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08-10-2009 - Budget Workshop CITY COUNCIL OF EDGEWATER WORKSHOP AUGUST 10, 2009 5:00 P.M. COUNCIL CHAMBERS MINUTES CALL TO ORDER Mayor Thomas called the Budget Workshop to order at 5:00 p.m. in the Council Chambers. ROLL CALL Mayor Michael Thomas Councilwoman Debra Rogers Councilwoman Gigi Bennington Councilwoman Harriet Rhodes Councilman Ted Cooper City Manager Tracey Barlow City Clerk Bonnie Wenzel City Attorney Carolyn Ansay Present Present Present Excused Present Present Present Present INVOCATION, PLEDGE OF ALLEGIANCE Mayor Thomas saved the silent invocation and pledge of allegiance to the Flag until the Regular Meeting. MEETING PURPOSE The purpose of the meeting was to discuss the FY 2010 General Fund budget. City Manager Barlow informed Council this was the first budget workshop and that they had additional scheduled throughout this month as well. He informed Council he wanted to run through and give them a gross overview of where they were in the budget and justify where they landed with the proposed millage that they had recommended with this balanced budget and then give time at the end for the Council to ask particular questions. This workshop was only to discuss the General Fund. The Enterprise Fund workshop was to be held on August 31st. City Manager Barlow went through the attached Powerpoint Presentation by describing Last Years Savings and summarizing the FY 2010 General Fund Budget. Finance Director McKinney then commented on the 2009 Property Tax on a Residential Home in Edgewater and Property Tax Comparison on Homestead Home in Edgewater included in the attached Powerpoint Presentation. 1 Council Workshop August 10, 2009 Mayor Thomas made mention of the tax bills going informed him the only entity that had gone above School Board. Volusia County was at roll back. proposing to be 8.97% below roll back. down. Mr. McKinney roll back was the The City was Mayor Thomas asked about the businesses. Mr. McKinney informed him some of the businesses were seeing a tax decrease over last year as well. City Manager Barlow explained based on what their property values have done and how much they have done, whether they have increased in value, whether their taxes have gone up or whether they decrease beyond where they are trying to reduce their millage below the roll back. Some could go up and some could have gone down. Mayor Thomas stated so if their property is assessed at more than it was last year then their taxes will go up and if it went down their taxes are going to go down. Mr. McKinney informed him depending on the amount it decreased by. Councilman Cooper stated Edgewater is actually reducing. It doesn't look like it because the ad valorem will be higher. They are reducing because they are getting less revenue because the houses value has gone down. With the School Board going up and the County right at roll back, the homeowner may still see an increase but it wasn't coming from Edgewater. City Manager Barlow informed him he was correct. Councilman Cooper asked if they were able to determine that with what they are trying to do with this budget how much the homeowner would feel in their pocket as far as a potential increase in taxes. City Manager Barlow informed him that changes because every home and business would be different based on how much their property values increase, decrease or stay the same. He commented on the taxing authorities only setting their maximum millage and not being aware of anyone setting their final millage yet. He felt that was a tough target to hit. There was a brief discussion regarding the School Board having the biggest tax increase this year. City Manager Barlow reminded Council the budget he delivered last week was a bare bones budget. He then described for Council what was not included in this budget as it related to positions Unfunded, which was included in the attached Powerpoint presentation. City Manager Barlow referred to Page 7 in the Budget book. Statistics show they are down to employee counts below 2005. They have done everything they can to make this an efficient operation in an effort to bring the millage down. 2 Council Workshop August 10, 2009 Councilman Cooper pointed out if they look at the overall taxable value in 2005 and today's taxable value and the fact that they are only up $10,000. City Manager Barlow commented on there being all those other revenues as well that kept shrinking and the double homestead which they didn't have in 2005. City Manager Barlow continued the Powerpoint presentation by commenting on the Employee Increases that were currently not funded. This budget did not have any employee raises included. He referred to the handout given to Council with regard to Options. (Attached) They were not aware of any other city throughout the County that was doing anything for raises at this point in time. Mayor Thomas asked if they had a feel for the morale of the employees. City Manager Barlow informed him he had done preliminary meetings with the Police and Fire and there hadn't been great discussion on the raise. He then described the Options and how they would affect the General Fund budget. Councilman Cooper stated when City Manager Barlow first came into this position he started negotiating with all of the departments three year and five year pay scale contracts, which were subject to having the monetary rates change. He asked him how this would affect the morale of the departments. City Manager Barlow explained they only had two unions with contracts and none of those had been negotiated in. He made mention that the raises for the Public Employees Union were only negotiated for one year, last year and there were currently ongoing negotiations with the Police Union. Councilwoman Bennington stated if they picked Option 4 that would be subject to the union accepting that. City Manager Barlow informed her if he got direction from Council he would sit down with the union and talk to them. Councilwoman Bennington stated that would be the step plan he had already put forth. City Manager Barlow informed her the only step plan he had put together was for the Police Department and it identified every employee, where they should be and actually smoothed them out over a five year period. This would only take care of the lower employees. Councilwoman Bennington confirmed this would only be for this coming year. City Manager Barlow explained next year if they try to negotiate and get back into the step plan this would lessen the burden on the step plan because those would be closer to being on target. He commented on the big turnover in the Police Department a couple of years ago. Mayor Thomas stated he spoke to a lot of the City employees and most of them for the past two or three months have been extremely nervous about losing their job. Councilman Cooper commented on fighting last year and the previous year to do everything they could to maintain the jobs. He commented on Coronado Paint leaving the area and the people there either relocating or losing their jobs. He referred to Option 4 3 Council Workshop August 10, 2009 and Option 5 and asked if it was possible to go to the higher end employees, freeze those salaries and used the 2% they would have normally given them, would it offset the payment to the lower employees where they still could stay at the millage rate of 6.49. City Manager Barlow informed him with Option 4 and Option 5 there would be no raise for those employees so there would be nothing to freeze. Councilman Cooper stated if they went with Option 4 and froze the upper employees, would that be enough money to offset and keep them at the 6.49 millage rate. City Manager Barlow informed him none of the employees would be getting anything at the millage rate of 6.49. Councilwoman Bennington explained if they went with Option 4, it would cost $28,768, which they would have to add 0.0368 to the 6.49. Councilman Cooper then commented on Option 3 and only giving half of the City employees a raise. City Manager Barlow would have to run the numbers. Councilman Cooper felt they would be around 6.6. City Manager Barlow informed him it would be hard to tell. By dividing it in half it would not be accurate. City Manager Barlow asked Council for a number of where they wanted him to draw that line in the sand. The only challenge is there wasn't a spread there so they could be in a position that someone gets a 2% raise and are now making more than the person that didn't get the 2% raise. Councilman Cooper was concerned that he was negotiating at a zero which he felt was going to be a tough negotiation. City Manager Barlow stated that zero raise with the balanced budget secures every position that currently has a job today. They could give raises but he knew they couldn't do it at 6.49 unless they start laying people off so others can get raises. He would not recommend that. Councilwoman Bennington didn't want them to have a budget where none of the employees get a raise. She thinks they have stepped up and have really worked hard and kept the City as beautiful and they have done a really good job protecting them knowing that things were tight and she did not agree in giving no raises for them. They deserve something. They need to decide which one of them they want to add. She can't see them going with this budget based on this with nothing for the employees. She feels they need something. Councilman Cooper commented on it being reality of negotiations. They are hypothetically saying they are going to negotiate to give them nothing. If that is their starting point they are in trouble. He would like them to negotiate nothing but he would also like to have a way to pay for a 2% if they've got it. Their families are affected just like his. City Manager Barlow stated he was negotiating saving every position. He felt in today's economy just the fact that they 4 Council Workshop August 10, 2009 can say they have saved every job is a big step. He works for the Council and asked them to give him direction. Councilwoman Rogers referred to Option 5 and asked for Mr. McKinney to walk them through an example of somebody they are going to give that back to because of their employment starting way back when. City Manager Barlow stated since he was the one that put this together he asked to answer for Mr. McKinney. Councilwoman Rogers told him to go ahead. City Manager Barlow explained if someone was hired prior to October 2004 the City paid 50% of the dependent coverage. If they were hired after October 2004, if they wanted dependent coverage they had to pay $187.20 out of their pocket. Once a month they would reimburse the $187.20 as a monthly stipend. Councilwoman Rogers stated the $187 as it is right now it is being deducted and it is pre taxed. When they turn around and give it back to them she asked if City Manager Barlow had looked to see what the tax effect would be at that point. Once they give it back, what they saved initially they are now having to pay so that may not be a reality as far as the millage percentage he was talking about. It may actually be a little higher. City Manager Barlow informed Council if that was an area they wanted more and were leaning that way, they could run those numbers. Councilwoman Rogers asked if it was October 2004 when the co-pays changed. She talked to some of the employees in the lower salary range and when they go to the doctor some of them have some really severe needs. Instead of $15 co-pays they are paying $20 and $35. City Manager Barlow informed her it was in 2007. Councilwoman Rogers asked City Manager Barlow when he did their negotiations the day after the last Council meeting how did that go with the insurance and with everything going on with Obama nothing has affected them to help save on their lower tier employees out of pocket. City Manager Barlow commented on budgeting for the same insurance package with the same deductibles and co-pays. Councilwoman Bennington pointed out her co-pay to see her primary care doctor was $15 and her co-pay to see a specialist is $35. City Manager Barlow commented on dong the research but they couldn't do it this year where they were looking at some different opportunities where they can lower the co-pays and doing a hybrid health savings account in-house. Not only would it reduce the co-pays for the employees but it would reduce the premium for the City. Councilwoman Rogers felt as they were talking to employees they needed to point that out. 5 Council Workshop August 10, 2009 Councilwoman Rogers referred to Page 7, the Tax Analysis. Under FY 2010 he had a number of employees of 117/79. She asked what that represented. City Manager Barlow informed her the 117 were the General employees and the 79 were the Enterprise Fund employees. Councilwoman Bennington questioned what direction they were going to give City Manager Barlow. Councilwoman Rogers felt what he was getting from the Council as far as the conversations and consensus was that they are really concerned about the health insurance and the out of pocket on their employees. If they can do something that isn't going to cost the City so much and benefit the employees, that is a win-win. City Manager Barlow informed her none of those other than Option 5 could do that for them. If that was what they were leaning on, Option 5, he could go that direction but he needed clear direction. Councilman Cooper felt Option 5 and Option 2 were almost a tradeoff. Councilwoman Rogers stated only as far as the percentage goes. City Manager Barlow commented on still having a difference of the employees hired before and after October 2004. They would still have that separation. Councilwoman Bennington asked if the $69,440 identified in Option 2 included what the City paid for their share. City Manager Barlow informed her that is what it would cost them at the end of the day. It was the consensus of Council to come back to this item. City Manager Barlow continued the Powerpoint presentation by describing the Street Repaving and Capital Currently Not Funded. Councilwoman Rogers stated this also gives opportunity for all the Obama money as far as grants go. She asked if they had someone in place looking at every opportunity. City Manager Barlow informed her they do. He commented on writing a $2 million to rebuild the Fire Station on U.S. #1. He also commented on Mr. Lear doing a sidewalk grant through the Obama deal which turned out to be not all that it was promised to be so it didn't look like they were going to be able to pursue that. The federal grants have not hit the streets yet. They are out there and they are doing the applications. They also did one for three law enforcement officers. Councilman Cooper commented on there being Tiger grant money for streets that was never offered before but when they investigated to try and get it all they got was the run around. City Manager Barlow further commented on the issues they had with trying to obtain the sidewalk grant. 6 Council Workshop August 10, 2009 Councilwoman Rogers suggested on some of the grants, if the work is being done by Veterans that gives them a preference over other people's grant applications. City Manager Barlow commented on not being able to get that far. It was just the permitting side of it and the commitment on the grants. Councilwoman Bennington asked what the Interactive Voice Response was on the Capital Not Funded list which City Manager Barlow explained for her. He also commented on what the Media Manager was. Councilwoman Bennington asked if the cost of the Interactive Voice Response and Media Manager would save them a lot of labor. City Manager Barlow informed her that was what he was planning long term. The Deputy City Clerk does a lot of what the Media Manager would do who he guessed one day was going to retire. When they put things in place, when that position becomes vacant they could replace it with a part time position because of the workload being lessened. He reminded Council these were items that were not funded and that they could come back and revisit it at the six month mark unless there was something they wanted in this year's budget. City Manager Barlow then commented on the Police K-9 Unit Project that was not funded that was described in the Powerpoint presentation. Councilwoman Bennington commented on the money they could recoup from having a K-9 offsetting the cost of the animal. City Manager Barlow stated he didn't calculate that in there because those would be costs in future years that would be reimbursed. Councilwoman Bennington mentioned there being grants that can be obtained to receive a K-9. City Manager Barlow stated he did a worst case scenario if they didn't receive grants and the cost of the dog was factored in. Mayor Thomas commented on not receiving a lot of profit from forfeitures. City Manager Barlow finished his Powerpoint Presentation by describing the General Fund Debts. He further commented on restructuring some of the debt by lengthening the payments or decreasing their annual debt service. Councilman Cooper commented on why he felt the refinancing of FIND was an excellent idea. City Manager Barlow stated at this point they could either go back to the Employee Increases or they could open it up for questions on the whole budget. Mayor Thomas expressed there was nothing better he would like than a K-9 unit but they just couldn't afford it right now. There was a brief discussion regarding forfeitures. City Attorney Ansay had done a lot of forfeiture work in other places and she 7 Council Workshop August 10, 2009 thought they would want to take a look at what other communities our size and ultimately how they recover and what the percentages are. Councilwoman Bennington felt the K-9 unit was very interesting and worth looking into. She again commented on the grants that the City would qualify for to obtain a K-9 and Dr. Kim Castro agreeing to do all of the medical treatment for the animal. She commented on these two items reducing the cost. Mayor Thomas stated they couldn't do it this year but they should plan for the future. He felt that was a luxury right now. Councilwoman Bennington didn't feel the Police felt it was a luxury. She spoke of complaints she has heard from the officers regarding instances where they weren't able to get the dog in New Smyrna or the dog from the Sheriff's Department. City Manager Barlow stated if this was definitely an interest and a will between now and the six month budget amendment they could start working to confirm commitments and whittle the items down. Councilwoman Bennington stated when it came down to the bottom line she wanted to make sure the employees got some compensation before they get a dog. Mayor Thomas didn't feel they could distinguish between the employees. The upper scale employees are dedicated and some have been here 20 or 25 years. He would be willing to go with Option 3. Councilwoman Rogers disagreed. Councilman Cooper commented on it being a tough situation. Unless they find some revenue and one of the revenues is the FIND, then he agreed with Mayor Thomas. If they didn't find the revenue he didn't think they could keep adding the burden. He was hoping to hear some revenue generating ideas from the directors. There are great ideas out there but he didn't see them being implemented. Councilwoman Rogers stated in FY 03/04 when our taxable values started going up and there was the influx of revenues into all the municipalities it seemed like all the expenses jumped at the same level. They have taxable values going down but expenses haven't gone down at the same level. She wanted to see a summary by departments listing the number of employees they had at the time when the taxable values started going up and they started receiving an increase. She wanted to know the budgets in each of those departments so they could compare back to those. She felt it would show they were trying to be prudent by looking back at an area where the revenues and expenses went up. Their revenues are down and their expenses should come down too. It should be relative and if it isn't they need it to be identified. She then mentioned when she came on Council she mentioned 8 Council Workshop August 10, 2009 zero based budgeting and nobody ever tried. They are just taking the previous year's numbers and chalking them up and rolling forward. She wished they had something to show those previous numbers compared to where they are at now. City Manager Barlow pointed out he showed them in his presentation they decreased the operating budget by $1.6 million. From last year's General employees of 127, they were down to 117. Councilwoman Rogers asked City Manager Barlow if he was referring to the Tax Analysis on Page 8. City Manager Barlow informed her he was. Councilwoman Rogers felt those were general numbers and wasn't getting specific. She commented on when Jon williams did a lot of statistical reports. This was one area where she wished they had more to go by. They don't have enough. All they were given is the status quo budget and then they are supposed to make a decision. Councilwoman Bennington stated they advertised at the roll back rate. When City Manager Barlow presented the budget to them originally he had it figured at 6.9, which was a rough figure. She felt this was the most bare bones budget she had ever seen. If they go with Option 3 as the Mayor suggested, that would raise their millage to 6.668, which she didn't have a problem with. Councilman Cooper stated if they could redo it with FIND and save the money then he would be all for Option 3. If they couldn't offset that money they had to go with a zero budget like every other city was doing in the State of Florida. City Manager Barlow informed him they wouldn't have that answer prior to their need to finalize the budget. He felt they would have an idea on Friday. Councilwoman Rogers stated she was going to have to say no to that. The meeting where they voted on the set millage, they did not have budget in front of them so they set a preliminary millage without having all of the facts and figures in front of them which she didn't know how they could have done that. ADJOURNMENT There being no further business to discuss, Mayor Thomas recessed the workshop at 5:59 p.m. with the Regular Meeting to follow at 6:05 p.m. Minutes submitted by: Lisa Bloomer 9 Council Workshop August 10, 2009 - ." :; \ .. .. .. .. - .. .. .. - - - - .. _.~ - - - .. -. - - - .. .. "Ciryof Edgewater . Budget Workshop Aug6st 10, 2009 ;,' 5:00 PM .. .':~ " - . - - - - - FY 2010 General Fund Budget : 0 Operating Budget $12,728,767 - : 0 Ad Valorem at 6.49 mills $ 5,337,008 - : (95%) $ 5,070,852 - : 0 Decrease from FY2009 ($1,627,656) - : 0 Reserves $2,146,718 (16.87%) - - - - - - ~~ - . - - . - ~ / -r.i~~. F" -- .frr:. .. Property Tax Comparison on - - - - - - - - - Assessed Taxes 2007 $653.39 $2,532.82 2008 $593.30 $2,\49.44 2009 $487.23 $\ ,794.93 $125,000 $100,000 $ 74,635 ~ ~ M Last Years Savings - - - _0 - - - _0 - - - _0 - _0 - -0 - - - - - - All Directors and employees scrutinized all purchases. Minor reorganization whenever opportunities presented. Held naturally occurring open positions. Did not add/increase any new programs. We were able to save and carry-over $250,000 without a significant decrease in levels of service. , "~ ., { < :~, ~ J '~ - : 2009 Property Tax on a Residential - I~- :Total Tax Bill $1,794.93 ... .. ThiI~~"""'.~PI')'SIn"v.a.m"~fton.~~ In....Cltyof _ e...-.....o.c.-of16..1'1n___.....ofS124.835-..clon2OOl.....S25.000~""': _ ~lIndtM-*flliIInIIlS25.000~'~ ", _ (110per11bng ~ofse.4.\8.17"Jo~~'-:lI)M1d$O.0382OYocedo.bC~MilIIl9lI i. _ 3 - : ~ Positions Unfunded ... - - : 0 2 Police Officers - - .~ (Currently Not Funded) - 0 - - - 0 - - - 0 - - - - - - - - - I Police Sgt. I PT Fire Admin. Sec. I Public Works Service $103,514 (0.1325) $72,809 (0.0932) $21,300 (0.0273) ~. $29~516 (0.0378) '.~ $227,139 (0.2907) ,\ 1 ,., - .~ -.. ; , \ =~ Employee Increases =~ Street Repaving - - - (Currently Not Funded) - (Currently Not Funded) - - : Options - - . Yelka Terrace $18,275 (0.0234) 1i : (I) 0% raise for all: $0.00 (0.00) - - - . Dixwood $18,275 (0.0234) :(2) I % raise for all: $69,440 (0.0889) - - - - Riverview and Monson $34.000 (0.0435) : (3) 2% raise for all: $139,096 (0.1780) - . - - $70,550 (0.0903) : (4) 2% for some (lower sal.ry): $28,768 (0.037) - - - : (5) Monthly stipend for some: - - - $71,885 (0.092) - - - ;. - - .. - - . =~ Capital Not Funded =M Project Not Funded - - - (Currently Not Funded) - (Currently Not Funded) - - - - Replacement Battalion Vehicle $37,000 (0.0474) - - -. Replacement Heavy Duty Truck $60,000 (0.0768) - . Police K-9 Unit $111.523 (0.1427) - - - Replacement Tractor - Personnel Cost $60,640 -. $30,000 (0.0384) - " - - ',j' -. Media Manager $20,900 (0.0268) - Equipment $36,583 - - - Interactive Voice Response $53,400 (0.0683) - Dog and supplies $14,300 ~.~ - - - - < -. Council Chambers Entrance $45.000 (0.0576\ - .j"; - - - 5246,300 (0.3152) - - - - - , - - ,; - - ~ ~ ~ General Fund Debts - - : Lender Total (Retire) 2010 :. 80A #272 $827,456 (2012) $286,728 :. BOA#281 $165,362 (2014) $31~341 :. F.I.N.D. $1,631,956 (2012) $563,150 - _. Obligation #26(A) $955,475 (2011) $636,983 - -. Obli2ation #34(8) $411.581 (2011) $274.387 - : $3,991,830 $1,792,589 :. FY2009 $5,904,400 Diff=nce ($1,912,570) - - - 2 '* o ""' ~ O\......IV......IV~ - ,.. - o = III '* o ""' ~ lIJlV~ - ,.. - o = III en SW~ ~~2'2 :;: VI VI "%:l$l> ell ell ~ i&E'Wd'orn ..... ~ III s= s= 06. 3. 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II) .... ..... ..... ~ .j::o .j::o ...;J U1 tV \0 W '" W W tV .... ..... ..... 0\ $J1 $J1 .j::o w 0 .0 0 0 ...;J ...;J 0 en U1 U1 c., 0 0 w '".,:.. \0 0 0 a 0 0 0 0 0 0 0 0 0 0 0 0 0 \0 II) tV tV 0 0 0 !=' !=' !=' !=' 0 0 0 0 I Co) W W 0 tV b 0 0 b 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 ..... 0 0 0 0 0 -:-1 _8=.== ~..:a s ! e !=' !=' !=' 0 0 0 !=' 0 0 00.... ll' .... = n Irq ..... ..... w 0 0 0 0 0 0 Co) (fJ l:3 n .j::o .j::o ..... U1 '" tV W ...;J .j::o II n tV tV U1 ...;J ex> '" ex> '" ...;J ~'<l ...;J ...;J tV '" W ex> .j::o ex> .j::o , . EDGEWATER POLICE DEPARTMENT p'rojected K-g Unit Costs 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 $20 An Hr A roximate Annual Cost $54,000 $1440 $5200 $500 $27,495 $3190 $12,500 $1000 $1938 $350 $170 $1000 $.190 $100 $650 $1000 $800 $111,523 $30 A Visit . Item # 3: Cost calculated on five (5) day workweek. Allow K-9 Officer to leave 1 hour early of scheduled shift and avoid paying overtime. Savings: $5200. . Item # 5: This is a basic cost of a fully outfitted patrol car. It is recommended that the K- g vehicle be a SUY, possibly Ford Expedition or Chevrolet Tahoe, in which case the vehicle cost would increase by approximately $2300. . Item # 6: Two (2) kennels were considered necessary, as a back up K-9 vehicle needs to be available. One of the patrol spare vehicles would have to be utilized. . Item # 16: Dr. Kim Castro-Edgewater Animal Clinic verbally committed to providing K-9 care, including vet visits, emergency care, surgery, vaccinations and all medications at no cost to the City. Potential Savings: $1000. . Consideration needs to be given for the potential of an increase in liability insurance. 07-24-09 1 ~ , . -l o -l )> r C m llJ -l Ul m ;0 < n m 0 0 en -" -" '-- N 0 0 :-n III III III III ~i ;0 <0 <0 Q 0 ~:" III III 0 0 I <0 <0 0 it'~ r r ." c..> -" -" ii r r Z )> )> G5 G5 ;0 ;0 ~ III ~>,'. 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