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HomeMy WebLinkAbout38 - MINUTES - City Commission MINUTES OF BUDGET STRATEGIC PLANNING SESSION DANIA BEACH CITY COMMISSION THURSDAY, MARCH 30, 2006 - 9:00 A.M. 1. Call to Order Mayor Flury called the meeting to order at 9:02 a.m. Present: Mayor: Patricia Flury Vice-Mayor: Bob Anton Commissioners: John Bertino-arrived at 9:05 a.m. Anne Castro C.K. McElyea—arrived at 10:42 a.m. City Manager: Ivan Pato City Attorney: Thomas Ansbro City Clerk: Louise Stilson Also Present: Patricia Varney, Finance Director Ken Land, Fire Chief Laurence Leeds, Director of Community Development Kristen Jones, Director of Parks and Recreation Dominic Orlando, Director of Public Services Mary McDonald, Director of Human Resources/Risk Management Chuck Cook, Technical Support Specialist, Information Services 2, City Manager Opening Statement City Manager Pato commented this is an opportunity to review and discuss the City's present and future needs. Today's discussion will help us develop a budget proposal that includes what the Commission identifies as priorities for the City of Dania Beach. Redevelopment is a high priority for this City and Commission and we have several projects that will bring additional revenues to the City, as well as additional demands. We need to plan today for what we will need in the next 4-5 years. He would like open and candid discussions on how the City does business, including staffing levels and structure of departments. He indicated we may want to consider the beach as a totally separate department. Commissioner Bertino arrived at 9:05 a.m. 3. Fire Department Ken Land, Fire Chief, noted he is asking for a substantial amount of people (9), but is aware they may not be approved. The department's main concern is the high overtime, lack of personnel, and need for a training officer. He thinks the nine positions have been needed for years; he realizes we cannot hire them all at once and suggested establishing a schedule. He indicated the last time they did a real hiring was in 1993; since then they have been on a hiring freeze and hired two personnel, one who went to the Inspection Bureau and one who went to combat. The City has grown 30% in area and 50% in population since 200t. He emphasized the department needs the additional nine positions. Mayor Flury remarked the real reason for the additional personnel is because the Fire Department wants three people on a truck. The Commission wants to stay with two people, so this continues to be a debate. She indicated the increase in call volume is not significant for the past three years. She is also concerned because training hours have increased, volume has not risen, we have not done any fire inspections, and we have maintained a four minute response; so she thinks this is a setup. She stated if we add these people, somebody is going to get a bid from the County and they will be substantially cheaper. Another issue is automatic aid; she indicated this is what helped us since 2001. She indicated we are giving substantially more aid than we are receiving. She said all we have to do is pull back on automatic aid and you automatically have more time. She stated if this gets in the budget, we will get into a public forum and it will increase the tax rate, and she will not support a tax rate this year. She remarked when we get into a public forum on television, they will have to cut the Fire Department, and that puts public officials in a bad position. Chief Land reported inspection revenue of $162,000 was projected for this year, but only $32;000 has come in to date. They just hired two additional personnel bringing the total to three inspectors and one Fire Marshal. They now expect to see an increase in revenue; however, they may need assistance with plan review from another agency for the larger plans. Commissioner Castro questioned the possibility of a local station at the beach because of the Pier Restaurant, Marina, Park, and parking lot. She indicated development would bring issues due to added population which will increase calls and call times. She would like to see a strategy for the height issue involved with new development. She noted we need to look at a 3-5 year plan for several departments, specifically Public Safety, Public Works, and Building and Zoning. She would like the departments to present a plan that they think they need because the City is going to change. The Commission voted for these projects, now it is their responsibility to deliver the services. She stated if we do not raise taxes, we need to get creative to help pay for these things. Commissioner Bertino indicated we need a management concept to allocate revenues to the additional workload. Extra revenue derived from new construction could be allocated to specific departments, not deposited directly into the General Fund. He agrees we will need additional staff, but revenues will increase and can be used, opposed to raising taxes. Vice-Mayor Anton remarked the Fire Department needs to look at training with other agencies and departments rather than maintaining our own in-house training. The priority is to get the people out on the streets. He questioned the ability to fight a 14 story fire without mutual aid. Mayor Flury asked for clarification on EMS calls. Minutes of Budget Strategic Planning Session 2 Dania Beach City Commission Thursday,March 30,2006—9:00 a.m. Chief Land responded they do not transport approximately 40% of the time; of that number, 35% are non-residents. Of the 35%, only 13% are Hollywood residents. Mayor Flury suggested non-residents should pay for the transport. Commissioner Castro questioned if we would receive a constitutional challenge if we charge non-residents. Mayor Flury asked staff to look what surrounding cities do, then, bring back a recommendation. Chief Land noted they train with Hollywood and the County because there is so much training and the trainers also have to learn. The training the Mayor was talking about was the everyday training, not the NIMS. He noted call volume continues to rise 10% per year. 4. Community Development Laurence Leeds, Director of Community Development, noted the Commission received a memo and addendum that summarized his needs. He estimates towards the end of 2006 the population will be 29,000; in 2010 33,000; and in 2015 he predicts 45,000 people; this is an increase in population of 60%. He requested consensus or guidance today on the major consulting projects. The first is the preparation of a City-wide Zoning Code; the concept has been approved, but funds have not been approved. Mayor Flury remarked the Commission agreed it needs to be done, so just put it in the budget. Mr. Leeds noted Dania Jai- Alai has not signed an agreement or documentation for a study of neighborhoods, only a traffic study for impacts on the surrounding streets. Vice-Mayor Anton commented the cost is significant and Jai Alai should pay. The survey needs to be done because we need to know the impacts and find a way to mitigate them and protect our residents. City Manager Pato responded Jai Alai will advise that is why we get a percentage of the profit. Vice-Mayor Anton remarked Jai Alai will have to pay for a portion of the study if they want to do business with us; they need to be involved and learn to be a good corporate citizen and help pay for some of these things. Commissioner Castro remarked we cannot wait for Jai Alai's money to come in; this needs to be done before we build. She questioned if FDOT would participate in the process of a traffic study. She also questioned if State and Federal Representatives could add this to their initiatives. She noted our development would also impact traffic, not just Jai Alai. Mayor Flury clarified the Commission is supportive, but staff needs to pursue alternative funding sources. Minutes of Budget Strategic Planning Session 3 Dania Beach City Commission Thursday, March 30,2006—9:00 a.m. Mr. Leeds advised City Code allows slot machines to be installed immediately at Jai Alai, which would impact traffic before the traffic study is completed. He noted the entire redevelopment of the site would bring increased traffic, not just the slots. He does not anticipate any help from the County or State to fund a central City traffic study. He also does not think the Administrative Services Impact Fee will be enough to fund the study. Mayor Flury stated the Commission is supportive of these items, place them in the budget, but pursue other funding sources. Mr. Leeds advised the Comprehensive Plan rewrite is mandated by the State, and we will need to hire 2-3 Consultants for $150,000; no State Funds are available. There is an LAC Land Use Plan designation that Jai Alai is considering for a 100,000 square foot addition as Phase 1. This would reduce the ability of the City to allow new major commercial development in the downtown area. He is not concerned with the mixed use of the Dania Beach Hotel and Pirates Inn redevelopment projects. He is concerned about a major commercial redevelopment because we would be down to 20,000 square feet. He indicated an update to the Comprehensive Plan to increase commercial development would take 12-18 months, and there is no guarantee of success. The agencies that review the Comp Plan Amendment would look at our Transportation Element if we try to increase the commercial development. The cost for this process is $50,000470,000. The Commission acknowledged consensus to move forward with this item. Mr. Leeds noted he needs at least one full-time Structural Inspector, he recommended creating a new position in the Budget. Mayor Flury remarked there is a 60% increase in Permit Fee; the position should pay for itself, yet it is not happening. Mr. Leeds responded the Building Permit revenue is up above what we projected. He would prefer to continue using the County for the Structural Inspector, but it is difficult to contract with the County. He will try to renegotiate the contract with the County. Mayor Flury wants to add an Impact Fee to development in the CRA district to make it self funding. City Attorney Ansbro noted he would need to consult the CRA specialists to see if we could do this. Mr. Leeds noted he has three vacancies in Code Enforcement because three employees retired. He has learned that we need to change our focus. Citizen expectations are higher and we need to increase our enforcement. Another problem is illegal conversions of residential properties and the moonlighting of commercial activities near the airport. We need to increase staff by at least one additional Patrol Officer. Minutes of Budget Strategic Planning Session 4 Dania Beach City Commission Thursday, March 30,2006—9:00 a.m. Commissioner Castro agrees Code Enforcement is understaffed. She indicated one unified Code would be helpful, but would not offset the need for personnel, but may in fact increase the need. She stated she receives many complaints on code violations, and she supports additional staff. Commissioner Bertino agreed with Commissioner Castro. He also stated that good code enforcement cleans up neighborhoods and homes sell for more money, which brings in more ad valorem taxes. He stated Code Enforcement would pay for itself. Vice-Mayor Anton stated we need to look at proper management of the department. We have an opportunity to bring in a professional and revise the way we currently do business. Mayor Flury agreed with Vice-Mayor Anton. She would be supportive of adding another person, but until the department is straightened out, it is a mistake to add people. Mr. Leeds also requested an administrative person. Mayor Flury responded the department needs to be efficient before receiving additional staff. Mr. Leeds noted the City Manager asked him to ask the Commission for their priorities in Code Enforcement. Mayor Flury responded this was inappropriate. The Commission agreed the Code Enforcement • Manager should attend civic organization meetings and listen to the people in order to prioritize enforcement issues. City Manager Pato remarked it is a high priority to address Code Enforcement issues. It is his responsibility to set priorities, not the Commission. The Proposed budget will restructure the Code Enforcement Unit and he wants the Commission to support it or they can look for a new City Manager. He stated we can't do business in the same old way that we are accustomed, and get the results the Commission is looking for. Mayor Flury adjourned the meeting at 10:33 a.m. for a short break. Commissioner McElyea arrived at 10:42 a.m. Mayor Flury reconvened the meeting at 10:43 a.m. 5. Parks and Recreation Department Kristen Jones, Director of Parks and Recreation, advised they are considering outsourcing all the part-time employees because they have a high turnover in part-timers They are short staffed, and with the upcoming new facility, completion of the three main facilities, Beach Marina and Beach operations, she is requesting two additional management positions. Minutes of Budget Strategic Planning Session 5 Dania Beach City Commission Thursday,March 30,2006—9:00 a.m. Mayor Flury remarked we do not have good control over staffing and salaries in Parks. She stated as long as we do not change the dollars we can change the part-time positions to two full- time manager positions. City Manager Pato noted we outsourced Crossing Guards which resulted in better staffing. We feel this is the same issue with Parks because we depend heavily on part-time staff and turnover is very high. He indicated we would bring this option forward in the Budget. Commissioner Bertino commented he has received numerous complaints from people because the parks are not open on holidays or nighttime hours. Parks are for kids and must be opened and manned from 2:00 p.m. —9:00 p.m. Director Jones responded the parks are open 9:00 a.m. —9:00 p.m. Commissioner Castro suggested we make a list of the Park, hours, staffing, and programs so everyone has the information, in addition to the website posting. She thought Impact Fees could be used for the Linear Park on 5th Avenue, and suggested construction of a wall to protect the neighborhood from noise and traffic. Secondly, she would like to see the SW Community Center developed and moved forward in the next 2-3 years. She questioned if Impact Fees could be used for Pocket Parks or Community Gardens. City Attorney Ansbro advised Impact Fees cannot be used for operational expenses. • Mayor Flury remarked a wall on 5ch Avenue would not work because of the drainage issue. She indicated outsourcing is the main issue. Commissioner Bertino suggested contacting the service organizations to sponsor Pocket Parks or Neighborhood Parks. Vice-Mayor Anton wants input from residents for the Parks in their neighborhoods, in addition to the Park Board. Director Jones advised this has already been done. She noted if we acquire land she would like the Dog Ordinance amended, in addition to establishing a Dog Park. Commissioner Bertino is concerned with outsourcing because the City needs to have control of its own people, even if it costs a few dollars more. If we outsource, we need to consider doing away with the City. Mayor Flury is not thrilled with the quality of outsourced Park workers. She stated there is no direct savings with outsourcing. She does not like the idea; we need to provide our people with employment. Mayor Flury wants a retaining wall to replace the fence along the beach. She stated the bathrooms are a mess. Minutes of Budget Strategic Planning Session 6 Dania Beach City Commission Thursday, March 30,2006—9:00 a.m. Director Jones responded she has a new design for the pink bathrooms and Lifeguard quarters. She noted Lightning Detectors are for the parks, not the beach, but she will look into it. She indicated we need re-striping. She will look into the possibility of installing lights on the floating docks along Whiskey Creek. She agrees with the idea of a substation for a BSO/Fire Station for the beach. 6. Marina City Manager Pato advised the Marina generates $250,000 in revenues. Mayor Flury questioned if we could set up the Marina as an Enterprise Fund. She wants to change the name to Dania Beach Marina. She stated we need to get a first-class Dock Master, then, whatever kind of security staff is required. She is not in favor of turning the Marina over to any outsiders. City Manager Pato noted we pay $85,000 per year for the balance of the contract, which is 2012. Because of the investments we are making, he does not think we will break even during the first few years. He cannot predict anything until we restructure fees, and he is not an expert in marina operations. He stated our Marina is underpriced; we have an opportunity to revise the rates which he will propose at a later date. The City Attorney is currently reviewing the Lease Agreements for the docks because the Aragon documents are insufficient. Today he wants support to set aside $100,000 from the Park Bond to renovate the Marina because this would allow us to come up to the market for the slip rentals. It would also allow us to maintain the break even position. Mayor Flury remarked we have $250,000 budgeted for bathrooms, which we could use with an additional $100,000 from the Bond to make repairs. She questioned if we could use Park Impact Fees. City Manager Pato noted a Beach bathroom located immediately across the street from the big bathroom at the Marina is in an advanced state of decay. By using $250,000 from the Capital Improvements Plan towards the rehabilitation of the Marina, the Marina bathrooms would become the bathrooms for the south side of the beach. Commissioner Bertino questioned if the Marina goes back to FAU in 2012 because he does not want to make major investments in the Marina if it goes back to FAU. City Attorney Ansbro responded it goes back to FAU in 2012. City Manager Pato responded it is the intention and understanding that FAU wants the City to take back the Marina because they would rather do business with us, than with Aragon. The consensus of the Commission was to resolve the issue before making major repairs. i Minutes of Budget Strategic Planning Session 7 Dania Beach City Commission Thursday, March 30,2006—9:00 a.m. Vice-Mayor Anton commented we will run into trouble down the road if the City tries to run the Marina. He indicated he was told we should set up a contract, on a percentage basis, with a firm to manage the Marina, including maintenance. He does not know if this is correct, but he knows there is significant maintenance in taking care of a marina. He is not advocating going with a public group; he wants us to try it ourselves. We also need to look at what we are going to target at the Marina. He is concerned about the security issue because the area is wide open. He questioned placing a Parking Attendant at the Beach and doing away with meters. He indicated we were losing a lot of revenue at the beach from parking, and we need to control the area. He would like a proposal for a Parking Attendant. Mayor Flury remarked gating will not help security at the Marina because people come in by boat. Security is critical and needed 24 hours a day. She stated the rates are too low, and the Marina is run down and collects dumpy boats and dumpy people. She stated we should raise our rates when we make lighting and decking improvements. A professional Dock Master would develop a five year plan because he can deal with the issues of running a marina. Vice-Mayor Anton commented we need to see if we can piggyback the Dania Cut-Off Canal dredging contract. City Manager Pato advised he plans to meet with FAU after the Legislative Session in Tallahassee. He asked the Commission if they would consider a separate department for the Beach and Marina. The consensus of the Commission was to wait and see what happens. 7. Public Services Department Dominic Orlando, Director of Public Services, advised they have two trained mechanics who work on Lift Stations; however they should have three for safety reasons. He is asking for one additional person in the 2006/2007 Budget year. In the future (5 years) when we take over the water and sewer in the west, we will need three more people. The additional position for this year could be charged to the Sewer Enterprise Fund. He also proposed an additional Plant Operator in the 2007/2008 Budget because of the additional processes with the new plant, and to help reduce the cost of overtime. Commissioner Castro commented we should think of a strategy to,have some neighborhood improvement funds set aside each year and actively seek grants to match those funds. She would like the Commission to consider a long term strategy or goal of setting funds aside. She would also like to eliminate septic tanks in the City. She wondered if the City had a long term strategy to overlay new pipes in all parts of the City. Commissioner Bertino is concerned because we don't know what we are going to do with zoning, density, and size along Federal Highway. He questioned how we could properly calculate the proper size of the water and sewer lines for future development. Minutes of Budget Strategic Planning Session 8 Dania Beach City Commission Thursday,March 30,2006—9:00 a.m. Director Orlando responded this has all been finalized except which side of Federal Highway we will run the parallel line. He indicated we have sewage capacity with the City of Hollywood, and we are working on the elimination of septic tanks throughout the City. City Manager Pato discussed the settlement proposal from the City of Hollywood for the Large User Agreement. We are still asking for $980,000, but they have offered $600,000. City Attorney Ansbro explained we would need to go to arbitration before proceeding with a lawsuit. We have been in negotiations for three years. Mayor Flury stated if we do not receive an answer within 10-12 days, we need to start the process. Director Orlando cautioned we could not upgrade our Water Plant if Hollywood says we cannot discharge into their system. He is trying to negotiate an arrangement with the new director at no additional cost to the City. Mayor Flury indicated that base budgets in the departments are artificially inflated because of FEMA reimbursements, and we do not do zero-based budgets. City Manager Pato responded it is his intention to have zero-based budgets, but staff is not up to it. • Finance Director Varney responded she knows departments may inflate their budgets due to FEMA, but she does not allow the departments to increase their budgets based on this factor. Mayor Flury wants to see money in the budget for neighborhood improvements. Director Orlando advised we are currently getting a proposal to install solar lighting in three areas on the west side. 8. Human Resources Department Mary McDonald, Director of Human Resources and Risk Management, advised we expect a 40- 50% hike in our property premiums. We are going out to bid this year, which is not great timing considering the market. She is requesting an upgrade for testing profiles for the recruitment process. The Human Relations Board is requesting a $10,000 line item for the Area on Aging, in addition to the $10,000 they receive from the Bus Bench revenues. City Attorney Ansbro advised he is currently negotiating with the company that installs Bus Shelters for additional revenue. Commissioner Castro asked why we only donate to the Area on Aging. Minutes of Budget Strategic Planning Session 9 Dania Beach City Commission Thursday, March 30,2006—9:00 a.m. Mayor Flury responded because they receive a 90% match for every $10,000. She asked Director McDonald to provide a report of the Dania Beach residents who receive assistance. Director McDonald advised the Board receives the information and uses it to make their selections. Mayor Flury stated the Bus Bench money goes to the Human Relations Board to decide how to distribute it; revenues should increase because we added more benches in the last contract. She questioned where the Bus Shelter money should go. City Manager Pato recommended giving it to the Human Relations Board and let them decide how to distribute it. The Commission did not make a decision as to where the Bus Shelter revenues should go. They suggested leaving it in Contingency until they made a decision. Director McDonald advised health insurance would increase 12%-15%, and does not include the re-insurance. Vice Mayor Anton would like to see a projection for a decrease in health insurance costs. Director McDonald suggested the City may want to look into not being self-insured. Mayor Flury noted costs will not go down, and we should consider having a consultant provide an overview of our plan to explain to the Commission what the plan is, so they can make decisions. Director McDonald requested additional funding for a consultant. City Manager Pato.stated he met with a consulting company yesterday that would be willing to come in and do a cursory review, at no charge in the first pass, to tell us exactly what we should have. Director McDonald also asked for a training budget to upgrade the type of training performed in the City. 9. Information Services City Manager Pato remarked we have made considerable progress in the past 2-3 years in moving forward with technology. Chuck Cook, Technical Support Specialist in the Management Information Services Department, noted information technology has increased productivity, and is now mission critical. He provided a brief history of the upgrade of the computer system over the past few years. In next years' budget, he will be asking for two servers. In the CIP, he will be asking for a City-wide Minutes of Budget Strategic Planning Session 10 Dania Beach City Commission Thursday,March 30,2006—9:00 a.m. wireless system that would allow us to add security cameras in areas; provide laptop connectivity; and our cell phones could use the voice over IP so we would only pay for the phones and no monthly service. He advised the biggest obstacle with document imaging is the interface with HTE, our major software package. We found a company that can provide this service and we are currently waiting for a quote through HTE. 10. Finance Department Patricia Varney, Director of Finance, advised she would be asking for $20,000 to hire an Actuary to calculate for GASB 43 implementation. Health Insurance for retirees may be high and we may need funding to start purchasing annuity to lower our liability. She proposed adding the Garbage Billing for residential accounts of four units or less that have City water on the tax bill, so that the owner would be responsible for the garbage bill. Our current ordinance violates state law by not allowing us to turn on utilities for a new tenant if there is a delinquent amount for the previous tenant. Vice-Mayor Anton, Mayor Flury and Commissioner Bertino stated they would not vote to add this charge to the tax bill. Finance Director Varney advised our expenses for Hurricane Wilma are $3.4M43.5M. She suggested we designate at least $1M in Reserve Fund Balance for Disaster Preparedness and • Recovery. Mayor Flury suggested $1.5M be placed in the Reserve Fund. Finance Director Varney advised our 6 month operating expense is $14M, excluding hurricane expenses; our 6 month operating revenue is $22M, which is 80% of revenue for the year. She suggested we set a limit for our Unreserved Fund Balance. The City Commission agreed with the concept, and asked Director Varney to bring back suggestions. Finance Director Varney distributed the Budget calendar to the Commission. Commissioner Castro noted we are looking at our Water Account files and will turn them over to the Property Appraiser's Office for Homestead fraud. She indicated this has brought additional revenues for other cities, and we are looking into this. Mayor Flury commented the legal department is not on the agenda. She wants an updated copy of the pending foreclosures, and a breakdown of legal services. She particularly wants to see how much is spent on Code Enforcement and foreclosures. Vice-Mayor Anton wants a breakdown of legal services from other cities for comparison. Minutes of Budget Strategic Planning Session 11 Dania Beach City Commission Thursday,March 30,2006—9:00 a.m. Mayor Flury remarked that BSO should have been on today's agenda. She wants the complete staffing for BSO, including years of service and salaries. Mayor Flury stated that she wants all contracts to be re-bid on a 2-3 year basis. Mayor Flury opened the meeting to citizen comments. Joe Van Eron wanted to talk about neighborhood improvement and redevelopment. He commented we need to know that code issues are the cancer of the neighborhoods. Our Code system is reactive, not proactive and now is the time to revamp the system. He thinks the Marina could be a monstrous project and needs to be looked at wisely. He sees a need for community policing because there is very little Police presence in the communities. He distributed handouts to the Commission and stated that Neighborhood Improvement Funds are needed, in addition to the Neighborhood Improvement Bond. He noted the City made a wise investment years ago by contracting the Urban Infill Project, but neighborhood redevelopment is what is needed. Mayor Flury agreed the Urban Infill Project was a good project, however, nobody talked about funding it. She agreed money was needed for neighborhood improvements throughout the City, complemented with grant money. The Commission requested the City Manager obtain an update to the Urban Infill Report. 11. City Manager City Manager Pato indicated we need to anticipate changes to the City Manager's Office, and noted he would propose an Assistant City Manager in the 2008 Budget. This person would handle the day to day operations of the City, and would help him concentrate on bigger issues faced by the City. He stated we are committed to bringing a Budget that is balanced at the present rate. He indicated he was anticipating the Fire Department to be prepared to make significant concessions in their Union negotiations. He stated we face significant challenges, but we are up to it, and we will be in a stronger position to negotiate some of the changes that will be required from our Unions. Mayor Flury commented the Long-Term Financial Forecast needs to be updated if we refer to it in our Budget planning. 12. Adjournment Mayor Flury adjourned the meeting at 1:22 p.m. Minutes of Budget Strategic Planning Session 12 Dania Beach City Commission Thursday, March 30,2006—9:00 a.m. • CITY OF DANIA BEACH ATTEST: PATRICIA FLURY MAYOR-COMMISSIONER LOUISE STILSON, CMC CITY CLERK Approved: April 25, 2006 Minutes of Budget Strategic Planning Session 13 Dania Beach City Commission Thursday,March 30,2066—9:00 a.m.