City Commission Workshop Meeting

APPROVED:9/8/2022 MINUTES City Commission Workshop 5:30 PM - Thursday, June 30, 2022 - City Hall CALL TO ORDER: 5:30 P.M. ACKNOWLEDGEMENT OF QUORUM AND PROPER NOTICE PRESENT: Commissioner Nan Cobb, Commissioner Willie Hawkins, Vice Mayor Emily Lee, Commissioner Karen LeHeup-Smith and Mayor Michael Holland 1. WORKSHOP ITEM WITH COMMISSION DISCUSSION AND DIRECTION 1.1 Public Works/Utilities Tom Carrino, City Manager, announced the focus of the workshop would be on Public Works. Rick Gierok, Public Works Director, presented budget items for the General Fund, Street Fund, Stormwater, Engineering and Water & Sewer noting those items with substantive changes. He began with the Maintenance Garage and explained office supplies had all been grouped under Administration rather than have a number of smaller accounts. He noted Operating Supplies increased due mostly to the increase in fuel charges. He then reported on Traffic Signal Maintenance Lake County Reimbursement. He indicated that the $70,000 in the budget needs to be removed and stated there is an additional $70,000 in the 13 fund and an additional $35,000 in the 13 fund. He explained that the state reimburses the City for maintenance of the signals; however, Lake County under traffic operations does the Lake County cities and the City reimburses Lake County for those costs. Mr. Carrino explained staff will be summarizing what has been changed during the last three budget workshops and will provide the status including the Commission and staff requests and recommended changes. Mr. Gierok then reviewed Building Maintenance and indicated that the increase in Regular Salaries is not due to adding positions but reflects numbers for unfilled positions that they are trying to fill. He noted the inclusion under Other Salaries and Wages for a part-time electrician. He indicated that no funding is being requested under Other Salaries and Wages. He commented on the difficulty in filling the skilled positions as people that are qualified are making significantly more money elsewhere. Discussion was held regarding combining some positions and the City's basic requirements with the Commission asking if the City had looked at Lake Tech as a resource to fill positions. Mr. Gierok explained they are wanting the employee to have both electrical and HVAC experience. He commented on the City's former employee who was a licensed electrician and tried to retire three different times. He indicated that the City has either not been speaking with the correct person or Eustis City Commission Workshop Page 1 of 9 June 30, 2022  Lake Tech does not have the appropriate persons to fill the positions. He added that he has also looked at outsourcing. Mr. Gierok reviewed Repair and Maintenance and explained what is included for the different buildings including preventive maintenance with the Commission asking about consolidating maintenance issues by type instead of by department. The Commission asked about the Clifford House and what is entailed with Mr. Gierok explaining the City does structural type repairs and the Historical Society takes care of lightbulbs, etc. He noted a current issue with roofing leaks. It was noted that there are still funds still listed for the American Legion building which has been demolished. Discussion was held regarding repairs to the Senior Center with Mr. Carrino noting that the City rents out the Senior Center. The Commission asked if the Historical Society pays rent for use of the Clifford House with Mr. Carrino commenting on the benefit to the City of having the museum in downtown Eustis. He indicated that staff could look at the relationships with those types of organizations and express the City's expectations. The Commission expressed an interest in the Historical Society increasing its marketing to improve attendance. It was noted that other cities also rent out their historical facilities. Discussion was held regarding the David Walker astronaut suit and the possibility of displaying that and other items in glass cases at the library, City Hall or other locations. Discussion was also held regarding the ownership of the items contained in the museum. Mr. Gierok reviewed Operating Supplies and commented on the difficulty in maintaining some line items especially fuel expenses. Discussion was held regarding whether or not a budget amendment would be needed due to the increasing fuel costs. Mr. Gierok discussed the Cemetery budget challenges and maintenance needs. He noted the reduction in Salaries due to new staff members versus the former employees who retired. He cited the need to get the lawn maintenance crew to help perform some of the maintenance. He stated the new GIS program is up and functioning. Mayor Holland indicated an interest in holding a workshop the first week in August to discuss cemetery budget items. The Commission asked about software needs that may be helpful for efficiency. Mayor Holland cited the need to look at the pricing structure. Discussion was held regarding the need to improve the look of the cemetery before increasing the pricing. It was also suggested that they consider outsourcing the mowing, particularly during the summer, or increasing the staff. Mike Sheppard, Finance Director, explained that the revenue from the cemetery lot sales is split 80% to the General Fund with 20% staying in the Cemetery Fund. He indicated his belief that the cemetery fees were last increased prior to 2012. Eustis City Commission Workshop Page 2 of 9 June 30, 2022  The Commission asked about the cemetery roads, particularly on the west side, with Mr. Gierok indicating that they are scheduled for an asphalt overlay in the current budget year. Mr. Gierok reported on the Park Maintenance budget and noted that $10,000 was added to both the lawn maintenance and tree contractors. He explained how the expenses are divided up between divisions. He indicated that outsourcing is working well. He further explained that when the lawn maintenance was bid out there were items that were inadvertently omitted from the contract. Therefore, there are costs for additional services. He indicated City crews do emergency work and the contractor is brought in when needed. He explained that when lawn maintenance was bid out there was about half of the City that was retained to be done by the City crews. He indicated that there are some additional areas that could be re-assigned, if there are sufficient funds, to the contractor to allow more time for City crews to work on the higher profile sites. Mr. Gierok reviewed additional areas that could be added to the contractor as follows: Sunset Park, Carver Park, Liberty Isle Park, Palmetto Plaza, The Avenue, Elizabeth Circle, and Bennet Park. He estimated an additional cost of $80,000 to do those areas. He indicated the additional $20,000 he put into the budget will help and $30,000 would help more. The Commission commented on the high estimated cost with Mr. Gierok stating he can ask the contractor to provide quotes for each of the areas and bring it back to the Commission for review. The Commission confirmed the term of the contract. Mayor Holland asked about number of employees in 2009 and cited the City's loss of help in terms of getting up-to-date with staffing needs. He stated his preference for keeping work in house while noting that it is often cheaper to outsource rather than hire additional employees. Mr. Gierok confirmed he would get additional pricing and bring it back to the Commission for further review. Commissioner Cobb asked about the portable handicapped toilets and questioned if it would be cheaper to build some bathrooms versus the cost of renting. Mr. Gierok indicated he would put together a price to construct the bathrooms. Commissioner Hawkins asked about the budget for mulch with Mr. Gierok indicating one amount is for the ADA mulch for the playgrounds which is expensive and the other is for regular mulch for the flower beds. Vice Mayor Lee asked about communication devices with Mr. Gierok explaining the need for City phones to keep focused on City business. He stated they are not allowed to use their personal phones during work hours. Vice Mayor Lee then asked that staff check the playground equipment when they are working in the playground area. Mr. Gierok stated he will instruct staff that the expectation is they will report back on the City's needs when they are in the field. Mr. Gierok reviewed the Street Fund beginning with Administration and Salaries. He cited the reduction in overtime expense. He explained that Jobey Jones supervises approximately 30 employees. Discussion was held regarding when he Eustis City Commission Workshop Page 3 of 9 June 30, 2022  might be retiring with Mr. Gierok explaining they changed the protocol to have people report issues to the Police Department first and they know who to contact regarding a specific issue. He commented on the issue regarding work ethic in grooming a staff member to succeed Jobey when he retires. Mr. Gierok reviewed Office Supplies noting that all of the supplies have been moved into the one fund. He explained the slight increase in vehicle repair maintenance needs and liability increases. He noted the increase in Other Contractual for toll charges. He cited the decrease in Operating Supplies due to shifting monies to other accounts for consistency. He noted the uniforms were taken out. He reviewed the increase in Repair and Maintenance for vehicle transmission repairs and commented on how vehicles are rotated and the cost for used trucks. Mr. Gierok reviewed Lighting and Control and explained it is for street lights and the sign shop. He explained the budget includes purchasing a new printer which will allow the City to create some of the signs that they can't do currently. He then explained the $70,000 in Other Contractual is for payment to Lake County for maintaining all of the City's traffic signals. He explained how the line items have been changed to better reflect the actual costs and insurance payments for accidents resulting in damage. He reviewed the costs under Operating Supplies. Mr. Gierok moved on to Street Maintenance and Construction line items, including pothole repairs and construction projects. He noted the one vacancy has been filled and cited the reduction in Overtime. He discussed the budget for Professional Services in the amount of $85,000. He stated that includes a federal mandate to create an ongoing database of signs, including when installed, maintained, and all-inclusive. Mr. Carrino commented on a recent lawsuit regarding signage and the need for the City to have current information on existing signs. Mr. Gierok explained what will be included and how the files will be created and used. He stated the cost is one time only and then the program will be maintained under GIS. He explained the initial cost is primarily for data collection. He explained the lawsuit is now directed at the contractor as the sign was installed incorrectly. He further explained what information will be included and how it will be updated. Mr. Gierok discussed the line item for Lawn Mowing, including salaries, the re- assignment of staff to another department and vacant positions which will also decrease the salary line items. Mr. Gierok discussed the contractual tree services, arborist duties and use of the incinerator. He stated, in the past, some items have been coded to the wrong account and explained how that is being addressed. He then discussed areas where trees are to be planted and noted the City's classification as a "Tree City USA." He explained the program with Commission confirming the trees are purchased locally. Recess: 7:06 p.m. Reconvene: 7:20 p.m. Eustis City Commission Workshop Page 4 of 9 June 30, 2022  Mr. Gierok then reviewed Stormwater Admin Professional Services. He explained that item includes the cost for a consultant who prepares the City's MS4 permit which is a citywide stormwater permit. He stated the remainder of the funds covers additional engineering services when needed. He noted that most of the time he can do the work himself. He indicated that a portion of that could be used toward the $80,000. He explained, however, that Mike Brisson has been promoted to a salaried position and will no longer be available to do survey work on overtime. Mr. Carrino explained that not all monies can be transferred from fund to fund so that has to be considered. The Commission asked about "termination pay" with Mr. Sheppard explaining that is for paying people who leave and receive payment for their accumulated sick and vacation hours. Mr. Gierok reported on Street Sweeping and Drainage Maintenance. He stated the two vacancies have been filled. It was noted that 40% of Chris Helme and Jobey Jones salaries are included in that line item. He confirmed that the City is still doing street sweeping for Umatilla and stated they pay the City $1,000 per month for the service. He explained how the street sweeping is scheduled and cited the amount of maintenance required. Discussion was held regarding whether or not to continue the contract with Umatilla and whether or not to replace the equipment. Mr. Gierok then reviewed various projects including the following: 1) Diedrich improvements; and 2) Stormwater master plan projects. The Commission asked whether anything is budgeted for Bay State South with Mr. Gierok explaining that it is in the current year's budget; however, the agreement needs to be approved first. Mr. Carrino explained an amendment to the agreement will come before the Commission on July 7, 2022. He stated they have made a significant down payment; however, they now want to change the agreement to reduce the amount to be charged to their residents. He indicated they will still pay the City for the improvements within five years. He stated the amount to be charged to the residents was incorporated in the original agreement so any change has to come to the Commission. They are asking to reduce the charges to the residents to $90 per year to cover their debt service. Mr. Gierok continued his review and cited the City's concrete crushing program which makes it so the City does not have to purchase fill and they can also sell some to developers. The Commission asked whether or not the area along David Walker Road has been cleaned up with Mr. Gierok indicating what has been cleaned up and what is stored at the site. Comments were made regarding a planned development being constructed in the area. Mr. Gierok reported they had crushed up the corrugated pipe and were able to sell it to a salvage yard for approximately $87,000. Eustis City Commission Workshop Page 5 of 9 June 30, 2022  Mr. Gierok then reviewed Public Utilities - Engineering and cited a number of changes in staffing and salaries. He noted $24,000 in the Professional Services line item for additional engineering services which may be needed outside the scope of his personal expertise. He stated there is $45,000 in the Utilities Administration for the wastewater study which is done every five years. Mr. Sheppard indicated that a study was done two years previous; however, due to recent inflation rates, which are higher than they have been in the last 40 years, he determined the City should do another water/wastewater study to make sure the projected rates are realistic. Mr. Carrino commented on the Umatilla wastewater contract which states the City can only charge for the treatment of their wastewater and not for the collection. He explained the previous rate study did not break out treatment versus collection so that needs to be done in order to pass any increases on to Umatilla. Mr. Gierok then reported on planned machinery and equipment purchases and the reasons for each. He noted that instead of having documents printed outside, they are using the City scanner/copier to do the printing inside for documents to be distributed. He then commented on the use of high school students to get all of their archival files scanned. He added there were also some handicapped individuals that assisted with the project so that everything is now scanned. Mr. Sheppard reviewed the Customer Service salaries and planned staff changes. It was indicated that the increases are not included in the budget amounts. He commented on the staff experience, promotions, and overtime in the Customer Service positions. Discussion was held regarding the effect on compression and how the requested promotions would affect the other employees. Discussion was held on the overtime in the budget and whether or not the Customer Service Supervisor position should be a salaried position with Mr. Sheppard explaining the history of the position. He complimented the current staff member on her supervisory abilities. Bill Howe, Human Resources Director, discussed qualifications for manager and supervisor positions and explained how an exempt status is determined. He indicated that an audit of the position does not show that the position qualifies to be salaried based on the position responsibilities. The Commission further discussed opportunities for staff promotions and qualifications, making adjustments for qualifications and needs, and whether or not to promote the employee to Manager. Mayor Holland cautioned the Commission about becoming too involved in micromanaging the departments. Mr. Sheppard reviewed the slight increases in Other Contractual Services primarily due to increases in repairs and maintenance for IT. The Commission asked about the collections service with Mr. Sheppard explaining how the process works and noting that the City splits the amount collected 50/50 with the service. He then commented on the option for filing utility liens and explained that services may be disconnected after eight days of nonpayment. He noted that they held off on disconnects during the pandemic. Eustis City Commission Workshop Page 6 of 9 June 30, 2022  The Commission asked the cost for credit checks with Mr. Sheppard explaining how it is used to determine the amount of a deposit to be required. They then asked about the credit card/debit card expense with Mr. Sheppard explaining they don't charge a convenience fee in order to encourage people to pay. Further discussion was held regarding bad debt and the amount collected with Mr. Sheppard noting that whenever someone moves back to Eustis that owes a bad debt, it is collected before they receive new service. He noted that they are also encouraging customers to select "e-bills" to reduce the cost of mailing out bills. He commented on the use of Verteks to assist the IT division. The Commission thanked him for planning the replacement of the night-drop box. Mr. Sheppard reviewed the meter reading expenses, staffing and recommended staff changes. He cited the large increase in the cost of fuel. He noted the budgeted $60,000 for machinery and equipment and cited the need to replace two of the vehicles. He also indicated the need to replace certain non-working equipment due to the item no longer being repaired. He then commented on the need to migrate to new cloud-based software. The Commission asked about the lifespan on the trucks with Mr. Sheppard indicating the one has over 80,000 miles. He explained about the changeover to RF frequency meters and how the old meters are changed over as possible. The Commission suggested proceeding with ordering the vehicles due to the long wait for arrival. Mr. Sheppard then commented on the possibility of obtaining bids for surplus equipment online. Mr. Gierok then reported on Environmental Compliance as a new line item due to new mandates required under Senate Bill 712 and House Bill 53. He explained the need to create the new position of Environmental Compliance Manager due to the mandates and heavy reporting requirements and other existing positions to be incorporated under Environmental Compliance. He emphasized the need to fill the new position as soon as possible. He indicated the increase in the budget is approximately $60,000. Mr. Gierok then reviewed the Water Department budget. He noted an increase under Professional Services due to the need for engineering services and a new Consumptive Use Permit (CUP) for an alternate supply well. He explained that, as the City runs out of re-use, the regulating agencies are requiring the City to have an alternate water source for irrigation. He commented on the increase in Repair and Maintenance for renovating the floors in the Water Department and warehouse. Mr. Gierok discussed the Water Treatment budget. He noted the reduction in Professional Services. He explained the need to redo their models. He then cited the increase in Other Contractual due to primary and secondary samples. He explained new sampling requirements and stated those are not annually recurring. He commented on the increase in Communication Services to cover internet services for security cameras that are cloud-based at the water treatment facilities. He stated utility services increased $20,000 or 10% for electric and stated they are researching the potential for installing solar panels. He noted City property that might be available for that. He explained some cities have formed a co-op in order to install solar; however, those are cities that already are electric providers. He then explained the increase in Operating Supplies due to increases in fuel and chlorine bleach supplies. Eustis City Commission Workshop Page 7 of 9 June 30, 2022  Mr. Gierok then reviewed Improvements Other than Buildings and explained that is for valves , pumps and similar equipment so they budget for probable equipment failure . He then reviewed Distribution and explained Water is divided into Treatment and Distribution. He stated Distribution includes all of the water lines . andthe gravity sewer. He noted there are a number of vacancies which .n~ed to be_filled. tie ·explained that is why Salaries is down somewhat as :the riew· hires wHI come in at the bottom of the range . ' ' Mr. G.ierok discussed Distribution .Repair and Maintenance prima(i-ly foesp~re _garts ' ' inv~~tory .no.ting Jhat the City has 300 miles of piping.· H~ explaJnedJ he)nc.r~ase- in Operating -Supplies due to the need to increase their in-stock safety supplies and acquisition of a new mudpump and confined space tripod. He cited $60,000 btidgetetf for.·a ,traiter for -the emergency.preparation stuff and a variety·o(other . replacement .'e quipment·. --, M.r. Gierok,r.eviewed the Ground Maintenance budget and explained cenain . positions moved into this division that were previously budgeted ·elsewhere . . He then reviewed the changes to Backflow/Conservation noting this was moved to Environmental Compliance. M. Gierok discussed the Eastern Water Plant and cited the increase in the Overtime due to DEP requirements. He reviewed Professional Services noting the need for another CUP modification as more properties are brought online. He cited changes to Other Contractual due to testing changes and Communication Services for the internet service for the security cameras. He stated Repair and Maintenance went up $3,000 due to the chemical feed system being moved into Operation Maintenance. He reviewed the Improvements other than Buildings stating it was increased for the replacement of the sodium hypochloride tank which would only be a one-year expense. Mr. Gierok then reviewed the Wastewater Department budget beginning with Professional Services which covers permit renewal, travel/per diem and training . He noted new requirements for CDL licenses and explained the State required training program which logs hours with State. He stated that it consists of two weeks training and time out of the office. The Commission commented on new CDL programs being developed by Lake Sumter State College and Lake Technical College. It was noted that the issue is finding an appropriate site for the training. Mr. Gierok explained what is included in the Collection Lift Station budget, Professional Services, and Other Contractual Services. He explained the increase in Communication for the Zytex system which sends information regarding problems with a lift station to the plant which in turns sends a text to staff members. He stated there has been an issue with AT&T on the 5G switch which is causing issues with their reporting requirement time frames. He indicated he thought the issue was resolved but was unsure. He reviewed Operating Supplies citing various chemicals. Mr. Gierok commented on staffs thorough review of the budget and reductions wherever possible. He cited increases in Operating Supplies due to increased Eustis City Commission Workshop Page 8 of 9 June 30, 2022  costs. He also noted the planned acquisition of bullet cameras with Greg Dobbins explaining the use of the cameras. Mr. Gierok then commented the retirement of Kathy McDonald a longtime employee in the Laboratory which would create a reduction in Salaries. He further noted the increases in Operating Supplies due to material cost increases. Mr. Gierok reviewed Reclaimed including reduction in Salaries due to staff changes, and a reduction in Operating Supplies. He then reviewed Sludge Disposal and explained what it includes and various increases for supplies and replacement equipment. He stated Capital Outlay includes replacement of the polymer mixing skiff and a vertical conveyor. Mr. Gierok explored various options for hiring for vacancies and explained various difficulties in finding appropriate new hires. He then reviewed the increases for the Eastern Lift Stations. 1.2 Mayor Comments Mayor Holland thanked everyone for attending and announced that the next day would be the Hometown Celebration and fireworks. 2. ADJOURNMENT: 9:02 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 transcript of the meeting can be obtained from the office of the City Clerk for a fee. ~~ CHRISTINE HALLORAN MICHAEL L. HOLLAN0 - City Clerk Mayor/Commissioner Eustis City Commission Workshop Page 9 of 9 June 30, 2022