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070698, 070798, 070898 budget ws agenda & min. AGENDA Sanford City Commission Meetings Monday, July 6, 1998, Tuesday, July 7, 1998, Wednesday, July 8, 1998 Sanford City Hall, 300 North Park Avenue Sanford, Florida ****************************************************************************** Budget Work Session 3:30 P.M. in the City Manager's Conference Room 1. Discussion of City Mana2er's proposed 1998/1999 Budget. ADVICE TO THE PUBLIC: IF A PERSON DECIDES TO APPEAL A DECISION MADE WITH RESPECT TO ANY MATTER CONSIDERED AT THE ABOVE MEETING OR HEARING HE MAY NEED A VERBATIM RECORD OF THE PROCEEDINGS INCLUDING THE TESTIMONY AND EVIDENCE WHICH RECORD IS NOT PROVIDED BY THE CITY OF SANFORD. (FS286.0105) PERSONS WITH DISABILITIES NEEDING ASSISTANCE TO PARTICIPATE IN ANY OF THESE PROCEEDINGS SHOULD CONTACT THE HUMAN RESOURCES OFFICE ADA COORDINA TOR AT 330-5626 48 HOURS IN ADVANCE OF THE MEETING. E718672 MINUTES City Commission, Sanford, Florida 3: 30 BUDGET WORK SESSION 277 July:;6 19 98 The City Commission of the City of Sanford, Florida met in Work Session on Monday, July 6, 1998, at 3:30 o'clock P~M. in the City Manager' s Conference Room, Sanford City Hall, 300 North Park Avenue, Sanford, Florida. Present: Mayor-Commissioner Larry A. Dale Commissioner Whitey Eckstein Commissioner Brady Lessard Commissioner Kerry D. Lyons Commissioner Velma H. Williams City Manager William A. Simmons City Clerk Janet R. Dougherty Absent: City Attorney William L. Colbert The Chairman called the meeting to order. Request for 811 application to HUD. Charles Rowe, Community Development Director, reported he had received a letter of request, from the Wyman Fields Foundation, for the City to sign a letter of support for HUD 81 lfunding for a facility on Maple Avenue to house physically and mentally challenged individuals. After discussion the Commission concurred the Mayor will sign a letter for Mr. Rowe to deliver. Fiscal History. Donna Watt, Finance Director, presented and discussed a five year fiscal history of the City of Sanford. She also distributed a Budget Summary for Fiscal Year 1998/99. Mayor Dale asked when the joint~udget meeting with the Sanford Airport Authority is scheduled for. He reported that the enabling legislation requires a meeting by a date certain. City Manager Simmons will check and bring a date back to the Commission. Budget Message and Review. City Manager Simmons presented his Budget Message. He reported receipt of two late budget requests. Seminole Community Mental Health Center, Inc. is requesting $151,190.00 from the City to be used directly for Sanford residents who cannot afford expensive mental health or substance abuse treatment. Also, Ron Rose of the Chamber of Commerce requested $25,000 from the City instead of the usual $17,000, and cited the need for informational services as one of the reasons for the increase. The Mayor and Commissioners questioned Mr. Rose on what they can expect in the way of support from the Chamber on economic development, and on such issues as the Ft. Mellon Park development. Mr. Rose reported the Chamber is willing to work with the City to promote economic development, and the Chamber has already moved in that direction. Review of the City Manager's proposed FY 98/99 Budget. The City Commission reviewed the City Manager's proposed FY 98/99 Budget by individual department, and the City Manager addressed and explained various items. The City Manager reported there is no proposed millage increase. The Commission reviewed the proposed revenues for FY 98/99. The following departments were addressed in the General Fund: CITY COM~vIISSION - Mayor Dale reported the Commission travel expenses budget should be increased from the proposed $2,500.00 to $25,000.00. After discussion the Commission concurred. CITY MANAGER - the position of Deputy City Manager was discussed. CITY ATTORNEY - City Manager Simmons explained the difficulties with the City Attorney's rates had been resolved earlier in this fiscal year. CITY CLERK - Jan Dougherty, City Clerk, reported that she is requesting an additional Secretary to be 27 8 E718672 City MINUTES Commission, Sanford, Florida 3: 30 BUDGET WORK SESSION July 6 1998 shared with the new Deputy City Manager. Also, she is requesting a new imaging and indexing system to replace the current system, which is antiquated and does not work properly. The budget contains funds for off-site storage of files now in the storage room, which could then be cleared of old flies and used as an office for the new Deputy City Manager. Six Month Review of New Employees. Commissioner Eckstein requested that the Commission revisit the issue of six month reviews for new employees that were impacted by the elimination of six month reviews at the time the pay reclassification was done. It was explained that six month reviews were done for new hires before the reclassification, and are now being considered to be reinstated for new hires, so the employees hired in that one to one and one half year time flame are the only ones that did not receive a six rl~pnth review and step increase. Staff is to evaluate this issue and bring a proposal for corrective .a~n to a future Work ~ion. There being no further business, the meeting was adjourned. Attest: E718672 MINUTES City Commission, Sanford, Florida 3:30 P.M. BUDGET WORK SESSION 279 July 98 The City Commission of the City of Sanford, Florida met in Work Session on Tuesday, July 7, 1998, at 3:30 o'clock P.M. in the City Manager's Conference Room, Sanford City Hall, 300 North Park Avenue, Sanford, Present: Absent: Florida. The Chairman Performance Evaluations. Mayor-Commissioner Larry A. Dale Commissioner Whitey Eckstein Commissioner Brady Lessard Commissioner Kerry D. Lyons Commissioner Velma H. Williams City Manager William A. Simmons Deputy City Clerk Markae Rupp City Attomey William L. Colbert City Clerk Janet R. Dougherty called the meeting to order. City Manager Simmons reported that the Staff is working on a solution to the six month evaluation concerns discussed in yesterday's meeting, and it could be on the agenda for the Monday, July 13, 1998 meeting. Economic Incentives. Mayor Dale questioned where Economic Incentive are budgeted. City Manager Simmons explained that they could be budgeted under Community Development or Utilities, but right now they are budgeted under uncommitted reserves and are not a line item. Mr. VanDerworp reported that the County first budgeted its economic incentives out of the General Fund and after about three years they became self-sustaining. After discussion it was decided $200,000.00 should be budgeted under the City Commission Economic Development Incentives. Department Business Plans. Mayor Dale questioned where Department Business Plans were budgeted. After discussion the Commission concurred that each department should work on a business plan, to be funded by the department. Joint Work Session with Sanford Airport Authority. Mayor Dale reported the joint budget work session with the Sanford Airport Authority should be held by August 31, 1998, according to enabling legislation. Review of the City Manager's proposed FY 98/99 Budget. The following departments were addressed: FINANCE DEPARTMENT - Donna Watt, Finance Director, reported the Finance Department has budgeted for new software to enable the City to create its own Annual Financial Report to assist the auditors in doing the annual Audit Report. ENGINEERING AND PLANNING - The position of Director of Engineering and Planning, which duties are now being performed by the City Manager, will be eliminated. POLICE DEPARTMENT - The Mayor requested a list of the police cars in the Police Department, how old each is, the mileage on each, and how much each one cost. FIRE DEPARTMENT - The Commission would like to request the County to share in the cost of a new boat requested for rescue. The Commission concurred to add $2,500.00 to the Fire Department budget for promotional activities. PUBLIC WORKS - The Commission concurred with the proposed budget for this department. PARKS/RECREATION - Commissioner Williams asked if there will ever be a Community Center in Sanford. The Commission concurred to have Mike Kirby, Recreation Director, investigate the possibility of procuring a 280 E718672 MINUTES City Commission, Sanford, Florida 3:30 P.M. BUDGET WORK SF. SSION building that was vacated on City property which used to house a gymnastics group. Howard Jeffdes, Parks and Grounds Maintenance Coordinator, distributed plans for the renovation of the George W. Touhy Park. There being no further business, the meeting was adjourned. July ~9 98 Attest: E718672 MINUTES City Commission, Sanford, Florida 3:30 BUDGET WORK SESSION 1 July 8 19 98 The City Commission of the City of Sanford, Florida met in Work Session on Wednesday, July 8, 1998, at 3:30 o'clock P.M. in the City Manager's Conference Room, Sanford City Hall, 300 North Park Avenue, Sanford, Florida. Vehicle use. Present: Absent: The Chairman Mayor-Commissioner Larry A. Dale Commissioner Whitey Eckstein Commissioner Brady Lessard Commissioner Kerry D. Lyons Commissioner Velma H. Willjams City Manager William A. Simmons Deputy City Clerk Markae Rupp City Attorney William L. Colbert City Clerk Janet R. Dougherty called the meeting to order. Commissioner Eckstein reported on how the Seminole County Sheriff's Department utilizes its vehicles, who uses them, and how long it keeps them. The Commission concurred to have Mr. VanDerworp continue to investigate other entities to see how their police vehicles are utilized. Review of the City Manager's proposed FY 98/99 Budget. The following departments were addressed: CDBG - After discussion the Commission concurred to have the Plans Examiner and Building Inspector positions authorized as soon as possible. The City Manager will have an Ordinance prepared for the July 13, 1998 Commission Meeting for first reading, and the position will be advertised before second reading. LOCAL OPTION GAS TAX - After discussion Mayor Dale requested a prioritized list of street replacements and improvements. SOLID WASTE - Jerry Herman, Public Works Director, reported this budget is higher than his actual department budget because it reflects the RFP figures. The Mayor requested that Mr. Herman provide the lower budget. STORMWATER - The Commission concurred with the proposed budget for this department. UTILITIES - The Commission concurred with the proposed budget for this department. OTHER FUNDS (Law Enforcement Trust Funds, Recreation Impact Fees, Fire Safety Impact Fees, Police Safety Impact Fees, Seminole Towne Center/CRA/TIF Trust, Waterfront CRA Trust, Debt Services - The Commission concurred with the proposed budgets for these departments. The Commission concurred with the 6.87 proposed millage. City Manager Simmons will make the appropriate changes to the proposed budget as discussed by the Commission. Donna Watt, Finance Director, was directed to arrange a joint work session with the Sanford Airport Authority, preferably on July 27 for the regular City Commission Work Session. There being no further business, the meeting was adjourned. Attest: ~ lerk'U/~7 IIl]7