Meeting Minutes of April were approved

Transcription

1 The Meeting was called to order at 7 01 PM The Invocation was given by Commissioner Abbott The Pledge of Allegiance was led by Commissioner DeLapp PRESENT Commissioner DeLapp Commissioner Abbott Commissioner Jones Mayor Meer Commissioner Smith was absent out of town ALSO PRESENT City Manager Whitis City Attorney Obos City Director Bennett Leisure Services Director Legare Planning Clerk Rowell Finance Director Richard APPROVAL OF MINUTES On motion ofcommissioner DeLapp and second of Commissioner Abbott the Special Meeting Minutes of April were approved On motion of Commissioner DeLapp and second of Commissioner Abbott the Regular Meeting minutes of April were approved PRESENTATIONS Callaway Youth Soccer League Mayor Meer added this presentation and noted that participation in the League has increased in a year and ahalf from about 150 kids to 450 kids playing soccer in Callaway Leisure Services Director Tim Legare introduced Amber Musser of the Callaway Youth Soccer League Ms Musser gave brief history of the League s growth and noted that she hoped the Florida Cup will choose to come to Callaway next year based on the growth and performance of the Callaway teams She presented a large framed picture taken on the field showing almost all the 450 kids in the League She praised the facilities and the support of the City and said that Callaway now has the number 7 team in Florida and number 71 in the United States She presented a plaque showing all the tournaments in which they placed Mayor Meer asked that Pat Smith a former Callaway referee and coach who officiated soccer games around the world be honored by placing a plaque or marker in his memory at Callaway s large He asked Director Legare to check on how much a plaque would be and bring cost to the Commission soccer field back the

2 PAGE TWO 2nd Quarter Budget in Brief Report Finance Director Alice Bennett presented the report noting it was through March 31 the half year point and that while not all the General Fund revenue and expenditures were at the 50 mark most were She noted that the City had collected 75 2 ofthe budget for ad valorem tax revenues since most such taxes are collected during the first part ofthe fiscal year and that the City was consistent with where it was last year at this time She said the Grants and Shared Revenues category is at 28 which includes the CDBG and the Energy Grant for the energy efficiency work for City Hall and the Planning Building These are just getting kicked off She further noted that Interest revenues are low which is part of the economic times Miscellaneous revenues appear to be over showing collection of 108 of our budget however this is due to a one time anticipated refund from a prior year of about In General Fund expenditures she noted it looked low in Housing and Urban Development the CDBG work just now kicking off CRA Fund revenues are at 91 related to ad valorem taxes collected at the beginning of the year due to because most are Water and Sewer revenues are right on target near the 50 mark as is Solid Waste Expenditures are below estimate Department heads will be reviewing for needed revisions to be presented to the Commission Commissioner Abbott noted that our best estimates on revenue are close and that is encouraging further noting that being thrifty implementing a budget is important He said that when the budget was created last year there was not an expectation that fuel prices would increase so much and he said that he expects those prices will impact the City MAYOR S COMMENTS Mayor Meer noted that Panama City is making biodiesel fuel Man Soap is being made from byproducts ofthe biodiesel fuel and they are selling it for 3 at the yard on ih Street They will change the name to City Soap It is a strong grease cutting soap ORDINANCES ITE tvi 1 FINAL READING ORDINANCE 909 TRANSPORTATION IMPACT FEE The Clerk read the ordinance by title On motion of Commissioner Jones and second of Commissioner Abbott the ordinance was adopted All ayes Commissioner Jones noted the City was beginning to get good news about potential future development in the City and noted that this ordinance is an incentive to encourage businesses to come to the City

3 CALLAWAY BOARD OF COJ IMISSIONERS PAGE THREE OLD BUSINESS ITEM 2 RESOLUTION PUBLIC RECORDS POLICY The Clerk read the resolution by title She explained that she and City Attorney Obos had reviewed and made minor corrections to Exhibit A and distributed an internal public records request tracking form On motion of Commissioner Abbott and second of Commissioner DeLapp the resolution was adopted NEW BUSINESS ITEM 3 FUND BALANCE NET ASSET POLICY Commissioner Jones led the discussion on Finance Director Bennett s draft policy noting that areas for review and possible change during the budget process are those highlighted in red Commissioner Jones moved to adopt the policy Commissioner Abbott seconded Mr David Griggs addressed the Commission and said this issue had been discussed in other meetings and that the auditor had pointed out reserves were needed in the General Fund Commissioner Jones noted that this was a policy to use creating the 2012 budget and Commissioner Abbott confirmed the General Fund reserve amount proposed was 25 of a fiscal year s operating budget Mr Griggs asked if these were unrestricted reserves and the City Manager responded affirmatively Commissioner Jones noted it has been difficult to create a reserve fund strategy for the enterprise funds but that this policy begins to tackle that Mr Griggs asked if the General Fund reserves were a three month 25 reserve Commissioner Abbott and the City Manager confirmed that was what the policy stated and that it would be 25 and reconfirmed that it would be for FY l1l2 s budget of the budget years operating budget Mayor Meer called for a vote and the policy was adopted All ayes ITEM 4 BUDGET STRATEGY AND STRATEGIC DIRECTION FACILITATED WORKSHOPS BY DR HERBERT A MARLOWE TR ANALYTICA Commissioner Jones led the discussion and stated this was agood time to go through a priority planning session like we did in 2008 that the outcome was beneficial and that the work helped gain consensus and give direction to staff He noted that Dr Marlowe did an excellent job previously and hit the ground running to give the City a valuable product The City Manager noted that funds were available Commissioner Abbott noted

4 PAGE FOUR that coming out of the Auditor s out briefand coming up on the budget process this is the kind of work that needs to be done Mayor Meer noted that it was important to move forward with the City s regular budget Commissioner Abbott said he thought these workshops would speed up our process budget creation process and setting priorities Commissioner Jones moved to with funding go ahead and line things up and set dates as quickly as possible to take what we learn from this strategic workshop over to our budget for next year Commissioner Abbott seconded Mr David Griggs addressed the Commission and asked that the citizens present have an explanation ofhow these workshops might work noting that only a few citizens attended these strategy and budget priority meetings in 2008 that they found them very beneficial He suggested that the earlier the better to hold the budget workshops The City Manager gave an overview of the strategic direction and budget strategy workshops by reading the proposal Commissioner Jones said this will help us develop an overall budget strategy based on key issues the Commission identifies the City needs to set direction and determine the strategies the plan to get there He noted planning a budget year to year is backward we need to look at the longer term evenif not on the watch of the current commissioners Mr Thompson commented on Analytica s business He said that the commission should limit spending and noted that surplus funds will run out He said he thought the City needed a moratorium on expenditures since if we don t start getting additional revenue we will run out He commented on the proposed video cameras in City Hall being an expendi ture Mayor Meer commented on placing cameras in City Hall and how important he felt they were that felt they were a necessity and that he wants it done He commented on the strategic direction and budget strategy workshops just approved and noted that the City needed some expert help on how to cut an already lean budget Commissioner Jones suggested citizens go by City Hall to see the product the City got from Analytica in 2008 Mayor Meer called for a vote on the motion All ayes

5 PAGE FIVE ITEM 5 LONG TERM DEBT PLAN Commissioner Jones noted that the City Manager and Finance Director would be showing a proposed framework for how to pay down debt that the Commission s responsibility was to come up with the best plan for the future City Manager Whitis noted she and Finance Director Bennett worked together to ensure the plan presented this was evening reasonable She and sewer fund because this is water and sewer debt and to come from designated unrestricted funds Commission in the future said she recommended some funds to come from the water If restricted funds were to used that would be a decision of the The City Manager noted there was an estimated on deposit with the trustee with still available to pay down bond debt service and would cover payments through 2015 If water and sewer contributes annually leaving the targeted reserve in place and using the bond funds to pay the rest the City could pay all the debt service through 2016 and toward the needed in 2017 This plan would raise an additional 1 8 million during this time Each year the debt service plan would need to be adjusted Finance Director Bennett noted that any capital extension fees collected would be applied but the plan as presented assumes no revenue Commissioner Abbott noted this was our plan bleakest look no revenue and asked if it was within the current resolution guiding water and sewer rates The Finance Director responded yes The Mayor asked if the City gets the interest on the required to be held in reserve for the last payment ofthe bond issue Finance Director Bennett responded yes There was discussion that this plan gave the City a target and that the plan was changeable Mr David Griggs addressed the Commission noting that the bond issue is the elephant in the room He asked the date the water and sewer expansion project was finalized and it is available for people to tie on He then noted that the property owners have one year from that date and asked about the plans to let the affected property owners know The City Manager noted again that no capital extension fees were included in the Long Term Debt plan Mr Griggs noted that someone owned and is responsible for affected Commissioner Abbott noted that Mr properties that the City built the lines to serve Griggs made a good point and that we need to make decisions and the sooner the better and asked that it be put on the next agenda Mr Thompson addressed the Commission saying he was concerned about additional assessments on him adjusting water and sewer rates would be another form of unwanted

6 PAGE SIX assessment another option is rolling back expenditures and we should look at all options especially cutting employees and benefits Mayor Meer noted that Bay County has said their wholesale water rates will rise by 3 each year from now on Mr John Malone addressed the Commission noting his comments pertained to Items 3 4 and 5 He asked if the Commission wanted citizens to aid in formulating budget He said the Commission was bringing in outside consultants that he thought the City had the expertise with staff that he felt the Commission didn twant help from the citizens He noted the article in the Sunday News Herald A Question of Priorities regarding a new road to be installed by Panama City He read from the article and noted he had been involved with Sunny Hills and Deltona He asked the Commission to call on the expertise of the citizens Mr Joe Townsend addressed the Commission He said he assumed the City had worked with budgets before and asked why we needed to consult someone else ITEM 6 DECLARATION OF SURPLUS ITEMS The City Manager asked that the identified items be declared surplus and place on govdeals com for disposal Mayor Meer asked if the City could donate the cargo Army trailer to the Masonic Lodge City Attorney Obos asked about the dollar value ofthe trailer and City Manager Whitis asked about the Florida Statutes guiding such decisions On motion of Commissioner DeLapp and second of Commissioner Jones the items were declared surplus All ayes Commissioner Abbott moved that if the donation of the trailer passes the legal review to donate Item 1 cargo Army trailer to the Masonic Lodge Commissioner Jones seconded from the vote since he was a Lodge member The City Attorney said he didn t need to Commissioner DeLapp asked about abstaining abstain because the donation did not inure to his benefit All ayes PUBLIC PARTICIPATION Ms Becky Lowry addressed the Commission noting that a submerged land lease was issued by DEP on May 2 for Bridge Harbor Marina She asked if anything had been brought before the Commission Mayor Meer responded no Mr John Malone addressed the Commission He noted that the minutes have been improved but said that he had been told by the Clerk that they would not be verbatim

7 PAGE SEVEN COMMENTS A Operations Update City Manager Whitis presented alist of quotes for cameras video and audio and noted that TJs Network Consulting was the least expensive at installed Mayor Meer said that we noted that if signs were put up audio was legal to record the City Manager would follow all legal requirements back as an agenda item Commissioner Abbott said he would like to see the quotes before he made adecision The Mayor asked that this item be put on May agenda Commissioner Jones asked if the issue would come B Commission Members Mayor Meer Will meet with the auditors that did the AWT audit and with Bay County Springfield and Parker on AWT Carr Riggs and Ingram are the auditors Commissioner Jones thanked the Mayor for working on this Commissioner DeLapp No comments Commissioner Abbott Brought up review team for Clerk hiring and asked for commission direction or agreement Mayor Meer said he believed Commissioner Abbott wasthe Commission member on the team All Commissioners were in assent Commissioner Jones Said that he thought the Commission needed an idea ofthe benefits to running the ballpark concession He introduced Roger Hughes who has run the concession for the last eight years Mr Hughes said he has not had any complaints except when he was closed at pm one night He has a 9000 investment and it hurts to see folks bring in coolers drinks and food Signs are up that no food or beverages are allowed while concession is open Soccer is worst and each team brings six to eight coolers He asked the City to post the ordinance and some put bite into it maybe with staff enforcement especially for coolers Commissioner Abbott clarified that the framework was in place but enforcement is a concern Commissioner Jones said the ordinance doesn t address not bringing in food and beverages He noted team coolers were okay but not for the spectators Leisure Services Director Legare read from the field use agreement signed by all the leagues and suggested amending the agreement to address no outside food or beverages in the field areas Mayor Meer said agreement should be rewritten Commissioner DeLapp agreed and Leisure Services Director Legare will bring back at next meeting Commissioner Abbott suggested to explain any change to the public from the safety perspective you want to know that what is coming into your

8 PAGE EIGHT park so you know what is in it and that some ofthe proceeds from concessions go into the youth leagues convince the spectators to comply so that enforcement is m Leisure Services Director Legare noted Mr Hughes gave 1250 back to the league An audience member suggested the leagues be required in the agreement with the parents to comm ANNOUNCEMENTS Mayor Meer Bay County Award and Engraving donated signs to designate the rooms in the Arts and Conference Center Horne Builders Association presents the Parade of Homes May Eastside Relay for Life May Complex City Offices closed for Memorial Day Monday May and PM PM Recreationa Motion to adjourn by Commissioner DeLapp at 9 02 pm and meeting adjourned