HomeMy WebLinkAbout05-19-86 WS
MINUTES OF THE COMMISSION WORKSHOP HELD MAY 19, 1986
e
PRESENT: Mayor Ison, Commissioners Johnson, Rodgers:
Bate.an (arrived 8:00 p...>; and Hager, City Manager Preston,
Finance Director Ivan Poston, and Deputy Clerk Louloudis.
A8SEIIT: None.
CA1.1. TO ORDER
Mayor Ison called the scheduled workshop to order at 7:28
p... and turned the .eeting over to Mr. Pr.ston.
BUDGET REVIEW/DISCUSSION
Mr. Preston presented an Ordinance draft to amend and correct
ordinance 843. which was passed to adopt the 85-86 budget.
Ordinance 843 states the total budget to be $3.5 .illion and
actually the total budget is $4.11 .illion, therefore the
Ordinanc. .uat be a.ended. The Ordinance draft also provides
for a "General Govern.ent Service Account.. which will hold a
sizeable balance and only be expended by Co..ission action.
This account would be utilized for those expenditures that
can not b. allocated to a specific depart.ent.
-
Mr. Preston reco..ended the iMplementation of a
requisitioning, central purchasing and encu.brancing systea
which would require e.ploy.ent of a Finance Clerk. This
would eli.inate the current concerns with outstanding bills
and contract balances. The current co.puter prograM is
capable o~ handling this. Mr. Poston stated he highly
reco..ended this.
Mr. Preston also reco..ended that the Local Option Gas Tax
and the State Revenue Gas Taxes be in separate accounts, as
the State is restrictive on how these ~unds can be expended.
-
Mr. Preston also reco..ended the City hire a sta%f
Engineer/Public Works Director. Mr. Preston felt the City
could hire an individu.l with 4-6 year. experience for
.32,000.00 to $35,000.00. PEC ~eels the City should hire an
inspection Engineer, .lthough Mr. Preston feels a Civil
Engineer would be best. The Co..ission expresssed concern
with the invoices the City receive. ~ro. PEC. They are
listed with inclusive dates and then a total. Co... Rodgers
suggested PEC could ch.ck in with City Hall before beginning
work on a certain proJect. So.. o~ the developers have been
protesting the charges fro. PEC, and Co... Rodgers was also
conc.rn.d that the City would be h.ld responsible in the end.
M.yor Ison sugg.sted talking with Mr. Kelley, PEC, and have
the und.rstanding that any charges which the developer does
not pay, PEC will ....t...
1
-
e
COMMISSIOK WORKSHOP
KAY 19, 19.6
PAGE 2
-
Mr. Preaton atated the City Manager~a budget is over because
of the change. in City Managera. The in.urance account is
over .44,000.00 and the Sanitation Departaent ia over
$40,000.00. Mr. Preston also stated the revenue. were over-
e.ti.ated in ao.. areas. He atated the Enterpri.e Funds
should be sel~-supporting and the City should be banking
approxi.ately .26,000.00 per year to purhcaae a new vehicle
for the Sanitation Dept. every other year. Co... Johnson
inquired about the Leaae/Purchase progra.s. Mr. Pre.ton ~elt
they are good progra.s and was instructed to check into the.
~urther and report back to the Co..isaion. Mr. Preaton
atated Ki..i.... charged for trash pick-up, trash being ite.s
auch as old couches, re~rig.rators, and carpet. Ocoee does
not charge for thia service. Mr. Preston also auggested
placing a freeze on the Over 65 Prograa. Mr. Po.ton
sugge.ted putting a cap on the Sanitation re~und for the
Over 65 Prograa, ~or ex.aple, refunding $5.00 per month
inatead of .8.00. Mayor Ison felt the senior citizens do not
use the City services .. auch as other citizens and we should
keep the prograa. Mr. Poston pointed out that the ~unds we
re~und to the Over 65 prograa would purchase 1/2 o~ a
vehicle. Mr. Poaton also explained that the City has
di%~er.nt sized duapsters and ahould have di~~erent rates
~or the di~~erent aize.. The current ordinance provides ~or
dif~erent rate. ~or the nuaber of pick-ups and the nuaber 0%
duapaters only. Coaa. Rodgera felt we should charge for some
of these things inatead 0% raising the residential rates.
Mayor Iaon stated the Land~ill i. going to raise their rate.
again. The Coaaission instructed Mr. Poaton to reaearch the
Coaaercial Sanitation rates and the di~~.rent duapster .izea
and coae back with a recoaaendation ~or the Coaaiaaion to
conaider.
Mayor Ison aaked Mr. Preaton how the City atands aa ~ar as
the nuaber of eaployeea and Job claaai~icationa. Mr.
Preaton did not %eel the aan who was Just hir.d in the
Sanitation Dept. waa neceasary. ae ~urth.r atated the Police
Dept. have 2.2 officer. per capita there~or. w. are right in
line with the Stat.. Mr. Preaton did not fe.l the Police
Dept. is top-heavy, aeaning too .any aupervisora coapared to
police o~ficera. Mr. Preaton atated Moat o~ the departments
are under-sta~fed. The Water Dept. and City Hall are
definitely und.r-sta~%ed, and the Building and Planning
Departaent could u.e their own secretary. Mr. Preaton stated
City Hall i. craaped ~or space and we, alao, need a walk-in
vault %or our historical recorda. The vault would have to
be built so that City Hall could have daily acce...
e
Mr. Preston recoaaended the City hire a Purchaaing Agent, and
believea we could hire one for approxiaately $16,000 to
.20,000. Mr. Poaton .tated the co.puter syatem would not
2
.-
.
CITY OOMMISSION WORKSHOP
MAY 19. 198.
P"SS
need any upgrading. Mr. Pre.ton atated the Police and Street
Depart.ents are the high purchase depart.ents. Also~ quite a
few car. need replaced in the Police Dept. as they have over
100~000 .ile.. Mr. Pr.ston stat.d insurance and uni~or.s are
our biggest probl.... He also infor.ed the Co..ission that
the electrical expense was under-budget.d. Mr. Preston
.tated h. sent out a ...0 that placed a freeze on any
additional increas.s in p.rsonnel and on any purchases over
*500.00. The Co..i.sion .trong1y augge.ted that Mr. Preaton
put all o~ hi. directives to the D.part..nt Superviaors in
writing, that way they can look back and .ee what was going
on at a particular ti... Mr. Pre.ton atated the City ahou1d
have a procedural .anual ~or all e.ployees.
-
In reference to the spot audit Co..isaioner Rodgera
requeated~ Mr. Po.ton atated the auditor only checka bank
ba1anc.., which h. already does periodically. The only way
the auditor can deter.in. i~ there are any di.crepanciea in
the expenditure of any fund. ia to take the preaent balance
in the bank then check all the the invoices paid to be .ure
they are valid expenditure.. Thia is a ~ull-scale audit
which will b. done st the end o~ the siacal year anyway. Mr.
Preaton atated all City Managera are bonded which is Juat aa
good as a spot audit. The Co..i.sion wanted to find out how
long City Managera are bonded ~or aster their departure.
Mr. Pre.ton atated he received paper a ~ro. PEC that outlinea
what need. to be done at the P.ach/Moxie proJect. DER
reco..ends that we replace the vegetation surrounding the
lakes, ~ix the retention pond.~and additionally add a
ski..er. The Co..i.sion instructed sta~f to look into what
PEC ia proposing and .ee if we have the capability to do this
in-house. weigh the alternatives, and bring back a
reco..endation to the Co..i..ion. The Co..iaaion had sincere
concerns with the subcontractors. They co.e reco.mended
highly although they are always the low bidder, so they
receive 80~ o~ their .onies then leave the proJect not
co.pleted. The Co..i..ion reque.t.d that sta~f place top
priority into researching the possibility of an in-houae
engine.r.
e
Mr. Preston then infor.ed the Co..isaion that the
Flouridation Progra. i. not 100~ paid ~or, the City has an
obligation of approxiaately *34.903.00. The grant will pay
$12,535.00 not 100~ aa repre.ented to the Co..iaaion. Mayor
Ison atated he had a blue ~older with infor.ation on this
progra.. Alao. the loan on the water line. at Crown Point is
co.ing due on 8/86. The Co..i..ion thought that they agreed
to paying 1/3 of the loan a.ount per year ~or three years at
no intere.t. Mr. Poston insor.ed the. that the note states
it will be paid 100~ on 8/86.
3
e
CITY CO..ISSION WORKSHOP
.AY 19, 1986
PAGE 4
The Comai..ion reque.ted that .taff re.earch who is paying
~or having water line. .oved fro. back yards to front yards.
Apparently. the line. have been .oved but the ho.eownera are
.till hooked up to the back yard line..
e
Mr. Preston atated we needed to get the Co..iaaionera input
on a five year plan for capital iaproveaents. The City
should adopt a five year plan .nd then .aend it yearly. Mr.
Pre.ton .tated that Mr. Gri~fin had coapleted a brief ~ive
year plan. Mr. Pre.ton .t.ted th.t proble.a have coapounded
over the year. and the City i. trying to take the yearly
budget to ~ix the coapounded probleaa. Mr. Preston reported
that the City can prob.bly borrow aoney ~ro. the b.nk as
cheap a. bond.. The Coa.i..ion' asked ~or ways to cut
expen.e. now, .uch as e.ploye.. who are driving City vehicl..
hoae. The 8uilding O~~icial, Plann.r, .nd City M.n.ger drive
City vehiclea ho.e although it ia re~lected on their taxea.
A couple ..ployee. drive a di.t.nc. of 20 .ile. one way. The
other e.ployee. who drive City vehicle. .re conaidered to be
on c.ll. Mr. Po.ton .t.ted Darrel De.a. Sanitation
Supervisor, put. in 10 gallon. o~ gas per week out of his
pock.t. Mayor Iaon .aid this .hould b. di.cu.aed during a
regular ....ion. Mayor I.on .tated h. had received a
co.plaint on the Shop working on vehicle. other than City
v.hicl.., in the ev.ning. Mayor I.on waa conc.rned that
.o..one would get hurt, or tool. could co.e up .iasing.
Mr. Pr..ton .tated h. would rather ..e the Merit Increa.es aa
a p.rcent os the .alary given a. a ca.h bonua. Co... Rodger.
.tated h. did not like the 5~ incr.... or nothing. Mr.
Preaton .ugge.ted the Co..i..ion build up the .alary baaea,
which would insure th.t Oco.. i. not a tr.ining ground ~or
other citie.. Th. ca.h bonus would eliainate the .erit
incr..... co.pounding y.ar aft.r year. Mayor Iaon atated
this w.. .n .re. of concern for hi..
The Co..is.ion aak.d i~ Mr. Pre.ton had .o.e ti.e to look
into reorganizing the d.part.enta. Mr. Pre.ton stated he haa
not had ti.e to do thi., but would try to so.e ti.. in the
suture. Co... Bateaan .tated h. would like to aee Mr.
Pre.ton .t.y with the City .fter Mr. Ry.n co.e. on-board to
do extra proJects the Co..is.ion wants don.. Mr. Preaton
stat.d h. would .tay a. h. haa only had ti.. to get two
r..ua.l. out aince he atarted with the City, and as long aa
the Co.ai..ion understand. that when h. ia o~~er.d a poaition
he will have to go. Th. Co.ai..ion agr.ed to have Mr.
Pre.ton atay aa long a. he can.
.
The .e.ting was adJourn.d at 9:30 p....
4
.
CITY OOMMISSION WORKSHOP
KAY 19.. 1.,..
PAGE $
~~_t~_______
MAYOR-iSOM
ATTEST;
e
.
5