City Commission Workshop Meeting

APPROVED:9/12/2019 MINUTES City Commission Workshop Meeting 5:30 PM - Thursday, June 27, 2019 - City Hall CALL TO ORDER: 5:30 p.m. ACKNOWLEDGEMENT OF QUORUM AND PROPER NOTICE PRESENT: Commissioner Marie Aliberti, Commissioner Emily Lee, Vice Mayor Karen LeHeup-Smith, Commissioner Robert Morin, and Mayor Michael Holland 1. WORKSHOP ITEM FY 2019-2020 Proposed Budget Workshop Rob Visser, Deputy Finance Director, presented an overview of the proposed budget and stated July 18th the Commission would set the proposed millage rate and the public hearing dates, which will occur September 5th and 19th. He explained the budget methodology and best practices. He further explained that the ad valorem revenue estimate is based on a millage rate of 7.581 with a 98% collection rate. He stated that the Property Appraiser's June 1st estimate is 7.42% over last year's taxable value. Mr. Visser then reviewed the significant factors including: 1) Personal services costs; 2) Health and Life Insurance increase of 7% for an additional cost of $107,257 in the General Fund and $165,761 citywide for a total cost of $2,533,539; 3) COLA adjustment of 5% for an additional $473,526 in General Fund salaries and benefits and $650,000 citywide. He added that the COLA costs in the General Fund are covered 117% by the gains in the taxable value. 4) 18% increase in the General Liability/Workers Comp. and Property insurance with a total cost of $1,210,161; 5) Increase in Fire Pensions from 39.7% to 40.6% for an increase of $12,369 and total of $557,999; and 6) Increase in Police Pensions from 46.66% to 47.09% for an increase of $8,948 and a total of $979,927. Mr. Visser then provided a general overview of the budget totals and then a review of the operating fund summary for the following funds: General Fund, Water & Sewer Fund, Street Improvement Fund and Stormwater Fund. He reviewed the various City revenues totaling $40,159,950 and the City expenditures totaling $42,296,950. He explained where the various revenues are derived from and provided a breakdown of the expenditures. He then provided an expenditure summary by department including number of personnel. Mr. Visser then reviewed the CRA Fund and planned projects and the Capital Improvement Plan with 51 projects planned for FY19-20 at a total cost of $6,407,948. He stated the current millage rate is 7.5810 and it has not been increased in six years. He presented a table of the current millage rate with taxable value and revenue with an estimate of the roll back rate value and revenue versus the taxable value and revenue if the millage rate stays the same.  Mr. Visser explained that annual taxes on a property valued at $150,000, less $50,000 homestead exemption, would increase $44.60 using the 7.5810 millage rate over the roll back rate of 7.1350. He provided a comparison with surrounding cities stating that Eustis has the leanest budget in northwest Lake County. He compared the General Fund dollars per resident and the number of residents per General Fund employee. He then compared the cost to operate a home between Eustis, Mount Dora and Tavares . Mr. Visser presented a detailed list of special events including revenues versus expenditures with total revenues of $306,674 and total expenditures of $476,055. He explained that the majority of the event costs are covered by sponsorships, donations and vendor payments with only 36% funded by the City. He also provided a program breakdown for Parks and Recreation with costs per program . 2. COMMISSION DISCUSSION The Commission discussed whether or not the City is getting a good return on investment for the events with Ron Neibert, City Manager, commenting on the amount funded by external sources with the City only covering a portion of the costs. He cited crowd estimates for a number of the 2018-2019 events. The Commission then discussed the following items: 1) The possibility of building a recreation center; 2) The current lack of funding for recreation and the need for it to be sustainable; 3) Possible funding options; and 4) The need for the Community Building to be included in the discussion. Mr. Neibert informed the Commission that a meeting with Lake County had already been scheduled to discuss the proposed sailing center. He then reported on the number of new events the City has added over the past couple of years citing several new events including the skating rink, Busker Festival and new events during Georgefest. He stated that street performers also have been added to the First Friday event and that has helped to rejuvenate the First Fridays. He explained that the vendors and local businesses are a good barometer about the success of the events. The Commission discussed the skating rink, the upcoming Gospel Fest and the new VetFest noting those have been brought forward by the community. Erin Bailey, Special Events Coordinator, explained that VetFest will cross City boundaries and is being co-sponsored by Gator Harley Davidson , One Team One Fight for PTSD and a new not-for-profit known as The Last Ride. She explained that organization provides for cremation and burial services in Bushnell as well as an escort for veterans whose families don't have the means. She stated the festival will include a gala on Friday night along with First Friday, a 5K and bike ride on Saturday, a downtown event and parade from the armory down Eustis Street to the wall and closing ceremonies. She added it will be held prior to Veterans Day on the first weekend of November. Commissioner Morin asked for the Commission to be kept more informed about upcoming events. Mayor Holland inquired about a possible Hispanic Festival with Ms. Bailey explaining that event was championed by the late Commissioner Carla Gnann-Thompson. She indicated that due to Commissioner Gnann-Thompson's passing and the resignation of the Special Event Assistant Nate Edmunds the event may not occur until next year. She cited their  efforts to try and include local churches and other organizations and noted the plan was to hold it in September as the first of September is Mexican Independence Day. Comm issioner Lee asked about the OOT Partners Marketing Piece with Ms. Bailey explaining that is an out-of-county marketing piece . She stated that Lake County provides funding for matching out-of-county marketing. She further explained that last year the City partnered with LEMA, the Historical Museum, Bay Street Players, Trout Lake Nature Center and others, to produce a direct mail advertising piece that went out- of-county with 50% of the cost matched by Lake County. Commissioner Morin suggested utilizing Palmetto Plaza for some of the events with Ms. Bailey indicating they are working on possibly hosting monthly events in that area. She noted that she was contacted by a local church about using it for an event later this month . The Commission confirmed that costs for the bands are included in the event costs under contractual services. Commissioner Lee asked what is included under contractual services with Mr. Neibert explaining it varies by department. As an example, he stated that under Development Services it includes the building official and in other departments it may include software contracts, audit services, and contract instructors . 3. PUBLIC INPUT Mayor Holland opened the floor to public comment at 6:09 p.m . Gail Isaac Thomas asked about the $5 ,600 shown for the Golden Seniors with Joe LaPolla , Parks & Recreation Director, explaining the amount is incorrectly listed as "part- time" but it is actually for supplies for that program and others. He explained the City provides the coffee, tea and sterno for the meetings with approximately 32 attendees each week. Antwan Douglas asked about what could be done to try and bring a football program back to the City. He noted that he previously was a coach with the local program . He expressed the need for there to be a football and basketball program in the City. Mayor Holland asked if he is willing to help develop a program with him replying affirmatively. He explained that he is working to set up a committee. Mr. Neibert suggested they contact him once they are ready and they can work together to get it started . Garland Wilkins stated he graduated from Eustis High School but has worked with football programs in all of the other cities except Eustis. He noted his children have attended college on football scholarships. Commissioner Morin expressed support to also look at a basketball program . Mr. Wilkins commented on his efforts to provide food for players before games and those that aren't participating because they can't afford it. Mr. Douglas commented on the possibility of just starting with a local league before getting into Pop Warner to eliminate the travel expense. Commissioner Lee commented on the need for the City to also have educational programs and after school programs. Mr. Douglas responded that his son was part of a league in Apopka where every team had a tutor. The players went to a tutor first and then to practice. Vice Mayor LeHeup-Smith commented on the need for them to have a business plan with Mr. Douglas indicating he could speak to the coach in Apopka who is on their board. Mr. Neibert indicated his intention to assist them with developing a business plan once they are ready. Ms. Isaac-Thomas cited the need to get the black men in the community to participate and thanked Mr. Douglas and Fred Miller for coming forward. Mr. Douglas stated they are also asking how to get some funding to help restore their building - Twilight Lodge #57 on Hazzard Avenue. He commented on their activities in the community including helping elderly mow their lawns. Mr. Neibert indicated the building is located within the CRA and suggested they schedule a meeting with him and Tom Carrino to discuss the possibility of obtaining some CRA funding . Fred Miller, representing Twilight Lodge, commented on the possibility of them partnering with the City. He explained he and his wife previously ran a summer camp in Orange County and now are trying to bring it to Lake County. He expressed concern regarding parental involvement and education of the students. Discussion was held regarding the possibility of polling the community through the water bills regarding the types of programs they would like to have offered . Due to insufficient time , it was suggested that staff poll the students through the summer camp. The Commission discussed the summer program and the number of students participating with Commissioner Aliberti recommending asking the School Board for additional space for programs noting that the middle school will be annexed into the city. At the Mayor's request, Nan Cobb reported on the Lake County Education Foundation's "Stepping Out for Education" gala and noted she would be one of the dancers with all proceeds going to the Foundation . Commissioner Lee cited the possibility of using the City's "resource center" for programming and suggested also using the 9th grade center gymnasium with Mr. Neibert responding that the basketball leagues are already held at the 9th grade center. Commissioner Aliberti asked how the Eustis Little League worked out using the City fields with Mr. LaPolla indicating it worked out well and everything went smoothly. They are considering some fall ball and will contact him to work out the specifics. Mayor Holland opened the floor to the department heads for comment. Ann Ivey, Library Director, reported on the Library's activities noting they exceeded by 20% the reading logs for the state. She stated they have been pre-approved to be a passport acceptance facility and they are trying to develop a literacy program . She emphasized the need to get volunteers to help with literacy and tutoring . Commissioner Lee expressed support for joining the Lake County Library System stating the City should have more resources through them. She also commented on a previous computer program they had for seniors who wanted to learn how to use a computer. Commissioner Aliberti confirmed that the City has a process in place to do screening and fingerprinting for volunteers. Commissioner Morin left the meeting at 6:41 p.m. Rick Gierok, Public Works Director, reported the Lakeview project is substantially done and then it will be restriped. He noted staff will look at the traffic speeds on Lakeview for consideration of installing speed tables. He then reported on the Ardice/Ruleme project which also address stormwater issues in that area. He added that stormwater improvements are planned for Liberty Circle where there are drainage issues. He then reported they are in the study phase for expansion of the main wastewater treatment plant. He provided an update on the dog park stating staff is working on procuring the benches and water fountains. Mr. Neibert announced that Duke Energy had donated $1500 for one of the water features . Ms. Cobb announced Cobb Commerce Park had signed a contract for one of the lots for a candle manufacturing company relocating from Miami. She indicated she had spoken with the owner about working with the schools when they go operational. She stated they will have 35 employees with a $4 million investment. Tom Carrino, Economic Development Director, commented on what's necessary for economic development to be successful. He cited the new Cobb Commerce Park and other new businesses coming - Dollar Tree and Popeyes. He commented on staffs efforts to do some commercial infill. Mayor Holland asked about the twenty buildable single family lots that they recently discussed with Mr. Carrino explaining that there currently are only 20 existing lots in town available for construction of new single family homes. He cited the planned Eleven Oaks project that will have affordably priced homes. Police Chief Gary Calhoun reported on information he received at the Florida Police Chiefs Association conference stating that 30% of former military have some type of PTSD and among law enforcement officers the percentage is 35%. He commented on the lower life expectancy for officers and added that 25% of law enforcement officers have issues with substance abuse. He stated that law enforcement needs the public's support. Mr. Neibert reported a meeting would be held the next day with Lake County staff regarding funding opportunities for the proposed sailing center. He noted that Commissioner Aliberti will be attend ing the meeting. He stated staff would report on the meeting at the upcoming Parks and Recreation workshop. 4. COMMISSION DIRECTION Moved by Commissioner Lee, seconded by Vice Mayor LeHeup-Smith, for staff to move the draft budget forward as proposed. Motion carried by the following votes: Ayes: Mayor Michael L. Holland, Commissioner Marie Aliberti, Vice Mayor Karen LeHeup-Smith, and Commissioner Emily Lee 5. ADJOURNMENT: 6:54 P.M. *These minutes reflect the -actions taken and portions of the discussion during the meeting. To review the entire discussion concerning any agenda item, go to www.eustis.org and click on the video for the meeting in question. A DVD of the entire meeting or CD of the entire audio recording or verbatim transcript of the meeting can be obtained from the office of the City Clerk for a fee . Mary C. Montez Michael L. Holland City Clerk Mayor/Chairman