Mayor Abbott at 3: 00 P.M. Commissioner Henderson gave the invocation and Commissioner Covey

Transcription

1 CALLAWAY BOARD OF COMMISSIONERS WORKSHOP MEETING JULY 14, 2014 TIME: 3: 00 P.M. The Workshop Meetng of the Cty of Callaway Board of Commssoners was called to order by Mayor Abbott at 3: 00 P.M. Commssoner Henderson gave the nvocaton and Commssoner Covey led the Pledge of Allegance. ROLL CALL: Commssoner Covey, Commssoner Henderson, Commssoner Pelleter, Commssoner Hollster, Mayor Abbott ALSO PRESENT: Interm Cty Manager Fuller, Fnance Drector Yeager, Lesure Servces Drector Legare, Fre Chef Joyner, Publc Works Drector Johnson, Cty Clerk Hrth AGENDA ITEM# 1 DISCUSSION OF PRELINIINARY BUDGET FOR FY15 Mayor Abbott asked f Interm Cty Manager Fuller was prepared to begn or would he rather wat for Fnance Drector Yeager. He stated he would begn and stated he revewed the feedback from the prevous Budget Workshop so he could gve the Board more fully what they needed to begn the budget process. He sad he hoped everyone had a chance to revew the Budget Message enttled " At A Glance" whch bascally summarzed all of the sgnfcant changes that were brought up at the last workshop as well as addressed ther questons. Wth regard to the number of employees, he sad he gave the Board the past, current and proposed numbers for ther revew. Mayor Abbott began by addressng the estmated salary for the Cty Manager and asked how he arrved at$ 90, and ICM Fuller stated t was smply because that was what had been lsted prevously for that poston. He referred ICM Fuller to the Plannng Department secton and asked what were the two postons he had not planned to fund and ICM Fuller stated they were the Senor Planner and Assstant Planner postons. He sad the two postons funded were the Code Enforcement Offcer and the Drector of Plannng. Mayor Abbott asked f the Cty had receved anythng n wrtng wth regard to the projected cost of Anmal Control for FY15 and he stated we had been gven the annual budget whch was $ 15, 095 hgher than FY 14 and sad he would be requestng a breakdown on the requested fundng. Mayor Abbott asked f there would be any debt that would be exprng wthn the next couple of years and Fnance Drector Yeager stated they have a debt that balloons n He asked about the budget fgures under CRA and wanted to know f the ml was what the County was expectng to set ther mllage rate at and FD Yeager sad t was a typo and should read whch s110% of the Cty' s rollback rate. Commssoner Covey asked why we were budgetng for 80 postons ths year when we had 70 postons last year when they can' t afford t plus requestng to rase water rates and ad valorem taxes. She sad she notced that Publc Works was down to 31 postons and they are requestng 41 postons. She stated prevous Cty Manager Collns stated he had the whole Cty down to 65 postons. ICM Fuller stated there were two addtonal Frefghters, short staffed at Publc Works and Utlty Bllng as well as the Cty Clerk poston was not funded for FY 14 and needs to be for FY 15 snce there s now an Assstant to the Cty Manager poston flled. Commssoner Covey sad prevous CM Collns had Publc Works down to 31 so why are they short staffed now. ICM Fuller asked PW Drector Johnson to address ths queston. Commssoner Covey sad she, PW Drector Johnson and prevous CM Cty of Callaway, Workshop Commsson Meetng- July14, 2014 Page 1

2 Collns met the day before he left and he sad he was gong to keep them at 31 and PW Drector Johnson sad t was OK. PW Drector Johnson sad there were postons that were not flled that are crtcal postons such as lft staton mantenance. She asked why he had them at 31 and PW Drector Johnson stated he dd not know. He sad he asked hm about that after ther last conversaton and he sad he thought he had sad 36. Commssoner Covey sad f we are up to 70 postons she sad she sees some postons that need to be removed such as the Records Clerk has moved over to the Assstant to the Cty Manager, a temporary staff assstant poston at Publc Works that f we have auto rollover for the phones because she s down there to assst wth the phones then she can be moved up to Cty Hall and utlze her n the Records Clerk poston and n Plannng. She stated they also need to decde as to whether or not they are gong to hre 15` a Cty Manager before October so they can have a good budgeted amount whether t wll be Mr. Fuller or gong out to hre. She sad they are payng ICM Fuller to do two jobs rght now and f they hre a Plannng Drector then hs salary would be reduced. Mayor Abbott stated he was not recevng two salares. Commssoner Covey sad he was gettng pad to do two jobs to whch Mayor Abbott sad he' s beng pad as a Cty Manager but s dong two jobs. Commssoner Covey sad when t was beng dscussed the nght Mr. Fuller accepted the Interm poston, they sad they would brng hm up to $ 80,000 because he was at the present tme dong the Cty Manager and Plannng Drector jobs. She sad that left t out there that f they hred a Plannng Drector they would reduce hs salary. Mayor Abbott sad that would be a separate moton. Commssoner Covey stated these are numbers that are fgured nto the FY15 budget. She sad when a decson s made regardng the two postons, somethng would change on the budget ether a reducton n hs salary f they hre a new Plannng Drector because they wll not be payng the new Drector what he was makng because he had to work hs way up. Mayor Abbott sad the Board would address ths whenever they hre a Cty Manager and decde salary at that tme. Commssoner Covey also nqured about the 4 Io salary ncrease that was factored nto the budget. She sad she does not thnk they should put that nto the budget untl they know how much money they have. She told ICM Fuller and FD Yeager they should not take anythng that' s sad personally because they are just followng drectons. She sad she knew that prevous CM Collns sad they were four months behnd when FD Yeager took the poston. She sad that was busness as usual but they are now wantng nformaton to be more current. She stated t s hard to factor n a 4 Io pay rase when they do not know how much money they have. She sad she dd not want to see pay rases untl they get farther along n the process so they can see they can afford a pay rase. She asked why there would be an ncrease n fel, overtme, unforms, etc. when the employees are stll workng a 40 hour week whether t s 4 or 5 days per week. She sad Lesure Servces unforms dd not go up and they are 5 days per week. FD Yeager stated they dd not ncrease workng an addtonal day. ICM Fuller sad a lot of t s moblzaton costs from 4 days to 5 days and wll make more trps. Mayor Abbott explaned that f an employee s workng 10 hours/ day or 8 hours/ day they would make a trp out to the project and a trp back to the shop and now they are addng another day of trps whch wll ncrease fuel as well. Commssoner Covey sad two years ago Mr. Grggs and she were speakng about fuel costs and that was one of the reasons we went to a 4- day work week. She sad there was not a savngs and t had to do wth the cost of fuel only. She sad she wll not beleve that because they are workng an extra day that t wll cost more gas and unforms. She stated she does not feel they should ncrease water rates by 2. 5% because they have 12 mllon dollars n unrestrcted funds that can be used. She sad that' s extra money and does not understand why they won' t use t. She sad the water and sewer charges expense are 3, 382, and the ncome comes to $6, 338, whch leaves the taxpayers payng 2,955, so why would they go up n rates. She sad she fgured t on last year' s and t was about the same amount of overage. She sad the Code Enforcement truck s 16 years old and has 100,000 mles. She stated she has an older model car and she keeps t servced so when she consdered that they only have about 9 mles n Callaway. She asked that they need to decde the captal tems they Cty of Callaway, Workshop Commsson Meetng- July14, 2014 Page 2

3 can get by wth and not what they want. They need to produce a 5- year plan for captal tems. She sad on tem# 11 t sad on Other Current Charges t says t s decrease and she beleves t should say ncrease because t went from$ 6, 300 to $ 8, 200. She then asked why Cty Hall needed to be renovated n the amount of$ 40,000. ICM Fu11er stated t was for securty reasons. Commssoner Covey sad she thought they put cameras up for securty and ICM Fuller stated that would not deter anyone nterested n robbery. She sad they have gotten along wthout t all ths tme, why now. She sad she revewed all of the captal tem requests and noted n Lesure Servces they requested a Ford F-250 to replace a 1993 truck. She sad, agan, they need to gve them a 5- year captal purchases plan. She stated there s a van at Lesure Servces that s 3 years old and has less than 40,000 mles on t that she does not know what t s beng used for. She sad there s a poston n ths department that could also be combned wth another one so one whch s our A & CC Drector. She sad ths poston s $ 30,000 and the fees for comng n to use the faclty are around $27,000 whch does not nclude hs cell phone cost. She sad she felt that LS Drector Legare' s assstant could take on the usage of that buldng. Commssoner Henderson stated one of the thngs about gong to a 5- day work week that had been talked about was the ncreased fuel, unforms, and overtme. She questoned the ncrease n overtme because when people are workng on Frdays ths should equal out because there would be no call outs on Frdays except for the 6-8 pm tmeframe. She sad the other thng she wanted to brng up was on# 8 Legal Counsel. She stated she knew we may have some legal ssues facng us and asked f they thought these legal ssues would resolve themselves and ICM Fuller stated that was an excellent pont and sad he would need to explore what amount of extra tme ths may cost the Cty f t s not resolved. He sad although we have a contract for legal servces for$ 175 per hour that we may need to have a dfferent lawyer whch would be at $ 250 per hour typcally. She stated she had done a lot of research on the pay rases that have been granted snce 2008 and she remnded hm they had spoken about brngng the lower part of the pay scale up to be sure everythng s above mnmum wage. She sad f they rase everythng 19 Io ( salary ncrease wth cost of benefts) t would cost the Cty a drastc amount of money. Mayor Abbott asked ICM Fuller to dscuss the adjustments to the pay schedules and then the proposed 4% rase. FD Yeager sad they dd make a proposed adjustment to the salares whch s approxmately 19% wth benefts and used the same methodology as the people who dd the survey n She stated t does not affect all of the employees. Mayor Abbott asked f she knew how many employees t affected and she stated she dd not but would count them n just a moment. She contnued by sayng there were some that were not affected by the rase n the schedules and then those people would receve 4%. Commssoner Henderson sad the justfcaton for rases was that the employees had not receved anythng snce 2008 but her records ndcated that qute a few employees receved rases and explaned that some people may have changed jobs but they dd receve a rase some of who receved as much as a 27% rase n salary not ncludng the extra cost of benefts. She sad she had 12 employees who are already makng beyond what the current pay scale for ther poston calls for. She sad t dd not seem rght f someone receved a 27% pay ncrease and then gve them another 4% on top of that. She sad they need to look at t more closely so that they are beng far to everyone. She sad there are about 30 employees who have not receved any ncrease at all snce 2008 except the one- tme pay the Board has been gvng. She sad she wanted them to do somethng that s more equtable than some employees who may have just receved a bg ncrease for whatever reason when others are only recevng 4 Io. ICM Fuller sad t' s hard to be far for everyone wth rases. Mayor Abbott sad the key to t s the adjustments to the pay schedules. He sad f the people who have receved rases and have added responsbltes that s poston specfc but they need to be sure that the proposed rases are far and equtable then they could propose a rase that would make sense. He sad he knew some of the pay scales may need adjustng but was not sure that 19% across that pay schedule s the equtable way to do t. He sad f the pay scale s adequately adjusted then the Cty of Callaway, Workshop Commsson Meetng- July14, 2014 Page 3

4 rase would flush tself out. Commssoner Covey stated the Code Enforcement Offcer was gven a rase outsde of hs pay scale and sad when she asked prevous CM Collns sad t was because he was gong to start dong Anmal Control. She stated she asked why would you gve someone a rase because maybe you' re gong to start Anmal Control. She agan went back to " McQulln' s Law of Muncpal Corporatons" that says, " the power to hre s vested n the Cty Manager, consequently an employment contract extended by a Cty Manager that purports to offer a salary greater than that authorzed by the budget or whch offers a salary for fscal years for whch no budget has yet been passed s vod ab nto." She sad that tells them the budget was passed last year wth no rases and then he changed the ttle of the Human Resources Tech to Assstant to the Human Resources Drector and then gave her two rases snce October, 2013, of 10% each. She asked how could that be done f the law s contrary to dong that and be legal. She wanted to know how could they not roll those people back to the salary they are supposed to be and stated she s stll sgnng thngs as the Human Resources Tech. PW Drector Johnson sad wasn' t that Assstant Drector. Commssoner Covey asked how someone could be an Assstant HR Drector when we do not have a HR Drector. Commssoner Pelleter stated he agreed wth her and could not understand how the Commsson could allow that to happen once a budget s passed. He asked f ths could be placed on the agenda for the next meetng so they can dscuss and vote on ssues such as that. He sad t dd not make any sense to hm and that the way he read the Charter that should have been brought to the Commsson and beleves that was never brought before them. Mayor Abbott stated t dd not come before the Commsson and Commssoner Henderson sad they were not made aware of some of these changes. ICM Fuller sad n defense of prevous management, he mght have seen ths as a functon of the Cty Manager. Mayor Abbott sad he agrees that f they pass a budget that s what t s and f they approve a pay schedule that' s what t s and any devaton from that seems to hm that t would have to come back to the Commsson. He stated f there were job responsbltes or a job ttle change and t was n the approprate approved pay schedule, he could see how personnel management could do some of those personnel thngs but not to go outsde of the approved pay schedule, and he felt that t was done wthn the budget but that t was not the orgnal ntent of that budget was. He sad he beleved the money was there for the rase but t was not specfcally budgeted for that. He sad he thnks the ntent for what they approved should be honored. He sad they should spend tme makng sure the salary schedule across the board s far and equtable and whatever s changed from that should go to the Commsson for approval. Commssoner Henderson sad her other ssue s they have people who have not receved a rase n 5 years and then you have someone who' s only been there a year get the same rase and she dd not feel that was far and equtable. ICM Fuller sad these were good suggestons and he would go back and reexamne the pay scale and those sorts of thngs but he wanted to keep the Fre Department separate so they would have the ablty to be more compettve wth other Fre Departments nearby. Commssoner Pelleter sad that he would hope that they could get the supervsors up there to go through budget secton by secton. He also sad he had problems makng decsons on a budget when they have not seen the cash flow. He felt decsons need to be made wth regard to the reserves. He sad t' s nce to have all that money n the bank but when they want to do captal mprovements t could be better used. He stated he wanted to put the ssue of reserves on the agenda for the next regular meetng. He sad as Commssoners they need to go back and see what they can lve wth n reserves. He stated there needs to be a consequence when a Cty Manager approves somethng that goes above the budgeted amount. He stated f they ask for somethng and then do not get t what happens, they have to ask for t agan because there are not consequences f the nformaton s not Cty of Callaway, Workshop Commsson Meetng- July14, 2014 Page 4

5 gotten for them. He stated these ssues regardng the reserves or the over budgetng of postons, etc. have an mpact wth regard to the tax rate decson that needs to be made. Commssoner Hollster stated he receves newsletters from the " Amercan Insttute for Economc Research" and they forecasted two years ago that any naton that prnts money the way the Unted States does s gong to go bankrupt and have nflaton gong very hgh. He sad when they are gong to be wantng to re- fnance the bonds n a couple of years, that they better be able to pay the balances down a long way because they won' t survve f t goes up to 17% lke t dd n the Carter era. Mayor Abbott sad that s part of the ratonale of holdng that money so they could make a bg dent n t at that tme. Commssoner Covey sad the bond wll only allow t to go up to 5 pont somethng on the bond and contnued by sayng f t s hgher than that they wll not re-fnance and just keep t lke t s. Commssoner Hollster sad f they spend the reserves lke they are wantng to then they wll have a lot less to pay on the debt at that tme. Commssoner Covey agreed wth hm but sad they cannot keep gong on the backs of taxpayers, gvng rases, buyng vehcles and hrng a lot of people. Dscusson by Department General Fund Commssoner Henderson sad under General Fund Revenues there were captal tems such as fencng for football felds, bleachers, etc. but there were no revenues ted to t. She sad the ball felds are used by numerous organzatons and t was on the backs of the ctzens. She asked f there wasn' t somethng that could be done to brng n funds to cover some of these requests. She asked f the football agreement would generate any revenue and was told t would. Mayor Abbott stated the land was donated to the Cty and part of the agreement was that t would be free entrance for people to come nto t. He sad he thought t would brng n some revenue and that the majorty of the captal tems wll be purchased wth the voluntary park fund revenue and ICM Fuller stated that was correct. Lesure Servces Drector Legare stated we would brng n approxmately$ 6,000 per year from football. She sad her other queston about General Fund Revenue and Mscellaneous Revenue was showng a P- Card rebate and asked what amount of revenue dd we see comng from that. ICM Fuller sad we are usng the card more often than n the past and t s through Regons Bank. Commssoner Covey stated she had sad the Arts & Conference Center s not payng for tself and the salary wth cell phone came to $31, 000+ per year. She sad the revenue shows $ 27, 000 and that t s not payng for tself. Mayor Abbott asked f we were chargng enough for the rental of the buldng. She sad hs poston had hm workng $425 per week plus the taxes. And hs salary s estmated at 30,940. She sad he gets $ 600 cell phone allowance whch takes the salary to $ 31, 540. She sad they are gong n the negatve by $3, 840 what s beng taken n versus hs salary. She sad LS Drector Legare' s Assstant couldn' t be so busy answerng the phone 8 hours per day that she couldn' t screen the A& CC calls. She sad she knows hs staff does all the set ups and breakdowns and why were we Servce Workers. She sad she s n total dsagreement wth the ad valorem rate not usng Communty gong up and not satsfed even wth the rollback rate. She also stated the every year they rased the water rates 2. 5 Io they also rased the base rate whch should never have been rased. She sad the sewer has not gone up only the water. She stated the water had only gone up Io ths year. She sad they should not charge any hgher than the cost of the water ths year. Commssoner Pelleter sad he ran on no tax ncrease and that t would be hard for hm to break rank. Commsson Cty of Callaway, Workshop Commsson Meetng- July14, 2014 Page 5

6 I Commssoner Henderson asked what the Promotonal fund was used for and ICM Fuller stated they are for pen, pns, hats, Veterans Day Parade, etc. She asked why they were stll buyng unforms for the Commssoners. She sad she would lke to see t removed and t was the consensus of the Board to remove the $ 150 from that lne tem. She asked about the Books, Publcatons & Dues and ICM Fuller stated that t s used for FLC membershp, any books the Commsson may need durng the year( the magaznes are free or ncluded wth dues pad membershps). Commssoner Covey sad they have talked about havng a lbrary developed for new Commssoners and ctzens. ICM Fuller sad that was possble. C Manager Mayor Abbott asked that a change be made n budgetng the Cty Manager' s salary from $90,000 to 80, 000 and everyone agreed. Commssoner Pelleter asked f the Cty had a bunded package for cell phones and was told that all cell phones are personal cell phones pad by the employees wth a$ per month allowance for approved employees. It was asked who the second ce11 phone was for and t was stated t was for the Assstant to the Cty Manager who hstorcally had to have one. Commssoner Henderson asked f there was a need for her to have one. Commssoner Covey asked f we were payng ther whole bll because she s recevng texts and phone calls for $25.00 per month and dd not feel t was necessary to have the nternet servce for the employees. She feels the rate pad should be cut down consderably. ICM Fuller stated the Assstant to the Cty Manager would probably not fnd t necessary to have an allowance. Commssoner Pelleter stated there were several key employees who needed to have all access because he fnds that he needs hs I-Phone constantly. The Manager' s budget. Commssoner Covey questoned why the Lesure Servces Drector would have an allotment for a cell phone. She contnued to say that untl other nformaton such as health nsurance costs, FICA, retrement cost changes, etc. have been fnalzed n the budget, they wll not know exactly what each budget wll be. Commssoner Pelleter asked when the Health Insurance Workshop wll be scheduled and ICM Fuller stated the deadlne was the prevous Thursday and we dd receve some submttals. Commssoner Henderson asked about the $ 866 n Comp was a payment to prevous CM Collns. Commssoner Pelleter asked about the $ 500 under IT was for replacement of equpment because t was not enough and was told that was for support only. addtonal allotment wll be removed from the Cty Fnance Commssoner Henderson asked why there was an addtonal cell phone allowance and was told t was for Assstant to the Fnance Drector because she gets a lot of calls n the evenng from the Fre Department. Commssoner Henderson asked what the CAFR revew fees were for and FD Yeager stated t s because the CAFR s sent off to be revewed and they charge a fee for the revew. She asked why we are buyng unforms for Fnance employees. FD Yeager sad t s for her Assstant because she works up front sometmes. Commssoner Covey asked why anyone would have to have unforms at Cty Hall because t s apparent that they work there because they are behnd the glass. ICM Fuller stated t gave a more professonal appearance also. Commssoner Henderson asked f they could look nto gettng everyone a magnetc name tag wth the Cty logo on t. Commssoner Pelleter stated t' s about professonal prde and the appearance they project to the publc. He sad they could not allow employees to wear whatever they want to wear because t could become napproprate. ICM Fuller sad to hm t s a professonal way to present our Cty prde. Commssoner Henderson sad f shrts are bought then the employees should be requred to wear them every day. Commssoner Pelleter stated after spendng tme n that area were we realstc about tryng to get all of the Cty' s work completed- AP, AR, budgets, etc. He stated the Assstant to the Fnance Drector Cty of Callaway, Workshop Commsson Meetng- July14, 2014 Page 6

7 s not really an Assstant because she' s puttng out fres n the front offce all of the tme and not assstng the Fnance Drector. He sad we are tryng to manage everythng tryng to come out through one person. He sad there wll be an tem on the next agenda wth regard to askng for help n the Fnance area to get caught up and ongong. He stated hs budget s a fracton of the Cty' s and were we beng realstc n havng enough manpower. ICM Fuller stated there s a need n that area and sad for nstance, the Records Clerk, who was assstng n the front offce at tmes, was transferred to hs offce as the Assstant to the Cty Manager whch was not budgeted for and left a vod n the front offce. He further stated there are a lot of new people n that area and tranng as well as manpower was an ssue. Commssoner Pelleter stated he read the Charter wth regard to the Cty Clerk and they had a long dscusson on responsbltes whch one area was the tmely depost of money and the magntude of reports to be commtted monthly to the Sprngbrook system. Mayor Abbott stated the Assstant to the Fnance Drector should be assstng the Fnance Drector more. He sad f there s enough need establshed, the Board may feel there should be another poston n the front offce. Commssoner Covey asked f prevous Fnance Drector Bennett dd not have a problem, why was there one now. She sad she knew Alce was about four months behnd n postng but she dd not have a problem. ICM Fuller sad t s a cumulatve ssue of havng new personnel to tran also. Commssoner Covey asked f we were not hrng traned, experenced personnel, or was t takng too long to tran them. She sad f there was auto phone rollover. The temporary staff person at Publc Works worked n the front offce when Matte left and she could be brought back to the front offce and to fll the Records Clerk poston as a temporary employee. She does not beleve there s any accountablty and beleves there s not any re- organzaton of what people are supposed to do. She sad she had worked n a utlty before wth fewer people. Commssoner Pelleter sad t was a far cry from hrng a Records Clerk and someone who understands accountng. He sad t was a matter of reorganzng our current personnel. Commssoner Covey sad she would lke to revew leave records to see f that s an ssue. L al Commssoner Henderson asked what had been spent " to date" on AWT legal fees. ICM Fuller stated he dd not but that we could not have many more months lke the last one because the fee was doubled. She asked dd they need to budget addtonal funds n that area. Commssoner Pelleter asked f we had ever tred to bd out to hre an attorney at a flat rate for an attorney on staff and was told we had not. Commssoner Covey sad the 6 months on legal fees for ths year we had already spent $44,000. Commssoner Pelleter asked why we could not go out and look for an attorney on a flat fee. Commssoner Covey asked f we went to one meetng per month would the fee decrease? ICM Fuller sad they would have to negotate ths ssue. Plannn partment Commssoner Covey questoned the amount of fund spent on Anmal Control beng so low but sad they would probably really be runnng up and down the roads durng the last three months. ICM Fuller sad they have accountablty on the bllng and PW s pckng up the dead anmals to assst n cost cuts. Commssoner Covey asked f we had pursued bllng ndvduals for anmal controls costs when Bay County Anmal Control s called out more than twce to pck up ther anmal/ s runnng loose. ICM Fuller sad we have not receved any funds from any ctzen who has a dangerous dog. Mayor Abbott sad there were two thngs n play one s the County wanted all ctes to adopt the same Interlocal so they would be dealng wth consstency. The other ssue s wth our Code of Ordnances where we could collect from ndvduals for fnes and ths s where we could handle fnng ndvduals. Commssoner Covey asked what the number was of the Ordnance because she would lke to see ths re- vsted. Commssoner Pelleter asked why the Code Enforcement fuel cost of$ 700- was the truck sttng n the parkng lot or was ths not a true fgure. Commssoner Covey stated Mr. Fuller had had Cty of Callaway, Workshop Commsson Meetng- July14, 2014 Page 7

8 to buy a book for the Plannng Department and was not rembursed for t and feels he should have been. General Government Commssoner Henderson asked who the three persons were who needed unforms and was told they were the Records Clerk and two Customer Servce Representatves. She also asked for nformaton on to put n bullet-proof the renovatons to Cty Hall' s buldng. ICM Fuller stated t was for securtyglass, puttng three Customer Servce Representatves on one sde of the buldng so they would not have to open ther locked doors and cross the hallway, better customer accessblty, etc. Mayor Abbott asked to have a desgn of how we wanted t planned and was the $40,000 an estmate. ICM Fuller sad he would handle ths. Commssoner Covey asked f somethng had transpred that has caused a scare n takng the money because we have the polce staton very close by that could be here n mnutes. ICM Fuller stated there s money kept up front wth regard to casher drawers and some days are qute busy. He also sad ths came up wth regard to the needed upgrades n IT, movng lnes, etc. Commssoner Covey stated they need to have a 5- year plan for captal purchases/ renovatons. She sad the ctzens could not contnue payng so much. She stated n last year' s meetng Mayor Abbott sad the 2. 5% automatc ncrease n utlty rates had a termnaton date of 5 years and he stated he had been msquoted. He sad he remembered t was passed n 2008 after a rate study and t was based on a 5- year projecton. He stated when Marcus Collns arrved he asked that Florda Rural Water do a free rate study and when Mayor Abbott asked how t went, Mr. Collns sad t was bad and he dd not want to know. Commssoner Covey sad agan they have to have a 5- year captal purchases plan and not based on what they want but what they need. Mayor Abbott stated he dd not beleve that every captal purchase the Cty needed was n the currently projected budget and ICM Fuller stated that was correct they were not all n ths budget. Commssoner Pelleter sad the Cty' s phone system s antquated but we are n a contract unt12016 at a cost of$ 750/ month but that we would be researchng and requestng bds for the next contract perod when ths contract expres. He contnued by sayng IT s woefully behnd, there was software and hardware needs throughout the Cty but especally at Cty Hall because f ths system fals we cannot collect payments nor make payments to vendors, no payroll checks, etc. He asked why there was Document Dsposal n the budget and t was explaned there s a schedule of how long we have to mantan physcal records and at the end of that perod the records have to be properly dsposed. Commsson Pelleter stated he wanted to make a moton at the end of the Fre Department dscusson that they adjourn for the nght, schedule the next meetng, and allow our folks to make the adjustments. Law Enforcement ICM Fuller stated the contract wth the Sherff' s Offce ncludes a 5% ncrease for next fscal year however t covers the cost of 10 patrol cars ( over a 3- year perod) and retrement costs that have ncreased. Commssoner Pelleter stated he wanted a specfc notaton n the contract wth regard to t beng ther responsblty to buy the vehcles out of the contracted funds. Fre Department ICM Fuller stated the budget before them ncluded two addtonal Frefghters. Chef Joyner stated they are currently runnng 20% more calls and havng to leave the staton empty now f they receve more than one callout. Mayor Abbott asked f ths wll help wth the Cty' s ISO ratng and Chef Joyner stated t wll and that we are currently at a 5 and are movng close to a 4. Commssoner Covey stated the Frefghters should have never been cut from the budget last year. Commssoner Henderson questoned the Hydrant Lease and Fnance Drector Yeager sad they lease them from Publc Works Cty of Callaway, Workshop Commsson Meetng- July14, 2014 Page 8

9 and t s shown as revenue for Publc Works. Commssoner Covey questoned the $ 10, 000 n Other Current Charges and was told that was for the purchase of replacement gear, hose, etc. Commssoner Covey asked why the Buldng and Grounds went up so much and Chef Joyner sad t was due to the mantenance of ther commercal ar condtoner. He sad he has had the majorty of the ssues on the law enforcement sde of the buldng. He contnued by sayng they have had some applances to fal plus t' s a 24- hour operaton at that buldng on both sdes. Commssoner Pelleter sad the Fre Department s mssng crucal equpment and t must be budgeted for the safety of our ctzens (AED' s). He asked Chef Joyner f he would be pursung grants and fundng for safety equpment and Chef Joyner sad he would be. He questoned where the funds went that Bay County pad to Callaway to remburse the Fre Department and was told the funds go nto the General Fund. He asked f they were earmarked for the Fre Department. It was stated the County was asked to re- evaluate the amount pad and t was sad they would take t back f we dd not want to do the coverage. Commssoner Hollster stated Chef Joyner gave hm some budget fgures whch were that hs budget s $ 852, 600 and Bay County gves us $ 109,000 but he sad Bay County s responsble for 18. 7% of the cost whch would be $ 159,400. He sad they are way underpayng and we are respondng to all of ther stuff wth $350,000 vehcles and we are payng through the nose for that. Chef stated they gve us the use of an apparatus - a 1996 Class A Pumper and a Brush Truck and there s another engne that s kept out at the unmanned staton. He stated they also fx/repar the apparatus when necessary. He dd say we furnsh the manpower, tools and equpment for the apparatus. Mayor Abbott asked ICM Fuller to contact the approprate County personnel to be sure based on the contract that the number add up. Commssoner Pelleter asked when the last tme was that we re- bd Workers Compensaton and Commssoner Henderson stated t had been done wthn the last two years. He sad he assumed we drug- tested and ICM Fuller stated we do and was told that Florda League of Ctes provdes the current coverage. He asked f we receve a rebate on overtme or were we not gvng that to FLC. ICM Fuller sad he would double check ths. The Commsson stated at ths tme they would set the next Budget Workshop and after dscussng t decded on Monday, July 21, 2014, at 4: 00 P.M. PUBLIC PARTICIPATION John J. Malone, 707 Plantaton Crcle, Callaway, FL, questoned when wll the Commsson revew the 2013 Audt and act on the Audtor' s GASB announcements. He sad he had mentoned that he has been tryng to brng t to the Commsson' s attenton regardng GSAB 65. He quoted the statement sayng ths wll mprove fnancal reportng by clarfyng the elements of the fnancal statement, deferred outflow and nflows of resources to assure consstency n fnancal reportng. He sad former Cty Manager Collns told the Audtor they were stll evaluatng GASB 65. Mr. Malone stated f t has not been completed are the amounts shown n the fscal year 2015 budget proper. He sad snce the Commsson had not revewed the audt that he ddn' t beleve any of them had revewed the three GASB announcements. He sad he had spent a lot of tme and effort tryng to brng t to ther attenton. He sad he felt he had watched two hour of nothng snce they do not know what s currently n ther budget. He sad they do not know what today' s true fnancal statement s. He sad they have to revew the audt before they do anythng else and make up ther mnd. He asked f anyone revewed hs emals from last weekend. Commssoner Covey stated she had revewed them but snce they had not gotten through the whole budget she had not covered that. She sad she had been through the fnancal statement. Mr. Malone sad they are sttng there lookng at fnancal statements that may not Cty of Callaway, Workshop Commsson Meetng- July14, 2014 Page 9

10 be accurate because the GASB was to be effectve for perods after December 15, He sad n other words the fnancal records from 2012 on, snce Mr. Collns sad they were stll evaluatng t, and f they are stll evaluatng t today they have almost two years of nformaton that s obsolete. He stated he was a fnance man, Commssoner Henderson s a CPA and should be fully aware of what s happenng here. He sad the next thng he wanted to address s the evaluaton of the Cty Manager comng up because ths was the report two consecutve years that says the GASB 65 has stll not been mplemented. He sad they need to look at the audt to fnd out what they' re dong. He sad n the other GASB they had kcked around how much money to hold n the reserve and they have been holdng 3% but accordng to the GASB audt they only need 2 Io held n reserve. He sad they are wastng tme because no one s revewng what the audtor has sad. Commssoner Covey sad she had brought up the 2%. Mr. Malone sad there was 25 mllon dollars sttng there unspent, roughly 3 mllon dollars n the General Fund and the rest of the 22 mllon dollars sttng n the unreserved. He stated there are unrestrcted mpact fees whch should be looked at for new tems. He sad the workshop meetng s a joke. Commssoner Covey sad he could speak at the next workshop meetng because they are not through wth the General Fund. Br d Johnson, 7509 Melody Lane, Callawa, sad she had sat there and lstened to there beng a poston of Assstant HR Drector to no Drector. She stated her queston was that she would lke to see that rescnded. She sad she had never heard of anythng lke that ever happenng anywhere that she had worked. She sad you ether have an HR Drector or not. She sad now they have an Assstant HR Drector and she dd not understand that at all. She sad as far as the Unforms go, she thought f the ctzens are payng for them then the employees dd not need to be wearng ther street clothes when they are payng to have them laundered and/or purchasng them. She sad she also wanted to say that ICM Fuller had bought a manual for Cty use out of hs money then the Cty should remburse hm for that manual. She sad he was good enough to step up to the plate and otherwse would not have needed that manual. Commssoner Covey sad he bought the manual when he was the Plannng Drector. Mrs. Johnson sad he was never rembursed for t Mayor Abbott announced there was a Jont AWT meetng tomorrow nght at 7: 30 P.M., the next Budget Workshop wll be on Monday, July 21, 2014, at 4: 00 P.M. and the Regular Commsson Meetng s scheduled for Tuesday, July 22, 2014, at 6: 00 P.M. Commssoner Pelleter s buyng cookes for the AWT meetng at no cost to the Cty! There beng no further busness, Commssoner Covey moved to adjourn the meetng at 5: 15 P.M. and Commssoner Pelleter seconded the moton, meetng was adjourned. Sandra B. Hrth, ty Clerk Cty of Callaway, Workshop Commsson Meetng- July14, 2014 Page 10

11 m..._..->..<.--,. k 1 3,. t E: ` 1 Meetng Date: r T PROVIDE OR ORDERLY CONDUCT OF THE CITY' S BUSI- NESS, THE BOARD OF CITY C MMISSIONERS WILL APPRECIATE PUBLIC PARTICIPATION REQUESTS BEING ILE WITH THE CITY ; CLERK AT THE BEGINNIN [ C) F THE 1 1EE_- ring. e INDIVIDUALS SHOULD BE PREPARED TO SPEAK ON ANY ITEMS OF INTEREST. IF THE TOPICS ARE AGENDA ITEMS, PLEASE ± REFERENCE THE AGENDA ITEM NUMBERS. NAME:, fj j ISl9 a ADDR ESS: v I. Q C C} - j AGENDA ITEM #:_ t NON AGENDA ITEM TOPIC: ls $ 4 y afvvs s f WHEN THE COMMIS51(] N C: r. LLS YOUR r f ' NAME GO TO THE PODIUM T BE RECOGNIZED. STATE YDUR NAME AND ADDRESS. v 7 j I a COMMENTS ARE LIMITED TCl THREE 3 ) MINU- ES. p. j DIRECT YOUR STATEMENT TO THE CHAIR. w PUBLIC PARTICIPATION IS THE PUBLIC' S PPORTUNITY TO SPEAK I AN BE HEARD, TNE COMt N IS NOT OBLIGATE TO ANSWER ANY 4UEST1[ N. C: t: : PERSONAL ATTACKS upon anyone w' ILL N OT E3F_ ALLOWED. UTBUF2STS AND UNRULY CONDUC7 ' vll._l E3E CAl.1SE FOR REMOVAL ROM THE MEETING. A

12 r,-.-,-.-,.,,,,.,...-,-. I - P 1 7 Meetng Date : j' TO PROVIDE FOR ORDERLY CONDLJCT OF THE CITY' S BIJSI- 1 NESS, THE B ARD CITY COMMISSIONERS WILL APPRECIATE PIJBLIC PARTICIPATION REQUESTS BEING FILE WITH THE CITY CLERK AT THE E3EGI v' NIN ( U TI-IE ' tee= INC. 1 INDIVIDUALS SHOULD ee PREPARED T SPEAK ON ANY ITEMS F INTEREST. IF THE TOPICS ARE AGENDA ITEMS, PLEASE? REFERENCE THE AGENDA ITEM NUMBERS., N A M E' G._ 1 ADDRE55. l L r AGENDA ITEM #: 1 G n 1 IC / O I t NDN- AGENDA ITEM TOPIC: F 1 WHEN THE COMMISSION CALLS YOUR NAME GO TO THE PODIUM TO BE RECOGNIZED. s STATE YOUR NAME AND ADDRESS. COMMENTS ARE LIMITED TO THREE 3) MINU- ES. 7 t ' DIRECT YOUR STATEh1ENT T THE CHAIR. F PUBLIC PARTICIPATION IS THE PUBLIC S OPPDRTL.INITY TO SPEAK AND BE HEAR THE COMMISSION IS NOT OBLIGATE TO ANSWER 3 G y E ` ANY QUESTION. PERSONAL ATTACKS LJPON ANYONE WILL N T E3E ALLOWED. a UTBURSTS AND UNRIJLY CONDUCT \"JILL E3E CAIJSE FOR REMO/ AL S FROM THE rr1f_ettr; [.;. r T. T. T._. w _ T.y

13 f..,r _-----_...-- T,,, v,,... : 1 E E. 1 Meetng Date : a T PRDVIDE OR ORDERLY CONDUCT OF THE CITY' S BUSI- NESS, THE BOARD OF CITY C MM15510NER5 WILL APPRECIATE. PUBLIC PARTICIPATI N REt UESTS BEING F ILE WITH THE CITY CLERK AT THE BEGIr, NIN [_ CJF T HE t1ee 1 IN (. J INDIVIDUALS SHOULD BE PREPARED TO SPEAK ON ANY ITEMS ' OF INTEREST. IF THE TDPICS ARE AGENDA ITEMS PLEASE?a j REF'ERENCE THE AGENDA ITEM NUMBERS. N AM E: L r z ADDRESS: n AGENDA ITEM #: b { 9 F NON- AGENDA ITEM TOPIC : 4-7 a WHEN THE COMMISSION CALLS YOLJR NAME, GC7 TO THE PODIUM I I TO BE RECOGNIZED. G STATE YpUR NAME AND ADDRESS. j y j COMMENTS ARE LIMITED TCJ HREE 31 11NUTE.. DIRECT YOUR STATE ENr TO THE CH, al l. PUBLIC PARTICIPATION IS THE PUBLIC' S OF' PCF: T- UNITY T SPEAK R AND BE HEARD, THE COMMISSION IS NOT O L C ATE TO ANSWER ANY QUESTION. r t ' PERSONAL ATTACKS UPON ANYONE WILL N T BE ALLOWED. k ' UTBURSTS AND UNRLJLY CONDUCT ' ILL E3E CAUSE OR REMOVAL ROh THE ttee r [ ;. o++r-^---