Loading...
HomeMy WebLinkAboutItem #01 Approval of Minutes ~e\\"ter of GoO(] l" . -'",Co '- _11/'_ ~V <<W Agenda 10/03/06 Item 1 Ocoee City Commission Budget Workshop OCOEE CITY COMMISSION Ocoee Commission Chambers August 21, 2006 MINUTES 7:00 P.M. Mayor Vandergrift called the Tentative Budget Special Session to order at 7:00 p.m. in the Commission Chambers of City Hall. City Clerk Eikenberry called roll and declared a quorum present. Roll Call: Commissioner Hood, Commissioner Anderson (arrived at 7:05), Mayor Vandergrift, Commissioner Keller, and Commissioner Johnson (absent). Also Present: City Manager Frank, City Attorney Rosenthal, City Clerk Eikenberry, Finance Director Horton, Senior Accountant Brosonski, and Accountant Rosenberg. II. Staff Presentation and Discussion regarding FY06/07 Budget City Manager Frank introduced the budget for FY06/07 and gave a PowerPoint presentation highlighting points of interest throughout the budget. Finance Director Horton advised the General Fund budget proposes an overall increase of 49%, and a major portion of this is comprised of a one-time revenue from the sale of property at Crown Point. Revenues reflect a 26% increase in property taxes, with modest increases in franchise utility taxes and intergovernmental revenue. The proposed expenditures are equal to the proposed revenue. The budget is proposed for General Fund at $43,540,705. Expenditures will be placed into four categories: personnel, operating, capital and transfers. The proposed general fund budget includes a total of 14 full time and 6 part time positions, 19 vehicles, and 100 computers. All of the General Fund Insurances have been moved from the individual departments into General Government (i.e. health, dental, life, disability, workers compensation, auto, general liability, and public officials). Fleet Operating and Capital costs have been moved out of the individual departments and are included in the Fleet Division (including fuel, oil, vehicle parts & repairs and new vehicles). The percentage changes for departments are based on FY05/06 budget without insurance and vehicle costs. There were no significant changes to the legislative or City Manager's budget, so we will begin presentation from the other departments. The following presentations were given by staff for departmental budgets: Community Relations, Joy Wright City Clerk Department, Beth Eikenberry Finance Department, Wanda Horton Information Systems, Brian Ross Human Resources, Jim Carnicella Community Development, Russ Wagner Building Department, Ralph Jones Police Department, Chief Ron Reffett Fire Department, Chief Richard Firstner City Manager Frank asked Human Resources Director Carnicella to make a presentation to the Commission regarding insurance and pension issues that have been discussed. Mr. Carnicella introduced Ray Tomlinson of Crown Consulting, who gave a PowerPoint presentation summarizing the new type of HRA insurance coverage that the City has been considering for employees. More information will be brought back at the second workshop on Thursday. Commissioner Johnson asked about the Finance Manager position that was done away with last year and is now back in the budget. City Manager Frank said we eliminated the position in error last year and he instructed staff to place it back in the budget to give full disclosure. What we did was under-fill the position of Finance Manager with a Staff Accountant at a lower level, but we intended to keep the position and fill it again this year. We did not handle this correctly, and inadvertently eliminated the position. This will not add additional staff. Commissioner Johnson said if we are going to fill that position again, is it going to get a large increase in salary, or just the 5% increase. Commissioner Johnson asked Police Chief Reffett to explain the purchase of all the new trucks. He advised one truck was purchased with grant money for the aggressive driver program. The pickup truck is for a training officer. The two Community Service Aide vehicles are for civilian employees who will take non-priority police calls. Mayor Vandergrift asked if all of the positions in the Police Department have been filled, and Chief Reffett advised that there are still eight positions open. He said we have two in process of hiring, and eight more applicants. He further said now that we have increased pay and benefits, we have many applicants; we are just trying to take our time and get the best ones. Commissioner Keller said in the years that he served on the CACOPD one of the primary concerns was that positions were not being added to the budget. He asked Chief Reffett if it would be prudent to put more sworn officers in the budget this year. Chief Reffett advised he needs the non-sworn staff worse right now to free up officers that are not being used on the road. Commissioner Anderson said he wants to make sure we reach the benchmark of number or officers per number of residents. Chief Reffett said the formula is generally 1.5 officers for every thousand residents; we are at 2.3 right now. The question is whether you want to be reactive or proactive. Mayor Vandergrift said we are in the process of talking about ROBOCOPS and GPS systems, which can take the place of some officers. The mayor said he believes the Police Chief should have the opportunity to make that decision rather than have it dictated to him by Commissioners. Commissioner Johnson said that Chief Reffett can come back at mid-year if he feels the need for more officers. Commissioner Anderson said he does not want to wait until mid year, he thinks we should have additional manpower to allow for attrition. Mayor Vandergrift said we cannot fill the open slots that we have today. Chief Reffett said it takes 18 to 20 weeks to get an officer hired and trained. He also added there will be an ordinance coming before the Commission that deals with raising parking fees and have residents appear before a hearing board, etc., and use some of the money to fund the school crossing guards. There was discussion regarding the new shifts for officers that reduced the overtime by 50%, and dividing the City into patrol zones to provide better coverage and accountability. Commissioner Johnson asked if there is a way to document when a certain area is patrolled because he feels the trailer parks are still not getting enough coverage. They are implementing a Watchguard program where officers are leaving information on crime prevention on businesses and cars, and they also turn a copy in at the station which keeps the Chief apprised of where they are patrolling. Commissioner Hood asked if we receive any grant or other monies that assist with paying for School Crossing Guards, and Chief Reffett advised no. The School Board does reimburse for School Resource Officers and this year it is supposed to increase to $20,000 per officer. Commissioner Anderson 1) asked how we will go about getting upgrades to the phone system. Information Systems Director Ross said they will solicit bids or quotes and bring it back to the Commission. 2) asked if the City has looked into the Robocop concept or cameras placed around the City. City Manager Frank advised it was discussed in a meeting today, and the first goal is to look into the City parks and the utilities facilities. Commissioner Hood asked about the shared administrative aide with IS and Finance, and Finance Director Horton said this person will be physically located in Finance, but answer phones and do other work for both departments. 3) asked about truncating the two systems involving payroll so there is no duplication. City Manager Frank said Mr. Carnicella is looking into that, in the meantime we have eliminated duplication by doing payroll electronically. Human Resources Director Carnicella advised that the responsibility of tracking payroll has been pushed back to the departments, but the implementation of a time and attendance program would eliminate a lot more of the work being input by hand. 4) asked why the building department ordered full size pickups, and Building Official Jones explained that Ford redesigned the cab size and the are larger than we expected, but we have to carry around ladders and books, etc to do the work in the field. City Manager Frank said they are trying to standardize the fleet with Fords, but at this time they are not offering a mid-size truck so we can look into other vehicles. Mayor Vandergrift asked about the permit turnaround, and Mr. Jones advised everything is completed within two weeks. He asked about the plans, and Community Development Director Wagner said we are largely within our 30 days, and if it is longer it is usually because we are waiting for the developer. Commissioner Anderson asked why the computer for the CRA Manager is placed in the budget now when they are not being hired until mid-year, and Finance Director Horton advised the costs are the same no matter when it is purchased. Public Comments Rosemary Wilsen, 1019 Shady Maple Circle, 1) did not feel that the change in cost of fuel was significant compared to the way the prices have changes. Finance Director Horton said the gas prices are projected by the state on a per gallon basis, 2) asked why there is such a large reduction in "violation or Ordinance" on Page 3-6, and 3) asked why we are projecting a revenue increase of only $25,000, when Community Development Director said we anticipate 800 building permits. Building Official Jones said we are taking a conservative approach to project revenues this year and will review it again at mid-year. 4) asked about the Employee Gift Certificate, and City Manager Frank said we increased the holiday gift certificate from $25.00 to $50.00. Commissioner Hood said we are asking for two new positions in the Building Department, even though our projected revenues are less. City Manager Frank said we estimate high in the expenditures and low in the revenues so we do not get into a bind. We will revisit the issue at mid-year. Martha Lopez Anderson 1) said she feels that Community Relations staff should be increased because of the importance in Public Relations, 2) said the advisory boards should all have line items for their boards, but it is missing from Human Resources which the HRDB is under, 3) said she has a concern with 12 hour shifts in the police department because the fatigue factor can lead to irritable people and poor judgment, 4) she said she felt the workshops should be televised, and she was advised the Public Hearings will be, but not the workshops. IV. ADJOURNMENT The meeting was adjourned at 10:05 p.m. Attest: APPROVED: City of Ocoee Beth Eikenberry, City Clerk S. Scott Vandergrift, Mayor MINUTES OCOEE CITY COMMISSION BUDGET WORKSHOP August 24, 2006 at 7:00 P.M. Agenda 10/03/06 Item 1 I CALL TO ORDER Mayor Vandergrift called the regular session to order at 7:00 p.m. in the Commission Chambers of City Hall. City Clerk Eikenberry called roll and declared a quorum present. Roll Call: Commissioner Hood, Commissioner Anderson, Mayor Vandergrift, Commissioner Keller, and Commissioner Johnson. Also Present: City Manager Frank, City Attorney Rosenthal, and City Clerk Eikenberry. I FY 2006/2007 BUDGET WORKSHOP Mayor Vandergrift opened the workshop and advised that we would finish the budget reviews from the individual departments and then the would review a list that he requested City Manager Frank bring forward a list of items that could be used to cut the budget up to $500,000. Commissioner Anderson said that he would like to consider a workshop this Tuesday to discuss the health care plan, and have the concerned employees present to ask questions. Mayor Vandergrift said one of the proposals that may be on the floor tonight regarding the health insurance is to hold off until mid-year after the HR Director gets an opportunity to speak to employees. Commissioner Hood said he feels this was too much information, too quick. He thinks the employees should be given information before and after a Commission Workshop to be a part of the process. City Manager Frank said there is enough money in the budget to cover half of the year at the new rates. We will still need to hold open enrollment; we just won't be offering changes until mid-year. Commissioner Anderson still felt a workshop was necessary for employees to ask questions. Mayor Vandergrift said that the workshop is for Commission's clarification, employees should be informed prior to that. Human Resources Director Carnicella said United Health Care will continue our current health care program through April, which will cost an additional $210,000, but that money has already been budgeted. Mr. Carnicella said we can continue our plan for the 2% COLA and 2% merit, as well as raising the pension multiplier from 2.5% to 3%. We can hold employee meetings and Commission workshops and if the Commission decides to change the health care plan in can be done at anytime along the way. He said the 148 employees who have dependant health care will have an increase from $81 to $105 per pay period, instead of a reduction of $10 that was proposed with the new plan. Commissioner Keller asked if United Health Care will allow another open enrollment in mid-year, and Human Resources Director Carnicella advised that they have agreed to renew our policy on a month to month basis and hold open enrollment whenever we have made a decision. City Manager Frank clarified that there is only enough money in the budget to cover half of the year at the new rates, so we would have to switch to the new plan or transfer another $210,000 to continue with the same plan. Commissioner Johnson asked about money that we have in reserve capital accounts that we may be able to use to fund the insurance increase. City Manager Frank said there is money in those reserve accounts or the fund balance that could be transferred if we chose to do that, but at this time it is not budgeted. Commissioner Johnson said the employees are very concerned right now and he thinks we need to clear up misconceptions by meeting with them. Human Resources Director City Commission Budget Workshop August 24, 2006 Carnicella said he was going to take the next 6 or 7 weeks to explain it to the employees, but he has been working on trying to balance the needs of the City with the employee's needs. Commissioner Hood asked if employees could choose between the old plan and the new one and Human Resources Director Carnicella advised that an HRA Insurance Plan doesn't work unless everyone is in it. Consensus of the Commission was that a workshop would not be necessary until after all of the employees have had the opportunity to discuss the plan and Qet Questions answered. Human Resources Director Carnicella said he will expedite the process by moving forward with open enrollment and getting the informational meetings done as soon as possible, and then bring it back to the Commission to see if they want to move forward. Budget Presentations were done by the following departments: Engineering, City Engineer David Wheeler Parks and Recreation, Director Jeff Hayes Public Works, Director Steve Krug Utilities, Director Charles Smith Break 7:55 p.m. - 8:08 p.m. City Manager Frank reviewed a list of items, compiled at the request of the Mayor, to see what could be eliminated or reduced to save $500,000. The following list was presented: AMT. PROPOSAL SECTION $35,000 Remove - NC duct work @ Fire Sta., City Hall 3-34 Community Center, Beech Ctr & Vignetti $35,000 Reduce - Plan tracking and Code Enf. Software 3-55 $25,000 Remove - Entranceways to City 3-64 $20,000 Reduce - Traffic claming citywide 3-64 $25,000 Remove - Portable message board 3-64 $85,530 Remove - GIS Manager 3-74 $42,060 Remove - Rec Aide position (Bus Driver) 3-77 $50,000 Remove - Remove playground equipment (Beech Ctr) 3-77 $35,000 Remove - Remarcite pool 3-77 $100,000 Reduce - Central Park improvements 3-81 $25,000 Remove - Gate at P.W. compound 3-43 $10,000 Remove - Renovations to Starke Lake Gazebo 3-43 $13,000 Remove - Head set replacement 3-51 $500.590 TOTAL After a discussion on all of the items submitted in the City Manager's List, the following amendments were made to the budget, reducing the general fund by $110,000. ($20,000) Reduce AlC Duct Work ($30,000) Reduce Plan Tracking/Code Enforcement Software ($20,000) Change GIS Manager to GIS Analyst ($25,000) Remove Portable Message Board ($15,000) Reduce Gate at Public Works Compound (4800) tape Total General Fund Budget 43,540,705. The millage 4.80 Page 2 of5 City Commission Budget Workshop August 24, 2006 Comments from the Commission: Commissioner Keller asked what it would take to get at least one ALS truck on the road before the January 2008. Fire Chief Firstner said we budgeted the ALS Training for a full year, but we are only hiring mid-year so that some of the funds can be diverted to equipment, and we are trying to get $34,000 grant to get the truck equipped. If those things happen we can get one ALS officer on earlier than mid-year. Mayor Vandergrift asked if anyone had suggestions to lower the budget. BUDGET REDUCTIONS Commissioner Hood said he would like to remove the Administrative Assistant that was to be shared by the Finance and IS Departments. It can be brought back at mid-year, if needed. Commission consented. Commissioner Hood asked if we can wait until mid-year to add the Municipal Inspector II and Permitting Technician until we see what the house market is going to do. Building Official Jones advised they have had to contract out for services to provide help in the planning and inspections, and July was a banner month for us, with many subdivisions in the planning stages right now. Consensus of three Commissioners was to leave the Part-time Permittina Technician in the budaet. but to remove the Municipal Inspector and revisit the reQuest at mid-year. Commissioner Anderson discussed the following items, but no changes were made to the budget: 1) vehicles in the Building Department 2) $1,000,000 sale and construction of property being sold to the City by the Utilities to the City 3) eliminating the Car Wash at Public Works, 4) Lease on the new pumper, 5) Clarke Road resurfacing, Silver Star to A.D. Mims, City Engineer Wheeler confirmed we can put sleeves in for this project 6) Page 8-10, Utility department expansion and construction, 2000 sq. ft. addition Commissioner Hood said he didn't think new chairs in the City Managers Conference Room were necessary. City Manager Frank said it was not an issue of the condition of the chairs, just that we are crammed into the room for staff meetings because the table and chairs are so large. Consensus to remove the Chairs from the Conference Room. at a reduction of .$6.800 to the aeneral fund. Commissioner Hood had discussion with Utilities Director Smith regarding an $83,000 expenditure for equipment and about the citywide program to replacement of water lines. NO changes made to the budget. ' Commissioner Johnson asked about the three operations managers (SanitationIFleet Operations, Maintenance Operations, and Street Operations) being added to the Public Works Department organizational chart and raising salaries to Pay Grade 34. He advised when we let some long- time employees leave the City we talked about the money savings, and now we are creating more mid-level management positions and raising salaries, after adding an Assistant Director to the department. He said that SanitationIFleet Operations should be under the Assistant Public Works Director, and the other two managers can remain. City Manager Frank said he has been a Public Works Director/ Asst. Director for eight years, and this is a very logical organizational chart. He suggested we create new positions at a lower level, such as superintendent, and come up with a new pay grade just above entry level positions. Commissioner Anderson suggested the Streets person remain higher because it requires an Engineer. Commissioner Johnson asked Utilities Director Smith about reclassifications in the Water Operating Organizational Chart to Cross Connection Control Coordinator, Collections Page 3 of5 City Commission Budget Workshop August 24, 2006 Distribution Supervisor. Commissioner Hood noted that there were three supervisors for eight people. Utilities Director Smith explained that they are trying to create a middle management for better accountability for completion of specific tasks and projects. The new Operation Superintendent position is Pay Grade 36, and it will be exempt. Commissioner Johnson said he does not mind reclassifying him, but he should not get the 5% promotion because he was just hired at above entry level. Consensus was to leave the Operations Superintendent as a title chanae onlv and move from pay arade 28 to 36. with no 5% promotional increases. Consensus to brina the position of Lift Station Technician beina reclassified will be brouaht back at mid-year once the iob description has been created. Finance Director Horton said that no budget impact can be figured on the Public Works Operations Positions because it was going to be brought back at a later time. The commission discussed the positions and the consensus was to place the followina positions into these Pay Grades Sanitation/Fleet Operations:Pav Grade 30. Maintentance Operations:Pav Grade 30. and Street Operations:Pav Grade 36. BUDGET ADDITIONS Commissioner Keller said he would like to place two more officers in the Police Department Budget. There was discussion regarding the 3-4 month time frame it takes to hire and train a new officer, the fact that there are several open positions still unfilled, and that money may be better used on non-sworn personnel. Police Chief Reffett said if he had the choice what he really needs is another Communications Operator to free up more officers to be put in the field. Consensus of the Commission was to place a Communications Operator in the budaet. at Pay Grade 22. with a startina salary and benefits costina $41.300. Thev additionallv aareed that the Police Officers positions should be brouaht back at mid-year. Commissioner Anderson said he would like to increase the budget from $40,000 to $80,000 for traffic calming devices. There was no consensus on that. Commissioner Keller asked if the Roundabout at Hackney Prairie would be included in this figure. Public works Director Krug advised the money budgeted is for requests that come in from neighborhoods, there are no specific projects planned. Consensus of the Commission is to review it at mid-year to see how many reQuests have come in for traffic calmina. Mayor Vandergrift asked how much we have saved so far in the general fund: Finance Director Horton said from the City Manger's List, $110,000 was cut, and from the additional Commissioners proposed cuts, another $88,055, for a total of$198.055. After adding in a Communications Operator at $41,300 the savings right now is $156,755 for General Funds Commissioner Hood asked about the additional Lifeguards and Administrative Aides and other aspects of Parks and Recreations organizational chart. He asked if it would be better served to have three supervisors. No changes were made to the budget. Commissioner Keller asked if there will be money placed into the budget for cemetery maintenance. Consensus of the Commission was to address this at mid-year once the violation letters are sent out and the Cemetery Committee has been formed. Commissioner Johnson said that the HR Director had been asked to bring back information on City Manager's salaries, and he feels it should be discussed during the budget. We need to look Page 4 of 5 City Commission Budget Workshop August 24, 2006 at what other City Managers are making in the area so that we don't have to worry about losing good managers. Human Resources Director Carnicella distributed a City Manager Salary Survey and stated the average City Manager salary for this area is $129,084. He said he would like Ocoee to be at least up to the average, at least at $125,000. Human Resources Director Carnicella advised that you need to look at the contribution to his pension also, because it is tied to his salary. Commissioner Johnson said he thinks the current City Manager is better than any we have had in a long time in terms of being able to work well with everyone, and he would like to see him stay for a few years. Commissioner Keller said he would be in favor of addressing the issue during the budget process. Commissioner Anderson said he is under contract and he does not feel it needs to be addressed in the budget. Mayor Vandergrift said he would like to have the opportunity to evaluate the City Manager. Human Resources Director Carnicella suggested they do individual evaluations and decide on the salary so that some amount of money can be placed in the budget if they should decide to raise his salary. Commissioner Hood said we can place money in the budget for that purpose, but he should get the COLA and Merit as well. Commissioner Keller agreed with Commissioner Johnson that we should add money in the budget to allow an increase of up to $125,000 for the City Manager's salary. Commissioner Hood said he feels we should do this at a workshop and be in the right forum. Mayor Vandergrift agreed, but said we can go ahead and place money in the budget for an increase up to $15,000. Commissioner Anderson confirmed that his COLA money is already in the budget. Mavor Vanderarift said we have a consensus on up to $15,000 beina placed in the budaet to consider a raise in the City Manaaer's salary. Commissioner Anderson asked if the ALS Training position is in the budget, and Chief Firstner advised that has been placed in the budget. Commissioner Hood said he had other issues to discuss, regarding eliminating some key positions, but he will discuss it with the City Manager first. Finance Director Horton said the changes made in the workshops would bring the millage rate to 4.7310, with $141.755 being cut from the proposed budget. The meeting was adjourned at 11:15 p.m. Attest: APPROVED: City of Ocoee Beth Eikenberry, City Clerk S. Scott Vandergrift, Mayor Page 5 of 5 Agenda 10/03/06 OCOEE CITY COMMISSION Item 1 SPECIAL SESSION - TENTATIVE BUDGET PUBLIC HEARING Ocoee Commission Chambers September 18, 2006 MINUTES 7:00 P.M. Mayor Vandergrift called the Tentative Budget Special Session to order at 7:00 p.m. in the Commission Chambers of City Hall. City Clerk Eikenberry called roll and declared a quorum present. Roll Call: Commissioner Hood, Commissioner Anderson (arrived at 7:05), Mayor Vandergrift, Commissioner Keller, and Commissioner Johnson (absent). Also Present: City Manager Frank, City Attorney Rosenthal, City Clerk Eikenberry, Finance Director Horton, Senior Accountant Brosonski, and Accountant Rosenberg. Mayor Vandergrift announced that this is a public hearing on the tentative budget and proposed millage rate for the City ofOcoee. Notice of this hearing was contained in the Notice of Proposed Property Taxes mailed by the Property Appraiser. The City Commission has previously set a proposed millage rate of 5.0 mills which represents a 24.12% increase in millage over the rolled- back rate of 4.0285 mills. II. PUBLIC HEARING Finance Director Horton announced that the percentage increase in the tentative millage over the rolled-back rate necessary to fund the proposed budget 19.19 %. Advalorem tax revenues are being increased by $2,048,711 to provide funding for operating expenses, programs, capital improvement projects, additional staff, and the purchase of equipment and vehicles. The proposed tentative millage rate is 4.8018 which exceeds the roll-back rate by 19.19 percent. City Attorney Rosenthal noted that this rate where the budget is tentatively balanced 4.8018 mills which is lower than what was advertised in residents' tax notices as 5.0 mills and an increase in the roll back of 24.12 %. City Manager Frank read a memo from Commissioner Johnson who was absent: After further review of the job descriptions and duties of the three new positions in Public Works, I would like to recommend that they be classified at Pay Grade 34 and titled Public Works Managers. These positions would then answer to the Assistant Public Works Director. City Manager Frank explained that this is in response to a discussion in the workshops to drop two of the three operations positions down to Pay Grade 30. He advised Commissioner Johnson will be present for the Pinal Budget Hearing to discuss it further, if needed. 11. Comments by Citizens. Mayor Vandergrift opened the Public Hearing. There being no one wishing to speak, Mayor Vandergrift closed the Public Hearing. Ocoee City Commission Regular Meeting September 18, 2006 I 2. Comments by Commissioners. City Attorney Rosenthal clarified that, procedurally, the budget packet presented to the Commission was at 4.8018 mills, and if the Commission wanted to stay at 5.0 mills they would have to amend the tentative budget to add funds somewhere, either contingency or elsewhere. Additionally, if they wanted to lower the millage rate by removing some of the items listed in the workshop, the budget would also have to be amended. Commissioner Keller asked about Commissioner Johnson's recommendation on the three Public Works positions. The decision at the workshop was to change the Sanitation/Fleet Operations and Maintenance Operations at Pay Grade 30 and Street Operations at Pay Grade 36 because that position required an Engineer. There was discussion as to why Commissioner Johnson changed his decision to keep them all at Pay Grade 34. Human Resources Director Carnicella advised that Commissioner Johnson looked over the positions with HR staff and he believes he felt that Pay Grade 30 may not be equitable with other positions with similar responsibilities. Consensus of the Commission to leave the positions as determined in the workshop, and have Commissioner Johnson discuss the issue when he returns for the Final Budaet Hearina. Finance Director Horton clarified that only the one position, Public Works Superintendent, would impact the general fund, the other position is listed under one of the enterprise or utility funds. The difference in millage to exclude those reductions would take the millage rate from 4.7310 to 4.7335. Mayor Vandergrift asked Ms. Horton how much one tenth of one mil is in dollars. Ms. Horton advised as a rule, one tenth of a mil represents about $206,000. 13. Motions by Commissioners for amendments to the proposed tentative budget. Commissioner Keller moved to amend the proposed tentative budaet to reflect all chanaes from the workshops (listed below), except the two chanaes to the Public Works positions, whose positions would remain as proposed in the budaet. Motion died for lack of second. Workshop Items - Suaaested Budqet Amendments ($20,000) Reduce AlC Duct Work ($30,000) Reduce Plan Tracking/Code Enforcement Software ($20,000) Change GIS Manager to GIS Analyst ($25,000) Remove Portable Message Board ($15,000) Reduce Gate at Public Works Compound ($50,950) Delete Admin. III Position in Finance/l.8 Department ($25,305) Delete PT Permitting Tech Position in Building Department ~~'i'iii'iii3i!~~?~!i;~~~i~~;ig~i~i~ii~1~ii~ii~;'~~~~~;~ii~i~~~~'~'~~~;I~'~~m?+n'i:i'l!I........ (~?~t~,~~j~jllJliIl\9~LI!i!f;7J!i!J.i~~llp~~filllml.!IU[il~UI,.g.P~[llt~I..~~~ $41,300 Add a Communications Operator in the Police Department $15,000 Add Funds for the City Manager's Salary TOTAL GENERAL FUND 2,105) Remove funds for Reclass Lift Station Technician Remove funds for Operations Supervisor in Water $ 33,425 TOTAL UTILITY FUND Page 2 of 9 Ocoee City Commission Regular Meeting September 18, 2006 Commissioner Anderson asked Acting Chief McNeil if it would be better to hire the ALS Training Officer for a full year instead of bringing him in at half-year. Acting Chief McNeil said their original target date for switching to ALS service was January 2008, however at the workshop the Commission expressed an interest in getting it started sooner. He said having ALS up and running by mid-year would be a very aggressive goal, we do have six paramedics that are currently certified by the state, but four of those still need to be precepted and approved by the county Medical Director. He added that he is confidant they will be able to get some grant money for equipment and supplies. Commissioner Anderson said he would like to see the aggressive approach to target the start up for mid-year. Commissioner Anderson. seconded by Commissioner Keller moved to expand the ALS/Trainina Officer position to a full year as opposed to a half year. at a budaet increase of $47.820 to the appropriate line item in the General Fund. Vote was taken after discussion. Mayor Vandergrift said he has supported increasing the millage rate for the last two years. He said this year he asked the City Manager to trim a half million dollars from the budget to see where we would end up on millage rate. Back in the 70's the City was taxing residents at 10 mills and the state government said they would have to roll that back each year to the point that all property would be appraised at 100%, at that time they were only appraised at 40%. He said he is in favor of rolling back the taxes. He advised that it appears we are holding the line on taxes, but if you look at the newspaper ad you will see that we are raising the taxes over the roll back rate. Commissioner Anderson asked what percentage we are taxing at right now. Mayor Vandergrift advised somewhere between 75% and 85% and it probably won't get much higher due to change in the way property values are determined. Commissioner Anderson said he feels that as long as we continue to improve the quality of life, such as the implementation of ALS, the property values will raise exponentially because more people want to live in Ocoee. Mayor Vandergrift added that people on a fixed income don't see it that way because they can be taxed out of their homes, and he believes real estate should be a cherished commodity that residents should not have to worry about. After the discussion. motion carried 3-1 with Mayor Vanderarift opposed and Commissioner Johnson absent. R.P. Monackey, 1820 Prairie Lake Blvd., asked about the large jumps in the General Fund figures on Page 3-35. Finance Director Horton explained that has to do with the sale, debt service (Page 11-19), and transfers relating to the Coke Property. Other large figures there are due to the purchase of the Police Station Property, and Park Property. Commissioner Hood said he would like to consider getting rid of the car wash. The money allotted would not be enough to maintain it, and he thinks we should either give out vouchers or have employees with take-home vehicles wash them. Commissioner Hood. seconded by Commissioner Anderson moved to remove the Car Wash from the budaet. decreasina the budaet by $25.000. Motion carried 4-0. with Commissioner Johnson absent. Page 3 of 9 Ocoee City Commission Regular Meeting September 18, 2006 Commissioner Keller, seconded bv Commissioner Hood, moved to accept all of the chanaes that were discussed at the workshop. No motion was made at this time due to subseauent discussion and amendment. Commissioner Anderson asked Finance Director Horton if changing that would reduce the millage rate downward, in such a way that it would limit them from going higher at the final budget hearing. Finance Director Horton advised that with all of the workshop changes, and the two adjustments that were made tonight CALS Position and Car Wash) the millage rate would be 4.7424 mills. Commissioner Anderson noted that we would not be able to go above the 4.7 at the Final Budget. City Attorney Rosenthal explained that the tentative millage rate adopted tonight would create the new cap; you could not have a millage or a final budget that would go over that amount. You can always go lower. You can move the money to contingency tonight if you choose to leave it in the general fund. Mayor Vandergrift questioned why we cannot go back up to the 5.0 millage rate that was advertised in the TRIM notice, as these are two continuing Public Hearings. City Attorney Rosenthal advised that the 5.0 mills is the cap set in the trim notice for this meeting to adopt the tentative millage and budget; once the millage rate set at the tentative budget hearing, it sets the new cap for the final budget hearing and the 5.0 mills noticed in the TRIM bill goes away once the tentative millage rate and budget are adopted. Commissioner Keller, seconded bv Commissioner Hood, moved to accept all of the chanaes that were discussed at the workshop, and move the $141,755 out of the various line items and into the continaencv fund. Motion, as amended, carried 3-1 with Mavor Vanderarift opposed and Commissioner Johnson absent. Workshop Items - Suaaested Budaet Amendments ($20,000) Reduce AlC Duct Work ($30,000) Reduce Plan Tracking/Code Enforcement Software ($20,000) Change GIS Manager to GIS Analyst ($25,000) Remove Portable Message Board ($15,000) Reduce Gate at Public Works Compound ($50,950) Delete Admin. III Position in Finance/I.S Department ($25,305) Delete PT Permitting Tech Position in Building Department ($ 6,800) Remove Chairs for City Managers Conference Room ($ 5,000) Change Public Works Operations Manager to Superintendent $41,300 Add a Communications Operator in the Police Department $15,000 Add Funds for the City Manager's Salary $141,755 TOTAL GENERAL FUND ($ 5,000) Change Public Works Manager to Superintendent ($ 2,105) Remove funds for Reclass Lift Station Technician ($26,320) Remove funds for Operations Supervisor in Water $ 33,425 TOTAL UTILITY FUND Commissioner Keller asked to review the list from the workshop, to make sure they all understand what they voted on. Commissioner Keller asked for clarification on the Public Works positions from what was requested with the original budget. Senior Accountant Brosonski advised that the Maintenance Operations Manager position was at 30 and will remain there, the Sanitation/Fleet Operations Page 4 of 9 Ocoee City Commission Regular Meeting September 18, 2006 Manager position was moved down to 30, and the Street Operations Manager was moved up to 36. Commissioner Keller advised that there is only one Communications Operator on the list and he thought they agreed on two. Police Chief Reffett clarified that he had only asked for one. Commissioner Anderson asked if the new fire truck with the four year lease is new, or replacing another vehicle. Acting Chief McNeil said it will be the new Engine 25 to run out of Fire Station One. It will be in addition to the other trucks and used when the manpower is available and to reduce the call volume on the Ladder truck due to its age. Commissioner Anderson asked when we will receive money from Orange County for Old Winter Garden Road. City Engineer Wheeler advised there is a final change order on tomorrow night's agenda, and we have been billing Orange County on a quarterly basis and we have been receiving payments from them. Commissioner Anderson asked how that money is shown in the budget. Finance Director Horton said the money is dispersed from the Transportation Impact Fees and it is recorded as a reimbursement to that fund, not an additional income. Commissioner Hood said when the utility fees were changed over the tax roll, he understand that we were going to save an employee, and he asked if we were reducing that department by one person or moving a person to a different department. City Manager Frank said he does not remember ever discussing that the department could be reduced by one employee, the same number of bills must be produced each month. Finance Director Horton advised that the number of solid-waste-only customers is 1,100, but there are still 11,000 utility bills going out and being serviced. Additionally, the new customers will still have to be billed monthly until they can be placed on the tax roll the next year. There is a minimal amount of time saved by the change over. The Stormwater fund is paying for approximately 1/10 of a person for utility billing. Commissioner Anderson asked Ms. Horton to put something in writing to explain that there is no administrative cost savings, since the question has been asked repeatedly. Commissioner Hood says he does recall a conversation many months ago where Public Works Director Zaitooni and Customer Service Supervisor Sills mentioned that switching to the uniform method of collection for solid waste and Stormwater would create a savings in administrative costs. He said after discussing the billing process, it makes sense that there would really not be any great savings on the administrative end. Mayor Vandergrift said he has always felt that the City should have a Utilities Commission similar to the OUC in Orlando. Commissioner Anderson said we should think about doing something new with utilities when the franchise contract is getting closer to expire. R.P. Monacky, 1820 Prairie Lake Blvd., said if the City is considering going that route, they should think about tying in with the OUC, unless they intend to produce the power ourselves. Finance Director Horton asked for direction on the changes to the Pension, COLA, and Pay Plan Adjustments that were mentioned at a previous workshop and are listed on the last page of tonight's handout. She said this would not affect the dollar amount, but it would direct staff where the funding should be placed in the budget. Recommended: Increase Pension Multiplier to from 2.5% to 3% Page 5 of 9 Ocoee City Commission Regular Meeting September 18, 2006 COLA & Merit at 2.0% Pay Plan Adjustments Commissioner Anderson asked how the change in the Pension multiplier will affect the pension in the future. Human Resource Director Carnicella said it depends on how the pension performs and whether or not there are any other increases in benefits. He said that if the pension performs at the assumptions made by the actuary, this increase should decrease over time. The 14% paid by the City should come down each year, and the 1 % taken from the COLA and Merit should help to fund this increase. . He said the pension is performing much better than it has in the past and the actuary is being held accountable for making sure the assumptions are correct. Human Resource Director Carnicella said he would like the Commission to trust that if we continue to work closely with the pension board, the actuary, and the money managers that we will be able to pay for the 3% multiplier and offer competitive pay increase over the next three to five years. Commissioner Anderson asked what number we use to calculate the COLA. Finance Director Horton advised the COLA and Merits are based on the CPI, which is 4.3 this year. He clarified that the proposal this year is to reduce the COLA and Merit from 2.5% to 2% to help fund the increase in the pension multiplier. Mr. Carnicella said Police and Fire are already at a 3% multiplier, and this is a wonderful way to reward the long term general employees with a large increase in their pension plan. Commissioner Anderson and Commissioner Keller asked Mr. Carnicella to bring the report from the actuary. Consensus of the Commission was to vote on this at the Final Budaet Hearina on September 27.2006. which would allow the Commission time to see the actuarial report. Commissioner Hood asked Mayor Vandergrift if he has any ideas about how to reach the roll- back rate. Mayor Vandergrift said he has been making suggestions for many years and this year he used a different approach and had the City Manager submit changes reducing the budget by $500,000 and the Commission added it all back in. He said he has come to the conclusion he is with a tax and spend Commission and he will just vote NO and go along with what is decided. Commissioner Anderson said he tried last year to reduce the budget and didn't get what he wanted; his opinion has not changed, he thinks there are too many bosses, and not enough workers. There was a short discussion on the issue of increasing the pension numerator. Commissioner Hood asked City Manager Frank about the two landscaping companies and if we were going to try to keep them for next year. City Manger Frank said the plan was that if these landscaping firms work out we will use the funds to pay for the two in-house landscaping employees to cover the services under the contract instead. Commissioner Hood said he feels that all of the landscaping, mowing, and parks maintenance should all be under one department. City Manager Frank said Asst. City Manager Croteau has been looking at them and we will review the options more if we decide to bring in all in house. He asked the salaries of the two landscape employees is enough to cover the cost of outsourcing the landscaping. Public Works Director Krug said at this time we are breaking even, but that could change if we went out to bid for landscape and mowing services. Commissioner Hood asked if we could look at eliminating a supervisor position if the landscape will not be done in house, and City Manager Frank said the whole program will need to be reviewed, we may also consider expanding the program and turning positions over to contractors as vacancies occur. Mayor Vandergrift said keeping up with the retention ponds needs to be done twice a month for most of the year. We Page 6 of 9 Ocoee City Commission Regular Meeting September 18, 2006 originally wanted to outsource only that service, but the program has changed overtime. He is not in favor of bidding out anything that can be done effectively in-house. City Attorney Rosenthal said if there are no further amendments to the tentative budget, the millage rate needs to be recalculated. RECESS to recompute the proposed millage rate and rolled-back percentage increase. 9:45 p.m. to 9:00 p.m. Finance Director Horton announced that the percentage rate increase in the tentative millage over the rollback that is necessary to fund the proposed budget, is 19.48 % . The proposed amended Tentative Millage Rate is 4.8132. City Attorney Rosenthal said the 19.48% represents the increase in property taxes. 11. Read title to Ordinance regarding millage rate. City Attorney Rosenthal read the title of Ordinance No. 2006-016, establishing the tentative millage rate. I 2. Motion to adopt the tentative millage rate. Commissioner Hood clarified that the millage rate is now at 4.8132 and Commissioner Keller said we started at 4.8018 and removed $141,755 from various line items and placed those funds in contingency. The other two changes with the ALS position and the Car Wash brought us to the new millage rate which is slightly higher than where we started. a. Comments by Citizens - none b. Comments by Commissioners-none c. Vote on motion to adopt the tentative millage rate. Commissioner Keller. seconded bv Commissioner Anderson moved to adopt the tentative millaae rate of 4.8132. Motion died due to a 2-2 tie vote. with Mavor Vanderarift and Commissioner Hood opposed and Commissioner Johnson absent. Commissioner Hood said he is not in favor of raising the millage rate over last year's rate of 4.8018. Commissioner Keller advised that if we do not make any other changes and remove the money we placed into contingency at the Final Hearing, the millage will be 4.7424 and the Finance Department advised that would be a 17.72% increase over the rollback rate. If we leave it in contingency tonight, it will allow us some room to make adjustments, if needed. Once a lower rate is adopted, we can't go back up. Commissioner Anderson confirmed that no change in the millage rate from last year would increase tax revenue by $2,048,000 due to increase in property value. He said, with the increase in insurance, salaries, contracts with Police and Fire, Page 7 of 9 Ocoee City Commission Regular Meeting September 18, 2006 projects, etc., that money will be used up quickly. The only way to reduce that number is not by eliminating projects, but by reviewing positions at the top because we are too top heavy. Commissioner Keller said he would like to reduce the millage to at least the 4.8018 so they know we are moving in the right direction. Commissioner Anderson recommended we take the difference out of the contingency fund to reduce the millage rate from 4.8132 to 4.8018 Commissioner Anderson. seconded bv Commissioner Keller moved to remove J22.750 from the continaencv fund and out of the tentative budaet. Motion carried 3-1 with Vanderarift opposed and Commissioner Johnson absent. Finance Director Horton recalculated the millage and announced that the proposed tentative millage is now 4.8018 and the percentage rate increase in the tentative millage over the rollback that is necessary to fund the proposed budget, is 19.19%. City Attorney Rosenthal said the 19.19% represents the proposed increase in property taxes. Commissioner Keller. seconded bv Commissioner Anderson moved to adopt the Tentative Millaae Rate of 4.8018 mills for the Fiscal Year beainnina October 1. 2006 and endina September 30. 2007. Motion carried 3-1 with Vanderarift opposed and Commissioner Johnson absent. I 3. Read title to Ordinance regarding budget. City Attorney Rosenthal read the title of Ordinance No. 2006-017, adopting the tentative bud et. 4. Motion to adopt the tentative budget. a. Comments by Citizens- none b. Comments by Commissioners-none c. Vote on motion to adopt the tentative budget. Commissioner Anderson. seconded bv Commissioner Hood made a motion that the City Commission adopt the tentative budaet of the City of Ocoee distributed alona with the budaet messaae of the City Manaaer dated Julv 29. 2006. alona with the chanaes resultina from the Budaet Workshops ras amendedl. such tentative budaet beina for the fiscal year beainnina October 1. 2006. and endina September 30. 2007. Motion carried 3-1 with Mavor Vanderarift opposed and Commissioner Johnson absent. Commissioner Anderson. seconded bv Commissioner Keller moved that a public hearina to consider the final millaae rate and final budaet be scheduled for September 28. 2006. at 7:00 p.m. at a Special Meetina of the City of Ocoee City Commission to be held at the Ocoee City Hall Commission Chambers. that the hearina be advertised in accordance with the provisions of Section 200.065. Page 8 of 9 Ocoee City Commission Regular Meeting September 18, 2006 Florida Statutes, and Section C-37 of Article VI of the Ocoee City Charter, that the appropriate Ordinances necessary to adopt the final millaae rate and final budaet be prepared by the City staff, and that all other action necessary to comply with the requirements of Section 200.065. Florida Statutes, be undertaken. Vote was taken after subsequent amendment. Finance Director Horton corrected the date for the Final Public Hearing which will be held on September 27,2006, at 7:00 p.m. Commissioner Anderson, seconded by Commissioner Keller amended the motion to announce the date of the Final Hearina as September 27, 2006, at 7:00 p.m. Motion carried 3-1 with Mayor Vanderarift opposed and Commissioner Johnson absent. Vote was taken on the oriainal motion. as amended. Motion carried 4-0 with Commissioner Johnson absent. Mayor Vandergrift announced the Public Hearing for the Final Millage and Final Budget will be held on September 27, 2006, at 7:00 p.m. The meeting was adjourned at 9:20 p.m. Attest: APPROVED: City of Ocoee Beth Eikenberry, City Clerk S. Scott Vandergrift, Mayor Page 9 of 9