10-10-05 Special Item 1� l „
1 City of South Miami
2 Special City Commission Minutes
3 September 13, 2005
4
5 CALL TO ORDER:
6
7 The City Commission of the City of South Miami, Florida met
8 in regular session on Tuesday, September 13, 2005, beginning at
9 7:37 p.m., in the City Commission Chambers, 6130 Sunset Drive.
10
11 A. Roll Call:
12 The following members of the City Commission were present:
13 Mayor Mary Scott Russell, Vice Mayor Velma Palmer and,
14 Commissioners Randy G. Wiscombe, Marie Birts- Cooper and Craig Z.
15 Sherar.
16
17 Also in attendance were: City Attorney Luis Figueredo, City
18 Manager Maria V. Davis and City Clerk Maria M. Menendez.
19
20 B. Invocation: The invocation was delivered in silence.
21
22 C. Pledge of Allegiance:
23 The Pledge of Allegiance was recited in unison.
24
25 D. Presentations:
26 a) Staff presentation as requested by the City Commission
27
28 Ms. Davis began with a list of follow up items requested by
29 the Commission:
30 • Girls Scouts property lease will expire in 2053;
31 • Fees for parks and pavilions —to be explained during
32 presentation;
33 • Actuary Report and Statement —has been provided to the
34 Commission;
35 • Scanning costs research -to be explained during
36 presentation;
37 • Debt -to- budget ratio —has been provided to the
38 Commission;
39
40 Ms. Davis said that the Commission had also requested staff
41 to come back with budget cuts in order to bring the millage down
42 a mill. She then proceeded to present the following recommended
43 options in order to reduce the millage rate:
44
45 • .213 to 7.0 mills (224,695)
46 • .313 to 6.9 mills (330,185)
SPECIAL CITY COMMISSION 1
MINUTES - September 13, 2005
1 • .75 to 6,463 mills (791,178)
2 • 1.0 to 6,213 mills (1,054,904)
3
4 One of the points stressed by Ms. Davis was that it is
5 important to remember that the sanitation fees are included in
6 the City's millage rate. Without the sanitation fees our millage
7 rate would be 5.894. Most cities countywide do not include the
8 sanitation fees in their millage. One of the exceptions besides
9 our City is that of the City of West Miami. The presentation also
10 provided with the impact of City millage reduction on CRA budget.
11 The reduction of millage from 7.213 to 6.213 —the value of one
12 mill— translates into $101,674 reduction on CRA budget.
13
14 With regard to a question posed by Vice Mayor Palmer on HR's
15 training, Ms. Davis explained that we have mandatory training
16 that is required by federal and state governments. She said that
17 we are very much in .need of training in many different 'areas,
18 such as customer service, management training, and supervisory
19 training. We have cut all other trainings that are not mandatory.
20 There will be no personal or supervisory growth training. She
21 explained that this is just in- service training that most
22 employers provide for efficiency and for growth in specific
23 positions.
24
25 Commissioner Wiscombe asked Ms. Davis to provide the
26 Commission with the list of mandatory training. He also asked for
27 information on the portion the City contributes for college
28 credits.
29
30 Commissioner Wiscombe said that almost everything that Ms.
31 Davis is recommending reflects on the quality of life, especially
32 with regard to Parks and Recreation and some other programs. He
33 said that he did not see almost any recommendations for any cuts
34 in the Police Department or in the City Manager's Department. He
35 said that they need to be very prudent in how they proceed with
36 the budget, and that they need to evaluate it very carefully.
37
38 With regard to the Police Department, Ms. Davis said that
39 two years ago we reduced over ten percent of its personnel, and
40 deferred equipment and vehicle purchases that would have been for
41 the third year. They are so lean right now that it might actually
42 affect the safety of the residents to cut anything else from the
43 Police budget. As for her office, she said that there were three
44 assistant city managers on board when she started, all of whom
45 were making far more than her present assistant to the city
46 manager who is also acting as a PIO. She eliminated all of those
47 positions and created "Assistant to the City Manager /PIO" and cut
48 that position down by about $25,000. As far as the alarm
49 registration fee, she said that what she has presented are just
50 options. She said that we are recommending over a half million
SPECIAL CITY COMMISSION 2
MINUTES - September 13, 2005
1 dollars in one -time expenditures coming out of the reserves. That
2 is because we have deferred capital expenditures and capital
3 equipment for as many as 5 -6 years. She said that she is
4 accustomed to allocating general fund dollars in a capital outlay
5 account year after year, so that when we need vehicles and
6 equipment we have the money there. We should be allocating
7 general funds dollars every year and we do not have the money to
8 do that. Employees did not receive raises for two years in a
9 roll; but she was recently criticized for not giving them enough
10 of a raise. Everything goes up: salaries, insurance, pensions,
11 supplies, services. We have $1.2 million in assessments; however,
12 our pension along was $800,000 this year. We need to put
13 everything into perspective, she continued, I am just giving the
14 Commission options, she added.
15
16 Vice Mayor Palmer referred to the Hospital, saying that she
17 feels that they are not taking their responsibility with regard
18 to their contribution to the City. As per an agreement between
19 the Hospital and the City, they are supposed to contribute
20 $150,000 a year to the City; however, the Vice Mayor continued,
21 they are getting ten times that in return. They benefit from
22 everything that goes on in the City.
23
24 Ms. Davis explained that she has discussed this issue with
25 the Attorney and that upon looking at the contract between the
26 City and the Hospital which dates from the 1980's, we have no
27 legal ability to increase their contribution. Still, she has
28 discussed it with various people at the Hospital and at this
29 point she sees no way that we can get additional cash
30 contribution. Right now we are in negotiations with the Hospital
31 because they are willing to provide certain services. Also, she
32 said that the Hospital employs 120 people that live in South
33 Miami; they are generally the first ones to step up to the plate
34 anytime that we need contributions for special events. For
35 instance, when Katrina hit, the Hospital brought over 80 meals
36 for the Public Works employees and the Police Department. In
37 addition, she said that at the present time she is in the process
38 of ''discussing a free pediatric clinic for our indigent residents.
39 They will be providing doctors, supplies, medicine and everything
40 needed. The new medical arts building is going to be on our tax
41 roll next year and that will be a huge contribution to our tax
42 base.
43
44 Vice Mayor Palmer then referred to the above - referenced
45 contract which states that the Hospital would be giving another
46 $100,000 to people who meet the poverty line. Ms. Davis explained
47 that said contribution would be provided in services and that
48 they far exceed that. Also, the Vice Mayor pointed out that the
49 contract states that they were going to show proof of the
50 services to the City. Vice Mayor Palmer said that she would like
SPECIAL CITY COMMISSION 3
MINUTES - September 13, 2005
1 to see a report from a few years back to make sure that the
2 Hospital is complying with the contract.
3
4 Mayor Russell said that we need to ask them for a report.
5
6 Mr. Figueredo, to answer a Vice Mayor's question relating to
7 the contract, explained that he has to review the contract, but
8 that anytime that there is a bridge of an agreement, there is
9 always legal recourse; we would have the burden of proof to
10 demonstrate that they have bridged the agreement and give them an
11 opportunity to cure it. If the Hospital is in bridge of the
12 agreement, we would provide them with written notice that they
13 are in bridge of the agreement and give them an opportunity to
14 cure the bridge.
i5
16 Commissioner Wiscombe said that one of the things that we
17 need to do is actively and aggressively pursue not just the
18 Hospital, but the Shops and some of the other large businesses
19 and corporations for sponsorship to the special events so that we
20 do not even have to deal with that. He said that we should review
21 what has been done in the past and that he thinks that we can
22 make it better.
23
24 Ms. Davis said that she has checked with other cities and
25 none of the ones contacted get anything from any of these non -
26 profits.
27
28 Mayor Russell said that for now those organizations are
29 counting on our support for the special events to continue. She
30 said that she would not like to let them down since those events
31 make our downtown to stand out.
32
33 With no further comments, the presentation concluded.
34
35
36 ITEMS (S) FOR THE COMMISSION'S CONSIDERATION:
37
38
39 1st Reading of Ordinance/ Public Hearing(s)
40
41 1. AN ORDINANCE OF THE MAYOR AND CITY COMMISSION OF THE
42 CITY OF SOUTH MIAMI, FLORIDA, LEVYING THE MILLAGE OF
43 7.213 WHICH EXCEEDS THE ROLLBACK RATE BY 16.92% AND
44 RESULTING IN 0% INCREASE IN PROPERTY TAX RATE IN THE
45 CITY OF SOUTH MIAMI, FLORIDA, FOR THE FISCAL YEAR
46 2005/2006; PROVIDING FOR SEVERABILITY; ORDINANCES IN
47 CONFLICT AND AN EFFECTIVE DATE. 3/5
48 (City Manager)
SPECIAL CITY COMMISSION 4
MINUTES - September 13, 2005
1 Moved by Mayor Russell, seconded by Vice Mayor Palmer to
2 approve this item.
3
4 At this time the public hearing was opened.
5
6 David Tucker Sr. addressed the Commission with his usual
7 eloquence and prudent advice, this time with regard to finances.
8
9 Reverend James Thompson said that in his opinion it is not
10 smart to cut trash pick up since that will attract rodents and
11 could become a health hazard throughout the City. He also spoke
12 against cutting on the after - school and cheerleaders programs,
13 they are an integral part of South Miami, and the end result will
14 be having children on the streets with nothing to do.
15
16 Jay Beckman said that ten years ago the City had a budget of
17 $8 million and still we had trash pick up, a very good Recreation
18 Department and the Police Department was excellent and the City
19 ran rather well. He suggested continuing pursuing grant money;
20 that the waste should be kept in the budget; that each year each
21 department should come up with a budget; and, we should go back
22 to the volunteer programs mentality.
23
24 Sharon McCain said that the arborist is not necessary; that
25 we do not need security cameras in the Community Center; and that
26 she does not think that the City should be paying for insurance
27 for employees.
28
29 At 9:15 p.m. the Commission took a 5- minute recess.
30
31 As the meeting reconvened, Vice Mayor Palmer addressed the
32 audience. She said to Ms. McCain that she has all the right to
33 come in and express her thoughts as far as the budget is
34 concerned. But she encouraged her to do it the right way, because
35 there should be mutual respect.
36
37 Ms. McCain was allowed to continue. She said that we need to
38 look at the parking director's contract; she thinks that we need
39 another Code Enforcement officer and that she wants to see the
40 hiring of two police officers. She also said that we need to quit
41 buying equipment, and reduce the pension contribution. She also
42 reminded the Commission about the need for a tree ordinance.
43
44 Ms. Davis addressed some of the speakers' concerns. She has
45 three employees in her office and all three of them are eligible
46 for merit increases; about the arborist she said that the
47 position is budgeted for $61,799, not for $100,000 as stated by
48 the previous speaker; there are 34 employees that are not getting
49 merit increases this year —three are not receiving it due to
50 unsatisfactory performance, which equates to 37 employees who are
51 not receiving merit increase this year. About the statement that
SPECIAL CITY COMMISSION 5
MINUTES - September 13, 2005
1 the parking director makes more money than is being brought in,
2 our revenue is at $1:6 million in parking revenue and we
3 certainly do not pay him more than what he brings in.
4
5 Mayor Russell said that this Commission had multiple
6 discussions with the City Attorney and the City Manager in
7 negotiating the parking garage contract, recognizing that there
8 will be a decrease in our parking meter revenue this year and we
9 have budgeted for that decrease.
10
11 Ms. Davis added that as far as a grant for $9,000 for the
12 Farmer's Market, no one has ever said that we are going after a
13 grant for the Farmer's Market.
14
15 Mr. Oshikoya with regard to the recommendation to defer the
16 pension contribution explained that the State wants us to pay in
17 advance. If we pay in arrears they charge us 18 percent.
18
19 Commissioner Wiscombe requested a copy of the letter from
20 the State that Mr. Oshikoya received this week.
21
22 Yvonne Beckman read a letter that she wrote to the Hospital
23 asking them to be generous when they make a new agreement.
24
25 Donna Mason urged the Commission to continue financing the
26 special events.
27
28 Cathy McCann said that she wished to endorse the Budget and
29 Finance Committee recommendations. With regard to South Miami
30 Hospital she urged to try to renegotiate the contract. She said
31 that no CRA money is coming into the departments such as Planning
32 and Zoning and Finance. Also, she said that we give $5,000 to the
33 Farmers Market and ask for no accounting; she urged to be careful
34 with the pension money, and to look hard at salaries.
35
36 Ms. Davis said that the Farmer's Market is not treated
37 differently from any other special event, they have their books
38 and that their proceeds go to the Alliance for Youth. As far as
39 the salaries and pay plan go, she said that the salary study has
40 come in; our classifications are under classified almost
41 throughout, and that as far as salaries go we are not even at
42 benchmark.
43
44 Commissioner Sherar commented that he wants to propose an
45 amendment to go from a ten to a twenty year vesting program.
46
47 Dick Ward referred to the need for accountability
48 specifically with regard to the Alliance for Youth. He said that
49 he belongs to that committee; he has requested to see the books
50 but that he has not seen them yet. About the salaries he said
51 that the lower paid employees could receive a larger increase by
SPECIAL CITY COMMISSION 6
MINUTES - September 13, 2005
1 adjusting the administrative salaries. He then urged the
2 Commission to tell the Manager what they expect 'but
3 not to try to micro manage the budget.
4
5 Frank Cuzzocrea Jr. recommended for the City to explore the
6 possibility of outsourcing some of its services.
7
8 Lew Sellers said that it is not uncommon for government
9 employees to receive merit and cola increases. As far as steps,
10 he has ten as a federal employee. He said that if employees are
11 trained, and after they get the experience on the job they are
12 not given proper incentives, they tend to leave seeking better
13 paid jobs elsewhere. This is not a good practice since the City
14 then may lose good employees and may need to replace them with
15 others less experienced which in the long run will cost more
16 money. He also urged the Commission not to micro manage the
17 budget and instead, allow the professionals to do their job.
18
19 Mr. Stodder said that there have been some good things
20 discussed this evening and he also urged the Commission not to
21 try to micro manage the budget.
22
23 With no further speakers the public hearing was closed.
24
25 Moved by Commissioner Wiscombe, seconded by Vice Mayor
26 Palmer, the motion to table this item passed unanimously by
27 acclamation.
28
29 At this time the Commission proceeded to discuss the next
30 item relating to the budget and pay plan. At the conclusion of
31 the discussion, they returned to bring back this item from the
32 table.
33
34 Moved by Commissioner Wiscombe, seconded by Vice Mayor
35 Palmer and Commissioner Sherar the motion to bring this item back
36 on the table passed unanimously by acclamation.
37
38 The majority of the Commission gave direction to the City
39 Manager to bring this item back for second reading with a
40 reduction of a .5 mill.
41
42 Moved by Commissioner Wiscombe, seconded by Vice Mayor
43 Palmer the motion to approve this item as drafted passed by a 4 -1
44 vote:
45
46 Commissioner Wiscombe: Yea
47 Commissioner Sherar: Nay
48 Vice Mayor Palmer: Yea
49 Commissioner Birts- Cooper: Yea
50 Mayor Russell: Yea
SPECIAL CITY COMMISSION
MINUTES - September 13, 2005
7
1
2 2. AN ORDINANCE OF THE MAYOR AND CITY COMMISSION OF THE
3 CITY OF SOUTH MIAMI, FLORIDA, ADOPTING A BUDGET OF
4 $15,579,507 AND PAY PLAN FOR THE 2005/2006 FISCAL YEAR;
5 PROVIDING FOR SEVERABILITY; ORDINANCES IN CONFLICT; AND
6 AN EFFECTIVE DATE. 3/5
7 (City Manager)
8
9 Moved by Mayor Russell, seconded by Commissioner Wiscombe to
10 approve this item.
11
12 Commissioner Wiscombe said that after listening to what the
13 citizens have said and also what he has looked at, he would like
14 to see a reduction of half a mill. He said that some of the
15 options presented to the Commission are a little extreme but that
16 they can do better. He believes that they are capable of bringing
17 it down without jeopardizing the services and the quality of life
18 of the community.
19
20 Vice Mayor Palmer concurred with Commissioner Wiscombe with
21 regard to the reduction of half a mill. She said that the
22 Manager's presentation together with the input from the community
23 helped in seeing the whole picture.
24
25 Commissioner Sherar said that he would not vote for anything
26 less than a 75 millage drop. He said that the rest of the City
27 is loosing because of the CRA since the City would be able to
28 come down one mill if we did not have the CRA. He said that he
29 likes the after - school house. He always liked the program and
30 they do good things there.
31
32 Ms. Davis said that there is one important thing that people
33 need to take into consideration when comparing the present budget
34 with that of 5 -10 years ago: we own more parks; we have much more
35 green space; it takes people to maintain that green space and it
36 takes equipment. We also have a Community Center now.
37
38 Moved by Commissioner Wiscombe, seconded by Vice Mayor
39 Palmer, the motion to extend the meeting until 11:20 p.m. passed
40 unanimously by acclamation.
41
42 Commissioner Birts- Cooper said to concur with Mr. Ward.
43 Let's not micro manage the budget, let's say what we want and
44 allow staff to carry it out; they have the necessary expertise.
45 She also requested a reduction of half a mill. She then thanked
46 the Budget and Finance Committee for the great job they did, she
47 thanked the Manager, and also thanked the Finance Director for
48 being so conservative.
49
SPECIAL CITY COMMISSION 8
MINUTES - September 13, 2005
1 Mayor Russell said that two years ago we went from 6.373 to
2 7.373 and promised we would do our best to bring it down. She
3 said that she is glad she is not asking the employees at this
4 time to take anymore furlough days. To work well, and hard and to
5 deserve a merit increase and to be willing to stay and work here
6 without receiving one for a couple of years speaks highly for the
7 employees. She said that if they take the mill back .413 to 1995 -
8 97 levels it would bring us to 6.8 and project forward a goal of
9 an additional .427. She said that a prudent reduction would be a
10 .413 which brings us back to 95 -96 levels with a goal to reduce
it another .427 at the end of the next budget cycle, bringing us
12 back to the 99 -2003 levels.
13
14 Ms. Davis referred to Mr. Ward's comments as to how
15 administrators inflate the budgets. However, she said that this
16 is not the way she approaches the budget. She said that she
17 believes in coming in with reality; she does not like playing the
18 game. She said that she looks at the big picture; she looks at
19 the age of our fleet; the condition of our buildings; the
20 condition of our streets; and the staffing levels that we have.
21
22 To answer Vice Mayor Palmer's question on the impact that
23 the services provided to the CRA have on the City in terms of the
24 budget, Ms. Davis explained that we added additional staff where
25 we felt that there was too much burden on the City; for instance,
26 in the proposed budget we added staff in the CRA because it is
27 overburdening the Planning Department; half of the principal
28 planner and the receptionist will be paid out of the CRA. She
29 said that the time she spends on the CRA varies.
30
31 At this time the public hearing was opened and closed with
32 no speakers.
33
34 Moved by Commissioner Wiscombe, seconded by Vice Mayor
35 Palmer, the motion to table this item passed unanimously by
36 acclamation.
37
38 Commissioner Wiscombe said for clarification and for the
39 record that the City Manager will bring back the budget with a
40 reduction of half a mill.
41
42 At this point the Commission moved to bring back on the
43 table the first item relating to the millage rate for
44 recommendations and approval of the item as drafted. At the
45 conclusion of the first item, they brought back the second item
46 relating to the budget and pay plan for approval as drafted.
47
48 Moved by Commissioner Wiscombe, seconded by Vice Mayor
49 Palmer the motion to approve this item as drafted passed by a 4 -1
50 vote:
SPECIAL CITY COMMISSION 9
MINUTES - September 13, 2005
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
Commissioner Wiscombe: Yea
Commissioner Sherar: Nay
Vice Mayor Palmer: Yea
Commissioner Birts- Cooper: Yea
Mayor Russell: Yea
3. Adjournment
There being no further business to come before this Body,
the meeting adjourned at 10:34 p.m.
Attest
Maria M. Menendez
City Clerk
SPECIAL CITY COMMISSION
MINUTES - September 13, 2005
10
Approved
Mary Scott Russell
Mayor