072407 CRC Relationship with City, Budget & Finance Subcommittee
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CHARTER REVIEW COMMITTEE
Relationship with City, Budget & Finance Subcommittee
Date:
Time:
Place:
Tuesday, July 24, 2007
6:00 PM
Railroad Depot Room, 2nd Floor, Sanford City Hall, 300 N. Park
Avenue, Sanford, Florida 32771
Present: Chris McLeod
Stephen Coover
Attorney: Kenneth W. Mcintosh, Assistant City Attorney
Janet Dougherty
James Poulalion
Absent:
Dennis Stewart
Call to Order
Mr. McLeod called the meeting to order at 6: 10 PM.
Approval of Minutes of July 10, 2007
Mr. Coover moved to approve the Minutes. Seconded by Mr. McLeod
and carried by a vote of the Relationship with City, Budget and Finance
Subcommittee as follows:
Stephen Coover Aye
Chris McLeod Aye
Discussion of final Verbiage for approval
There was discussion with Mr. James Poulalion, Finance Director,
regarding proposed language for Section 5.04 as follows:
Section 5.04. Budget.
The budget shall provide a complete financial plan of all city funds and activities for the
ensuing fiscal year and, except as required by law, or this charter, shall be in such form as
the city commission may deem desirable. In organizing the budget, the city manager shall
utilize the most feasible combination of expenditure classification by fund, organization
unit program, purpose or activity, and object. The budget shall begin with a clear general
summary of its contents; shall show in detail all estimated income, indicate the proposed
property tax levy, and detail all proposed expenditures, including capital outlays, and debt
Relationship with City. Budaet & Finance Subcommittee 072407
service for the ensuing fiscal year. The budget shall indicate in separate sections
Mr. Coover moved that Section 5.04 that was approved at the last
meeting be further amended on the recommendation of the Finance Director
that in the 4th line from the bottom of that proposed paragraph after the word
"year" put a period and delete everything to the next period. Seconded by Mr.
McLeod and carried by a vote of the Relationship with City, Budget and
Finance Subcommittee as follows:
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Stephen Coover Aye
Chris McLeod Aye
Mr. Coover moved that in the 3rd sentence of Section 5.04 of the
amendment already approved remove the words "cash and revenue in hand"
on the recommendation of the Finance Director and add the word "and" in front
of the words "debt service". Seconded by Mr. McLeod and carried by a vote of
the Relationship with City, Budget and Finance Subcommittee as follows:
Stephen Coover Aye
Chris McLeod Aye
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There was discussion with Mr. James Poulalion, Finance Director,
regarding proposed language for Section 5.04 (3) as follows:
Section 5.04. Budget.
(3) Anticipated net surplus or deficit funds for the ensuing fiscal year of each Community
Redevelopment Agency (eRA) and public utility owned or operated by the city and the
proposed method of its disposition; subsidiary budgets for each such CRA and public
utility, giving detailed income and expenditure information, shall be attached as
appendices to the budget.
Mr. Coover moved not to change Section 5.04 (3). Seconded by Mr.
McLeod and carried by a vote of the Relationship with City, Budget and
Finance Subcommittee as follows:
Stephen Coover Aye
Chris McLeod Aye
Mr. Poulalion concurred with the subcommittee's recommendation to
vote against the proposed language in Section 5.05 (2).
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There was discussion with Mr. James Poulalion, Finance Director,
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Relationship with City. Budaet & Finance Subcommittee 072407
regarding proposed language for Section 5.05 (4).
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Section 5.05. Capital program.
(4) A list of all capital reserve funds and/or anticipated to be expended by the end of the
current fiscal year or extended into the new fiscal year; and,
Mr. Coover moved that the proposed Section 5.05 (4) be rejected.
Seconded by Mr. McLeod and carried by a vote of the Relationship with City,
Budget and Finance Subcommittee as follows:
Stephen Coover Aye
Chris McLeod Aye
There was discussion with Mr. James Poulalion, Finance Director,
regarding proposed language for Section 5.05 (6).
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Section 5.05. Capital program.
(6) The city manager shall provide the commission with an annual year end
comprehensive financial report of the city's income and expenditures during the budget
year that shall comply with the reporting requirements of state law. The year end report
shall contain numerical values for the income and expenditures of the city and shall
include visual displays of city expenditures by commission district.
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Mr. Poulalion stated in proposed Section 5.05 (6) the last sentence, that
this would be cumbersome, expensive to maintain, and you'd have to approve
an extra hundred thousand dollars in the city's budget to comply with it. He
stated as an example if you were paving a piece of street that crossed one
district into another, you'd have to go out and draw a line, sit there and do the
math and figure out how much was in each district.
There was discussion with Mr. James Poulalion, Finance Director,
regarding proposed language for Section 5.10.
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Section 5.10 Bids, Contracts and Purchasing.
The city shall not discriminate as defined in Section 1.07 in the awarding of any city
business operations, contracts or purchases. The city shall place all contracts for external
services, supplies or equipment for public bid in compliance with general state laws. The
commission shall review and select a vendor from such bids as required by law. The
commission shall review and approve a purchasing process for lesser expenditures of
external supplies and services necessary to conduct the city's business.
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Mr. Coover moved that Section 5.10 as proposed be rejected.
Seconded by Mr. McLeod and carried by a vote of the Relationship with City,
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Relationship with City. Budaet & Finance Subcommittee 072407
Budget and Finance Subcommittee as follows:
Stephen Coover
Chris McLeod
Aye
Aye
]
Mr. McLeod suggested Mr. Poulalion review Sections 2.11,5.07 (b) and
10.2 and email Joyce Kent any recommendations. Mr. Coover stated he
wants Mr. Poulalion's recommendations on the proposed changes whether
they are acceptable or whether the existing language is acceptable or if he
recommends any changes to the existing language.
Mr. Coover stated the Subcommittee already agreed that all reference to
the Civil Service Board be removed from the charter. He stated the
Subcommittee suggested asking the City Attorney to design a
recommendation from them to the City Commission, not a charter
amendment, which would do away with the Civil Service Board. Mr. Coover
stated the Civil Service Board hasn't been called into action for 20 months
because they are advisory only and the current situation has the City Manager
acting as the appeals level. He stated the consensus of the Subcommittee is
to set up a process where from the City Manager's decision; an employee J. .!,'
could go to a professional third party arbitrator. Mr. Coover stated it is like the ..
collective bargaining agreements where the loosing party would pay for the
arbitrator and either party could appeal that decision to the circuit court.
The Relationship with City, Budget and Finance Subcommittee
concurred to ask the City Attorney to create a process that would be
appropriate as a recommendation.
Establish Meetings
The Subcommittee concurred no more meetings were necessary.
Adjournment
The meeting was adjourned at 7:03 PM.
Attest:
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