072009 Budget WS
~
.;
This meeting has been continued to 1 PM on Tuesday, August 11, 2009, in the
Railroad Depot Conference Room.
CITY OF SANFORD
CITY COMMISSION SPECIAL WORK SESSION
MONDAY, JULY 20, 2009*
1 PM
Railroad Depot Conference Room
2nd Floor
Sanford City Hall
300 North Park Avenue
Sanford, Florida
------------------------------------------------------------------------
In accordance with the Americans with Disabilities Act, persons with disabilities needing assistance to
participate in any of these proceedings should contact the City Clerk at 407.688.5010 at least 48 hours in
advance of the meeting.
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 or she may need a verbatim record of the proceedings, including the
testimony and evidence, which record is not provided by the City of Sanford. (FS 286.0105)
---------------------------------------------------------------------------
AGENDA
1) FY 2009/201QJ:Sustaet Discussion. (City Manager Yehl)
2)
Continue the meeting to
at
or end the meeting.
*
Note: This meeting may be continued to dates and times to be determined in order to
complete business. Tuesday, August 11,2009 at 1 PM and Monday, August 17, 2009, at 3
PM, have been suggested as continuation dates; however, the actual date and time of the
continued meeting will be publicly announced before the conclusion of the meeting being
continued.
.
MINUTES
135B City Commission, Sanford, Fltffid�f' CIAL WORK SESSION JULY 20, 2009
E00514441DW
The City Commission of the City of Sanford, Florida, met in Special Work Session on Monday, July 20,
2009, at 1PM, in the Railroad Depot Conference Room, City Hall, 300 North Park Avenue, Sanford, Florida.
Present: Mayor Linda Kuhn
Vice Mayor Randy Jones
Commissioner Art Woodruff
Commissioner Velma Williams
Commissioner Jack T. Bridges
City Manager Robert (Sherman) Yehl
City Clerk Janet Dougherty
Absent: Commissioner Jack T. Bridges
City Attorney William L. Colbert
1) FY 2009/2010 Budget Discussion. (City Manager Yehl)
City Manager Yehl distributed and reviewed a memorandum with attachments: Salary Expenditure
Worksheet; Detailed Budget Expenditures with Objects, General Fund FTE Chart and a chart identifying which activities
benefited from personnel increases since 2006.
The Commission considered proposed budgets for the following departments: Fire, Human Resources,
Planning & Development Services, Police, Public Works, Recreation Services, City Clerk (Janet Dougherty distributed and
reviewed her department's 2010 Operating Budget submittal), City Commission, City Manager, Finance, and Community
Improvement. Non - departmental items were also reviewed and the Commission discussed funding capital equipment which
includes Tower 31, thirteen police vehicles, and a number of computers.
2) Continue the meeting to at or end the meeting.
Mayor Kuhn announced that this meeting is continued to August 11, 2009 at 1 PM, in the Railroad Depot
Room.
The City Commission of the City of Sanford, Florida, met in continued Special Work Session on Tuesday,
August 11, 2009, at 1PM, in the Railroad Depot Conference Room, City Hall, 300 North Park Avenue, Sanford, Florida.
Present: Mayor Linda Kuhn
Vice Mayor Randy Jones
Commissioner Art Woodruff
Commissioner Velma Williams
City Manager Robert (Sherman) Yehl
City Clerk Janet Dougherty
Absent: Commissioner Jack T. Bridges
City Attorney William L. Colbert
City Manager Yehl distributed and reviewed handouts: 2009/2010 General Fund Revenues and Expenditures
at 6.325 Mils; 2009/2010 General Fund Revenues and Expenditures at 6.825 Mils; 2009/2010 General Fund expenditures
for all departments, salary only line item for all positions, full time equivalents by Department and Division, and Enterprise
Fund line item budgets.
Mr. Yehl noted that the General Fund budget reflects about $58,000 less than what was distributed in a
memo last Friday and eliminates most overtime, slightly reduces Westside expenditures, reduces spending for special events
(particularly Veterans Day and Martin Luther King), and he tried to eliminate all tuition reimbursement. The difference
between 6.325 mils is the use of fund balance in the amount of $1.98 million as opposed to $680,000 using 6.825 mils. That
use of fund balance is actually money that has been identified as a one time transfer from the insurance fund and the 520
MINUTES
135C SPECIAL WORK SESSION JULY 20, 2009
City Commission, Sanford, Florida
E00514441DW
fund and will primarily cover the cost of capital equipment which includes Tower 31, thirteen police vehicles, and a numbe
of computers; and since last discussion the addition of stretchers for all medic units and infrared cameras that need to b
replaced for which approximately $963,000 has been allocated. He further explained that the budget has been cut and hour
have been reduced as much as can be, and maintaining the current millage rate would mean that services other than basi
would be potentially eliminated including: recreation services, aquatic center sports and activity program, senior cente
museum, Historic Sanford Stadium, Westside Community Center, soap box derby, summer camp, holiday events, Sta
Spangled Sanford July 4, holiday parade and all other special events, reduction in economic development support fo
business retention and attraction, closing of City parks, reduced maintenance of public spaces, further reduction of stree
and alley maintenance, elimination of some specialized police services such as K -9 and motorcycle unit, and lengthy delay•
in processing zoning applications and completing development review. Hard decisions have to be made about what th;
Commission wants to support.
FOP representatives Ned Golden and Ted Butler were present to discuss an alternative approach to polic;
expenditures for next year. Mayor Kuhn said that a SHADE meeting will need to be called to discuss union matters.
The Commission was not in favor of eliminating an entire department and stated that every departmen
should share cuts equitably. There was a consensus of the Commission that a budget be presented at 6.325 mils, to trim th;
fat in the Finance Department, IT Department, and special events, to add four police officer positions, to cut The SanforI
Citizen quarterly newspaper, to eliminate car allowances unless provided for by contract and reimburse for mileage, and tI
create a new cell phone policy to reduce costs to realize a potential 25% savings. The Commission asked Mr. Yehl ti
rework the expense detail with the suggested changes. The Commission will decide if balancing the budget will require .
contribution from the fund balance.
Mayor Kuhn said that a SHADE meeting will be scheduled for this Thursday and that Staff will contact th;
Commission with that information.
Mayor Kuhn announced that this meeting is continued to August 17, 2009 at 3 PM, in the Railroad Depot
Room.
The City Commission of the City of Sanford, Florida, met in Special Meeting on Monday, August 17, 2009, at 2 PM, in th
Railroad Depot Room, 2 Floor, City Hall, 300 North Park Avenue, Sanford, Florida, to discuss the City Manager'
performance /status [see separate minutes]. The Special Work Session continued from August 11, 2009 to August 17, 200'
was not held.
The City Commission of the City of Sanford, Florida, met in continued Special Work Session on Tuesday,
August 25, 2009, at 1 PM, in the Railroad Depot Conference Room, City Hall, 300 North Park Avenue, Sanford, Florida.
Present: Mayor Linda Kuhn
Vice Mayor Randy Jones
Commissioner Art Woodruff
Commissioner Velma Williams
Commissioner Jack T. Bridges
Interim City Manager Tom George
City Clerk Janet Dougherty
Absent: City Attorney William L. Colbert
MINUTES
135D City Commission, Sanford, FlidECIAL WORK SESSION JULY 20, 2009
E00514441DW
The Commission discussed the Enterprise Fund budgets: solid waste, storm water, water and waste water,
and the Sanford Community Redevelopment Agency Budget and the General Fund.
Mr. George said that the proposed General Fund budget of $39,379,452 represents a reduction of $5,497,054
over the 2009 budget. The budget is balanced by drawing $2,356,000 from fund balances in the Health Insurance Fund
($1,301,772) and the Liability Insurance Fund ($677,000) and placing them in the General Fund. By doing so it brings the
General Fund Operating reserves back up to 17.9% this year ($1,395,398) and provides the necessary funds ($960,602) to
balance the proposed General Fund operating budget for next year.
The proposed budget is bare boned with little room for unanticipated events such as infrastructure failure,
storm events, insurance claims, lawsuits, etc. It also doesn't take into account inflation (3 %) or the increased cost of doing
business such as increases in material costs, contracts costs, and higher than projected increases in gas, utilities, etc.
Further, it doesn't predict if assessed home values will increase, possibly resulting in additional revenues or continue to
decrease resulting in further shortfalls in revenues. Most importantly, after three years of budget reductions it places a
further burden on the provision of basic services and on City employees (possibly 34 fewer this year). Staff has explored
every avenue short of the elimination of a core service in an effort to reduce expenditures. Such efforts have resulted in
employees assuming double duties and responsibilities previously done by a contractor, proposals to close City facilities
one day a week to reduce costs and a 50% reduction in funding for code enforcement lot mowing.
Salaries for the FOP and Firefighters will remain the same in 2010, the USW will receive a 2% increase on
October 1, and the salaries of general (non- union) employees will be reduced by 6% overall.
Staff continues to look for ways to offset expenditures such as a new cell phone policy, an energy efficiency
grant, and more appropriate user fees for programs. However, there isn't anything more to cut without eliminating
complete services or functions.
The Commission agreed to reduce the Reserve Fund to 16% which adds $700,000 to the General Fund, that
there would be no millage increase, no reduction in force, 37 'h hour work week for non - exempt employees and three weeks
of unpaid furlough for exempt employees (this does not include public safety), all non -union employees will receive a 2%
COLA October 1, 2009, thirty -seven currently vacant and unfilled general fund positions will remain vacant and unfunded
for next year, any general fund positions vacated next year will be evaluated on a case by case basis prior to filling, deletion
of one full time and 3.6 equivalent full time positions that are currently vacant, elimination of nearly all overtime other than
• what is necessary for public safety, emergency reponse, standby and some special events, elimination of all tuition
reimbursements, elimination of travel and training unless necessary in the job to maintain licenses, certifications, etc.,
elimination of City Commission Neighborhood Project Funds, reduction of funds for professional services, contractual
services, promotional activities, professional dues and memberships, elimination of some car allowances and a proposal to
reduce and standardize the monthly amount to $200, elimination of The Sanford Citizen, assignment of responsibility for
the City website to the IT Division and elimination of most contractual graphic review and design, elimination of the
Veterans Day parade, and restoration of four unfunded police officer positions. Additionally, regarding several proposed
cost saving measures, the Commission agreed to not close the pool on Sundays, to not close the Museum on Saturdays, to
eliminate all State and Federal lobbying contracts, and to not reduce police officer cell phones.
MINUTES
135E SPECIAL WORK SESSION JULY 20, 2009
City Commission, Sanford, Florida
E00514441DW
There being no further business, the meeting was adjourned at 3:40 PM.
Mays Linda Kuhn
Attest:
)
City lerk
cp