Loading...
2019-08-20 Handwritten Minutes City of Okeechobee, August 20, 2019 Meeting Minutes taken during the meeting by Bobbie Jenkins I. CALL TO ORDER Mayor Watford called the Regular City Council Meeting to order on August 20, 2019, at 5:00 P.M. in the Council Chambers, Room 200 located at City Hall, 55 SE 3rd Avenue, Okeechobee, Florida 34974. The invocation was offered by Father Jim Shevlin of the Church of Our Saviour. The Pledge of Allegiance was led by Mayor Watford. II. ATTENDANCE Mayor Dowling R. Watford, Jr. Present Council Member Wes Abney Present Council Member Monica Clark Present Council Member Bob Jarriel Present Council Member Bobby Keefe Present City Attorney John R. Cook Present City Administrator Marcos MontesDeOca Present City Clerk Lane Gamiotea Present Deputy City Clerk Bobbie Jenkins Present Fire Chief Herb Smith Present Police Chief Bob Peterson Absent (Major Hagan in attendance) Public Works Director David Allen Present III. AGENDA AND PUBLIC COMMENTS - Mayor A. Requests for the addition, deferral or withdrawal of agenda items. 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. Addition of New Business Item VI.B. B. Public participation for any issues not on the agenda - Agenda Item Form or Comment Card is required. Citizen comments are limited to 3 minutes per speaker unless otherwise approved by the Mayor. Mayor Watford asked whether there were any comment cards presented for public comment. There were none. IV. PRESENTATIONS A. Present Sandra Bostwick, Police School Crossing Guard, with a 5-Year Longevity Service Award. 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, its citizens, and your fellow employees from August 18, 2014 to August 18, 2019." Major Hagan-5 yrs task of hiring school crossing guard, she showed up like a ball of fire, we knew right off the bat that she would be a perfect fit. She acts like a 5-year-old and I mean that in the best way, she's awesome and a lot of fun, this is probably one of my best hires. Happy to say she's been with us for 5 years and hopefully much longer. This morning she was blowing her whistle and screaming, and it was funny. Mayor-thank you for keeping our children safe. Sandra-thank you citizens, PD, and the Council. Thank all of the parents that abide by the rules. B. Proclaim the month of September 2019 as Hunger Action Month. THIS ITEM WAS DEFERRED TO THE SEPTEMBER 3, 2019 MEETING. Page 1 of 9 C. Proclaim the month of September 2019 as Suicide Prevention Awareness Month. THIS ITEM WAS DEFERRED TO THE SEPTEMBER 3, 2019 MEETING. V. CONSENT AGENDA A. Approval of Minutes—June 17, 2019 Joint Workshop and July 16, 2019 Regular Meeting. B. Approval of Warrant Register — July 2019 [General Fund, $521,356.35, Public Facilities Improvement Fund, $24,510.51, Capital Improvement Projects Fund, $20,508.47] C. Approval of Temporary Street Closing — Labor Day Festival [10 AM to 3 PM August 31, 2019 through September 2, 2019 SW 3rd and 4th Avenues between North & South Park Streets] (Exhibit 1). Council Member BK moved to approve consent agenda items A through C; seconded by Council Member BJ VOTE: WATFORD—YEA ABNEY—YEA CLARK—YEA JARRIEL—YEA KEEFE—YEA MOTION CARRIED. VI. NEW BUSINESS A. Motion to approve a Memorandum of Understanding — Hendry Okeechobee Glades Opioid Consortium (HOCOC) (Exhibit 2). The Hanley Foundation (prevention) is one of two Florida agencies administering a HRSA Rural Communities Opioid Response Planning Grant. The Grant is designed to assist local communities: 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. There will be two meetings: August 15 12:30-2:30 PM @ Hendry County Emergency Management Emergency Operations 4425 FL-80, Labelle; September 12 12:00-2:00 PM © Williamson Center @ IRSC Okeechobee FL. Council Member WA moved to approve a Memorandum of Understanding [with the Hanley Foundation] for the Hendry Okeechobee Glades Opioid Consortium (HOGOC); seconded by Council Member MC . Presented at substance abuse coalition. Daniel Rickards explained the difference between the Hanley Foundation and the Hanley Center. They became aware of the opportunity of a grant to address the opioid crisis. Reached out to me and I've got the letters together for application. There are only 2 in the state of iflorida. Okeechobee foot the bill. We know the barriers that we are faced with. This is one year. September 12 first meeting in Okeechobee. I will be the Okeechobee coordinator for the foundation and grant. It is our hope that there is deliverables to meet in order to apply for the implementation and reinvestment grant. IF successful they have been 3 year $1,000,000 grant in the past. I can answer any questions that you may have. This is a federal grant so the timelines are short and why there is a MOU. Meetings in Okeechobee every other month. Hanley Foundation doesn't expect everyone to drive to Hendry county for meetings. There will be a call in number to keep everyone connected. Mayor-have any other entities in Okeechobee joined in on this effort or just the City? Daniel Rickards-director of okee county substance abuse coalition. Chief and Major are wonderful of sharing data which helps in trying to prevent. MOU from Okee Sheriffs Office, New Horizons, several others on the way. I have secured five already and I do believe that number should increase to a dozen. Mayor-any questions from the Council. IT is a grant, there is no expense to the City. Hopefully it makes any progress at all, it is well worth it. BK-4t" paragraph, 1st page, participating agencies is US? Yes. Participation levels? Are we going to decide on where we want to stand? Page 2 of 9 Mayor-think we may have a better idea after the September 12th meeting. I'm sure the other agencies will be contributing. See who is going to attend this meeting. Plan to attend when I can. Daniel will get with us on that. BK-put it on my calendar already. VOTE: WATFORD—YEA ABNEY—YEA CLARK—YEA JARRIEL—YEA KEEFE—YEA MOTION CARRIED. ITEM ADDED TO AGENDA: City Attorney Job Description and Contract discussion —Council Member Keefe. Council Member Keefe distributed a three page packet that included his bullet points and the June 18th meeting minutes. Yesterday MDO provided us with a summary job description of the Attorney. I added to it, which is the first page of the handout. I think the job description should be a lot more in depth and detailed. Heading into our 2nd budget workshop, with an increase to legal services, we discussed and approved coming up with a new job description in the next 60 days, the intent of the motion is that the city is basically re-negotiating a contract with the attorney. We don't have an updated contract, Council is to approve the job descriptions before the budget is adopted and the contract is re-negotiated. I think this should take place before the budget workshop. We are beyond the 60-day timeline that we discussed and its time to discuss. Where do we go from here? John Cook-agrees with Council Member Keefe, the job description is not specific enough, MDO and I have been talking over the past few weeks. City Clerks office pulled up legal contracts from various municipalities around the state so that I may get with MDO to expand on what we received yesterday. My intent is that the job description will be available to the Council at the 9/3 meeting. I will resubmit my current contract at that meeting as well. Job description approval will be up to you. WA-so will these be discussed and possibly added to the description MDO drafted? JC-yeah, you have every opportunity to do that. As far as the budget amendments, you will see the reason why that $ amount is it is a fair representation of what a city our size and part-time attorney's are getting. Got with India regarding If the council decides to go in a different direction, we need to be realistic in the budget. DW-I'm sure if there are any other comments made to MDO, it will be a compilation. Normally staff is in a better position to write that than we would. Staff has a better idea of what we need. If it's ok, lets let it work through the process. BK-emphasize timeline, set in June, pushing into September, emphasize time is of the essence. If we have issues with the job description at the 9/3 meeting, then it will be pushed to the next meeting. We should have had this before yesterday, I know its budget time and yall are busy. VII. COUNCIL COMMENTS Mayor Watford Council Member Abney-none Council Member Clark-were we setting the Town Hall meeting? Are we going to have the regular meeting and the Town Hall. Really appreciate the new agenda format. My husband is singing the national anthem Thursday night at the Mets. Complimentary tickets from Jim if anyone wants them. Council Member Jarriel-we voted a while back to have a town hall meeting, Florida City Government week is 10/21-10/27 would like to have an informal town hall meeting along that time. DW-we tentatively set one sometime in October. Certainly sounds like a perfect time to set it. MDO-we can set it up. BJ-another meeting we discussed is a meeting with the County regarding the Fire Department, I'd like to see a member of the Council on the Committee. I thought that we were going to have a workshop prior to the joint workshop. Page 3 of 9 MDO-fact gathering, reached out to County, as soon as they get over their budget workshops. Spoke to Chief today to get with ISO rating info. DW-I've given a list of questions that I have MDO-almost have 30 specific questions. Fact finding questions, to gather MC-MDO to talk to County and Fire Chief prior to the Workshop and Bob's asking to be involved in the meeting prior to the Workshop. BJ-yes DW-as long as it is just one Council Member. MDO-as soon as Robbie gets done, I will get with her. DW-someone want to volunteer to do that? BJ-jokes, like to nominate Monica. DW-I don't mind doing it as Mayor. MC-think it would be good for CM Jarriel to represent the Council. MDO-get together and get more answers before joint workshop Council Member Keefe-in talking with one of our City Hall historians, speaking to Clerk about prior agendas and what they contained. Talk to her about status reports, having agenda items that for each department head to give us briefs once a month or bi-monthly. I'd like to hear from the department heads on a regular basis. Maybe its an administrator report, or a department head report included with the administrator report on the agenda as an exhibit. I for one would like to hear from our wonderful staff and madam clerk, she is a wealth of knowledge. I know that she has a lot to add about the on-goings in the City. MDO-from the desk of, I can gather that from the Department Heads to present. No offense, you hired me to do the management, I can collect and distribute it. Mayor-in the past we've had a status report from the administrator per department. More efficient from a written report. I'd prefer it as a written report, it is good information to have. MDo-and I'll email it. BK-is it just emailed to us or added to the agenda. BJ-kind of public update. DW-is that acceptable? BK-can you spell it out to me? DW-written report compiled? BK-is their memo attached to the administrator's memo? MDO-no it would be a summary from each department. BK-I would like to see their memos attached to yours? MDO-I'm not following? DW-he wants a memo from each department/supervisor of what they wrote. BK-if they are going thru the trouble of writing it, why can't we see what they wrote. MDO-if they give me an email with what they want written. Robin is going to format it, grammatically, etc. No offense to the Department. DW-lets give that a try and if its not satisfactory we'll change it. VIII. RECESS REGULAR MEETING AND OPEN BUDGET WORKSHOP TIME: 5;36 PM A. Discuss the proposed Fiscal Year 2019-20 Budget—City Administrator and Finance Director(Exhibit 3). MDO-very straight forward, two sheets 7.75 and 7.6018, basically summary of the two, remaining documents are still the same. The difference is the reserve usage. BJ-motion? DW-consensus. City Clerk's and General Services budget was increased, contributions to the OEDC was increased, took out the studies, those are the changes that were requested. MDO-thank staff for getting this back pretty quick. DW-we did have to add a few things like a computer and desk for a new employee. Is there any discussion on those changes? Page 4 of 9 BJ-I would like to see us work on the 7.6018 millage. MDO-the difference is $43,421. DW-we are using quite a bit of reserves either way. MC-last year we budgeted $845,000 and we didn't use any, right? MDO-we are projecting not to use it. MC-i have one other question. We did approve an increase in the legal budget, if we went back to the budget as it was last year with John Cook and the Cola, could you tell me what we would be looking at without an increase to that department. IR-Currently in the budget we used $80,000 in that item. Prior year was $52,020. The existing contract requires him to receive the same COLA as employees. MC-So the difference is? IR-Line Item 3100 is his salary. All the rest of those dollar figures includes health insurance, travel, conferences, I left everything else pretty much the same except that line item. I normally would have provided it. MC-I would like us to go back to the existing contract with the COLA. BJ-I agree since we don't have a contract and we can re-negotiate. DW-I think we all know that that is not going to happen. I don't think you're going to get legal services for $53,000 for next year. It's prudent because we don't know for certain, we estimate our best guest, that's what we budget for. I think our staff, and if I'm misspeaking the Admin and Finance Director would speak up, I don't think we are going to get legal services. MC-John just said that he is bringing back the same contract? DW-same contract at a higher price. MC-misunderstood what he said. DW-feeling from this council, I have a feeling that we may be going out for RFQ, and if we go out, we won't get legal services for $53, 000. I think we need to trust our staff to have a good idea of what the reality is. We trust them on other items, whether its creating a new position, buying vehicles, buying fire truck, etc. For budgeting purposes, I think we have to prepare for the worst case scenario, if I'm wrong I'll be the happiest person in the world. I think we should leave the proposed amount. BK-I just feel its premature, we have not had any negotiations with the new contract. That's why I added the job description. MC-can I clarify that with Mr. Cook because he made the comment earlier and that's why I brought it up. Same contracts with different rates of same rates with 2% increase. JC-contract not based on hourly rates. Honestly haven't decided. If I get the feeling that this council is going to put out for RFQ, and pay a new attorney $160 to $185, and my rate is less than $100, I would not put in an extension with the same rate. MC-my concern is that if you have a budget of a certain amount of money, contracts need to be close to that amount. Why would we increase our budget for that. BK-we negotiated the Admin contract already and its on the budget, we have not negotiated the Attorney, that's my comment of prematurity. WA-I feel that if we come up with a new scope, the old budget won't be enough if we go out for rfq, depending on the scope of services we come up. If it increases, the cost will go up as well, I say we leave it as is. BJ-leave it as is. BK-leave it as is MC-leave it as is DW-if we have a consensus, then the first public hearing we'll have the ordinances. IR-questions made at the previous workshop regarding depreciation. I contacted our auditors, and ask that the Admin speak on that. MDO-municipalities are not allowed to do that because we are not showing that as something we would submit to the IRS. We do know that we have plans for replacement assets, there was some discussion on changing the name. BJ-you're going to show but its going to be shown as different terminology? Page 5 of 9 MDO-just another thing to touch on, if we had done this 10 years ago, we wouldn't have times like now, that we could use the reserves to balance the budget. BJ-if that's what's required, that's fine. If everything goes into the general fund, I have a problem with it. IR-most of the Council was not in their seats when we moved all funds regarding OUA into the capital funds. That's why we use those funds as capital. That's why we show a capital budget, and not just a general fund budget. It shows the citizens. DW-consensus on the millage rate? MC 7.6018, BK same, BJ same, WA same. 7.6018 MDO-we will do our very best and cognizant. DW-are there any other questions? BK-can we go over position by position that was changed, added, deleted. I'm looking at the step plan and see a lot of cells highlighted in grey. Can we go through that?What exactly did we adjust? IR-one amendment made after initial submittal, GS Coordinator position, amend baseline budget by $2k. Everything else highlighted is for me. BJ-this is not years, its steps. BK-maintenance foreman, did we add or change? Are we refilling these positions that have zero? Since my attention is brought to it, Account Supervisor title appropriate for that office, leads me to believe that there is 2 supervisors, supervising one employee, maybe rename it. Intention to have her supervisor? IR-yes, she will be supervising the BTR specialist. It is a position change, BK-previously had zero next to it and now its being filled. Just a previous position? MDO-we came up with that table last year, the reason why is to show retiring, promotions, shift. If they are zero, they are not funded. BK-Code enforcement secretary we just hired? DW-this was not revised. Not part of the budget,just provided for informational purposes only. DW- any A memorandum explaining the proposed changes as staff understands it from the Budget Workshop of August 6, 2019 and any other changes. • Providing budgets on the reduced Millage Rate of 7.6018 (rollback rate) to be used on 96% of Taxable Value and Millage rate of 7.7500 • Removal of Annexation Study $40,000; Fire Assessment Study $31,000; Amend Comprehensive Plan Review from $40,000 to EAR$20,000; Removal of Part-Time Code Enforcement Officer$28,400 • Additions of Increased contribution to Economic Development Corporation to $50,000; full-time Admin Secretary position within General Services; Minor incidental increases to operating and capital coss related to new hires; Amend part-time Admin Assistant position to Full-time Admin Secretary position within Clerk's Office; Amended salary of General Services to accommodate additional supervisory responsibilities. Page one provided a recapitulation of the General Fund revenue and expenses, presented using a millage 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 Page one provided a recapitulation of the General Fund revenue and expenses, presented using a 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. Page 6 of 9 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 2019/2020 Proposed Total: $ 334,722.00 FY 2018/2019 Amended Budgeted Total: $ 203,591.00 Difference: $ 131,131.00 Items noted and discussion: Line Item 3100 includes addition of Grant Services $10,000.00; Line Item 3400 includes Legislative Services $18,000.00, Charter Review $40,000.00, and CRA Study $17,500.00; Line Item 8202 includes a $50,000.00 contribution to the Okeechobee Economic Development Corporation; and Line Item 559-8300 added for Competitive FL Partnership Grant$40,000.00. Proposed Budget for General Fund/ Total Personnel Cost: $ 213,430.00 512 Executive/Administration Total Supplies and Other Services: $ 36,990.00 (pages 7-8) FY 2019/2018 Proposed Total: $ 250,420.00 FY 2018/2019 Amended Budgeted Total: $ 222,240.00 Difference: $ 28,180.00 Items noted and discussion: Line Item 4000 increased based on additional attendance of conferences/Tallahassee visits; Line Item 5201 increased based on the rate of$4.00 per gallon as well as increased gallons used from 850 to 950. Proposed Budget for General Fund/ Total Personnel Cost: $ 199,675.00 2512-Executive/City Clerk Total Supplies and Other Services: $ 82,200.00 (pages 9-10) FY 2019/2020 Proposed Total $ 281,875.00 FY 2018/2019 Amended Budgeted Total: $ 239,384.00 Difference: $ 42,491.00 Items noted and discussion: Line Item 1300 included the transfer of the Part-Time Office Assistant to a Full-Time Administrative Secretary; Line Item 1400 was added due to the possible Charter Review; Line Item 3103 increased in anticipation of additional ordinances being adopted; Line Item 3400 includes Phase 2 of a scanning project; Line Item 4000 increased based on elections training and the Clerk attending the IIMC conference; Line Item 4909 decreased due to the election cycle and number of longevity awards required; and Line Item 5100 increased based on trend Proposed Budget for General Fund/ FY 2019/2020 Proposed Total $ 145,500.00 514-Legal Services FY 2018/2019 Amended Budgeted Total: $ 116,260.00 (page 11) Difference: $ 29,240.00 Items noted and discussion: Line Item 3100 increased to $80,000.00 based on increased need/possible RFQ for 2020 based on average of 35 hours per month @ $185.00 per hour. JC-$30,000 increase in salary to the attorney's office. In July I went to the Municipal Attorneys conference and talked to them about Part-Time salary and this is where $185 came from. If I did my time by the hour I'm probably getting $90.Line Item 3100 increased to $80,000.00 based on increased need/possible RFQ for 2020 based on average of 35 hours per month @ $185.00 per hour. Proposed Budget for General Fund/ Total Personnel Cost: $ 210,010.00 513-Finance Total Supplies and Other Services: $ 132,065.00 (pages 12-13) FY 2019/2020 Proposed Total $ 342,075.00 FY 2018/2019 Amended Budgeted Total: $ 331,341.00 Difference: $ 10,734.00 Page 7 of 9 Items noted and discussion: Line Item 1200 increased due to the proposed promotion of the Account Clerk to Account Supervisor due to the additional duties taken on in the absence of the Department's Supervisor (Finance Director); Line Item 3400 includes the implementation of server/fiber/accounting software integration; and Line Item 4609 increased to include replacement software/server incidentals/security. 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 2019/2020 Proposed Total $ 535,227.00 FY 2018/2019 Amended Budgeted Total: $ 384,484.00 Difference: $ 150,743.00 Items noted and discussion: Line Item 1200 increased due to a proposed salary increase of $2,000.00 for the General Services Coordinator, the addition of a Full-Time Administrative Secretary as requested by the Council, and the inclusion of 200 hours to mirror retiring employee; Line Item 3100 increased to include additional Planner Services for the review of the Land Development Regulations and a Comprehensive Plan review; and Line Item 3400 increased due to the increased costs of animal control. Proposed Budget for General Fund/ Total Personnel Cost: $ 2,369,970.00 521-Police Department Total Supplies and Other Services: $ 433,364.00 (pages 16-17) FY 2019/2020 Proposed Total $ 2,803,334.00 FY 2018/2019 Budgeted Total: $ 2,553,395.00 Difference: $ 249,939.00 Items noted and discussion: Line Item 1200 proposes the transfer of the Part-Time Code Enforcement Officer to Full- Time and one additional School Resource Officer for the contract with Okeechobee Christian Academy. 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 2019/2020 Proposed Total $ 1,642,577.00 FY 2018/2019 Budgeted Total: $ 1,715,754.00 Difference: ($ 73,177.00) Items noted and discussion: Proposed Budget for General Fund/ Total Personnel Cost: $ 660,150.00 541-Public Works Total Supplies and Other Services: $ 572,285.00 (pages 20-21) FY 2018/2019 Proposed Total $_ 1,232,435.00 FY 2017/2018 Budgeted Total: $ 1,302,570.00 Difference: ($ 70,135.00) 3400 Budgeted for Labor Finders The next proposed Budget to review is the Public Facility Improvement (Transportation 301) Fund (pages 23-24) which was prepared in coordination by Administrator MontesDeOca and Public Works Director Allen. Florida Statutes provide what specific expenditures to be authorized with the revenues received. 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. The third proposed Budget to review is the Capital Improvements Projects (304) Fund (pages 26-27) and was prepared by Administrator MontesDeOca, in coordination with each Department Head and in coordination with the 5-Year Capital Improvement Element of the Comprehensive Plan. Total Beginning Fund Balance is $4,048,470.00; Total Revenues Page 8 of 9 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. The fourth proposed Budget to review is the Other Grant (302) Funds (page 29) which was prepared in coordination with Administrator MontesDeOca and Public Works Director Allen. There is no proposed activity within this Fund for FY 2019-20. The fifth proposed Budget to review is the Appropriations Grant (307) Funds (page 30) which was prepared in coordination with Administrator MontesDeOca and Public Works Director Allen. The Fund activity is a continuation of the Grant for improvements to the Southeast 8th Avenue Project. Beginning Fund Balance is $0.00; Appropriation Funds Revenue $209,000.00; Total Projected Expenditures of$210,000.00; leaving a Fund Balance of($1,000.00). The sixth and final proposed Budget for review is the Law Enforcement Special (601) Fund (page 31), presented in coordination with Chief Peterson. Beginning Fund Balance of $9,920.00; Total Estimated Revenues of $1,000.00; Total Projected Expenditures as$6,500.00; leaving a Fund Balance of$4,420.00. IX. ADJOURN WORKSHOP AND RECONVENE IN REGULAR SESSION— MAYOR Time: 6:05 A. Unfinished items or issues discussed during the Budget Workshop to be addressed — Mayor Connie-legislative update announcement. Delegation notice has been published. 10/3 is the hearing. 9126 at noon to be wrapped up. First committee meeting is in September 16, some in October, November and December. Deadlines are a lot quicker. Any funding requests are due by 11/8. Any projects that the city is seeking assistance for, the forms are available and we are happy to assist. 89 general bills filed to date. Variety of things starting to surface. Just wanted to bring you up to date on deadlines. DW-sure MDO getting with you before your deadlines. DW-as we start putting our legislative priorities together please get them to the administrator to be included. MDO-get to me before September to get with Connie in due time. I want to get the request over ASAP. X. ADJOURNMENT - Mayor There being no further items on the agenda, Mayor Watford adjourned the meeting at 6:10P.M. Page 9 of 9 City of Okeechobee,August 20, 2019 Meeting Minutes taken during the meeting by Lane Gamiotea I. CALL TO ORDER Mayor Watford called the Regular City Council Meeting to order on August 20, 2019, at 5;00 P.M. in the Council Chambers, Room 200 located at City Hall, 55 SE 3rd Avenue, Okeec ee,Florida 34974. The invocation was offered by t fp&JrAR vVok.- The Pledge of Allegiance was led by Mayor Watford. II. ATTENDANCE Mayor Dowling R. Watford, Jr. Present Council Member Wes Abney Present Council Member Monica Clark Present Council Member Bob Jarriel Present Council Member Bobby Keefe Present City Attorney John R. Cook Present City Administrator Marcos MontesDeOca Present Police Chief Bob Peterson Present Mks-- i;� i f �.---__ — - --�-- -- Fire Chief Herb Smith Present Public Works Director David Allen Present City Clerk Lane Gamiotea Present Deputy City Clerk Bobbie Jenkins Present III. AGENDA AND PUBLIC COMMENTS- Mayor A. Requests for the addition, deferral or withdrawal of agenda items. Mayor Watford asked whether there were any requests for the addition, deferral, or withdrawal of items on today's u agenda. �;(' r )0,h ��� i.(� - e�t-r'c `{ N�� �Slw OIl = Presentation Items IV.B. and IV.C. were deferred to the September 3, 2019 meeting. B. Public participation for any issues not on the agenda -Agenda Item Form or Comment Card is required. Citizen comments are limited to 3 minutes per speaker unless otherwise approved by the Mayor. Mayor Watford asked whether there were any comment cards presented for public comment. i 1. J L G 'lf! CAUL- IV. /\tiffIV. PRESENTATIONS A. Present Sandra Bostwick, Police School Crossing Guard, with a 5-Year Longevity Service Award. On behalf of the City, Mayor Watford and Chief Peterson 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, its citizens, and your fellow employees from August 18, 2014 to August 18, 2019." B. Proclaim the month of September 2019 as Hunger Action Month. THIS-I-TEM WAS DEFERRED TO THE SEPTEMBER 3, 2019 MEETING. I� G� Proclaim the month of September 2019 as Suicide Prevention Awareness Month. THIS ITEM WAS DEFERRED TO THE SEPTEMBER 3, 2019 MEETING. V. CONSENT AGENDA_ A. Approval of Minutes—June 17, 2019 Joint Workshop and July 16, 2019 Regular Meeting. B. Approval of Warrant Register — July 2019 [General Fund, S521,356.35, Public Facilities Improvement Fund, $24,510.51, Capital Improvement Projects Fund, $20,508.47] C. Approval of Temporary Street Closing — Labor Day Festival [SW 3rd and 4th Avenues between North & South Park Streets, 10 AM to 3 PM August 31, 2019 through September 2, 2019] (Exhibit 1). Page 1 of 10 Council Member `' moved to approve consent agenda items A-through C; seconded by Council Member VOTE: WATFORD-YEA ABNEY-YEA CLARK-YEA JARRIEL-YEA KEEFE-YEA _MOTION C N9 VI. NEW BUSINESS A. Motion to approve a Memorandum of Understanding - Hendry Okeechobee Glades Opioid Consortium (HOCOC) (Exhibit 2). = P I ai lifiugj (13(114- 'Prtti b 0044-1 7 k"C-z;>„�� /!c���-' �� OadMooftelliCa, The Hanley Foundation is one of two Florida agencies administering a HRSA Rural Communities Opioid Response Planning Grant. The Grant is designed to assist local communities: 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. There will be two meetings: August 15 12:30-2:30 PM @ Hendry County Emergency Management Emergency Operations 4425 FL-80, Labelle; September 12 12:00-2:00 PM @ Williamson Center © IRSC Okeechobee FL. u, d �f Council Member--•-tt.U�j'UL- moved to approve a Memorandum of Understanding [with the Hanley.Foundation] for the Hendry Okeechobee Glades Opioid Consortium (HOGOC); seconded by Council Member Cl `u nQ RY - Fav - fO Q Pre - rL (AZ &a co-tu , QJ7 a Tra4 s. 66,70EL -rnto VOTE: ga Q6 K PSK{ , WATFORD—YEA ABNEY—YEA CLARK-YEA JARRIEL-YEA KEEFE-YEA OTION CARRIED. -P9 a' VII. COUNCIL COMMENTS Mayor Watford A cym Council Member Abney Council Member Clark - fLAL .Sady,y/o cc(C( 0,1A Council Member-Jaaisi—, tCl � I (M.�-=t(21.2(-.9-7 alik-Ot/ar:VY\ Min--6tt-tetm- i 0 So -Porn ;p03-,g Council Member Keefe MILO O km, J •eb ui,tt I,pdafe s' __,1 , WY-en al_A 4 t o ', sl l A- ii1 ` Lt-- 10_ ado tuts FA9 alu (AL W5t. Page 2of10 R J t) &k\kult- "-sik-ts&A . C a(_ M�_ _ Lc uto, Oki . xi/L.) t t _ M J • . 4( g . 6 )tL J e-001.417C-N-- (/*_0..EUL-P 6.±^ethiN._7'11191.04/ 1-6e-tc&) 4-_ 64(1_1_4 y-u) c3 cc :(, . l6UJ ASO , kl eco 4�o ;r -matt' i o-t . ti,,c (moo- e.u.r .&-0 worC Q.kkoAdT GuC1z9a Courts ' nOC . = _ Do.) - cbcp, or\c,aca 6tAl IV() _ bt EFT p9 oKos,./ cie) (vino - _ ' , DJ3 _koz( p(abk_A :alptafk. -to aide c 4/17 it,t‘,11 Nia,c+60(\— ncidot( _ 6te • 4 (A)-Olo Ylk, lokg ilq iltcZ t Pit OO ! - ( 0) _ VfI Q Qpika(i) -� hoLoc� - N4.10. 1.11. cw bcLC _. QJ c MO-u601( U -_ -� �� r 0.106t,06 1paccuadai,22.1.0D / k4-6 1 _ 61.._x: �4 4- ulfsp epu2)1 c-iaciuspfidi, a_ngo/tki Vida_ n"Rota% - �•�j '� - `'h 'i crept _ L() eli-do - °At/ - 1c covek;E- ' Co c > pciiJ c16, feu_ elA.oyfrt • (dth,u23 frayLL c-43 011) _ cvseh tub, Gm/es- pAav , i()-tAdog- Ok, P- T ;�- ki 0-- - - - ()3ro. C s — -e TQ -NMA-A-06400 , ect Pagc9ao1O pc 02b c)-a4nrdc/ , 11 6 -km----- Q1do q , Qv 2 . p'onv---pur-Nro -F:tw)P-9---P a) T)-crin_)- -)11) Tn* ‘ibwit tel, k 1(0L 9I ‘ - -? v vu-Y)s -LI pi' ®U - QCi\1 z, Qt igrVD-9,0 76,) 1-Inlit - 3 9 k99- r-" ± l n-r7-19 qv/ Y 1 7,rnico 4 y),LAii. fvoch j -Th'rn, _II t'ri-----ic-fiq uzu )ø.' � - - -p W -)1(Plot, 7t-VOV?? -11FACY) 7ViariV rixw, Fiv)- n r A 1-95`6)1 -:A0 ''473d- sPpqT1-1 Pull ")'"Cr- ,7(Al acv, -11/ - - , 9-)1AnTIJIMKra F' • CACI /r)lkisCn t. 74'0 RP 1 #nts /(1)11 c 0( + 70.1171 _. / - s�/1 2 - - tel% 11 , ims1 77y) V (6,v7CM- -t tr 'i- 7Proq 06 , syn -- -F(199v )cyi pjsr-Ipo 7/106 -ivtp fq-n--143 ds-p)-----writ---?1,---w) , 0)0 - -6\weyi) n 771r(DC '---rwOr - :;-, . 79 01,J 901-7---r cj ----- L pM O)9 1 l o q---w7) ^ - c'ol 1 -pr q 7, cp cJo �,OJ qo L imu ��'1 TA's 0-rY pr)9y4U9T-SpA/0-1AMT) FYaArf Oj TEr, . ' - - oil -090'N. 47—(Yu) -17172-7hr :t pi 1 b --i“), , , 1 • AP I? , -'' -1-- - -war 710 __Tror -xyi virr, -rut.. , , -Trcli i in p ?YFS � NrAingAtio 00111-Judi_ kide_ conicn,a , _ _ imoz_66-12 91u-rt: tgo-n diDe_Lip4 u,)efLe w_Loi_ma_ta / • — - a PwcLLnLj0 Mae( tC1041(9r0( VIII. RECESS REGULAR MEETING AND OPEN BUDGET WORKSHOP TIME: 5 PM A. Discuss the proposed Fiscal Year 2019-20 Budget—City Administrator and Finance Director(Exhibit 3). A memorandum explaining the proposed dffanges as staff understands it from the Budget Workshop of August 6, 2019 and any other changes. • Providing budgets on the reduced Millage Rate of 7.6018 (rollback rate) to be'used on 96% of Taxable Value and Millage rate of 7.7500 • Removal of Annexation Study $40,000; Fire Assessment Study $31,000; Amend Comprehensive Plan Review from $40,000 to EAR $20,000; Removal of Part-Time Code Enforcement Officer$28,400 • Additions of Increased contribution to Economic Development Corporation to $50,000; full-time Admin Secretary position within General Services; Minor incidental increases to operating and capital coss related to new hires; Amend part-time Admin Assistant position to Full-time Admin Secretary position within Clerk's Office; Amended salary of General Services to accommodate additional supervisory responsibilities. hl Page one provided a recapitulation of the General Fund revenue and expenses, presented using a millage 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 Page one provided a recapitulation of the General Fund revenue and expenses, presented using a 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. Pages 3 and 4 provided the detail line item breakdown oo "the General Fund revenues including transfers-in and transfers-out from other Funds. - �+Qr14ttit�cC - � U kc t), ;aL�, w/ `i l�� c x,e ti-&3t = cI Sc c o<ot OA_ YhaS . aha�c�(, . � Proposed Budget for General Fund/ Total Personnel Cost: $ 112,532.00 4 Li 511-Legislative/City Council Total Supplies and Other Services: $ 222,190.00 (pages 5-6) FY 2019/2020 Proposed Total: --$ 334,722.00 FY 2018/2019 Amended Budgeted Total: $ 203,591.00 Difference: . - $ 131,131.00 Items noted and discussion: Line Item 3100 includes addition of Grant Services$10,000.00; Line Item 3400 includes Legislative Services $18,000.00, Charter Review $40,000.00, and CRA Study $17,500.00; Line Item 8202 includes a $50,000.00 contribution to the Okeechobee Economic Development Corporation; and Line Item 559-8300 added for Competitive FL Partnership Grant $40,000.00. Proposed Budget for General Fund/ Total Personnel Cost: $ 213,430.00 512 Executive/Administration Total Supplies and Other Services: $ 36,990.00-_-_- - (pages 7-8) FY 2019/2018 Proposed Total: $ 250,420.00 FY 2018/2019 Amended Budgeted Total: S 222,240.00- Difference: $ 28,180.00 Items noted and discussion: Line Item 4000 increased based on additional attendance of conferences/Tallahassee visits; Line Item 5201 increased based on the rate of$4.00 per gallon as well as increased gallons used from 850 to 950. Page 3 of 10 OLE 1 (64 _ • f sl - 1 r RJyPa 4--��� � t�-ti< __� , j uj L6 uoza I�cu -1-e. N L.{ � � � � t_ 111 Proposed Budget for General Fund/ Total Personnel Cost: $ 199,675.00 2512-Executive/City Clerk Total Supplies and Other Services: $ 82,200.00 (pages 9-10) FY 2019/2020 Proposed Total $ 281,875.00 FY 2018/2019 Amended Budgeted Total: $ 239,384.00 Difference: $ 42,491.00 Items noted and discussion: Line Item 1300 included the transfer of the Part-Time Office Assistant to a Full-Time Administrative Secretary; Line Item 1400 was added due to the possible Charter Review; Line Item 3103 increased in anticipation of additional ordinances being adopted; Line Item 3400 includes Phase 2 of a scanning project; Line Item 4000 increased based on elections training and the Clerk attending the IIMC conference; Line Item 4909 decreased due to the election cycle and number of longevity awards required; and Line Item 5100 increased based on trend Proposed Budget for General Fund/ FY 2019/2020 Proposed Total $ 145,500.00 514-Legal Services _ FY 2018/2019 Amended Budgeted TotaL:s=_$_ 116,260.00 (page 11) Difference: $ 29,240.00 Items noted and discussion: Line Item 3100 increased to $80,000.00 based on increased need/possible RFQ for 2020 based on average of 35 hours per month @ $185.00 per hour. JC-$30,000 increase in salary to the attorney's office. In July I went to the Municipal Attorneys conference and talked to them about Part-Time salary and this is where $185 came from. If I did my time by the hour I'm probably getting $90.Line Item 3100 increased to $80,000.00 based on increased need/possible RFQ for 2020 based on average of 35 hours per month @$35,9Q per hour. - n ov 4- '1 @ LA- Ea%) l o 5100 h satcot its %k*o\A)4- 0.01Q, _ -- _- - t\t.,ka tnthD tJ-1 hour clit iNuo., ,v)t &ov-v Ouv&ic buV a to cost • PctkdbthA:S)--Qka -----'-friad 0/1k- Lc ‘1 atRI. - eatA 1,ruuvao `I-kJ- OIL fA0- 0A4- INC4- )huAt-t- ttrld • sitif eco VuL acU Page 4 of 10 v`C &k) eAchthicLa VD_La_:_ALL p\it i\r\zd-ivu.( baq_ C.,12eirtktt 6 loch tx 7 - � bitt ( V 5 J .c 00'1-- 0.ci Vole (,qU £ howQAL c ooh tip o- *u-o2kruivt rFt , diAtt4 6/1:v c(_ \A-k-L3kb - raJo �'.Ctf t .11 Q, CLIDwg .QL P +i ki anq vL p A \ k gb 4 _ -1(?1*-LaL-rki-re'' ariermuLA v., dh_atif.A.12-a‘a_ .311(011.2. i ,_____41QA,LuM0 CbtiezzLOD aatte C22 Ocie tuu,u- FO? cOn , 06 PLAZ Gc ba 4 . p91' :. Q,n_.0- avn,uti I d Ci'/ do d c9ti nu,k- S e - PN, Maid ILL rd. kl 5-Mt/If/LAI IY161) a-956 hccul ahitYy Qlo � htuA,LArr I s$, hq1tu u -�0. - 8° c'i avArdo DIR ,(Lt bo-a-f ..in •wig/ (Lei Ovurbui& e I • e w(112_0(-- VA&L, 1 ultabong- ate• 7 (OO t?' t5 E, 6LI4, •! LPOP-- ID Proposed Budget for General Fund/ Total Personnel Cost: $ 210,010.00 H--e 513-Finance Total Supplies and Other Services: $ 132,065.00 (pages 12-13) FY 2019/2020 Proposed Total $ 342,075.00 FY 2018/2019 Amended Budgeted Total: $ 331,341.00 11 Difference: $ 10,734.00 Items noted and discussion: Line Item 1200 increased due to the proposed promotion of the Account Clerk to Account Supervisor due to the additional duties taken on in the absence of_the Department's Supervisor (Finance Director); Line Item 3400 includes the implementation of server/fiber/accounting software integration; and Line Item 4609 increased to include replacement software/server incidentals/security. Oa k),NX0i, -331X\kK---- c'_ k) kekc_______' _ Propose udget for General Fund/ Total Personnel Cost: $ 170,350.00 519-General Services .- Total Supplies and Other Services: $ 364,877.00 (pages 14-15) FY 2019/2020 Proposed Total $ 535,227.00 FY 2018/2019 Amended Budgeted Total: $ 384,484.00 1; Difference: $ 150,743.00 Items noted and discussion: Line Item 1200 increased due to a proposed salary increase of$2,000.00 for the General Services Coordinator, the addition of a Full-Time Administrative Secretary as requested by the Council, and the inclusion of 200 hours to mirror retiring employee; Line Item 3100 increased to include additional Planner Services for the review _ of the Land Development Regulations and a Comprehensive Plan review; and Line Item 3400 increased due to the increased costs of animal control. --- 4e Sa , Sty pts. baja. _ C4400a, emu rc 'o r% 0 WA- 6h ' 1 'OA L. -, c -6n-,- � ,— ma :4F-Dp I c LJA AV / . h, ► ' idea , - 1 10 ytw', .pp .� ___ .�.� vz „6 ." 1 ., g J .4 AV ' i 1 P ki aptu A. GA 1_ . 9: �j l,t 'r l t� t ,..Q,'�'/ -�/ a -_. ,. 1 ,Y .. Ottatio 1- U.V4hAzaitItifilla_1 Otkt-f II ,, h it.' i A iill'AL6 40-- 6K 9 w _a_ VL _ _ mop ligl pmha4a --e___z_no___ uitdt ..::_h_ct.vL_VazlLaOqkP6 ow As - _: 1, 1 - At 1 as r 1 A - frAii i 1 CitalifileteMt2..._. .__.._ 11' '�i 'i( '' - _ dLCi/ ,v Fr tt)3 . Wto (00V11.1+_11/111.01 � le 40) - td-T) Page 5 of 10 Proposed Budget for General Fund/ Total Personnel Cost: $ 2,369,970.00 521-Police Department Total Supplies and Other Services: $ 433,364.00 (pages 16-17) FY 2019/2020 Proposed Total $ 2,803,334.00 FY 2018/2019_Budgeted Total: $ 2,553,395.00 Difference: $ 249,939.00 Items noted and discussion: Line Item 1200 proposes the transfer of the Part-Time Code Enforcement Officer to Full- Time and one additional School Resource Officer for the contract with Okeechobee Christian Academy. 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 2019/2020 Proposed Total $ 1,642,577.00 FY 2018/2019 Budgeted Total: $ 1,715,754.00 Difference: (S 73,177.00) Items noted and discussion: 11 Proposed Budget for General Fund/ Total Personnel Cost: $ 660,150.00 541-Public Works Total Supplies and Other Services: $ 572,285.00 (pages 20-21) FY 2018/2019 Proposed Total $ 1,232,435.00 FY 2017/2018 Budgeted Total: $ 1,302,570.00 Difference: ($ 70,135.00) 3400 Budgeted for Labor Finders Page 6 of 10 The next proposed Budget to review is the Public Facility Improvement (Transportation 301) Fund (pages 23-24) which was prepared in coordination by Administrator MontesDeOca and Public Works Director Allen. Florida Statutes provide what specific expenditures to be authorized with the revenues received. 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 $350,000.0be Transferred-Out to General Fund; leaving a Fund Balance of$885,631.00. • /T4 • • • • Page 7 of 10 The third proposed Budget to review is the Capital Improvements Projects (304) Fund (pages 26-27) and was prepared by Administrator MontesDeOca, in coordination with each Department Head and in coordination with the 5- Year Capital Improvement Element of the Comprehensive Plan. Total 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 to General Fund; leaving a Fund Balance $2,249,349. The fourth proposed Budget to review is the Other Grant (302) Funds (page 29) which was prepared in coordination with Administrator MontesDeOca and Public Works Director Allen. There is no proposed activity within this Fund for FY 2019-20. 4 AJAYS Page 8of10 The fifth proposed Budget to review is the Appropriations Grant (307) Funds (page 30) which was prepared in coordination with Administrator MontesDeOca and Public Works Director Allen. The Fund activity is a continuation of the Grant for improvements to the Southeast 8th Avenue Project. Beginning Fund Balance is $0.00; Appropriation Funds Revenue $209,000.00; Total Projected Expenditures of$210,000.00; leaving a Fund Balance of($1,000.00). \\ 1 „_ , n si I Page 9 of 10 The sixth and final proposed Budget for review is the Law Enforcement Special (601) Fund (page 31), presented in coordination with Chief Peterson. Beginning Fund Balance of $9,920.00; Total Estimated Revenues of $1,000.00; Total Projected Expenditures as $6,500.00; leaving a Fund Balance of$4,420.00. NO obi) GAL CAC lkiuD hkG411( IX. *JOURN WORKSHOP AND RECONVENE IN REGULAR SESSION—MAYOR Time: Lc, -Qprn A. _Unfinished items or issues discussed during the Budget Workshop to be addressed—Mayor 11.-411--k0111---eCI151014-1(g..40411 , oc)- q-kt Wiu2 tea ta-nQ rt°1/41 _- .`//(7��T^ .' �e;��� rN � •rts / !rI e4141.4 1111 /r'" 'J .''a at OA �`�`_�fru 1.0 ,'� ' , 02.6O �- 1 - • X. ADJOURNMENT- Mayor ( r1 There being no further items on the agenda, Mayor Watford adjourned the meeting at 4,: .I (J P.M. Page 10 of 10