Mayor Johnson, Commissioner Firstner, Commissioner Oliver Also Present: City Manager Frank and City Clerk Sibbitt FY19/20 Budget Overview - Finance Director Roberts - 6:02 PM Finance Director Roberts provided a PowerPoint presentation summarizing the Proposed Budget for FY2019-2020. Budget Highlights in the presentation covered: • Economic Highlights • Millage Calculation • Revenue/Expenditure Summary • General Fund Revenues/Expenditures • New Positions and Personnel Changes • Vehicle Replacements • Equipment • Capital Improvements • Sanitation Fund Residential Solid Waste Program Update—Public Works Director Krug—6:12 PM Public Works Director Krug presented a PowerPoint that discussed the City's residential solid waste program, and indicated the current collection program needs to be updated. He advised recycling, service frequency, and a rate adjustment should be addressed at this time because of recent external fee increases beyond the City's control. He discussed several options for recycling/garbage collection; and furthermore, his recommended service options are the following: • Two (2) garbage pick-up days per week • Central drop off for recycling • Return to four(4) day weekly yard &bulk waste pick-up • 2020 annual rate would be $284.64, or $23.72 monthly (13% increase after 11 yrs.) • Provide a truck maintenance day • Extend the service life of equipment Ocoee City Commission Budget Workshop August 8, 2019 Mayor Johnson inquired if he had received quotes to bid the service out. Public Works Director Krug explained he received a verbal quote, but was not provided anything in writing. Mayor Johnson inquired if he would have the written quotes by the tentative budget hearing so they can decide how to proceed. Commissioner Wilsen stated she is not in favor of privatizing services as the City tried it once and the services were horrible. She plans on speaking with her district residents to encourage them to speak with members of other communities that may have private services to compare our City services with what they are receiving. She commented that the City has not had a rate increase since 2008, and inquired if they would be deciding the service options at the budget hearing. Mayor Johnson briefly commented that the Commission should consider private companies and the services they provide as he is aware of a City that likes the private services they receive. Commissioner Oliver stated he recalls when the City had private services, and he personally agrees that the experience was horrible. If it is decided to award services to a private company, he asked that a due diligence report on all companies bidding be provided to them; and further, he inquired if there is a standard protocol that City staff considers for replacement of trucks such as millage or warranty. Public Works Director Krug replied that the trucks are run beyond their warranty, and they replace their trucks on a four-year plan. Commissioner Brinson inquired if this would go out for bid as a Request for Qualification (RFQ) or Request for Proposal (RFP). Public Works Director Krug answered it would be bid out as an RFQ as they would want the company that provides the best services. Commissioner Wilsen inquired how many employees in the Solid Waste Department would be displaced. Public Works Director Krug replied they have a team of fourteen (14) employees, and would need two (2) employees to manage the new solid waste program, if approved. If there are no jobs within the City to shift an employee to, he felt confident that those staff members would be offered positions with the selected vendor as his employees are solicited for jobs daily. Commissioner Firstner stated that if they bid out for RFQ, he would also like to see the information from the prospective vendors. A private company can do just as well as the City provided they have the service record and recommendations on their level of service. He commented that overall he feels the best option is to drop the recycling completely. A brief discussion ensued regarding what makes a recycling load contaminated. Discussion - 6:37 PM Mayor Johnson announced that they will not be going through the budget book page-by-page as the Commission has had time to review their budget books; he further stated if there are any questions pertaining to any area of the budget, he would like to begin with those questions. He opened the discussion in the order of the seating arrangement, beginning with Commissioner Brinson. Commissioner Brinson shared he currently did not have any comments. 2 Ocoee City Commission Budget Workshop August 8, 2019 Commissioner Wilsen stated she noticed there is $12,000 for the Neighborhood Grant Fund and because they have had residents come before the Commission for donations she would like to take the $12,000, along with the Commission's uniform allowance and travel funding, and further divide that total by the five members to allow for discretionary funds. Mayor Johnson commented that he feels they should keep the travel funding as most of them do use those funds; and further, suggested that the Commission give up their health insurance. Commissioner Wilsen replied that she is not asking to do away with the travel funds, but rather split all the funds. Discussion ensued regarding the Neighborhood Grant Program and the implementation of a policy. City Manager Frank commented that the funds were placed in the budget, and it was his understanding that they were to have a discussion on the program at some point during the year, which he believes they did; however, there was no consensus provided to move forward. Commissioner Brinson inquired if this program had been implemented in the past. It was answered in the affirmative. He further inquired why it had been dissolved. Commissioner Wilsen explained the program and shared it was not a well-received program because it was said that the same neighborhoods kept requesting funds. Mayor Johnson commented that it seemed to him to be certain areas with homeowners' associations that received the funds. He further asked the City Manager to have staff work on a set of rules or procedures for the program as he would not dislike the program if it worked for everyone. City Manager Frank stated that he can bring back suggestive rules for the program to the public hearing. Commissioner Firstner shared he has no issue with the budget and was happy to see many departments reduced their budget. Commissioner Oliver stated that he also noticed some reductions and felt those reductions were very well-noted. He continued by addressing the Commission on the importance of strategic planning, mission/vision statement, and looking at the core values of the City; and further, stated that he felt the City should be operating as if it were already at a population of 75,000. Page 38 - Commissioner Oliver commented that he was pleased with the clean-up for the gun range ($100,000), and inquired if it could be explained how the City would implement this. City Manager Frank replied that the gun range is in the 5-year capital budget and will most likely not be in the same location. Pg.39—Commissioner Oliver stated that he was looking at the different projects for the parks in the 5-year capital budget, but did not see Coventry Park which is in bad disrepair. Parks and Recreation Director Johnson replied that Coventry Park is in this current budget. Staff is currently getting quotes for the tennis court, and the basketball court has funds to be refurbished. Pg.41 — Commissioner Oliver stated he sees a proposed traffic signal for Bluford Avenue at Maine Street, as well as for Clarcona Ocoee at Ingram Road, and further inquired why the Bluford Ave. traffic signal was being replaced sooner. Public Works Director Krug explained the traffic signal wires at Bluford Avenue are at their service life, and need to be repaired or replaced. Mayor Johnson added that the City also received funding from the Oasis Developer for that traffic signal. Commissioner Oliver commented that he recalls funding from one of the developers in the amount of$250,000 for Ingram Road. City Planner Rumer replied as part of 3 Ocoee City Commission Budget Workshop August 8, 2019 the Development Agreement for Arden Park, the developer had to make a payment of$250,000 that can be used in the area. The funds were originally for a specific signal at Clarke Road and Clarcona Ocoee, but when the County had plans to widen the road they put a signal in. The Development Agreement was then adjusted to be a $250,000 transportation mitigation payment. City Planner Rumer further briefly explained the steps required in order to get a traffic signal with the County. Commissioner Oliver stated that he feels that the Ingram Road intersection is dangerous, and he would propose that it be determined how the City can press forward with the $250,000 and get assistance from the County to get the traffic signal installed. City Planner Rumer explained the $250,000 can be set aside by the City for that traffic signal, but a warrant analysis is required by the County as it is their road. Commissioner Oliver shared he will continue to push this through the County to make the traffic signal happen. Commissioner Oliver stated that he would like to have funds set aside to have an audit on the City's financial health, as was approved by the City Commission in 2016. City Manager Frank clarified what was proposed by the Commissioner during that time was an operational audit, not a financial audit, as the City has auditors that conducts annual financial audits. He further explained the operational audit was never defined, but he believes it was for a particular program. Finance Director Roberts stated that the City is certainly audited by general auditing practices conducted by a public accounting firm that is certified by the State. Commissioner Oliver said he is suggesting an organizational audit that determines the City's health and efficiency. Finance Director Roberts further elaborated on the financial audit which does determine if the City is a healthy financial institution and in compliance with all regulatory requirements; however, it does not determine if the City is organizationally processing transactions efficiently. Further discussion ensued regarding operational audits. Commissioner Oliver said he would like to provide infrastructure information to the residents, and would like to request funds be put aside for an informational notice to be sent out to all districts. Mayor Johnson briefly commented that he visits many of homeowners' associations to let them know what is happening in the City, and suggested that they all try to do the same in their districts. He agreed that a brochure or notice being sent out quarterly is not a bad idea. City Manager Frank stated the City will fund whatever the Commission provides consensus too. He further stated that the City did send out quarterly newsletters in the past, but it encompassed the projects going on in the City and was not district specific. Further discussion ensued. Mayor Johnson commented within the next few years he would like to look at the property near the cemetery so they may consider expanding the cemetery. The current cemetery is at capacity, and they always have new residents moving in. He further shared he is not asking for approval this evening, but for the Commission to consider this as a long term goal. Discussion ensued about the condition of the cemetery grounds. Mayor Johnson inquired about the reserve funds. Finance Director Roberts shared she is projecting the reserves for this year will be around $20 million. Mayor Johnson stated that the City has one of the healthiest reserves than any city our size. City Manager Frank briefly explained some of the upcoming projects that will require funding from the reserves such as the city hall relocation project. Mayor Johnson further thanked the City staff for keeping the City in good shape. He shared that the budget this year reflects a 3% COLA for the employees. 4 Ocoee City Commission Budget Workshop August 8, 2019 Mayor Johnson inquired if the next budget workshop was needed, a consensus of the City Commission was to cancel the August 14th Budget Workshop. Mayor Johnson announced the Tentative Budget Public Hearing is scheduled for September 11th at 6:00 PM. IV.ADJOURNMENT - 7:37 PM APPROVED: ttest: City of O e Melanie Sibbitt, City Clerk Rusty JohnsonIor 5