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HomeMy WebLinkAbout08-16-04 Minutes WS MINUTES OF THE OCOEE CITY COMMISSION BUDGET WORK SESSION HELD AUGUST 16, 2004 CALL TO ORDER. Mayor Vandergrift called the work session to order at 7:07 p.m. in the Commission Chambers. Acting City Clerk Brasher took roll. PRESENT: Mayor Vandergrift, Commissioners Anderson, Howell, Johnson, and Parker. Also present were City Manager Frank, Assistant to the City Manager Shira, Acting City Clerk Brasher, Chief Communications Supervisor Simanski, Community Development Director Wagner, Finance Director Horton, Finance Supervisor Carter, Accountant Bishop, Budget Analyst Brosonski, Customer Service Supervisor Sills, Fire Chief Strosnider, Assistant Fire Chief Firstner, Support Division Chief McNeil, Human Resources Director Diedrich, Information Systems Director Ross, Parks/Recreation Director Farmer, Police Chief Goclon, Deputy Public Works Director Zaitooni, and Public Works Director Wheeler. ABSENT: None REVIEW AND DISCUSS: BUDGET FY 2004-2005. City Manager Frank opened the discussion by stating the budget was a tremendous effort by the Finance Department, Department Directors, and Managers. The FY 2004- 2005 budget presented maintains the 4.5789 millage rate, which includes a 3% cost of living adjustment (cola) and a 2% possible merit increase for staff. Included in the budget are proposed new job positions and job reclassifications as well as several capitol projects. Commissioner Anderson inquired as to why the personnel costs are 61 % of the budget. City Manager Frank said it is typical for most municipalities/government entities to run in the 70% range for personnel costs. Mayor Vandergrift addressed the water conservation program as well as the hiring of an employee to address the conservation program. He suggested calling the new position "Consumer Advocate" or something similar. Commissioner Parker stated the Landscape Ordinance Committee asked that the City add an additional employee to fill the position, not to use an employee that has additional job duties. Commissioner Anderson said he would like the City to hire someone in the private sector to run the water conservation program. Commissioner Parker said the following issues should be addressed when hiring from the private sector: 1) The City would loose control of the program 2) Time would be split between other firms 3) A premium rate would be paid to the private sector. A lengthy discussion ensued regarding the water conservation program. Ocoee City Commission Budget Work Session August 16, 2004 City Manager Frank said he had concerns using the job title "consumer advocate" as the job title should cover water conservation for the residents as well as the City. The review proceeded page by page with Staff responding to questions and explaining details. Page 4-12 Commissioner Anderson inquired as to what the Professional Services pertained to. Finance Director Horton said $6,000 is for Strategic Planning and $20,000 is for the Commercial Redevelopment Area (CRA) administration. Mayor Vandergrift asked why the telephone budgets have risen in every department. Finance Director Horton said due to air cards for the laptop computers and for Nextel telephone service. Page 4-17 Commissioner Anderson inquired as to what small equipment would be purchased and Mayor Vandergrift inquired as to what the Public Relations Department funds are for. Assistant to the City Manager Shira stated that the small equipment line is for any emergency equipment purchase and the Public Relations Department line is to produce the City calendar and an annual report for residents. Commissioner Johnson inquired as to what title Deputy City Clerk or Assistant to the City Clerk is standard in the City Clerk field. City Manager Frank stated the Assistant City Clerk is the assistant and a Deputy City Clerk is higher than an Assistant to the City Clerk. Commissioner Johnson said the wages should be adjusted for the Deputy City Clerk. City Manager Frank said it has been proposed to increase the Deputy City Clerk from pay grade 12 to pay grade 14 and the other Deputy City Clerk would be reclassified to Assistant to the City Clerk. Commissioner Johnson further inquired as to the pay scale of the Deputy City Clerk. Human Resources Diedrich stated it is proposed to change the pay grade 12 to a 14. Page 4-25 Commissioner Johnson said he would like to have a full time person instead of a part- time person at the Utility Counter. Finance Director Horton said the part-time position would get about 35 hours a week and the full time position would be approximately $11,000 a year more than budgeted. Commissioner Johnson said he would like to see mid-year how many hours the part-time person has worked and Commissioner Parker said she would like to see if there is any turnover in the part-time position. Page 4-32 Human Resources Director Diedrich said that $3,000 would need to be added to the budget for over time because the Department of Labor has disqualified the Technical 2 Ocoee City Commission Budget Work Session August 16, 2004 Support Trainers as exempt employees. Page 4-37 Commissioner Anderson inquired as to what services would be provided for $15,000 under Contractual Services. Finance Director Horton said the $15,000 is for a Wage Study. Discussion ensued regarding the Wage Study process. Mayor Vandergrift inquired as to why the dollar amount of Administrative Expenses rose. Human Resources Director Diedrich said this line item covers employee physicals and advertising costs. Page 4-44 Commissioner Anderson asked Community Development Director Wagner if additional staff was needed for plan review. Community Development Director Wagner said development review comes in cycles and he is not asking for additional staff but that could change later. Page 4-54 Commissioner Anderson said he is not convinced that full size vehicles are necessary. City Manager Frank stated that City has every type of vehicle in its' fleet and it would be best to start to standardize the fleet. Commissioner Howell said a full size vehicle lasts longer than a small vehicle. Mayor Vandergrift suggested looking into purchasing Hybrid vehicles when feasible. Page 4-59 Commissioner Anderson advised Deputy Public Works Director Zaitooni to make sure the replacement of the Community Center air conditioning is the appropriate size unit to cool the building. Page 4-67 Commissioner Anderson inquired as to why the City is not adding additional police officers to address the population increase. Police Chief Goclon said the State average is 2.6 per 1,000 and the City is at 2.3 per 1,000. City Manager Frank said without raising the millage rate, there is only so much money to go around and this issue will be addressed next year. Mayor Vandergrift inquired as to why the Orange County Sheriff's Department does not provide resource officers for the schools. Police Chief Goclon said the Sheriff Department has no extra officers for the schools. Commissioner Johnson stated that 75% of the students come from outside the City limits and he would like a cost analysis done to show how much it costs to provide resource officers for the schools. Commissioner Anderson said he would like three or four additional police officers 3 Ocoee City Commission Budget Work Session August 16, 2004 added, not including school resource officers. Mayor Vandergrift said the Police Department vehicle parts and repair line item has doubled in the past year. City Manager Frank said there have been vehicles added to the fleets so there would be an increase in the vehicle parts and repair line item. ADJOURN The budget work session adjourned at 9:04 p.m. Attest: APPROVED: City of Ocoee ~~k 4