City Commission Workshop

City of Deltona 2345 Providence Blvd. Deltona, FL 32725 Minutes City Commission Workshop Monday, July 13, 2020 10:00 AM Deltona Commission Chambers Budget Workshop A. In an effort to reduce the possibility of exposure of residents to the COVID-19 (Coronavirus) we have limited public seating inside the Commission Chambers and are practicing social distancing with the City Commission, staff and residents. 1. CALL TO ORDER: The meeting was called to order at 10:00 a.m. by Mayor Herzberg. 2. ROLL CALL – CITY CLERK: Present: 5 - Mayor Herzberg Vice Mayor Ramos Commissioner Avila-Vazquez Commissioner King Commissioner Nabicht Absent: 1 - Commissioner Bradford 3. PLEDGE TO THE FLAG: Mayor Herzberg led everyone in the pledge to the flag. 4. BUSINESS: A. Review and discussion of Compensation Study by Cody and Associates. Camille Hooper, Finance Director (386) 878-8552. Strategic Goals: Fiscal Issues; Economic Development; Public Safety Mayor Herzberg made the following statement on behalf of Commissioner Bradford. Commissioner Bradford is excused today and she spoke with her this morning. Commissioner Bradford had been exposed to COVID-19, she has gotten a test, but does not have the results yet. If she receives the results today and it is negative then she will try to attend the meeting, but that is the reason Commissioner Bradford has not been in attendance at the meetings. City of Deltona Page 1 Printed on 9/2/2020 City Commission Workshop Minutes July 13, 2020 Interim City Manager Dr. Cooper asked to table or put aside the compensation study and initiate another one for this year because this one is inadequately answers staff’s questions that they wanted to have answered when it came to the collective bargaining agreement as well as the City staff. Motion by Commissioner Nabicht, seconded by Mayor Herzberg, to table the compensation study. The motion carried by the following vote: For: 5 - Mayor Herzberg, Vice Mayor Ramos, Commissioner Avila-Vazquez, Commissioner King, and Commissioner Nabicht Motion by Commissioner Nabicht, seconded by Vice Mayor Ramos, to direct legal to look into what can and should be done to recoup the money that was spent with regards to the compensation study. Interim City Manager Dr. Cooper stated he has not made payment, it has been held back. Commissioner Nabicht asked if he needed to amend his motion and City Attorney Segal-George replied the City will need to send a letter with its intensions and the reasons why which is the first step. She is fine with the motion as it stands. The motion carried by the following vote: For: 5 - Mayor Herzberg, Vice Mayor Ramos, Commissioner Avila-Vazquez, Commissioner King, and Commissioner Nabicht B. Workshop to review proposed annual budget for FY 2020/2021. Camille Hooper, Finance Director (386) 878-8552. Strategic Goal: Maintain a balanced budget, reserves and investments Mayor Herzberg asked that the manager and City Attorney keep the Commission informed as to when a letter goes out, what type of response is received, what is being considered for the second compensation study and at some sort of a timeline. She asked how this would affect the budget that the Commission is about to discuss and Interim City Manager Dr. Cooper replied the Finance Director Camille Hooper, himself and the Human Resources Director Richard Adams sat down to kind of review what could possibly be done. This budget again is very, very preliminary because there are a lot of numbers that are still out, the State has not released a lot of the numbers that the City needs to finalize the budget. The numbers received are very preliminary, but there is options here to address the pay and inequities for staff. Commissioner Nabicht asked if the City had heard from the Office of Finance, is there any truth to the rumor that the governor is willing to extend budgets through the first of the year. City of Deltona Page 2 Printed on 9/2/2020 City Commission Workshop Minutes July 13, 2020 Finance Director Camille Hooper replied she has not received any communication from the Governor's office. Commissioner Nabicht asked that City staff follow-up with some of the Governor’s staff to find out if that is under consideration or what the likelihood is. Mayor Herzberg asked for the date that the budget needs to be in and Ms. Hooper replied as of right now, September 30, 2020. Okay. Mayor Herzberg stated this Governor has a history of making quick decisions, snap decisions and making them unannounced. She suggested to be prepared for the September 30th deadline. Mayor Herzberg asked Ms. Hooper to read the first few departments that will be discussed first which she did. She asked if staff was prepared to discuss their department’s budget earlier than scheduled if necessary and Interim City Manager Dr. Cooper replied he gave all the Directors the schedule as a preliminary guide of when they can expect to come in, but he has told them all to make sure they are available to show up earlier or even later. Tab 1: Parks and Recreation Department The Commission and staff discussed capital equipment, general government and the costs, maintenance of City Hall, Parks & Recreation projects, frozen items in the budget, balanced budget and the worst case scenario, a decrease of 9.71% in salaries and wages, the removal of all special events, overtime, personal services "other", contractual services, R&M (Repair & Maintenance) items, the decrease in landscaping-seed-sod, the decrease in rentals and leases, utility services, the increase in the holiday parade, deep cleaning of facilities, baby changing stations, and CDBG (Community Development Block Grant) projects. Tab 15: General Government The Commission and staff discussed the decreases and spending history, R&M items, the millage rate and what it equates to in revenue, using the $3.5 million in CARES (Coronavirus Aid, Relief, and Economic Security) Act funding or having a placeholders for that, projects submitted to the county, wireless water meters, nothing being placed in the budget for reimbursement by the CARES Act, having a matrix for projects, the CARES Act rules and Federal guidelines, not having a sub recipient agreement with the county, what is and what is not reimbursable, having a separate CARES Act section in the budget, virtual meetings, having deep cleanings reimbursed up to December 31st, AeroClave decontamination system and getting more, a possible list of projects, and having all the information to make a decision and what is important. After discussion, the Commission concurred to have an additional budget tab and a list of projects that were/are submitted to the county for CARES Act money, which ones have the possibility of approval and which ones have been denied. Tab 23: Parks Projects Fund Sources & Uses City of Deltona Page 3 Printed on 9/2/2020 City Commission Workshop Minutes July 13, 2020 The Commission and staff discussed Lake Monroe boat ramp and how the issues with it are being addressed, Snook/Rookery Eco Tourism and grant money, maintaining the nature parks, needing more in-house staff, Vann Park facility rentals, sports field lighting and having a credit card system, the fee structure for use agreements, having solar panels on City buildings, the number of clubs or organizations that pay for the use of the facilities, and revisiting concession stand use. After discussion, the Commission concurred to revisit the facility use fees for lighting and concessions at the parks facilities. Tab 24: Municipal Complex Fund Sources & Uses The Commission and staff discussed the sanitation doors for The Center, CARES Act, and moving the IT (Information Technology) Department. Tab 9: The Center The Commission and staff discussed whether The Center is up and running and what that means, not allowing alcohol based on the City's license, what other venues are open, where The Center was tracking prior to COVID, marketing, and policies and procedures. Tab 10: Building and Enforcement Services Department The Commission and staff discussed the decrease in health, dental and life insurance across the board, this year's health/dental premiums, contracted inspectors vs. hiring inspectors, customer service, the department's fee schedule, inspectors being governed by state statutes, frozen positions and the guidelines, difficulties finding qualified people, and the compensation study. Tab 11: Building and Enforcement Services Department - Enforcement Services Division The Commission and staff discussed the reduction in other contractual services-misc., the decrease in abatements and that process, and the new kennel. Tab 20: City Attorney's Office The Commission and staff discussed the overtime and who that applies to, litigation, and personal services. Tab 16: City Commission City of Deltona Page 4 Printed on 9/2/2020 City Commission Workshop Minutes July 13, 2020 The Commission and staff discussed aide to private organizations and Team Volusia. Tab 17: City Manager The Commission and staff discussed placing $1,000 in travel and per diem, the increase in recognitions and the plan for that funding, the 25th Anniversary and sponsorship money, increasing the funding for the executive search firm for the City Manager position by $20,000 from discretionary, what the executive search consultant funding goes toward, and the previous amount spent on an executive search consultant. Tab 13: Planning & Development Services Department The Commission and staff discussed the reduction in professional services other and traffic counts, CRA (Community Redevelopment Agency) projects, other areas in the budget that will be affected by traffic counts, staffing levels, the status of CDBG (Community Development Block Grant) money, transportation projects and what departments budget for those, and LAP (Local Agency Programs) Certifications. Mayor called a five minute break at 12:08 p.m. and reconvened at 12:18 p.m. Tab 18: City Clerk The Commission and staff discussed the current part time positions, unfreezing hiring and adding staff, the public records system and hiring staff to handle those, the status and issues with the public records system, hiring experienced staff, fees for public records and the process, the number of public records received, questions vs. public record, numerous public records with profanity and determining the actual request, the training curve for public records, protected information, and who interviews applicants for the department. After discussion, the Commission concurred to authorize the Interim City Manager to look at staffing to include a cost breakdown and come back with some additional, appropriate, staff for the department. Tab 14: Information Technology The Commission and staff discussed the increase in professional services, in-house training, IT policies, the continual increase in overtime, having an after hours crew in the future, how many helpdesk personnel, where information is stored and testing, remote meetings, fiber optic cable and monitoring facilities, partnering with the county with regards to the Fire Department, CARES Act funding, staff working from home, discussing virtual meetings in the future, upgrades to computers and software, what IT supports, security breaches and what is reported, the Fire Department's VPN (Virtual Private Network) connection and where changes are originating from and capital projects. City of Deltona Page 5 Printed on 9/2/2020 City Commission Workshop Minutes July 13, 2020 Mayor Herzberg went through the remainder of the schedule and she called for a recess for lunch at 12:55 p.m. and reconvened at 1:46 p.m. Tab 12: Law Enforcement The Commission and staff discussed the less than 1% increase, maintaining level of service and response times, processing times, speeding complaints and their status, transparency, staffing levels and current vacancies, mentorship, staffing shortages, overtime, and new hires. Tab 19: Finance Department None. Tab 21: Human Resources The Commission and staff discussed the decrease in professional services other and the compensation study, the tuition reimbursement program, union negotiations and tuition reimbursement, training funds, and the compensation study and benefits. Tab 7: Fire/Rescue Administration & Tab 8: Fire/Rescue Operations The Commission and staff discussed trends and highlights, traffic counts and response times, planning for the build out of the City, demands for services and improvements, the average response time, the duties of an ambulance vs. a rescue unit, last year's request for a medic unit and additional personnel, this year's request for an additional medic unit, the amount of miles on each unit (vehicle), percentage of fire vs. EMS (Emergency Medical Services) calls, the City's ISO (Insurance Services Office) Rating and other cities' rating, fire impact fees and what they are used for, medical supplies/PPE (Personal Protection Equipment) and CARES Act funding, overtime, an efficiency study, that the county controls the COPCN (Certificate of Public Convenience and Necessity), the location of the ambulances, how to get another COPCN, cardiac monitors and other equipment, the cancer initiative, the mowing contract, R&M Hydrants, the SHARPS program, donations, and the reduction in publications, memberships and training. Tab 27: Solid Waste The Commission and staff discussed commercial revenues, building reserves, recycling revenues and landfill fees, and the City's green program. Tab 28: State Housing Initiative Partnership (SHIP) Funding Summary City of Deltona Page 6 Printed on 9/2/2020 City Commission Workshop Minutes July 13, 2020 The Commission and staff discussed the City not receiving any funding and the budget being incorrect, the amount of the carryover, the difficulties trying to give the money away and solutions, making the programs work for the residents, SHIP set asides, qualifying applicants, storm water projects, communication with the county, the different phases of the projects, the CRA (Community Redevelopment Agency) and needing a strategic plan, needing an overall development plan for the CRA area and what it should include, and sidewalk maintenance. After discussion, the Commission concurred to have a Workshop on the CRA area. Tab 29: Impact Fees The Commission and staff discussed legal guidance as to what fees can be used for, the tree fund, the amount received and what it was used for in parks, needing to start applying the funds, transportation impact fees and what it is used for, using fire impact fees for capital projects, anything over $100,000 per year in transportation impact funds is reoccupied for Fire Department training and education per the union agreement, and surcharges on certain City tickets (fire hydrant/fire lane). Tab 31: Miscellaneous Special Revenue Funds/Reserves The Commission and staff discussed the tree replacement fund and what it can be used for, building permits, the economic development reserve fund, lake district fund sources, and who is responsible for the circle at Exit 111. Tab 2: Public Works - Traffic Operations None. Tab 3: Public Works - Engineering The Commission and staff discussed the status of the City Engineer search. Tab 4: Public Works - Field Operations The Commission and staff discussed mowing and liter control, the decrease in R&M Infrastructure, the reduction in dumping fees, the reduction in road material and supplies, the number of vacancies in the department, the hiring freeze and all the vacancies within the departments, doing the work needed while under staffed, and funding in Stormwater's Enterprise Fund. The Commission and staff also discussed determining the importance of vacancies, the City of Deltona Page 7 Printed on 9/2/2020 City Commission Workshop Minutes July 13, 2020 deadline for filling vacancies, leadership and training, employee pay, staff being stretched thin, and evaluations. Tab 5: Public Works - Administration The Commission and staff discussed the department being under staffed, the decrease in janitorial supplies, the decrease in landscaping, seed and sod, and uniforms. Tab 6: Public Works - Fleet Maintenance The Commission and staff discussed field operations, vehicle maintenance and how many vehicles, and sanitizing the vehicles. Tab 25: Water/Sewer Utility Fund The Commission and staff discussed capital and grants, AMR (Automatic Meter Readings) Meters, bypass meters, cost savings for meters, and what meters DelNorth has. Tab 26: Stormwater Utility Fund Sources & Uses The Commission and staff discussed updating the stormwater master plan, the plan priorities, mosquito control, and mowing and liter control. Tab 30: Transportation Fund Sources & Uses The Commission and staff discussed TPO (Transportation Planning Organization) LAP projects, the decrease in gas tax revenues, sidewalk fees, Elkcam Blvd. paved shoulders and widening, intersection improvements, the infiltration system, hazardous material, the remodel of Cumberland Farms on Providence Blvd., imbedded lighting, and sidewalks. Interim City Manager Dr. Cooper stated staff will make the necessary adjustments to the proposed budget as discussed. 5. PUBLIC COMMENTS: Time permitted, public comments shall be limited to items on the agenda and shall not exceed two minutes. Please be courteous and respectful of the views of others. Personal attacks on Commission members, City staff or members of the public are not allowed, and will be ruled out of order by the Mayor. Mayor Herzberg opened and closed the public comments as there were none. 6. CITY MANAGER COMMENTS: Mayor Herzberg thanked everyone for their time and the Commissioners for being present during this long day and she reminded them there is a Special Commission Meeting at 5:30 p.m. She thanked the manager for the 10% cut to the budget across the board. She City of Deltona Page 8 Printed on 9/2/2020 City Commission Workshop Minutes July 13, 2020 thanked all of the staff for their efforts on the budget. She asked the Interim City Manager Dr. Cooper what the plan was. Interim City Manager Dr. Cooper stated staff will look at them and bring some of the questions back and hopefully with the last email received from the State staff will provide some more updated numbers and hopefully some good news on some things. 7. ADJOURNMENT: There being no further business, the meeting adjourned at 4:57 p.m. ________________________________ Joyce Raftery, CMC, MMC, CITY CLERK City of Deltona Page 9 Printed on 9/2/2020