05-22-12 Workshop MeetingCITY COMMISSION CITY OF DELRAY BEACH, FLORIDA WORKSHOP MEETING -TUESDAY, MAY 22, 2012 6:00 P.M. DELRAY BEACH CITY HALL FIRST FLOOR CONFERENCE ROOM The City will furnish appropriate auxiliary
aids and services where necessary to afford an individual with a disability an equal opportunity to participate in and enjoy the benefits of a service, program, or activity conducted
by the City. Contact Doug Smith at 243-7010, 24 hours prior to the program or activity in order for the City to reasonably accommodate your request. Adaptive listening devices are available
for meetings in the Commission Chambers. WORKSHOP AGENDA 1. Fire-Rescue FY 2013 Budget Presentation 2. City Manager FY 2013 Budget Presentation 3. Public Information Office (PIO) Division
FY 2013 Budget Presentation 4. Commission Comments Please be advised that if a person decides to appeal any decision made by the City Commission with respect to any matter considered
at this meeting, such person will need to ensure that a verbatim record includes the testimony and evidence upon which the appeal is based. The City neither provides nor prepares such
record.
MEMORANDUM TO: Mayor and City Commissioners FROM: Douglas E. Smith, Assistant City Manager THROUGH: David T. Harden, City Manager DATE: May 18, 2012 SUBJECT: AGENDA ITEM WS.1 -WORKSHOP
MEETING OF MAY 22, 2012 FIRE-RESCUE DEPARTMENT BUDGET PRESENTATION ITEM BEFORE COMMISSION The item before the Commission is the Fire-Rescue Department budget presentation.
MEMORANDUM TO: Mayor and City Commissioners FROM: Douglas E. Smith, Assistant City Manager THROUGH: David T. Harden, City Manager DATE: May 18, 2012 SUBJECT: AGENDA ITEM WS.2 -WORKSHOP
MEETING OF MAY 22, 2012 CITY MANAGER'S OFFICE BUDGET PRESENTATION ITEM BEFORE COMMISSION The item before Commission is the budget presentation for the City Manager's Office.
City Manager’s Office Fiscal Year 2012-2013 Budget Overview CITY COMMISSION WORKSHOP MEETING May 24, 2012
Mayor City Commission City Manager Assistant City Manager Assistant City Manager (Administrative Services) City Clerk Public Information Municipal & Lakeview Golf Tennis Centers Administrative
Clean and Safe & Tennis Services Executive Secretary * Administrative Assistant Administrative Services Coordinator (Admin. Services) Public Information Officer Administrative Assistant
Courses Stadium Parks & Recreation Planning & Zoning Environmental Services (Water/Sewer) Community Improvement Finance Police Fire Human Resources
City Manager’s Office Primary Functions Implements City Commission Goals Administers all policies adopted by the Commission Supervises daily operations of the City Provides recommended
annual budget to the Commission Preparation of Commission meeting agendas Development of staff recommendations and supporting information to be considered by Commission Respond to Citizen
complaints and service requests Conduct disciplinary/grievance hearings Approval for purchasing and personnel actions
City Manager’s Office Primary Functions Assistant City Manager Supervise City Clerk and Public Information Offices Assist with preparation of Commission agendas Review Departmental Budget
Requests Americans with Disabilities Act Coordinator Member of Police and Fire Pension Board Provide support in City’s state and federal lobbying efforts Special projects (such as Public
Safety software implementation, website re-design, priority budgeting) Assist with Civic Education efforts (school presentations) Coordination of annual citizen survey
City Manager’s Office Staffing Summary Staffing Levels 10-11 11-12 12-13 City Manager 1 1 1 Executive Secretary to the City Manager 1 1 1 Administrative Assistant 1 1 1 Assistant City
Manager 1 1 1 FTEs 4 4 4
City Manager’s Office Projects Underway FY 2013 Budget Review Website Re-design RFP Development – New Financial System
City Manager Expense Overview 2010 Actuals 2011 Actuals 2012 Revised 2013 Dept. Request 2013 Request + GE Pension Reduction % Change 2012 vs 2013 Personnel Costs 492,469 501,600 503,170
507,110 506,070 0.58% Operating Costs 27,224 28,788 27,710 30,880 30,880 11.44% TOTAL $519,693 $530,388 $530,880 $537,990 $536,950 1.14%
City Manager Budget Account Highlights Net Increase to Personal Services Employee in DROP plan retiring -General Employees Pension Plan budgeted for new $2,900 employee. Addition of
Language Incentive Pay for one employee Increase in General Liability $2,920
MEMORANDUM TO: Mayor and City Commissioners FROM: Douglas E. Smith, Assistant City Manager THROUGH: David T. Harden, City Manager DATE: May 18, 2012 SUBJECT: AGENDA ITEM WS.3 -WORKSHOP
MEETING OF MAY 22, 2012 PUBLIC INFORMATION OFFICE BUDGET PRESENTATION ITEM BEFORE COMMISSION The item before the Commission is the budget presentation for the Public Information Office.
CITY OF DELRAY BEACH Public Information Office FY 2012 – 2013 Budget Request Overview CITY COMMISSION WORKSHOP MEETING May 22, 2012
Public Information Office Primary Functions Public Information • Update City’s Website & Calendar • City’s Twitter Account – Issues “tweets” to over 1,700 followers • Open City Hall
Citizen Forum – Peak Democracy • Speakers Bureau • Newsletters -On-line version • Media Releases & Expanded Press Release Program • Video/Audio Streaming of City Commission Meetings
• City’s Emergency Radio Station 1620 AM • Photography & Commercial Video Production • New City Website & Mobile Application Development -Expected to be unveiled by the end of May 2012
• Re-Program PIO Office – Redefine objectives to be more proactive regarding major issues (i.e., the Strategic Communication & Marketing Office)
Public Information Office Primary Functions Green and Sustainability • City’s Water Conservation Program – Partnership with U.S. EPA WaterSense Program and SFWMD • Solar Powered Trash
Compactors – Annual savings $42,000 • Planet Footprint Metrics Program • Electric Vehicle (EV) Charging Stations Project • Green And Sustainability Educational Presentations • Green
Local Government Standard – Florida Green Building Coalition • Earth Day on the Avenue • Public Recycling PILOT Program -Partnership with the American Beverage Association (ABA) • Compressed
Natural Gas (CNG) Fueling Facility -Partnership with Florida Public Utilities • Green & Sustainable Department Recommendations
Public Information Office Primary Functions Economic Development Initiative • Branded the City’s Economic Development Program • Delray Beach Economic Development Fund – $1million
to fund State & County local match requirements • Delray Beach Innovation Corridor & Delray Beach Innovation Park – Congress Avenue corridor • Economic Development News Media Marketing
& Promotion • Delray Beach Economic Development Action Team • PACE (Property Assessed Clean Energy) Program -Microloan program to finance qualified energy conservation improvements (non-ad-valorem
assessment) • Economic Self Assessment Survey – Northeastern University -Analysis of the City’s strengths, weaknesses, opportunities and threats regarding our ability to attract new
businesses and retain and grow existing ones
Public Information Office Primary Functions Legislative & Lobbying Support • City’s State And Federal Key Legislative Issue Statements • Tracking Relevant Legislative Bills • Work
With State and Federal Legislative Delegations and the Florida League of Cities Board & Committee Liaison • Green Implementation Advancement Board • Financial Review Board • Grants
Team • Solid Waste Employee Working Group
Public Information Office Primary Functions Grants • City’s Grant Team • Secured over $3 million in ARRA grant funding -City applied for more than $35 million dollars in grant funding
Special Projects • Priority Based Budgeting • City’s Solid Waste Analysis • City Presentations and Community Roundtable Events • Presentations & Mock Commission Meetings • City Award
Applications • Support Various Events
Public Information Office Staffing Summary Staffing Levels 10-11 11-12 12-13 Public Information Officer (position frozen) 1 1 0 Administrative Assistant 1 1 1 FTEs 2 2 1
Public Information Office Expense Overview 2010 Actuals 2011 Actuals 2012 Revised 2013 Dept. Request 2013 Request + CM Changes % Change 2012 vs. 2013 Personnel Costs 53,648 49,771 51,840
51,570 51,450 ‐0.75% Operating Costs 46,656 54,764 29,120 19,020 19,020 ‐34.68% TOTAL $100,304 $104,535 $80,960 $70,590 $70,470 ‐12.96%
Public Information Office Budget Account Highlights Reduction in video/audio streaming annual maintenance fee for recording of City Commission meetings Net decrease due to discontinuation
of News for Neighborhoods newsletter publication (hardcopy) and implementing a new electronic newsletter service Reduction due to discontinuation of Hometown Connection newsletter
publication Increase due to addition of Peak Democracy – Open Town Hall public on-line forum Increase to support newly elected position on Florida City & County Management Association
Board (FCCMA) and professional membership/training opportunities **Reductions above are calculated based on 2012 approved budget ($5,880) ($12,870) ($8,680) $3,780 $4,510
MEMORANDUM
TO:Mayor and City Commissioners
FROM:Douglas E. Smith, Assistant City Manager
THROUGH:David T. Harden, City Manager
DATE:May 18, 2012
SUBJECT:AGENDA ITEM WS.1 - WORKSHOP MEETING OF MAY 22, 2012
FIRE -RESCUE DEPARTMENT BUDGET PRESENTATION
ITEM BEFORE COMMISSION
The item before the Commission is the Fire-Rescue D epartment budget presentation.
MEMORANDUM
TO:Mayor and City Commissioners
FROM:Douglas E. Smith, Assistant City Manager
THROUGH:David T. Harden, City Manager
DATE:May 18, 2012
SUBJECT:AGENDA ITEM WS.2 - WORKSHOP MEETING OF MAY 22, 2012
CITY MANAGER'S OFFICE BUDGET PRESENTATION
ITEM BEFORE COMMISSION
The item before Commission is the budget presentati on for the City Manager's Office.
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MEMORANDUM
TO:Mayor and City Commissioners
FROM:Douglas E. Smith, Assistant City Manager
THROUGH:David T. Harden, City Manager
DATE:May 18, 2012
SUBJECT:AGENDA ITEM WS.3 - WORKSHOP MEETING OF MAY 22, 2012
PUBLIC INFORMATION OFFICE BUDGET PRESENTATION
ITEM BEFORE COMMISSION
The item before the Commission is the budget presen tation for the Public Information Office.
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**
R
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($5,880)($12,870)($8,680)$3,780 $4,510