City Commission Workshop

City of Deltona 2345 Providence Blvd. Deltona, FL 32725 Minutes City Commission Workshop Monday, June 24, 2024 6:30 PM Deltona Commission Chambers Budget Workshop 1. CALL TO ORDER: The meeting was called to order at 5:30 p.m. by Mayor Avila. 2. ROLL CALL – CITY CLERK: Present: 6 - Mayor Avila Vice Mayor JodyLee Commissioner Colwell Commissioner Heriot Commissioner McCool Commissioner Shimkus Absent: 1 - Commissioner Avila-Vazquez 3. PLEDGE TO THE FLAG: 4. BUSINESS: A. Workshop to review proposed annual budget for FY2024/2025. - Julia Johnson, Deputy Finance Department (386) 878-8978. The City Manager stated this is the beginning for the Commissioners and it is certainly not the middle or the end with regards to the budget. Over the next couple of nights we will see if we need to continue the discussion on Thursday. Each department will present a PowerPoint Presentation and over the next week or two he would like to meet with each Commissioner and the departments they want to meet with regarding any concerns. So over the next month or so we will really massage the budget into something that the whole Commission can really appreciate for the whole community's future. TAB 1: Budget Overview The Deputy Finance Director explained the process for the workshops. She gave a brief PowerPoint Presentation of the citywide proposed budget to include an overview of the General Fund proposed budget and then each department director will present their individual department budgets. The Commission and staff discussed the parcel taxes paid by range, in terms of dollars, the City of Deltona Page 1 Printed on 7/8/2024 City Commission Workshop Minutes June 24, 2024 full taxable dollar amount by category, revenue deficit, dollar amounts for each personnel request, the line item details for capital requests by fund, the millage rate, full rollback, capital needs vs. different millage rates, anticipated revenue for a range of millage, unfinished stormwater projects, capital improvements, reserves and matching funds, and the unencumbered fund balance. TAB 2: City Commission The City Manager gave a brief PowerPoint Presentation of the City Commission budget. TAB 3: City Manager The City Manager gave a brief PowerPoint Presentation of the City Manager budget. The Commission and City Manager discussed the City's financial software, IT (Information Technology) allocation, across the board allocations, and personnel cost savings. TAB 4: City Clerk The City Clerk gave a brief PowerPoint Presentation of the City Clerk Department's budget. The Commission and staff discussed public records and software, records retention process across the board, the department's needs, and staffing. TAB 5:Finance The Deputy Finance Director gave a brief PowerPoint Presentation of the Finance Department's budget. The Commission, City Manager and staff discussed printers, hiring an outside payroll company, professional services, audit costs, procurement and the bid process, system/network maintenance, time keeping subscription and time and attendance, eBook, outsourcing payroll vs. in-house, GEO fencing, payroll mistakes, the RFP and the Commission's consensus, accountability, freeing up staff, liability and taking a holistic look at the payroll process. TAB 6: Information Technology The IT Director gave a brief PowerPoint Presentation of the IT Department's budget. The Commission and staff discussed the increase in cameras, resolving bandwidth issues, cloud servers and moving toward the cloud, VSO (Volusia Sheriff's Office) having access to systems, the Parks & Recreation budget, security, maintenance, the financial software, ERP (Enterprise resource planning) solutions, software overlaps, maintaining systems, systems no longer supported, consolidating redundant systems, reducing the financial burden, conduits, access door readers, look at each department holistically, computer replacement program, ransom ware, breaches, dashboard data, software issues and utilizing new features, an employee incentive program, building in-house reporting, department allocations, the organizational chart, centralizing contracts and procurement vs. spreading it out across departments, data visualization for Commission and residents, GIS City of Deltona Page 2 Printed on 7/8/2024 City Commission Workshop Minutes June 24, 2024 (Geographic Information System), interactivity, and My311. TAB 7: City Attorney The City Attorney gave a brief PowerPoint Presentation of the City Attorney Department's budget. The Commission and City Manager discussed the allocated budget, needing additional staff, scheduling a workshop, a firm vs. in-house attorney, leave space in the budget, an email mentioned on Facebook, and the current paralegal. TAB 8: Human Resources The Human Resources Director gave a brief PowerPoint Presentation of the Human Resources Department's budget. The Commission and staff discussed consulting services, comparison report, one time expenditures, salary study and a position audit, the previously used vendor, reducing the millage, paying appropriately, building expectations, duplicate and out of date policies, education reimbursement program, budget items showing higher, internship program and summer work program, advertising, finding professional employees, COLA (Cost of Living Adjustment), and having a breakdown of FTEs (Full-time Equivalent). TAB 9: Law Enforcement The City Manager gave a brief PowerPoint Presentation of the Volusia Sheriff's Office (VSO) budget. to include the request for four (4) new deputies, vehicles and any other miscellaneous items that go along with that. The Commission discussed having either Sheriff Chitwood or Captain Powers present, a 50% increase in call volume, adding an additional district, the City being a testing ground, deputies request to serve Deltona, property crimes and traffic, Live 911, Compstat Meetings, the Regional Anti-Violence Enforcement Network (R.A.V.E.N.) system, and having two (2) years without an increase. TAB 10: Fire Department The Fire Chief gave a brief PowerPoint Presentation of the Fire Department's budget. The Commission, City Manager and staff discussed having an emergency services workshop, Level of Service (LOS), public safety, growth, future transport, the accreditation program, Fire Department assessment, the Strategic Plan, comprehensive processes, response times, three (3) new stations, relooking at equipment, travel times, fiduciary responsibility, requests being conservative, conversion of the brush truck and alternatives, proposed training facility, long term goals, NFPA (National Fire Protection Association) standards, staffing issues, and backfill. Motion by Commissioner Colwell, seconded by Vice Mayor JodyLee, to extend the meeting 15 minutes. The motion carried by the following vote: City of Deltona Page 3 Printed on 7/8/2024 City Commission Workshop Minutes June 24, 2024 For: 6 - Mayor Avila, Vice Mayor JodyLee, Commissioner Colwell, Commissioner Heriot, Commissioner McCool, and Commissioner Shimkus The Commission and staff continued to discuss capital costs, upfront costs; grants and maintaining staff, engine staff, the need for medics, fast tracking grant funds, overtime going down, two (2) transport vehicles vs. a fire truck, and making decisions for the right reason. 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 Avila opened the public comments and Brandy White and Tim Blodgett addressed the City Commission. 6. CITY MANAGER COMMENTS: 7. ADJOURNMENT: There being no further business, the meeting adjourned at 9:07 p.m. ______________________________ Joyce Raftery, CMC, MMC, City Clerk City of Deltona Page 4 Printed on 7/8/2024