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Minutes - 07.21.2020 - City Council WorkshopCity of Clermont MINUTES COUNCIL WORKSHOP July 21, 2020 The Clermont City Council met at a workshop on Tuesday, July 21, 2020, in the Clermont City Center at City Hall. Mayor Ash called the workshop to order at 6:30pm with the following Council Members present: Council Members Purvis, Brishke, Bates, and Travis. Other City officials present were City Manager Gray, Assistant City Manager Dauderis and City Clerk Ackroyd Howe. Proposed Fiscal Year 2020-2021 Budget Discussion City Manager Gray reviewed the purpose of the budget workshops. There has been a decrease in sales tax revenues due to COVID-19 therefore there are no new positions and department budget cuts. He recommend we use funds from reserves to balance the budget. Tonight is the first of two budget workshops. Each Department Director will present their budget in a summary format and will be available for questions. The Recreation and Fire Departments will present their budgets tomorrow evening as well as discussion of the master plan. Finance Director Brosonski provided an overview of the Fiscal Year 2020/2021 General Fund budget and citywide budget highlights. The citywide budget totals $157.7 million, which is $4.9 million or 3.03 percent less than the current year budget. The decrease is due to revenue decreases in state shared revenues offset by reduced operating and capital costs and the use of reserves. Reserves at the end of Fiscal Year 2021 projected to be $53.7 million, which is $3.8 or 6.54 percent less than the current year ending reserves. Ad Valorem Taxes, the city's largest single revenue source, projected to be $14.2 million or $1.3 million higher than the current year. The increase in Ad Valorem Taxes based on a 10.18 percent increase in property values and maintaining the current millage rate is 4.2061 without a proposed increase for the sixth consecutive year. The proposed budget reestablishes an annual budget for boat ramp parking lot fees of $25,000. Utility Service and Impact Fee revenues projected to be $1.07 million more than the current year due to expected continued growth and rate increases tied to inflation based indexes. There are no other fee increases proposed in Fiscal Year 2021. Personnel Services total $35.4 million, which is $2.4 million or 7.39 percent more than the current year budget. Contract and merit pay increases for all eligible employees including lump sum payments for employees at the maximum of their pay grade. Operating budget total $20.2 million, which is $1.8 million or 8.21 percent less than the current year budget. Capital Outlay totals $37.9 million, which is $1.9 million or 4.73 percent less than the current year budget to include public services facility, replacement vehicles, body cameras, SCBA air pack and accessory replacements, vacuum excavation facility expansion and various utility projects. City of Clermont MINUTES COUNCIL WORKSHOP July 21, 2020 The General Fund budget totals $40.5 million, which is $831,000 or 2.01 percent less than the current year budget. The decrease is primarily due to economic conditions from the COVID-19 pandemic. The proposed General Fund budgeted revenues are less than budgeted expenditures resulting in use of $1,831,723 of reserves to balance the fund. The City's Reserves Policy requires specific fund reserves to be at least 25 percent of operating expenditures. All budgeted funds in compliance with the Reserves Policy. For the Fiscal Year 2021, the General Fund's total reserves as a percentage of operating expenditures is 18.95 percent or 6.05 percent short of the 25 percent policy. City Manager Gray reviewed the organizational changes. He combined the Environmental Service and Public Works Departments into Public Services. Stoney Brunson is the Director of Public Services. In addition, he split out the Development Services Department into two separate departments - Planning and Development Services with Curt Henschel as the Director and Building Services with Lisa Widican as the Director. Public Services Director Brunson presented the department budget. The decrease in the budget is due to fewer capital projects and a reduction in operating budget. The significant items include the Public Works facility. The items to be evaluated in 2021 are capital items totaling $927,100, annual paving projects, rehabilitation of parks and facilities, no wake signs, truck replacement, sidewalks, ADA door operators, utility trailer, East Avenue Complete Street, Bishop Field renovation, and Asset management implementation. Council Member Travis requested a list of street repaving projects. Public Services Director Brunson reviewed the Environmental Services division. The increase is due to capital projects. The significant items included in the proposed budget: replace water main, CDBG utility improvements, lift station submersible pumps, Sunburst lower floridan pump building controls, wastewater treatment plant expansion, utility expansion for Public Services facility and construction. The significant items included in the five-year capital plan are Greater Hills wastewater treatment plant ground storage, lower floridan well pump, reclaimed water storage, regional lift station and force main, and wastewater plant expansion. Police Chief Broadway reviewed the department budget. The significant items included in the proposed budget replacement vehicles, body cameras, and School Resource Officer agreement revenues. Items to be evaluated in January 2021 are five new positions and operating expenses, new police officer capital, marked vehicles and one unmarked vehicle. The significant items included in the five-year capital plan are replacement vehicles, public safety training facility design and construction, secure storage facility, mobile command vehicle and police headquarter expansion. Chief Broadway was appointed to a subcommittee to review police reform recommendations to continue to strengthen relationships between the police and the community. In addition, Chief Broadway provided an update on the traffic complaint process. City of Clermont MINUTES COUNCIL WORKSHOP July 21, 2020 Planning and Development Services Director Henschel presented the department budget. During Fiscal Year 2020, the Development Services department was split into two separate departments. Planning and Development Services and Building Services. The budget decrease is primarily due to a reduction in capital projects. In Fiscal Year 2019, the department processed 236 agenda items comparing to current year processed the same amount of agenda items with canceling 3 public meetings due to COVID-19. He also provided an update on Wellness Way. Council Member Purvis asked about role of Economic Development Director position. City Manager Gray remarked the responsibilities have been split between Planning and Development Services Director Henschel, City Manager Gray and Communications Director Deen in order to save money. Building Services Director Widican presented the department budget. The increase is due to the addition of the Director Position and reallocation of various positions as well as a 6-month limitation duration Document Imaging Specialist. The significant items included in the proposed budget are building plans review services. She reviewed the building permit statistics. City Clerk Ackroyd Howe presented the department budget. The lien search revenues is included in the proposed budget. Finance Director Brosonski presented the department budget. She reviewed the primary responsibilities of the department. The decrease in the budget is due to personnel costs. There are no significant items in the budget. Finance Director Brosonski provided an update on utility late payment penalties, disconnect, and connect fees in association with COVID-19. Staff surveyed other local governments regarding handling of non-payment. Recommend resume in August and set up payment plans. City Manager Gray remarked the grace period extended to the end of July, and will need to address nonpayment of utility bills. There are accounts that have not paid since March. Council Member Purvis would like this on an agenda for discussion. He requested a payment plan and establishing a date. City Manager Gray recommended letting it expire the end of July and will implement the existing policy August 1. He will provide an update to Council. Information Technology Director Dennis presented the department budget. The decrease in the budget is primarily due to Fiber Optic Network improvements in the current budget not included in the proposed budget. The significant items in the budget include 20 replacement workstations. The replace of 50 workstations will be evaluated in January 2021. The Five Year Capital Plan includes fiber network conduit and replacement workstations and servers. City Manager Gray thanked IT Director Dennis and his staff. Within two days of the emergency City of Clermont MINUTES COUNCIL WORKSHOP July 21, 2020 order, they were able to have 80 percent of staff working from home. Human Resources Director Ohlinger presented the department budget. She reviewed the primary responsibilities of the department. The increase in the budget is due to personnel costs. She highlighted the insurance plan renewals. Procurement Services Director Suarez presented the department budget. Through the budget process, the Purchasing Department was renamed the Procurement Services Department. The decrease is due to a vacant position that was removed from the budget. He highlighted $1,182,828 in savings from October 1, 2019 to June 30, 2020 to include the fuel card program, purchasing card program, online auction program and contract negotiations. The P-Card rebate for calendar year 2019 - $61,238; Fuel Card rebate from June 2019 to June 2020 - $6,160; Surplus Auction Sales from June 2019 to June 2020 - $61,900 for a total savings of $129,298. Savings for Fiscal Year 2019 through competitive bid process equals $1,525,200. Assistant City Manager Dauderis presented the City Manager's office budget. The decrease is due to operating reductions. There are no significant items in the budget. The City Manager's budget includes the Communications Department. The next budget workshop will be Wednesday, July 22, 2019 at 6:30pm to review the master plan and the Recreation and Fire Departments. City of Clermont MINUTES COUNCIL WORKSHOP July 21, 2020 Conclusion: The workshop concluded at 8:29pm with no further comments. APPROVED: Gail L. Asr, Mayor ATTEST: P Tracy Ackroyd Howe, City Clerk