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08-17-12 Workshop Meeting MinutesWORKSHOP MEETING AUGUST 17, 2012 A Workshop Meeting of the City Commission of the City of Delray Beach, Florida, was called to order by Mayor Nelson S. McDuffie in the First Floor Conference Room at City Hall at 9:02 a.m., on Friday, August 17, 2012. Roll call showed: Present - Commissioner Thomas F. Carney, Jr. Commissioner Alson Jacquet Commissioner Adam Frankel Commissioner Angeleta E. Gray Mayor Nelson S. McDuffie Absent - None Also present were - David T. Harden, City Manager Douglas E. Smith, Acting City Manager Robert Barcinski, Assistant City Manager Brian Shutt, City Attorney Chevelle D. Nubin, City Clerk Mayor McDuffie called the workshop meeting to order and announced that it had been called for the purpose of considering the following Items. WORKSHOP MEETING AGENDA 1. FY 2013 Budget Discussion Mr. Douglas E. Smith, Assistant City Manager, conducted a Power Point presentation outlining various items regarding the budget and other follow up items that have been previously discussed. He reviewed projected revenues, projected expenses, departmental budget requests, non -- departmental budget requests, options for balancing the budget, the general fund budget account as well as the general fund training and refreshment accounts. In addition, he highlighted new additions to departmental budgets and any major increases by department. Mr. Rich Reade, Sustainability Officer, reviewed what happened in Homestead, Florida before and after Hurricane Andrew regarding having a stable level of general fund reserves. He discussed analyses of property valuations and annual tax collection. Mr. Smith recapped the general fund reserve balance from 2004 -2011. He stated the expenditures include transfers and debt service. He stated it should be noted that the budget was declining over that period of time as well. He also discussed how city reserves have tracked in reference to the Government Finance Officers Association (GFOA) Minimum Recommended level. Ms. Becky O'Connor, City Treasurer, explained debt service and future projections. Mr. Smith highlighted the transfers to the general fund- administrative expenses, contributions from proprietary funds and general fund debt service. He also discussed hurricane expenses and projects associated with Hurricane Wilma. Mr. Smith stated staff is present and will answer any questions for the Commission. Mrs. Gray asked about the Clean and Safe program and asked if the Community Redevelopment Agency (CRA) can help more with the program. In addition, she asked about the Capital Improvement Program and asked if certain costs can be passed along to the CRA i e. sidewalks, etc. that are in the CRA district. Mrs. Gray asked about the Veterans Park playground and if this playground is something that has to be done this year. Mrs. Karch stated it needs to be brought up to standard and they can speak with the developer regarding their possibly helping with this. She about the Old School Square retail space and if this is still on the table and how does this affect out bond. Mr. Shutt provided information regarding the space and stated Letters of Intent will come before the Commission soon for discussion. Mr. Carney thanked City Manager's staff and Ms. O'Connor regarding his questions and analysis of the budget He stated his thoughts ate several and commented regarding reserves and other funds. Mr. Smith stated it is a policy decision of the Commission regarding funds. Mr. David T. Harden, City Manager, spoke regarding reserves. Nil. Jacquet thanked Mr. Carney for his work regarding the budget. He asked about the Tennis Center regarding how much we are spending and what it is costing us. Mr. Barcinski stated they will put the information together and provide staff recommendations. Mr. Smith mentioned the Impact Study. Mr. Frankel asked staff to reach out to the Sports Commission or the Tourist Development Council (TDC) regarding help with the cost of the study. He also spoke regarding property taxes. Discussion ensued among the Commission about the budget, essential services and cuts. 2. Special Event and Miscellaneous Grant Rcquests (ADDENDUM.) Mr. Frankel stated he asked for this to be brought back before a full Commission and feels there are many non - essential expenses on the list. He suggested that each grant request on the list gets cut in half except for the Christmas tree. He explained his reasons and stated that will save approximately $100,000. Mr. Barcinski stated the Connnunity Redevelopment Agency (CRA) contribution regarding economic development is a contracted amount. Mr. Frankel stated keep the Economic Development Share (25 %), the Christmas tree ($22,500) and cut everything else by fifty percent (50 %). Mrs. Gray asked about the $16,000 for Destination Marketing and stated we should eliminate the two new items; and commented regarding EPOCH. She asked if there is a reason Old School Square is not on the list Mrs. Gray also inquired about the Achievement Center. Mr. Carney stated these are all worthy causes and the groups have fundraisers, etc. He stated by the city contributing 50% it does show our commitment to them. He stated he supports Mr. Frankel's tecommendation. Mr. Jacquet stated they are non - essential and he thinks this is a great recommendation. He stated he has never liked taking money from children but if the organizations have other sources of funding that can bring in what they need, then we can cut. He asked why not cut the funds for the Christmas tree in half also. Mr. Barcinski responded about the funds for the Christmas tree. 2 August 17, 2012 Mrs. Gray stated we are the only city around that has a 100 Foot Tree. Mr. Jacquet reiterated that he is not in favor of cutting funding for the Achievement Center and the Boys and Girls Club. Mayor McDuffie discussed cuts and stated the largest expense in the city is payroll. He stated he met with several Homeowner Association Presidents and spoke regarding the budget and no one wants to give up any services. He stated he is willing to meet again but only if recommendations are going to be made. Mayor McDuffie stated he appreciates everything Mr. Carney has done because those are numbers that can be looked at. Mrs. Gray asked if furloughs and pensions can be discussed. Mayor McDuffie stated pensions are bargaining issues. Mr. Smith stated they can have the actuary prepare something regarding pre -pay etc. for pensions. Mrs. Gray asked if furloughs or layoffs are going to be looked at Mr. Carney stated he is willing to look at everything. He stated staff has put in a tremendous amount of work and it has been a good collaborative effort. Mayor McDuffie asked what the Commission recommends for next steps. Mr. Smith informed Commission that the next budget workshop meeting is August 28, 2012. Mr. Frankel asked how long it will take to get responses for Mr. Carney's recommendations. Mr. Smith stated staff will provide it as soon as they can gather it Mr. Barcinski asked about the deadline for the budget ad to be published. Mrs. Gray inquired about Clean and Safe staff and the Delray Swan and Tennis Center pool. She asked if there is a possibility that this pool can be closed. Mrs. Karch discussed the pool usage, etc. Mr. Carney suggested Thursday, August 23, 2012, as the next Commission meeting date. It was the consensus of the Commission to have a workshop meeting at 8:00 a.m. on Thursday, August 23, 2012. Mr. Smith stated that staff will provide information regarding in -lieu fees and the pool. Mayor McDuffie asked that Commission come to the meeting with their suggestions regarding reserves (the minimum percentage of where reserves should be) and stated he will have a listing of what people in the community pay for ad valorem taxes. Mrs. Gray stated she would like to look at furloughs, layoffs and what other cities are doing i.e. possibly asking staff to give up some of their salaries. Mr. Jim Tabeek stated every city employee has taken a hit over the last five years and have made concessions over the last five years. He stated employees can only take so much and thanked Commission for the opportunity to speak. Mayor McDuffie adjourned the Workshop Meeting at 11:00 a.m. City Clerk August 17, 2012 ATTEST: pv)�a$*4rl MAYOR The undersigned is the City Clerk of the City of Delray Beach, Florida, and the inf6i7nation provided herein is the Minutes of the Workshop Meeting of the City Commission held on Friday, August 17, 2012, which Minutes were formally approved and adopted by the City Commission on October 2, 2012. �"' , `�� - �') k� - City Clerk NOTE TO READER: If the Minutes you have received are not completed as indicated above, this means they are not the official Minutes of the City Commission. They will become the official Minutes only after review and approval, which may involve amendments, additions or deletions to the Minutes as set forth above. 4 August 17, 2012