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HomeMy WebLinkAbout07-16-2009 Minutes WorkshopCITY COUNCIL BUDGET WORKSHOP MEETING CITY HALL ANNEX 111 Polk Avenue, Cape Canaveral, Florida THURSDAY July 16, 2009 5:30 P.M. MINUTES CALL TO ORDER: Mayor Pro Tem Hoog called the meeting to order at 5:30 P.M. ROLL CALL: Council Members Present: Mayor Pro Tem Bob Hoog Council Member Buzz Petsos Mayor Rocky Randels Council Member Shannon Roberts Council Members Absent: Council Member Betty Walsh Others Present: City Manager Bennett Boucher City Clerk Susan Stills Recreation Director Robert Lefever Public Works Director Walter Bandish Assistant Public Works Director Jeff Ratliff City Engineer John Pekar PARKS AND RECREATION: 1. 5:30 P.M. — 6:00 P.M. —.Parks and Recreation Mayor Pro Tem Hoog refemed to Page 72 of the Budget document. Mr. Lefever reviewed the Department's accomplishments: • Complete the Sandpiper Playground (City paid $37,500) FRDAP Grant ■ Partnership with the Police Athletic League ■ Canoe/ Kayak Launch ■ New fee schedule for court & facility rentals — Revenue increase of $4,800 ■ New holiday & weekend schedule - Savings of $8,841 ■ Movie in the Park (Constructed movie screen/ purchases audio equipment) ■ Summer Cape (20 children @ $25 = $5,000) City of Cape Canaveral, Florida City Council Budget Workshop Meeting July 16, 2009 Page 2 of 9 Marketing & Advertising Increase — Newsletter, Web Site & Press Tribune Tennis Pro (Camps, US Tennis Association, tournaments, group, team & individual lesions) Mr. Lefever reported on future plans: ■ Sub -contracted referees & umpires operate leagues; ■ Skate Park with the Police Athletic League; ■ New Racquetball Lights — Capital Purchase o New Lighting will allow 1 light to replace 2 existing lights; o New lighting will last longer & bum 30 percent cooler, o Estimated 30 percent reduction in energy use; o Price - $10,000; o Time Frame for Installation — 30 days. Mayor Pro Tem Hoog questioned the lighting concept and stated how this would mean a cost -savings, but he asked if this could wait until the end of the year. Mr. Lefever referred to his photos which depicted the worst parts of the parks. He stated that some of the infrastructure arms are covered only by part of the fencing. Mr. Petsos brought up the change of 200 percent in Revenue for the use of the Shuffleboard courts. Mr. Lefever reported that this past winter, nighttime court activity increased. Mr. Lefever mentioned that the size of the half -court basketball court would fit a Skateboard Park. He reported that he was seeking assistance from the Police Athletic League for this venue. Ms. Roberts inquired, first, about the level of interest by the youth in continued use of a Skate park. She requested data by means of a survey. Mr. Lefever responded that he could supply the data. Secondly, Ms. Roberts inquired about the safety of the youth for such a hazardous activity. Mr. Lefever informed the Council that a charge usually provided the means toward a safety incentive. Mr. Lefever shared that having a Skate Park adjacent to a Youth Center facility was beneficial. Mr. Petsos noted that the FMIT lowered it liability on skate parks. Ms. Roberts pointed out that having the Skate Park near the youth center would keep the youth from skateboarding in some other unsafe areas. Mayor Pro Tem Hoog asked if there were sufficient lighting. Mr. Lefever affirmed that lighting was more than adequate. He restated that the youth were already skateboarding in the half -court area. Mr. Petsos asked about the $6,100 for the Umpire services. Mr. Lefever reported that his Recreation Coordinator was performing this tasks and this opened her time for other work. Ms. Roberts asked Mr. Lefever to elaborate on the Equipment Maintenance line item account. Mr. Lefever replied that he raised this due to the repairs on the Department's van and he anticipated continued problems due to the age of the vehicle. Ms. Roberts asked if there were an opportunity for the City Department's to share a vehicle. Mr. Lefever City of Cape Canaveral, Florida City Council Budget Workshop Meeting July 16, 2009 Page 3 of 9 affirmed that he would be glad to do so. Ms. Roberts requested a matrix of the City vehicles, their age, and how they were used. Ms. Roberts asked if there were any Recreation Board input into this Budget. Mr. Lefever replied no. Ms. Roberts suggested their involvement in the future as a practice and for them to identify any needs they might have. Ms. Roberts inquired about the possibility of a parade. Mr. Lefever replied how at that this time a parade could not fit into their current full schedule. Ms. Roberts suggested that this become part of the planning even if it was not acted on at this time. Ms. Roberts inquired about a park in the northeast part of the City. She asked if he anticipated the possibility of any sites. Mr. Lefever replied that this could be pursued. Mr. Petsos clarified that he should insert this into the Recreation Department's 5 -year Plan. Ms. Roberts asked about the multi-purpose Community Center. Mr. Lefever affirmed that it was inserted in the 5 -year Plan as well as the new Youth Center facility. He stated that there was still an option to place a 4,000 square foot building on the Youth Center property for multi -use purposes. Ms. Roberts also asked about an environmental kiosk at the north end of the City. Mr. Lefever replied that these could be pursued for future planning. Lastly, Ms. Roberts mentioned a City sponsored Farmer's Market at Manatee Sanctuary Park. Mr. Lefever replied that there were only two additional Staff members to perform the many current tasks. He reported on the ive new special events in addition to the eight current programs: 8 New Programs 5 New Special Events Jazzercise Personal Touch Letters to Santa Pilates Movies in the Park Zumba Parents Night Out Boot Camp Chili Cook Off Karaoke Friday Fest @ Manatee Park Beading Tai Chi Drumming Mr. Lefever informed of one new proposed outdoor entertainment event, a Friday night event beginning in November. Ms. Roberts suggested that he speak with the Business and Cultural Development Board for collaborative planning. Mr. Petsos pointed out that the park was established, however, as a passive park and expressed his concern over noise for the neighboring community. Mayor Pro Tem Hoog suggested using the Xeriscape Park which was not located as close to a residential community. Mr. Lefever expressed his favor with using the Xeriscape Park. Council Members expressed appreciation for Mr. Lefever's level of detail in his Budget. City of Cape Canaveral, Florida City Council Budget Workshop Meeting July 16, 2009 Page 4 of 9 PUBLIC WORKS: 2. 6:00 P.M. — 6:20 P.M. —Streets Department Jeff Ratliff, Assistant Public Works Director, mentioned that the parcel on the corner of Central Blvd and North Atlantic Avenue was sought for a passive park and denied the Grant. However, another option for a park in the northeast section of the City was to purchase one of the mobile home parks. Mr. Ratliff reported that the Department sought the same level of service with less in the Budget. Mr. Ratliff reported on the anticipated replacement of the crossovers on Taylor Avenue and Fillmore Avenue. Mr. Boucher informed that he conducted meetings with the impacted Associations. Ms. Roberts stated that Towne Realty owns Shorewood Drive, however, they were not consulted on these meetings. Ms. Roberts stated that $76,000 beach walk to no intended destination was a major impact to the Budget and for the community. Mr. Petsos requested that the City Manager provide the information related to his meetings with the Associations. Mr. Bandish stated that there was no easement to North Atlantic Avenue. Ms. Roberts requested for the City Manager to report who represented Towne Realty at his meetings. Ms. Roberts requested that this Budget item be stricken from the Budget. Mayor Pro Tem Hoog disagreed to strike the item from the Budget. Ms. Roberts replied that she would not support it. Mayor Pro Tem Hoog reported that the crossovers were slippery using the Trex recycled material. Mr. Bandish stated that he could review this during the design phase to ensure a safer crossover. Ms. Roberts informed that the City had potential volunteers to perform this project. Mayor Pro Tem Hoog reminded of the liability aspect of using volunteers to construct this type of project. Mr. Petsos inquired about the design costs for the crossover. Mr. Ratliff replied that this was a Florida Department of Environmental Protection [FDEP] standard. Mr. Petsos also inquired about the permitting. Mr. Ratliff replied that permitting was also related to the FDEP. Mr. Ratliff reported that the Department developed a Crossover Maintenance Plan and the crossovers at Taylor Avenue and Fillmore Avenues would found in the worst state of repair. Ms. Roberts recommended the use of a comparative matrix for which crossovers were in need of repair. Mr. Petsos noted that the one near Canaveral Sands was also in dire need of repair. Mr. Ratliff reported that the crossover near Canaveral Sands was scheduled next. Ms. CW Roberts her expressed concern over access for disabled persons. Mr. Ratliff replied that signage was located at the crossovers for which were handicapped accessible. City of Cape Canaveral, Florida City Council Budget Workshop Meeting July 16, 2009 Page 5 of 9 Mr. Ratliff reminded that as Parks and Recreation increases programs, the Streets Department Staff responsibilities would also increase. Mr. Petsos inquired about the 38 percent decrease in Worker's Compensation. Ms. Bowers replied that a new multiplier was implemented. Ms. Roberts asked about the increase in Communications. Mr. Bandish replied that this was for Internet access and cellular telephones. Mr. Bandish explained that this was in Wastewater Funds in the past; therefore, the Wastewater account line item for Communications would decrease conversely this year. Ms. Roberts asked if Mr. Ratliff planned to submit for any Stimulus Funding. Mr. Ratliff replied that he did not plan to pursue it at this time. Ms. Roberts inquired about the increase in the Small Tools budget. Mr. Ratliff replied that these were not purchased in previous years and therefore posed a significant increase this year. 3. 6:20 P.M. — 6:40 P.M. —.Beautification Fund Mr. Ratliff noted a 17 percent increase in Capital Projects related to the Ridgewood CW Avenue project. Mr. Ratliff replied that discussion centered on the Flower and Tree projects. Mr. Petsos asked for breakdown between Keep Brevard Beautiful [KBB] and the Native Plant Society. The cost of membership for KBB was $2,300 and $650 for the Native Plant Society. Mr. Petsos asked to know the benefit of membership to the Native Plant Society. Ms. Roberts asked if there were any fagade Grants and she also asked who in the City handled Grants pursuits. Mr. Ratliff stated that Grant writing was a collective effort among existing Staff. Ms. Roberts asked if there were any other grants or other initiatives such as those awarded to the City of Cocoa. Mayor Pro Tem Hoog reminded that Cocoa pursued funding through its Community Redevelopment Agency. Mr. Ratliff reminded that grants, however, do not pay for subsequent maintenance. Mr. Petsos inquired about $8,000 for the Flower Bed contract. Mr. Ratliff replied that this was for Holiday flowers. Mr. Petsos asked if the City could purchase them outright and have the inmates perform the installation given the economic times. Ms. Roberts stated her anticipation from Staff to work through the Visioning effort and obtain some details and return to the Council with some newly formulated initiatives. Ms. Roberts recommended partnership between the Staff and the Visioning Committee. Mr. Bandish replied that Staff could conduct in-house meetings. Mr. Boucher reminded that to date nothing has come to the forefront for the Beautification Department's participation. He expressed how it would be up to the Council to take City of Cape Canaveral, Florida City Council Budget Workshop Meeting July 16, 2009 Page 6 of 9 action from the Visioning Committee's feedback. Mayor Pro Tem Hoog asked if the $50,000 Inmate Contract included the Supervisor and the vehicle costs. Mr. Ratliff affirmed. He also asked how the Department planned to replace the vehicle since it has been in operation for five years. Mr. Bandish reported that this vehicle was not in the 5 -year Plan. Mr. Nicholas asked if the City could pick up some of the discarded trees that were planned for removal during the George King Blvd. road widening project. Mr. Ratliff stated that he contacted the Port; however, the Port planned to recycle the trees. Mr. Ratliff told Ms. Roberts that he could attend the next Visioning Committee meeting. In closing, Mr. Boucher informed that the City anticipated received 24 Apollo banners. 4. 6:40 P.M. — 7:00 P.M. — Stormwater Fund Mr. Ratliff reviewed the major Capital projects: Permitting/Cleaning of the Central Ditch and Infrastructure Improvements to the Southern Central Ditch. Mayor Pro Tem Hoog reminded of the Harbor Heights stormwater issue. He recommended increasing the Stormwater fees. Mayor Pro Tem Hoog expressed a concern with a line on Washington Avenue. However, Mr. Ratliff identified that this is a sewer line. Ms. Roberts asked about North Atlantic Avenue in light of multi-year planning for the stormwater system. Mr. Ratliff stated that a swale-system was in consideration since there was no other way to direct the water. Ms. Roberts recommended multi-year planning. Ms. Bowers requested to know if Council would like for Staff to pursue data on increasing the Stormwater fees. Council overall expressed their interest. Mayor Pro Tem Hoog expressed his disfavor with the appearance of the North Central Blvd. ditch. He stated his favor to pursue an increase of the Stormwater fees in an effort to work on some the City's stormwater problems. Mr. Ratliff stated that he could seek a grant for a filtration project. Ms. Roberts requested that the City conduct parallel planning for North Atlantic Avenue and Ridgewood Avenue. Mayor Pro Tem Hoog clarified that Staff needed to: 1) look at what is needed to be done, 2) review the cost factors, and 3) consider how long it will take to complete the project. Mr. Ratliff noted an error on Page 152. Ms. Bowers took note. Ms. Roberts asked about a flow area between the north and south side of the Central Blvd. ditch. Mr. Ratliff reported of the disarray on the south side. Mr. Ratliff reported on the plan to rw dredge about 150 -feet and to improve the banks. Ms. Roberts pointed out the importance of seeing how the Department planned to budget toward the maintenance City of Cape Canaveral, Florida City Council Budget Workshop Meeting July 16, 2009 Page 7 of 9 and repairs. Mayor Pro Tem Hoog recounted his observation of the lack of filtration in the North Central Blvd. ditch. Ms. Roberts informed that Cape Caribe has an expansion project in progress. Mr. Ratliff informed that he related his comments to Barry Brown, Planning and Development Director and Todd Morley, Building Official on that project. 5. 7:00 P.M. — 8:00 P.M. — Wastewater Fund Ms. Roberts asked if the City could consider some new and expanded opportunities for the Administrative Assistants in Public Works. Mayor Randels informed that, to his knowledge, there were always two assistant Staff persons at the Plant. Mr. Bandish recounted that these two individuals perform a great level of service. Ms. Roberts stated that she looking at the Administrative capacity of individuals and was seeking to perhaps use them in some other capacities. Ms. Roberts stated that Ed Lawson previously performed a lot of the communication capacities such as Public Information when he worked at City Hall. Ms. Roberts stated that the Council needed to consider the functional aspects of the City. This would be a time to use the current staff in a different way. Ms. Roberts stated that this is a good time to reallocate the existing Staff. Mr. Boucher expressed that City Council was asking for Staff to perform a large amount of analytical work. Mr. Boucher informed that at this time he was tied down with Administrative details and performing Human Resource duties along with his responsibilities. Mr. Boucher agreed that it might be a good time to reallocate staff. Ms. Roberts noted an Administrative need at City Hall. Mayor Randels noted that the City Manager might need another person. Mayor Pro Tem Hoog stated that a City Clerk could be hired at a lower scale and the cost savings used to bring someone in part-time to perform some of the duties that Ms. Roberts was seeking. Ms. Roberts expressed that this was a time to think about moving another Administrative Assistant back to City Hall in order to address City Council's needs. The City Manager expressed the convenience of having additional Staff person to work on large issues. Mr. Petsos noted the increased chemical use. Mr. Boucher also noted a high grade alum use for testing purposes. Mr. Bandish referred to his Capital items. He noted the need for a back-up pump to preclude rental. He noted the need for a standby generator. Mr. Boucher reported that Florida Power and Light cut back their program to one ***. Mr. Bandish noted that diesel could be available in three days. Mayor Randels stated that no maintenance, such as slip lining, was included. Mr. City of Cape Canaveral, Florida City Council Budget Workshop Meeting July 16, 2009 Page 8 of 9 Bandish informed that the Reserve Fund needed to be built up. Mr. Bandish informed that Wastewater, however, was good overall. Mr. Boucher brought Council's attention to a graph depicting Wastewater Revenue monthly. Ms. Roberts related from some residents and business owners for the City to perform more benchmarking of rates and practices with fellow municipalities. Mr. Boucher asked if the City Council desired for him and the City Treasurer to work with the rate Consultant to obtain an interim report reminding that the next rate increase was scheduled for January 2010. Ms. Roberts requested a comparative with the other cities. Mr. Petsos noted that the seating capacity for Impact rates was out of line, specifically the restaurants. City Council agreed that Mr. Boucher should seek an Interim Report from the Consultant and to review the Impact Fees. Ms. Roberts asked if there were any collaborative opportunities with the Port. Mr. Bandish replied with the A.S.R. wells; however, this was at a standstill. Mr. Bandish would provide an update. Ms. Roberts asked if the Beach rake project was in operation. Mr. Bandish explained that Beach rake could not operate during turtle season. Ms. Roberts asked about diamond grade signage. Mr. Bandish was not aware of this pursuit. Ms. Roberts inquired about the employee facility. Mr. Bandish reported that this was ongoing. Ms. Roberts recommended seeking granting funding related to improving public buildings to upgrade the employee faciliteis. Mr. Bandish took note. Ms. Roberts asked if Hybrid vehicles could be considered as the City replaces it fleet. Mr. Bandish replied that there was no vehicle replacement schedule at this time. Mr. Petsos reminded that gas and battery powered vehicles would perform better then an Ethanol vehicle. Ms. Roberts requested to hear input from the audience that attended the Budget Workshop process. She explained how they might want to give their input and impact the way the City Council thinks about the Budget process. Mayor Pro Tem Hoog noted some salary increases for some Departments and not for others. Ms. Bowers explained that increases were brought in from the previous year. Mayor Pro Tem Hoog also asked about the increased cost of Health Insurance across the board. Ms. Bowers informed that she spoke to Health First and was provided their highest rate for her calculations. Mayor Pro Tem Hoog noted that the Fire Department received a 28 percent decrease. Ms. Bowers explained the difference City of Cape Canaveral, Florida City Council Budget Workshop Meeting July 16, 2009 Page 9 of 9 based on in the employee demographic of the City's Staff and that of the Fire Department personnel. Mr. Petsos referred to the second graph presented. Ms. Bowers replied that although the Building Official trended upward, this was not new construction. Mr. Petsos requested to know the number of inspections performed. Mayor Randels asked if the Capital Expansion Fund was thoroughly discussed. Ms. Bowers replied that there were no expenditures so far from Capital Expansion. Mayor Randels also asked about the Law Enforcement Trust Fund. Ms. Bowers replied that the $41,000 was taken from this Fund to pay for the School Resource Officer. Mr. Petsos asked if the Burn Grant Funding was accounted. Mr. Boucher replied that he needed to understand if the money would be paid directly to the City. City Counc#schodutgd a Budget Workshop Summary Meeting for Wednesday, July 22"1'.-, Mr."Oets65,requested a 5 -Year Capital Plan from all Departments for that meeting. - ADJOURNMENT:4 There being no further business, the Chair adjourned the meeting at 8:00 P.M. Susan Stills, _ MC, lnterirn CITY CLERK