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07-17-1990 Workshop Meeting• • CITYOF CLERMONT MINUTES WORKSHOP MEETING JULY 17, 1990 A Workshop Meeting of the City Council of the City of Clermont was held Tuesday, July 17, 1990 in the City Hall Conference Room. The meeting was called to order at 6:15 p.m, by Mayor Pro Tem Turville with the following Council Members in attendance: Council Member Dupee, Council Member Cole and Council Member Norquist. Also present were City Manager Saunders and Finance Director Van Zile. CITY NEWSLETTER City Manager Saunders informed the Council that the City would be working with Terri Coole on producing the first newsletter for the City, with the tentative schedule for completion at the end of August. Mr. Saunders then asked the Council to let him know as soon as possible if they had any particular subject areas to be covered in this publication. It was the consensus of Council that the feature article should be around solid waste management and in particular the City' s proposed recycling program, which will begin in the fall. JAYCEE BEACH SIGNS City Manager Saunders then informed the Council that signs had been erected at Jaycee Beach indicating that any children under twelve years of age must be accompanied by an adult. Much discussion ensued as to what should be the appropriate age for this requirement. It was the consensus of Council that the signs should remain as they are at this point in time. Council Member Turville asked that the City look into the possibility of providing some type of a boat for use by the life guards in case of a boating accident close to the beach area. Mayor Pool arrived at the meeting at approximately 6:40 p.m. and was informed of the previous discussion. DEPARTMENT OF ENVIRONMENTAL REGULATION City Manager Saunders then stated that he had been contacted by a representative of the Department of Environmental Regulation (DER) concerning if the City would be interested in providing water service south of town around Lake Minnehaha, south on Lakeshore Drive. The DER is now providing approximately eighty filter systems for EDB to homes located south of town and anticipate that this number will grow, and they are looking at a possible permanent solution to this problem. They indicated that they would be willing to provide substantial dollars to construct such a system if the City was interested in providing the service. After considerable discussion of the request, it was the consensus of Council that the City would be • • CITYOF CLERMONT MINUTES WORKSHOP MEETING JULY 17. 1990 PAGE -2- interested, but would have to research in depth the possibility before making a commitment. It was felt that a preliminary engineering study, paid for by the DER, would have to be completed before any decision was made. The Council then directed City Manager Saunders to contact the DER to express the City's interest and see if an engineering study could be completed at this time. FRED FOX ENTERPRISES Next, the Council was informed that the City had been contacted by Fred Fox Enterprises, a consulting firm which handles Block Grants in Florida, With the rule changes implemented this year, it has been found that the City of Clermont could possibly qualify for a portion of the Block Grant which deals with substandard housing. Mr. Fox would be willing to file the grant applications for the City at no obligation to the City, if the City is interested. Mr. Saunders further explained that Mr. Fox hoped that in dealing with the City through the grant application process, the City would recognize his ability as an administrator and when it came time to administer the Block Grant, if received, the City would look favorably to his firm for administration of the grant. It was the consensus of the Council that the City should have Mr. Fox file the grant application. CERTIFIED TRAFFIC SIGNAL MAINTENANCE TECHNICIAN City Manager Saunders informed that the Council that the City was required to have a certified traffic signal maintenance technician on staff or be under contract with a company who provides certified technicians for maintenance of all traffic signals within the City. The City Manager then indicated that the City was proposing to enter into an agreement with Control Specialists Company of Orlando for the service. He explained the costs involved and the duties of Control Specialists, which include a monthly preventative maintenance program on all systems. Mr. Saunders continued by stating that this item would be brought up at the next regularly scheduled Council Meeting for approval. CHAMBER OF COMMERCE LABOR DAY CELEBRATION City Manager Saunders stated that he had been meeting with the Chamber of Commerce, who are planning this year's Labor Day Celebration. They are planning to bring in the same carnival as the past two years, and the carnival is requesting that they be allowed to have four trailers on-site for overnight use of the carnival owner and others involved with its operation. City Manager Saunders stated that in previous years the City allowed one trailer to be on-site. • • CITYOF CLERMONT 1dII11TUTES WORKSHOP MEETING JULY 17, 1990 PAGE -3- After discussion, it was the consensus of Council to allow the request this year on a trial basis to see if there would be any problems with this many trailers on-site. City Manager Saunders stated that he would inform the Chamber of Commerce of this decision. BEAVER HOUSE Mr. Saunders stated that he had been contacted by Greg Homan, who was interested in purchasing the Seaver House, in the event the Neighborhood Center does not decide to locate there. He was interested in buying the house and moving it to a different 1 oca tion. PLANNING DEPARTMENT City Manager Saunders informed the Council that a portion of the Planning Department was moving into the north half of the downstairs part of City Hall. The space will be utilized as an office and a work area to lay out the maps being produced for the Comprehensive Plan. FISCAL YEAR 1991 BUDGET Each Council Member was given a sheet containing a comparison of budgeted expenditures for the current fiscal year and the proposed 1991 fiscal year which broke down the General Fund expenditures between Personal Services Operating Expenses, Capital Outlay and Debt Service, which indicated the percentage of the budget allocated toward those items. Mr. Saunders then explained that Finance Director Van Zile and he had started with a General Fund Budget which indicated in excess of a $250, 000 loss. This was figured with the original budget requests submitted by the Department Heads. Mr. Saunders then stated that the Finance Director and he had trimmed approximately $75,000 from this and were, at this point, showing approximately $185, 000 of expenditures in excess of revenues without any type of revenue enhancements. He then explained that the City had several revenue items for revenue enhancement, which included a proposed ad valorem increase of one-half a mill which would generate approximately $70, 000 in next year's budget. The proposed millage rate must be returned to the Property Appraiser's Office by August 3, 1990 and this would be on the July 24, 1990 Council Agenda for discussion and adoption of a proposed millage rate. It was further explained that the Council could always lower the proposed rate, but after setting the proposed millage rate, it could not be raised. Mr. Saunders then • • CITYOF CLERMONT MINUTES WORKSHOP MEETING JULY 17, 1990 PAGE -4- suggested that if there was an inclination to raise the millage rate this year, it should be set a half mill higher at this time. After considerable discussion of this proposal, it was the consensus of Council that it probably should be increased at this time, and that it would still remain the lowest rate in Lake County for any full-service city. PERSONNEL COSTS Each Council Member was then given a summary of proposed personnel costs for the 1990-1991 budget. The first item discussed was the cost of living increase. The summary sheet indicated a proposed 5ti cost of living increase for. employees. After a great deal of discussion concerning the increase, it was the consensus of Council that 4~ should be placed in the budget for the 1991 cost of living adjustment. The 1$ decrease from 5$ to 4$ would decrease the def icit budget by approximately $10, 000. It was then explained that the City would retain the same merit system by which Department Heads are authorized to grant from 0 to 3~ merit increases, but with City Manager approval a higher merit increase could be granted. It is up to the Department Heads to allocate their merit dollars for the department as they see fit. Longevity money has also been budgeted for those employees who have five, ten and fifteen years of service with the City, with 1, 2 and 3$ increases respectively for their year's of service. POSITIONS PLANNING AND ZONING AND POLICE DEPARTMENT REQUESTS New employee positions were then discussed and included a part- time clerical position in the Planning and Zoning Department for twenty-four hours a week and the Police Department's request for an additional officer. Mr. Saunders stated that in this year's budget funds had been allocated for a new officer to start in June of this year and his position would have been the Public Service/School Resource Officer. The position remains vacant, and the Sheriff's Department has been approached and asked if they would be able to continue to provide a School Resource Officer to the High School. The Sheriff's Department has stated that they would continue to provide the officer. The City Manager then recommended that this funded position be reclassified to a regular officer, which would eliminate the need for an additional officer in next year's budget. It was the consensus of Council that this change would be appropriate. • CITYOF CLERMONT MINUTES WORKSHOP MEETING JULY 17, 1990 PAGE -5- • PARRS AND RECREATION DEPARTMENT REQUEST City Manager Saunders reported that in the Parks and Recreatio n Department the City would need a full-time Service Worker III to be assigned to the Palatlakaha Recreation Area for maintenance of that facility. SUML~~R RECREATION PROGRAM It was indicated that $8, 800 had been placed in next year's budget, which includes funds for the Parks and Recreation'Committee's proposed expanded summer program. PUBLIC WORKS - TRANSPORTATION City Manager Saunders explained that due to the reorganization of the two departments, a Crew Chief was needed in the Transportation Department, who would replace Jef f Jones who has moved into the Supervisory position in Public Works. It was also proposed that a new position of Supervisor for the Utility Department be included in the budget. With the combining of duties of Public Works and Utility Director, now under the title of Public Services Director, with the position being held by Preston Davis, there will be three departmental divisions with Division Supervisors. One would be the Utilities Division, which would be a new position, one would be the supervisory position in Public Works now held by Jeff Jones, and the third position would be the one held by Junior Beach as Supervisor of Solid Waste Management. FINANCE DEPARTMENT - POSITION UPGRADE The final personnel change discussed was the upgrade of the part- time clerical position in the Finance Department to fulltime. USE OF PRISON LABOR City Manager Saunders the explained that in prior years the City had received as many as five or six prisoners from the South Lake Correctional Institute who helped out with various duties in the Parks and Sanitation Departments. However, over the years the number of prisoners available for this type of work has decreased, and most recently the City has been fortunate if it gets one or two prisoners per day. In the past month, due to problems in north Florida with work release prisoners, the City has not received any prisoners. This has caused a manpower shortage in these departments. Therefore, it was requested that funds be placed in the budget for a Service Worker I to begin work mid-year when the heaviest demand occurs in the Parks Department. It was the consensus of Council to include these personnel changes in the proposed budget as discussed. i CITY OF CLERMONT MINUTES WORKSHOP MEETING JULY 17, 1990 PAGE -6- FEES FOR NON-RESIDENT PARTICIPANTS IN SUMMER RECREATION PROGRAM The Council then discussed possible fees for the Summer Recreation Program. Mr. Saunders indicated to Council that a large number of non-city residents participated in the program and no one has been charged for the program. After much discussion, it was the consensus of the Council that it should be suggested to the Parks and Recreation Committee the possibility of charging a nominal registration fee for city residents and a substantial fee for non- residents. VOLUNTEERS FOR PARK MAINTENANCE Mayor Pool stated he thought there would be the possibility of getting some citizen volunteers to help with park maintenance. He felt there would be people willing to mow an area close to their home or help in some other manner if asked. The liability problem of such an arrangement was discussed in detail. Mayor Pool also stated that he felt people who ran lawn services could be hired to pick up the slack during the summer growing season. City Manager Saunders stated that he would investigate these possibilities for future help. PHASE I COMPLETION - PALATLARAHA RECREATION AREA City Manager Saunders reported to the Council that he would like to place out for bid the facilities to be located in the northeast corner of the park, which include three tennis courts, a basketball court, and a volleyball court. It was the consensus of Council that these items should be placed out for bid at this time. INFRASTRUCTURE FUND - CAPITAL OUTLAY SCHEDULE Discussion continued concerning the availability of capital outlay funds. Each Council Member was given a schedule of proposed Capital Outlay Expenditures for the Infrastructure Fund. City Manager Saunders indicated that there were items on the schedule which could be postponed in order to provide funds for completion of the park. It was the consensus that the park should be the number one priority at this time. In reviewing the schedule, it was the consensus that the following should be eliminated: (1) relighting of the West Park ball fields and (2) the $5,700 for resurfacing the tennis courts at the High School. It was the consensus of Council that it was necessary to keep the $4, 000 for the re roofing of the Kehlor Park Building and $10, 000 for the proposed sidewalk projects. It was also discussed that the • • CITYOF CLERMONT MINUTES WORKSHOP MEETING JULY 17, 1990 PAGE -7- sidewalk project which should receive high priority was that section of East Avenue on the eastern right-of-way from the High School to Grand Highway. DATES FOR FUTURE WORKSHOPS Dates for future workshops were the last item discussed. It was announced that the next workshop would be on Wednesday, July 27, 1990 at 3:00 p.m. in the City Hall Conference Roan, and one would follow on Wednesday, August 1, 1990 at 6:00 p.m. in the City Hall Conference Room. There being no further discussion, the meeting adjourned at 9:10 p.m. Robe t A. Pool, Mayor Attest: i o e E. Van City Clerk