WILTON MANORS, FLORIDA 33305 WEDNESDAY, JULY 13, 2016- 6:30P.M.
Cumulative Attendance
Board Members Attendance
Sal Torre, Chair
Meyer Persow, Vice Chair Jon O'Connor, Secretary Mark Freeman
Van Gosselin City Staff
Bob Mays, Finance Director I Staff Liaison Carol Conol, Assistant Finance Director Leigh Ann Henderson, City Manager Kathryn Sims, City Clerk
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David Archacki, Director of Emergency Management I Utilities Patrick Cann, Director of Leisure Services
Rick Sterling, Library Division Director
Todd DeJesus, Capital Projects and Grants Manager Chris Cooper, Administrative Supervisor, Leisure Services Brigitte Chiappetta, Recording Secretary, Prototype, Inc.
1. Call to Order
Chair Torre called the meeting to order at 6:32 p.m.
2. Roll Call Roll was called.
3. Approve Agenda
Motion made by Vice Chair Persow, seconded by Mr. O'Connor, to approve. In a voice
vote, the motion passed unanimously.
4. Individual Department Budget Reviews A. City Clerk
City Clerk Kathryn Sims stated that her Department's budget is very similar to the previous year's budget, with the exception of a new wireless microphone system. While there are no plans to hire a new Staff member for this Department, she confirmed that there is still a need for an additional employee.
Ms. Sims continued that the City Clerk's Office has expanded its responsibilities, resulting in a greater workload. They are developing a digitized records management system that will be able to provide records to constituents electronically.
B. Emergency Management- Utilities Department
David Archacki, Director of Emergency Management (EM)/Utilities, stated that this Department oversees water, sewer, and storm drainage services, as well as garbage and recycling pickup. The City purchases its water from the city of Fort Lauderdale through a 20-year agreement, and sewage is treated in Port Everglades.
The Department has an aggressive maintenance program that replaces one lift station per year. The water system allows for drive-by metering of services for most buildings, which has decreased meter reading services from roughly 90 hours to four hours per month. The addition of new equipment could decrease this time even further.
Mr. Archacki continued that one job in the Department has been lost, and the Department is seeking to replace some of these job duties with automation, which would allow a new employee to assume other duties. The storm drain system typically cleans most storm drains in-house. Water quality is an area of focus throughout the City.
Street light maintenance can be an issue, as some lights are provided by the Florida Department of Transportation (FOOT), while others are provided by Florida Power and Light (FPL) and other private entities. The City is working on a contract with Waste Management, which submitted the lowest competitive bid for these services.
New programs for the City include two shredding events per year, as well as monthly hazardous household waste pickup. Wilton Manors will be the first city in the State of Florida to provide this service at residents' houses. An on-site supervisor will be added for Waste Management.
The City sends its solid waste to Sun Bergeron for recycling, and in the past has received roughly $1500 monthly return for recyclable materials. This amount has decreased to $600-$800 per month.
The Department participates in a low flow toilet rebate program, which provides a $50 rebate per unit for the replacement of up to two toilets per house with low flow units. Mr.
Archacki characterized this program as very productive, adding that the rebates are budgeted into the City's water program. This program was based on a similar program
offered by Broward County, but is less expensive to the City. On average, six low flow toilets are installed each month.
The City has contracts for both the removal of debris and monitoring of this system. Mr.
Archacki estimated that 80% of Department employees have undergone Federal Emergency Management Agency (FEMA) in preparation for emergency situations.
Chair Torre moved on to the Recycling Fund, noting that the garbage franchise fee is approximately $80,000 less than the previous year. Finance Director Bob Mays advised that in the past, this Department has included an administrative cost reimbursement fee, which is now broken out into another line item of the budget. Per State Statute, the City may not regulate commercial recycling: businesses have the option to solicit accept their own bids. The current garbage contract provides an invitation for respondents to provide commercial pricing, which may be shared with commercial clients.
Mr. Mays added that the contractual expenditure line item for Waste Management's services is $2,901 ,000. Waste Management also reimburses the City for overseeing the billing for garbage and recycling services.
Chair Torre noted that $75,000 was requested under the Contingencies line item, which was reduced in the recommended budget to $9,000. Mr. Mays explained that $9000 was the amount that balanced the shortfall between revenues and expenditures. The requested budget expected a greater excess of revenue over expenditures. There are no take-home vehicles covered by this fund; a truck is available 24 hours per day to the employee on call. This truck will no longer be used for Code Enforcement by the month of October.
Chair Torre moved on to the Water/Sewer Fund, pointing out that the Contractual Services line item has increased by $50,000 than in previous years. Mr. Archacki replied that lead and copper testing, which is performed every five years, substantially increases this line item.
Mr. Mays added that $37,500 is committed to the Water/Sewer and Stormwater Master Plan; $12,500 is also budgeted toward a study of Fort Lauderdale water rates. The
$1,100,000 budgeted toward wastewater is paid to Fort Lauderdale. This is an entirely separate service from sewer services, which are overseen by a Large User Board composed of representatives from Wilton Manors, Fort Lauderdale, Davie, Oakland Park, and Tamarac. This board meets quarterly and receives reports on the health of the sewer system, as well as updates on revenues and expenditures. They also vote upon rates during the month of August, with Fort Lauderdale allotted four votes and other participating municipalities allotted one vote each.
Mr. Mays also clarified that indirect charges to City Hall are due in part to the reallocation of Information Technology (IT) costs. The City is currently working on a
different allocation system that weighs last year's expenditures against this year's expenditures, as well as the assets of the fund. He noted that the assets of the Water and Sewer Fund are high due to the value of the infrastructure and equipment.
Chair Torre commented that the Department's on-call truck has only 41 ,000 miles. Mr.
Archacki explained that the vehicle is costing the Department money, and pointed out that not all vehicles last to the end of their expected useful lives. The vehicle has been repaired previously and is not dependable at present.
Mr. Archacki continued that the current Department offices are not compliant with the Americans with Disabilities Act (ADA), which has led to budgeting for office renovations. The office will be reconfigured and repaired, and additional computers will be provided for clerical staff.
Mr. O'Connor noted that the Department's contribution to the Capital Replacement Fund has increased. Mr. Mays responded that in the past, funds have been set aside to purchase capital items in need of replacement; however, during the recent recession, these funds were not available in the budget. Approximately four years ago it was determined that these capital items must be replaced in order for the Department to continue to function properly. The Capital Replacement Fund lists all vehicles and capital equipment, as well as minor infrastructure, that must be replaced on a regular basis. The list is revised annually.
Mr. Freeman asked which entity is responsible for the City's water, citing the recent water contamination in Flint, Ml as a concern. Mr. Archacki replied that while the water is purchased from Fort Lauderdale, the City is responsible for it, and tests it four days per week. Every five years, lead and copper testing is also conducted.
Mr. Archacki continued that thus far, the lift station replacement program is halfway complete. Replacement of the stations themselves is done by contractors. The Water and Sewer Master Plan, which is in process, will feature an inventory of infrastructure, including lift stations, as well as a replacement schedule for this infrastructure.
If a resident wishes to have his or her water tested, Mr. Archacki explained that the resident should call his Department; the resident also has the option of requesting a test from Fort Lauderdale. There must, however, be a reason the test is wanted, such as discolored or malodorous water. If there is no reason, the resident should seek testing from a private company.
Chair Torre noted that 75% of the Director's salary comes from the Water/Sewer Fund and 25% from the General Fund. He asked why this salary was not more widely dispersed among other funds. Mr. Mays advised that the Director's primary duties are to the water and sewer Department. Utility billing is handled from the Finance Office.
The Committee moved on to the Drainage Fund, with Mr. Mays noting that this fund is relatively small and faces future challenges associated with sea level rise. Mr. Archacki added that this fund also places liners inside drainpipes, which substantially reduces the cost of repairs.
Mr. Gosselin addressed the Road Fund, asking how the renovation of Wilton Drive would affect the EM/Utilities Department. Mr. Archacki stated that water in this area can be discolored, which is why the Department is seeking to replace existing infrastructure before pipes break. He estimated that 60% of sewer pipes have already been lined. It was noted that if the proposed County sales surtax to fund transportation and infrastructure passes in November, the City may seek to mill and resurface its roads, as it has been 15 to 20 years since all roads were last resurfaced. In 2017 the City will seek to add sidewalks on portions of 1st Avenue. Mr. Mays concluded that the Road Fund is revenue-challenged, as its only steady revenue source comes from fuel taxes.
C. Leisure Services Department
Patrick Cann, Director of Leisure Services, provided a brief overview of the Department, which oversees Community Development Block Grant (CDBG) funding, capital projects, land acquisition, and maintenance of 25 public facilities. The Department maintains 40 medians and rights-of-way, as well as 13 navigable miles of waterway and 15 parks.
Other services include libraries, recreational services for children and adults, athletics, transportation, and special events, such as street festivals and parades.
The Leisure Services Department has contracts or partnership agreements with 30 different services, including buses and bus shelters, vending services, advertisements, eco bins, cell towers, and lawn maintenance. Mr. Cann reviewed several City events and programs, adding that funds are available to be repurposed for projects in Mickel Park and other City parks.
Demand for Leisure Services continues to increase, as attendance during fiscal year (FY) 2015 shows 392,000 annual park and library visits thus far. This is an increase from 316,000 visits the previous year. Revenue has also increased from $474,000 to
$589,000, reflecting a 24% increase. The Department has 40 full-time employees and has requested seven additional positions, with two expected to be filled in the near term. Staff members have greater responsibilities than they had 10 years ago. The budget comprises 25% of the General Fund.
Library Director Rick Stirling provided an overview of library services, stating that more than 36,000 individuals visited the City's library for various reasons the previous year.
Staffing has not been increased in years, as the Friends of the Library provide funding for items such as public computers.
Mr. Cann referred to a 1 0-year comparison study, pointing out that park acreage has increased from 30 acres in FY 2007 to 36.6 acres in the current fiscal year. He noted that afterschool and summer camp attendance, which are major drivers of Leisure Services Department activities, continue to increase. More than half of the Department's revenue comes from child care services, which generates over $300,000 per year.
Mr. Cann added that the Department not only maintains its facilities, it programs for them. He cited the Dog Park as an example, pointing out that it requires membership.
The only significant change in the Department is staffing, which proposes a budget for 42 employees.
Chair Torre observed that that one open position, that of Facilities Maintenance Supervisor, was formerly a contractual position. Mr. Cann confirmed this, advising that Internal Revenue Service (IRS) standards require that this position must be filled as an employee. He clarified that another position, facilities crew leader, is not considered a management position. The increase of 20,000 sq. ft. in facilities space provides a high demand for maintenance services, as do park acres and median space.
Mr. Cann continued that the Leisure Services Department previously had a Parks and Recreation Director; however, the recession led to the elimination of this position. He emphasized the importance of this position for day-to-day operations within the Department, including child care, facilities management, and athletics.
Regarding capital expenses, Mr. Cann stated that some air conditioning units are in need of replacement, as they are within seven and ten years old. In addition to these units, the two vehicles used by maintenance staff are over ten years old as well. There are no take-home vehicles within the Leisure Services Department. Equipment to be replaced at Mickel Park is nine years old.
Chair Torre noted that the proposed budget includes funds for a consultant to assist in upgrading the City's Parks Master Plan. Mr. Cann replied that this plan, which was last updated in 2010, is typically upgraded every five years; in addition, an in-house survey and focus groups have already been developed by the Department to discuss improvements to Mickel Park.
Chair Torre also referred to recent land purchases for expansion of parks, stating that he had opposed these purchases and pointing out the costs associated with the maintenance of additional space.
Vice Chair Persow asked why the maintenance of medians and rights-of-way was the responsibility of Leisure Services. Mr. Cann replied that this was the result of agreements with the Florida Department of Transportation (FOOT) to maintain these facilities. Reorganization of the City occurred in 2003, which resulted in the merger of various Departments to increase efficiency. One such merger combined the City's
library and maintenance functions with Leisure Services. The Committee discussed other line items, including lighted tree replacement, signage for the City and its parks.
Mr. Gosselin stated that he shared Chair Torre's concern with the Department's organization, noting that one Staff supervisor oversees only two part-time employees and a second supervisor oversees only one part-time employee. Mr. Cann explained that supervisors within the Department fill three different roles: they supervise not only employees at specific parks but the facilities, programming, and activities that go on within these parks.
Mr. Gosselin also commented that wages are increasing in multiple Departments, and estimated that this increase is 8% in basic wages and 14% in benefits within the Leisure Services Department. Mr. Mays advised that a 3% pay increase affects general employees in all Departments; the greatest increase in Leisure Services would come from the addition of new positions. He also recalled that the greatest portion of benefits comes from health insurance.
Mr. Freeman stated that there has been no revenue generated by adult athletic programming in the current fiscal year. Mr. Cann pointed out that the City does not budget for adult athletics, but charges rent for facilities, which falls under the line item of facility rentals. Tennis is classified as its own line item rather than adult athletics.
Mr. Cann also clarified that revenue generated by special events includes fees from vendors. It does not include events such as street festivals, although some events do charge for attendance.
Contract services budgeted within the Department include a part-time facilities and trades technician, landscape maintenance technician, and an engineering consultant.
Mr. Cann stated that the former contract position that is being brought onto Staff as a full-time position reflects a decrease of $15,000.
Mr. Cann concluded that while land acquisition and growth are valid concerns, the level of service (LOS) standard the Department seeks to maintain is three acres per 1 000 residents. At present, the City has 2.25 acres per resident. As the City continues to grow, Leisure Services is charged with ensuring that there is open space for future as well as current uses.
5. General Discussion None.
6. Public Comments- Limited to 3 Minutes
Boyd Corbin, resident, stated that he did not agree with the expense of $2.6 million to purchase six lots next to the City's tennis courts, nor did he feel two asphalt tennis courts should be converted to clay courts. He continued that the City is in need of a parking garage. He felt a better way to increase acreage was the development of Site 92, which is a County-owned parcel, into an off-leash dog park. He felt the County could be convinced to give the City this property.
7. Adjournment
There being no other business to come before the Committee at this time, the meeting was adjourned at 8:17p.m.
[Minutes prepared by K. McGuire, Prototype, Inc.]
Sal Torre, Chair
