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2019-08-20 Minutes - Regular and Second Budget Workshop559 CITY OF OKEECHOBEE AUGUST 20, 2019, REGULAR CITY COUNCIL MEETING AND SECOND BUDGET WORKSHOP 55 SE 3RD AVENUE • COUNCIL CHAMBERS • OKEECHOBEE, FL 34974 SUMMARY OF COUNCIL ACTION PAGE 1 OF 9 AGENDA COUNCIL ACTION - DISCUSSION - VOTE I. CALL TO ORDER A. Invocation B. Pledge of Allegiance II. ATTENDANCE III. AGENDA AND PUBLIC COMMENTS A. Requests for the addition, deferral, or withdrawal of agenda items. B. Public participation for any issues not on the agenda requires an Agenda Item Form or a Comment Card. Citizen comments are limited to 3 minutes per speaker unless otherwise approved by the Mayor. IV. PRESENTATIONS A. Present Sandra Bostwick, Police School Crossing Guard, with a 5 -Year Longevity Service Award. Mayor Watford called the August 20, 2019, Regular City Council Meeting to order at 5:00 P.M. The invocation was offered by Father Jim Shevlin of the Church of Our Saviour. The Pledge of Allegiance was led by Mayor Watford. City Clerk Gamiotea called the roll: Mayor Dowling R. Watford, Jr. Council Member Wes Abney Council Member Monica M. Clark Council Member Bob Jarriel Council Member Bobby Keefe City Attorney John R. Cook City Administrator Marcos MontesDeOca City Clerk Lane Gamiotea Deputy City Clerk Bobbie Jenkins Fire Chief Herb Smith Police Chief Bob Peterson Public Works Director David Allen Present Present Present Present Present Present Present Present Present Present Absent (Major Hagan was in attendance) Present Mayor Watford asked whether there were any requests for the addition, deferral, or withdrawal of items on today's agenda; Presentation Items IV."B." and IV."C." were deferred to the September 3, 2019, meeting; and New Business Item VI."B." was added. Mayor Watford opened the floor for public comment on matters not on the agenda; there were none. On behalf of the City, Mayor Watford and Major Hagan presented Ms. Sandra Bostwick with an engraved cross pen and a framed certificate which read, "In recognition of your 5 -years of service, hard work, and dedication to the City, it's citizens, and your fellow employees from August 18, 2014 to August 18, 2019." AUGUST 20, 2019 - REGULAR MEETING & 2ND BUDGET WORKSHOP - PAGE 2 OF 9 0 AGENDA COUNCIL ACTION • DISCUSSION - VOTE IV. V. VI. PRESENTATIONS CONTINUED B. Proclaim the month of September 2019 as Hunger Action Month. C. Proclaim the month of September 2019 as Suicide Prevention Awareness Month. CONSENT AGENDA A. Approval of Minutes - June 17, 2019 Joint Workshop and July 16, 2019 Regular Meeting. B. Approval of Warrant Register - July 2019. C. Approval of Temporary Street Closing - Labor Day Festival (Exhibit 1). NEW BUSINESS A. Motion to approve a Memorandum of Understanding - Hendry Okeechobee Glades Opioid Consortium (HOGOC) (Exhibit 2). ITEM ADDED TO AGENDA: B. Discussion of City Attorney Job Description and Contract. This item was deferred to the September 3, 2019, meeting. This item was deferred to the September 3, 2019, meeting. Council Member Keefe moved to approve consent agenda items A through C [June 17, 2019 and July 16, 2019, Minutes. Warrant Register amounts are General Fund $521,356.35, Public Facilities Improvement Fund $24,510.51, and Capital Improvement Projects Fund $20,508.47. Labor Day Festival temporary street closings are Southwest 3rd and 4f" Avenues between North and South Park Streets from 10.00 A.M. to 3:00 P.M., August 31, 2019 through September 2, 2019]; seconded by Council Member Jarriel. VOTE: WATFORD — YEA ABNEY — YEA CLARK — YEA JARRIEL — YEA KEEFE — YEA MOTION CARRIED. Council Member Abney moved to approve a Memorandum of Understanding [with the Hanley Foundation] for the Hendry Okeechobee Glades Opioid Consortium (HOGOC); seconded by Council Member Clark. Mr. Daniel Rickards with the Okeechobee Substance Abuse Coalition provided background information on the formation of the HOGOC. The Hanley Foundation is one of two Florida agencies administering a Health Resources and Services Administration Rural Communities Opioid Response Planning Grant, The Grant is designed to assist local communities in Glades, Hendry, and Okeechobee Counties in identifying the gaps in opioid prevention, treatment, and recovery and developing a strategic plan in conjunction with the state opioid consortium to address the identified gaps including workforce and sustainability. Informational meetings will be held every other month. The next meeting will be held on September 12, 2019, at Indian River State College campus in Okeechobee. A second Memorandum of Understanding will be provided at a later date outlining the expectations and participation levels of each participating agency. VOTE: WATFORD — YEA ABNEY — YEA CLARK — YEA JARRIEL — YEA KEEFE — YEA MOTION CARRIED. Council Member Keefe requested this item be added to the agenda and distributed a three page packet that included his recommended additions to the City Attorney's scope of work, the minutes from June 18, 2019, giving the Administrator 60 -days to provide a scope of work for approval prior to contract negotiations, and the one-page job description the Administrator provided via email to the Mayor and Council. 0 5� AGENDA VI. NEW BUSINESS CONTINUED ITEM ADDED TO AGENDA: B. Discussion of City Attorney Job Description and Contract continued. VII. COUNCIL COMMENTS VIII. RECESS REGULAR MEETING AND OPEN BUDGET WORKSHOP A. Discuss the proposed 2019-20 Fiscal Year (FY) Budget (Exhibit 3). AUGUST 20, 2019 - REGULAR MEETING & 2ND BUDGET WORKSHOP - PAGE 3 OF 9 COUNCIL ACTION - DISCUSSION - VOTE Council Member Keefe explained the job description provided is inadequate and should be more in depth. The motion at the June 18, 2019, meeting included the Council approving an updated scope of services before the budget is adopted and the contract is re -negotiated. His concern is that the Council is conducting a second budget workshop tonight, without having a re -negotiated contract with Attorney Cook, with a proposed increase to legal services. Attorney Cook explained that earlier today he requested the Clerk's Office obtain legal contracts from various municipalities so that he and the Administrator could develop a better job description with the intent that it be available on the September 3, 2019, agenda. He asked the Council to submit their specific recommendations of what to include in the scope of services to the Administrator, Council Member Keefe, again emphasized the timeline that was set in June, stating this should have been done prior to the budget workshops. Mayor Watford and Council Member Abney offered no comments. Council Member Jarriel requested the second Town Hall meeting be held during Florida City Government Week, which is October 21 through 27, 2019. After further discussion, the consensus of the Council was to schedule the next Town Hall meeting in the afternoon on October 22, 2019. He then asked for a status update on the meeting with the County regarding the possible merger of fire departments; Administrator MontesDeOca responded. He is currently working with the Fire Chief and Staff gathering facts and generating questions before scheduling the meeting with County staff. Council Member Jarriel requested a Council Member attend these meetings. The consensus of the Council was for Council Member Jarriel to attend them. Council Member Keefe requested implementing monthly staff reports, explaining he would like each Department Head and the City Clerk to present a monthly report to the Council. After further discussion, the consensus of the Council was to have Department Heads provide a monthly status/activity report to the Administrator, who will then consolidate and summarize the information, providing it to the Council via email, Council Member Keefe had concerns in this method, stating he wanted the information directly from the Department Heads and City Clerk since they would be going through the trouble of creating the report. Administrator MontesDeOca assured the Council that there would only be grammatical changes from the content submitted. Mayor Watford provided as a compromise for the Council to try this process, should it not work satisfactorily it can be changed. Council Member Clark welcomed the new agenda format and invited everyone to attend the Saint Lucie Mets baseball game this Thursday, as her husband will be singing the National Anthem. MAYOR WATFORD RECESSED THE REGULAR SESSION AND OPENED THE BUDGET WORKSHOP AT 5:36 P.M. The purpose of the Workshop is to review the requested changes to the proposed FY 2019-20 Budget from the August 6, 2019, Workshop. AGENDA VIII. 2019-20 FY BUDGET WORKSHOP CONTINUED A. Discuss the proposed 2019-20 FY Budget continued. AUGUST 20, 2019 - REGULAR MEETING & 2ND BUDGET WORKSHOP - PAGE 4 OF 9 COUNCIL ACTION - DISCUSSION - VOTE A memorandum included within Exhibit 3 provided an explanation of the changes based on the consensus from the Workshop held August 6, 2019. This information is denoted within each Department's individual budget. As requested, there were two General Fund recapitulation pages provided. One provided the recapitulation using a Millacg Rate of 7.75. The proposed Beginning Fund Balance Total is $4,342,501.00. Estimated Revenues of $6,028,406.00 ($2,265,631.00 Ad Valorem, $3,762,775.00 Other Fees, Intergovernmental, Charges for Services, Fines/Forfeitures/Penalties, Uses of Money and Property, and Other Revenues; $350,000.00 Transferred -In from Public Facilities Improvement Fund; $1,189,759.00, Transferred -In from Capital Improvement Projects Fund). Total Projected Expenditures of $7,568,165.00; leaving a Fund Balance of $4,342,501.00. A second recapitulation provided the Millage Rate of 7.6018. The proposed Beginning Fund Balance Total is $4,342,501.00. Estimated Revenues of $5,984,984.00 ($2,222,209.00 Ad Valorem, $3,762,775.00 Other Fees, Intergovernmental, Charges for Services, Fines/Forfeitures/Penalties, Uses of Money and Property, and Other Revenues; $350,000.00 Transferred -In from Public Facilities Improvement Fund; $1,233,181.00 Transferred -In from Capital Improvement Projects Fund). Total Projected Expenditures of $7,568,165.00; leaving a Fund Balance of $4,342,501.00. After a brief discussion, the consensus of the Council was to use the Millage Rate of 7.6018. Pages 3 and 4 provided the detail line item breakdown of the General Fund revenues including transfers -in and transfers -out from other Funds. Proposed Budget for General Fund/ Total Personnel Cost: $ 112,532.00 511 -Legislative, City Council Total Supplies and Other Services: $ 222,190.00 (pages 5-6) FY 2019-20 Proposed Total: $ 334,722.00 FY 2018-19 Amended Budgeted Total: $ 203,591.00 Difference: $ 131,131.00 Proposed changes noted/discussion: decrease in the Pension Contribution by $250.00; increase in the Life and Health insurance by $3,385.00 and Workers Compensation by $12.00. Add line item 3100 for $10,000.00, grant contractual services. Increase line item 3400 Other Contract Services for Legislative Services $18,000.00, Charter Review $40,000.00, and Community Redevelopment Area Study $31,000.00, removing the Annexation Study and Fire Assessment Study. Increase Travel and Per Diem by $1,500.00, Insurance by $240.00, Repair and Maintenance by $900.00, Miscellaneous by $500.00, and Books/Publications by $1,000.00. Doubled the amount for line item 8202 to $50,000.00, Local Community Requests marked the City's participation in the Economic Development Corporation. Added line item 559-8300, $40.000.00 for the Florida Partnership Competitive Grant; City's contribution is $50,000.00. Excluding the Executive Salaries for Administration, each of the following department budgets contains salary increases to cover a 2 percent Cost of Living Increase. Excluding the Executive Salaries for Administration and Legal Services, each of the following department budgets contains the appropriate salary step increases. 56.E AGENDA VIII. BUDGET WORKSHOP CONTINUED A. Discuss the proposed 2019-20 FY Budget continued. AUGUST 20, 2019 - REGULAR MEETING & 2ND BUDGET WORKSHOP - PAGE 5 OF 9 COUNCIL ACTION - DISCUSSION - VOTE Proposed Budget for General Fund/ 512 -Executive, Administration (pages 7-8) Total Personnel Cost: $ 213,430.00 Total Supplies and Other Services: $ 36,990.00 FY 2019-20 Proposed Total: $ 250,420.00 FY 2018-19 Amended Budgeted Total: $ 222,240.00 Difference: $ 28,180.00 Proposed changes notedldiscussion: Executive salaries increased by $20,800.00 to reflect the new contracted salary. Decrease the Pension Contribution by $1,400.00. Increase Life and Health Insurance by $1,410.00 and Workers Compensation by $75.00. Increases were made to Travel and Per Diem by $500.00; Communication and Freight by $300.00; Insurance by $445.00; Repairs and Maintenance -Vehicles by $150.00; and Repairs and Maintenance -Equipment by $200.00. The City Administrator position is to be removed from the Salary Step Plan as agreed during the contract re -negotiation. Proposed Budget for General Fund/ Total Personnel Cost: $ 199,675.00 2512 -Executive, Office of the City Clerk Total Supplies and Other Services: $ 82,200.00 (pages 9-10) FY 2019-20 Proposed Total: $ 281,875.00 FY 2018-19 Amended Budgeted Total: $ 239,384.00 Difference: $ 42,491.00 Proposed changes noted/discussion: Changing the Part -Time Office Assistant to a Full -Time Administrative Secretary caused increases in Regular Salaries by $34,374.00, Retirement by $2,960.00, Life and Health Insurance by $13,240.00, and Workers Compensation by $540.00; and decrease Other Salaries by $17,520.00. Add line item 1400, Overtime $850.00 to assist with projected compensatory time for Staff related to the Charter Review. Increases were proposed for Municipal Code by $3,275.00 for additional ordinances, Other Contractual Services by $2,500 to cover Phase 2 of the outsourcing scanning project, to Travel and Per Diem by $450.00, Communication and Freight by $150.00, Insurance by $560.00, Education by $275.00, Office Supplies by $20.00 and Books/Publications by $275.00. Line items that decreased were Repair and Maintenance -Equipment by $110.00; and to Miscellaneous by $2,250.00. Proposed Budget for General Fund/ FY 2019-20 Proposed Total: $ 145,500.00 514 -Legal Services FY 2018-19 Amended Budgeted Total: $ 116,260.00 (page 11) Difference: $ 29,240.00 Proposed changes noted/discussion: Line Item 3100 increased to $80,000.00 based on increased need/possible Request for Qualifications for 2020 based on average of 35 hours per month at $185.00 per hour. The increase is based on possible contract re -negotiations and the possibility of hiring an additional Attorney. AGENDA VIII. BUDGET WORKSHOP CONTINUED A. Discuss the proposed 2019-20 FY Budget continued. AUGUST 20, 2019 - REGULAR MEETING & 2ND BUDGET WORKSHOP - PAGE 6 OF 9561.4 COUNCIL ACTION - DISCUSSION - VOTE Proposed Budget for General Fund/ 513 -Finance (pages 12-13) Total Personnel Cost: $ 210,010.00 Total Supplies and Other Services: $ 132,065.00 FY 2019-20 Proposed Total: $ 342,075.00 FY 2018-19 Amended Budgeted Total: $ 331,341.00 Difference: $ 10,734.00 Proposed changes noted/discussion: The Regular Salaries line item shows an additional increase of $3,174.94 due to promoting the Account Clerk to Account Supervisor. The reason for this is the additional duties the employee will be responsible for during the absence of the Finance Director, who is the Department's supervisor. Council Member Keefe pointed out, without a response from fellow Council Members, this will create two supervisors over one employee. [Note: per Code Section 2-175, the City Administrator is the Department Head for Finance]. The Retirement line item was reduced by $50.00; increases were made to Life and Health Insurance by $1,800.00 and Workers Compensation by $109.00. Decreases noted were for Accounting and Audit by $1,200.00, Other Contractual Services by $2,000.00, Miscellaneous by $1,700.00, and Books/Publications by $250.00. Increases were noted in Travel and Per Diem by $450.00, Insurance by $700.00, Repair and Maintenance -Equipment by $5,050.00, and Education by $250.00. Proposed Budget for General Fund/ Total Personnel Cost: $ 170,350.00 519 -General Services Total Supplies and Other Services: $ 364 877.00 (pages 14-15) FY 2019-20 Proposed Total: $ 535.227.00 FY 2018-19 Amended Budgeted Total: $ 384,484.00 Difference: $ 150,743.00 Proposed changes noted/discussion: Personnel changes caused the Regular Salaries line item to be increased to provide a $2,000.00 increase to the General Services Coordinator base salary and add a full-time Administrative Secretary. [Per Code Section 2-176 the City Administrator is the Department Head for General Services. The General Services Coordinator position was established as the supervisor when the Department was originally created.] Adding the third employee within the Department caused increases in Retirement by $3,970.00, Life and Health Insurance by $13,220.00, and Workers Compensation by $375.00. Line item 3100 Professional Services increased by $67,150.00 to cover additional services from the Planning Consultant related to the required Evaluation and Appraisal Report, pending revisions to the Land Development Regulations, as well as the on-going Future Land Use and Zoning Maps Inconsistencies Project. Other Contractual Services increased by $1,900.00 for animal control services. Repair and Maintenance -Building and Equipment was increased by $17,143.00 to provide office furniture and a computer for the additional employee. Increases were noted for Communications and Freight by $288.00, Rental and Leases by $157.00, Insurance by $2,090.00, Miscellaneous by $500.00, Office Supplies by $200.00, and Operating Supply by $100.00. 565 AGENDA VIII. BUDGET WORKSHOP CONTINUED A. Discuss the proposed 2019-20 FY Budget continued. AUGUST 20, 2019 - REGULAR MEETING & 2ND BUDGET WORKSHOP - PAGE 7 OF 9 COUNCIL ACTION - DISCUSSION - VOTE Proposed Budget for General Fund/ 521 -Police Department (pages 16-17) Total Personnel Cost: Total Supplies and Other Services: FY 2019-20 Proposed Total: FY 2018-19 Budgeted Total: Difference: $ 2,369,970.00 $ 433,364.00 $ 2,803,334.00 $ 2,553,395.00 $ 249,939.00 Proposed changes noted/discussion: The Regular Salaries line item increased to provide for transferring the Code Enforcement Officer from part-time to full-time and an additional School Resource Officer assigned to the Okeechobee Christian Academy. Associated personnel changes were an increase in Life and Health Insurance by $46,744.00 and Workers Compensation by $3,700.00. Retirement decreased by $6,425.00. Increases were proposed for Professional Services by $2,441.00, Travel and Per Diem by $3,550.00, Communication and Freight by $3,810.00, Insurance by $4,753.00, Repairs and Maintenance -Vehicles by $500.00, Printing by $1,000.00, Education -Restricted by $2,275.00 and Non -Restricted Education by $9,000.00, Code Enforcement by $4,000.00, Fuel and Oil by $16,917.00, and Uniforms and Patches by $1,750.00. A decrease was made to Operating Supply by $500.00. Proposed Budget for General Fund/ Total Personnel Cost: $ 1,420,350.00 522 -Fire Department Total Supplies and Other Services: $ 222,227.00 (pages 18-19) FY 2019-20 Proposed Total: $ 1,642,577.00 FY 2018-19 Budgeted Total: $ 1,715,754.00 Difference: ($ 73,177.00) Proposed changes noted/discussion: Regular Salaries line item increased by $1,000.00 to reflect implementing a new stipend for specific employees who have the additional duties of Plan Review. Overtime increased by $11,100.00 to ensure additional coverage for participation at special events. Fire Volunteer Pay increased by $4,000.00 to ensure coverage during the Captain's shift, requiring the firefighter to have dedicated administrative duties and responsibilities during a specific shift. The salaries for Dispatchers are within the Fire Budget, and the Overtime line item increased by $410.00. Other Personnel line item increases were for Retirement by $8,800.00, Life and Health Insurance by $14,800.00, and Workers Compensation by $4,680.00. Increases to supplies and other services were listed as Insurance by $3,387.00, Public Education and Fire Prevention by $2,000.00, and Training and Materials by $1,500.00. Decreases were noted for Other Contractual Services by $2,900.00, Repair and Maintenance -Vehicles by $3,160.00, Repair and Maintenance -Equipment by $84,700.00, and Code Enforcement by $1,100.00. Proposed Budget for General Fund/ 541 -Public Works (pages 20-21) Total Personnel Cost: $ 660,150.00 Total Supplies and Other Services: $ 572,285.00 FY 2019-20 Proposed Total: $ 1,232,435.00 FY 2018-19 Budgeted Total: $ 1,302,570.00 Difference: ($ 70,135.00) AGENDA VIII. BUDGET WORKSHOP CONTINUED A. Discuss the proposed 2019-20 FY Budget continued. IX. ADJOURN WORKSHOP AND RECONVENE IN REGULAR SESSION - Mayor AUGUST 20, 2019 - REGULAR MEETING & 2ND BUDGET WORKSHOP - PAGE 8 OF 9 561 COUNCIL ACTION - DISCUSSION - VOTE Public Works continued, Proposed Changes NotedlDiscussion: Other Salaries line item decreased by $36,700.00, and $10,000.00 of that will be transferred to Other Contractual Services line item. During the summer months the Public Works Department has budgeted to hire approximately three part-time temporary employees. However, due to the lack of qualified interested applicants Director Allen requested to contract the services with the local Labor Finders office. Retirement decreased by $7,200.00. Life and Health Insurance increased by $18,500.00 as well as Workers Compensation by $3,910.00. Increases were provided in Garbage Collection Fee by $6,620.00, Rentals and Leases by $750.00, Insurance by $3,485.00, and Operating Supply by $1,000.00. Decreases were listed for Professional services by $1,000.00, Travel and Per Diem by $500.00, Communication and Freight by $500.00, Repair and Maintenance -Vehicles by $1,500.00, Education by $1,000.00 as well as Fuel and Oil by $5,500.00. The next proposed Budget to review is the Public Facility Improvement (Transportation 301) Fund (pages 23-24) It was presented with a Beginning Fund Balance of $1,021,107.00; Total Revenue Estimates of $1,262,512.00; Total Expenditures Projected of $1,047,988.00, plus $350,000.00 to be Transferred -Out to General Fund; leaving a Fund Balance of $885,631.00. There was no discussion on the proposed budget for this Fund. The third proposed Budget to review is the Capital Improvements Projects (304) Fund (pages 26-27). The Beginning Fund Balance is $4,048,470.00; Total Revenues Estimates of $225,000.00; Total Projected Expenditures are $790,940.00, plus $1,233,181.00 transferred -out to General Fund; leaving a Fund Balance $2,249,349.00. There was no discussion on the proposed budget for this Fund Proposed Grants Budget's: Other Grant (302) Funds (page 29) has no proposed activity. Appropriations Grant (307) Funds (page 30) was presented with a Beginning Fund Balance of $0.00; Appropriation Funds Revenue of $209,000.00; Total Projected Expenditures of $210,000.00; leaving a Fund Balance of ($1,000.00). There was no discussion on these Funds. The final proposed Budget for review is the Law Enforcement Special (601) Fund (page 31). The Beginning Fund Balance is $9,920.00; Total Estimated Revenues of $1,000.00; Total Projected Expenditures of $6,500.00; leaving a Fund Balance of $4,420.00. There was no discussion on the proposed budget for this Fund. AT 6:05 P.M. MAYOR WATFORD ADJOURNED THE BUDGET WORKSHOP AND RECONVENED IN REGULAR SESSION. 567 AGENDA IX. REGULAR SESSION - Mayor A. Unfinished items or issues discussed during the Budget Workshop to be addressed - Mayor ADJOURNMENT - Mayor Please take notice and be advised that when a person decides to appeal any decision made by the City Council with respect to any matter considered at this meeting, he/she may need to ensure that a verbatim record of the proceeding is made, which record includes the testimony and evidence upon which the appeal is to be based. City Clerk media are for the sole purpose of backup for official records of the Clerk, ATTF T: Lane Gamibtea, CMC, City Clerk i Dowling R. Watford, Jr., ' ayor AUGUST 20, 2019 - REGULAR MEETING & 2ND BUDGET WORKSHOP - PAGE 9 OF 9 COUNCIL ACTION - DISCUSSION - VOTE Mayor Watford noted that Ms. Connie Vanassche of CAS Governmental Services, LLC, had entered the Chambers during the Workshop and, with there being no objections offered, provided Ms. Vanassche with an opportunity to address the Council. She provided a time line and deadlines for submitting funding requests for the next Legislative Session, and upcoming Committee meetings. There being no further discussion, nor items on the agenda, Mayor Watford adjourned the meeting at 6:10 P.M