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HomeMy WebLinkAboutMinutes CC - 09/08/2008 - MIN 09 08 08 SC (Migrated from Optiview)Special Called Work Session of the Milton City Council Monday September 8, 2008 at 4:30 pm Page 1 of 18 This summary is provided as a convenience and service to the public, media, and staff. It is not the intent to transcribe proceedings verbatim. Any reproduction of this summary must include this notice. Public comments are noted and heard by Council, but not quoted. This document includes limited presentation by Council and invited speakers in summaryform. This is an official record of the Milton City Council Meeting proceedings. Oficial Meetings are audio recorded The Special Called Work Session of the Mayor and Council of the City of Milton was held on September 8, 2008 at 4:30 PM, Mayor Joe Lockwood presiding. Council Members Present: Councilmember Karen Thurman, Councilmember Julie Zahner Bailey, Councilmember Bill Lusk, Councilmember Burt Hewitt, Councilmember Tina D'Aversa, Councilmember Alan Tart Mayor Lockwood • Work Sessions are more informal setting to update Council on business items. • No votes will be taken. • Public comment is allowed that is germane to an agenda item. • If you wish to speak you are required to fill out a public comment card and turn it in to the City Clerk staff. • Public comment will be allowed for a total of ten minutes per agenda item and no more than 2 minutes per person. • Public comment will also be heard at the beginning of each item. • Once the item is called no other public comment cards will be accepted. City Clerk Marchiafava read the agenda item. Discussion on an Ordinance to Adopt the Fiscal 2009 Budget for each fund of the City of Milton, Georgia. `+ City Manager Billy Beckett • Finance Manager Inglis will give a Power Point Presentation. • It is a Comprehensive view of the budget. • She has done a very thorough job. • Would like to reiterate there is a copy of the proposed budget in City Hall for review. • Received questions from 2 Council Members. • Any questions now or in the future, we will deal with as they come up. • Will answer questions after Stacey's presentation. Power Point Presentation: Fiscal Year 2009 Budget Process ■ Annual Budget Process began on June 27th ■ Forms distribution and training of senior team on budget requests and expectations ■ Each department is responsible for budget formulation in three areas • General Fund Maintenance & Operating Budget (M & O) • General Fund Operating Initiatives • Capital Project Requests • Formulation of Fiscal Year 2009 Goals & Objectives ■ General Fund Operating Initiatives • Expenditure requests based on an increase in level of service • Will generally be a request in one of the following categories ■ New Program ■ New Personnel ■ Enhancement or expansion to a current program Special Called Work Session of the Milton City Council Monday, September 8, 2008, 4:30 PM Page 2 of 18 • Operating initiatives can consist of both one-time investments and recurring costs. • Operating initiatives may also carry required capital investments as well • Presented to the City Manager • Approved based on priorities and available funding Capital Project Requests • Expenditure requests based on the need for a capital investment • Will generally be a request in one of the following categories ■ Construction -related project ■ Acquisition of an asset, such as equipment or vehicles ■ Acquisition of land for right-of-way or public use ■ Maintenance of currently owned assets • Capital projects are generally one-time expenditures that cost $50,000 or more and have a useful life of over three years • Many times have recurring operating budget impacts ■ Associated personnel ■ Maintenance costs ■ Fuel or utility costs • Presented to the City Manager • Approved based on priorities and available funding General Fund FY 2007 FY2008 FY 2009 ACTUALS ACTUALS ACTUALS Revenues 14,555,776 22,632,360 22,873,436 Expenditures 12,508,330 22,632,360 22,873,436 Total Revenues Over oder Expenditures P,047,446 P 1(0) F-.: Special Called Work Session of the Milton City Council Monday, September 8, 2008, 4:30 PM Page 3 of 18 Contributions & Donations, - , 0.0% Investment Income, 54,000, 0.2% Fines & Forfeitures, 457,636, 2Q Charges for Services, 271,557.1.2% Fiscal Year 2009 Expected Revenues Miscellaneous Revenue, 38,802, 0.2% Other Financing T--- Sources, 4,191,896, 18.3% Licenses & Permits, 313,070,1.4% Other Taxes, 7,824,484 , 34 Property Taxes, ,721,991 , 42.50, "W Fiscal Year 2009 Budget M & 0 Initiatives $1,433,310 Transfer to Capital Projects Fund $3,931,896 Transfer to Capital Grant Fund $293,940 Transfer to Operating Grant Fund $21,010 Transfer to Confiscated Assets Fd $73,845 HTRG Credit $258,165 1 % Contingency $170,114 Contribution to Operating Reserves $370,051 Base Operating Budget $16,321,105 Total General Fund Budget $22,873,436 Special Called Work Session of the Milton City Council Monday, September 8, 2008, 4:30 PM Page 4 of 18 Fiscal Year 2009 Budgeted Pay Increase Budgeted 2.5% increase = $109,691 EZ Increase Total Cost 1% $43,592 2% $87,735 2.5% $109,691 3% $131,458 3.5% $153,264 4% $175,448 a*�l Fiscal Year 2009 Budgeted Expenditures to Mayor & Council, 402,499,1.8% City Clerk. 698,319, 3.1% ghat Financing Uses, / City Manager, 338,764 , 1.5% 5,115,838 ,22.4% i � General Admin, 2,484,872 , 10.9% Senice, 742,995. 3.2% IT, 970.842. 4.3% -� Court, 531,980,2.3% Dev, 1.81.11-11- PS Admn, 1,050 76,46% - — 3 6 Rec, 203,819 "1191; Police, 1,836,308 _8.046 Pudic Woks, 2,942,599,-- Fire, 3,599,424 , 15.7% 12.946 EMS, 132,250,0.6% City Manager's Office FY08 Level of Service ■ 1.0 FTE ■ Council Relations ■ Agenda Management 0 CH2M Hill Contract Management & Renewal Special Called Work Session of the Milton City Council Monday, September 8, 2008, 4:30 PM Page 5 of 18 ■ Performance Measurement Program FY09 Initiatives Increase in Level of Service ■ Hire Assistant City Manager (replace former Operations Director) City Clerk's Office FY08 Level of Service ■ 4 FTE ■ Agenda Publication ■ Meeting Minutes ■ Open Records Requests ■ Municipal Elections ■ Records Management ■ Staff Training & Education FY09 Initiatives Increase in Level of Service ■ Webcasting CITY CLERKS OFFICE Operating Initiatives ■ Webcasting - $61,229 • Enables recordings of all meetings held in Council Chambers and the ability to perform live webcasting • Can also record Public Service Announcements General Administration/Finance Operating Initiatives FY08 Level of Service ■ 6 FTE ■ Financial Policy Management ■ General Ledger Management ■ Annual Budget and Monitoring ■ Annual Audit and Financial Statements ■ Accounts Payable ■ City Payroll ■ Billing / Cash Receipting ■ Bank Relationship Management ■ Procurement Activities ■ Grant Program Management ■ Insurance and Risk Management Program General AdministrationlHuman Resources Operating Initiatives FY08 Level of Service 'ilrwr ■ 2 FTE ■ Personnel Policy Management ■ Recruitment and Hiring Special Called Work Session of the Milton City Council Monday, September 8, 2008, 4:30 PM Page 6 of 18 ■ Benefits Management ■ Worker's Compensation Program ■ Training ■ Performance Review Process FY09 Initiatives Increase in Level of Service ■ Provide quarterly training for staff General AdministrationlHuman Resources Operating Initiatives ■ Provide Quarterly Training for Staff - $2,500 • Training on customer service skills, diversity and City policies General Administration/Communications Operating Initiatives FY08 Level of Service ■ 1.0 FTE ■ Media relations ■ Publications, including e -newsletter, print newsletter and Annual Report ■ Annual report ■ Web Design and Content Management FY09 Initiatives Increase in Level of Service ■ No Requests Operations —Information Technology Operating Initiatives FY08 Level of Service ■ 2 FTE for IT & 1.0 FTE for GIS ■ Provide security & integrity of network and software systems ■ Manage communication technology ■ Manage Hardware and Infrastructure ■ Helpdesk Services ■ Technical Management of Technology -related Projects FY09 Initiatives Increase in Level of Service ■ 2008 Pictometry ■ 2009 6" Aerial Photography ■ 2006 Aerial Photography • ■ Backup Laptop Units for Public Safety ■ Highspeed Data Connection to Firestation #43 and to Alpharetta Dispatch Center 2 Direct TV Special Called Work Session of the Milton City Council Monday, September 8, 2008, 4:30 PM Page 7 of 18 Operations —Information Technology bow Operating Initiatives ■ 2008 Pictometry - $7,500 • Allows GIS user to view a location four ways and perform measurements ■ 2009 6" Aerial Photography - $13,000 • Provides City with up-to-date aerial photography ■ 2006 Aerial Photography - $50,000 • Purchase 2006 aerial photography ■ Backup Laptop Units for Public Safety • Purchase 1 Toughbook backup laptop for Fire - $5,700 • Purchase 1 Dell ATG backup laptop for Police - $2,800 ■ Highspeed Data Connection to Firestation #43 and to Alpharetta Dispatch Center - $37,000 • Installation of high speed data lines from City Hall to fire stations ■ Direct TV - $7,000 Municipal Court Operating Initiatives FY08 Level of Service ■ 2 FTE ■ Schedule, Process and Track Violations issued by Public Safety and Code Enforcement ■ Facilitate Weekly Court Sessions ■ Receipt Fines and Process Liability Payments FY09 Initiatives Increase in Level of Service ■ No Requests Public Safety - Admin Operating Initiatives FY08 Level of Service ■ 4 FTE ■ Public Safety policy & operational management ■ Policy development and implementation ■ Equipment issuance & inventory FY09 Initiatives Increase in Level of Service ■ Records Clerk ■ City Hall security implementation ■ Fitness Stipend Public Safety — Police Operating Initiatives FY08 Level of Service ■ 22 FTE ■ 24-hour Police Shift ■ Initial response to emergency and non -emergency calls for service ■ Basic criminal investigations 0 On -duty crime prevention Special Called Work Session of the Milton City Council Monday, September 8, 2008, 4:30 PM Page 8 of 18 ■ On -duty media relations FY09 Initiatives Increase in Level of Service ■ Police Officers (6) ■ Patrol Sergeants (4) ■ Police Detective -Generalist ■ Police Detective -Narcotics ■ Audio Visual Evidence Management System ■ Additional Weaponry Public Safety — Fire Operating Initiatives FY08 Level of Service ■ 50 FTE ■ 24-hour Fire Station coverage ■ Initial response to emergency and life safety calls for service ■ On -duty Fire Marshal and Plan Review ■ On -duty fire prevention activities ■ On -duty media relations FY09 Initiatives Increase in Level of Service ■ Public Educator ■ Fire Apparatus Officer promotions (15) ■ Self -Contained Breathing Apparatus Backup System ■ Advanced Life Support Equipment ■ Turnout Gear Replacement Program Public Safety Operating Initiatives ■ Police Officers (6) with Vehicles - $579,071 • City Manager recommends 3 Police Officers and financing 3 vehicles over three years - $182,981 ■ Patrol Sergeants (4) with Vehicles - $385,832 • City Manager recommends promoting 4 Police Officers (no additional hires) - $10,800 ■ Police Detective — Generalist (no Vehicle) - $65,528 ■ Police Detective — Narcotics with Vehicle - $65,445 • This position is accounted for in the Confiscated Assets Fund. ■ Fire — Public Educator - $84,233 ■ Fire Apparatus Operator Pay (15) - $39,865 • Promoting 15 firefighters Public Safety Operating Initiatives (cont.) ■ Fitness Stipend - $25,620 • Provides each City staff -level employee with additional $25/month and executive -level employee with additional $60/month toward gym membership • City Manager recommends this to be implemented if the HTRG credit is reimbursed by the State ■ Records Clerk - $46,571 ■ Fire — Self -Contained Breathing Apparatus Backup System - $16,000 Special Called Work Session of the Milton City Council Monday, September 8, 2008, 4:30 PM Page 9 of 18 L No ' Public Safety Operating Initiatives (cont.) ■ Fire — Advanced Life Support Equipment - $20,000 • Trailer to haul SCBA backup system requested in FY 2009 ■ Turn -out Gear Purchasing/Replacement Program - $32,000 ■ Audio/Visual Evidence Management System - $5,400 • View and copy audio or visual media for cases ■ Additional Patrol Rifles (8) - $12,636 ■ City Hall Security Implementation - $25,000 • Install cameras, panic alarms and more access controls Community Services Operating Initiatives FY08 Level of Service ■ 5 FTE ■ Policy Management ■ Stormwater Maintenance ■ Transportation Management • Funding Coordination • Minor pavement repairs • Dust abatement • Traffic control device maintenance • Right-of-way maintenance • Right-of-way permits • Capital planning ■ Bell Memorial Park Maintenance ■ Community Houses Maintenance ■ CH2M Hill Program Management and Customer Service Program FY08 Initiatives Increase in Level of Service ■ NPDES Education & Outreach ■ Streamside Cleanup ■ Inventory & Inspection of Stormwater Assets ■ Outfall Screening & Water Quality ■ NPDES Program Management ■ Annual Report to EPD ■ Research Title & ROW widths ■ Priority Maintenance & Large Potholes ■ Floodplain mapping Community Services FY08 Initiatives Operating Initiatives (cont.) Increase in Level of Service (cont.) ■ Additional Snow & Ice Control ■ Install New Signs, as requested ■ Pursue 2 Milton Trail Grants ■ Increase level of mowing ■ Proactive Dead Tree Removal Program ■ Add Gravel Roads to Mowing and Trimming Special Called Work Session of the Milton City Council Monday, September 8, 2008, 4:30 PM Page 10 of 18 ■ Speed Zoning Requests to State FY08 Initiatives Increase in Level of Service (cont.) ■ Parks & Rec Coordinator ■ Parks Maintenance Fund ■ Repair House @ Birmingham Park ■ Install Well @ Bell Memorial Park ■ Erosion Control @ Bell Memorial Park Community Development Operating Initiatives FY08 Level of Service ■ 14.0 FTE ■ Rezoning Applications ■ Building Permits ■ Site Plan Review ■ Code Enforcement ■ Comprehensive Plan ■ Information Requests FY09 Initiatives Increase in Level of Service ■ Crabapple Master Plan Update ■ Highway 9 LCI Application City Manager Beckett • Thanked Finance Manager Inglis for all of her hard work. • Some of the questions received were directed to Program Director Tami Hanlin. • He will answer them based on the response she gave. • This is the most important document Council will deal with in the course of the year. • It establishes your direction because everything is ultimately tied to money. • If Council has questions please ask. • The first question relates to the meeting that Council had with CH2M Hill in February of this year. • The question was how we move forward on the contract and increase payments to CH2M Hill if we do not know what has been provided in the past. • Response as follow: the increase in the contract is not tied to performance. • The formula for the escalation is outlined in the budget document and is automatic unless we both agree to modify the contract. • See Section 9.6 page 13 of the contract for detail. • In February CH2M Hill provided a complete power point which is on file with the City Clerk's office. • It outlines department by department, how they fulfilled the terms of the contract. • Can present a 6 month update if needed. • The most effective way to measure their service is through formal measurements which are on tract to be completed by early 2009 by Bob Munro's team. • September 18th should be the kick off for the performance measurement system. • Second question/comment would like a follow up report so to review areas of responsibility for CH2M Hill versus the City direct hire responsibilities. • Response: an organizational chart along with the scope of services might be the best method for discussing this topic. Special Called Work Session of the Milton City Council Monday, September 8, 2008, 4:30 PM Page 11 of 18 Councilmember D'Aversa ion • That is her primary concern. • If she is the only one concerned, she would be happy to meet one on one to understand better. • A simplistic example of what she means: we have a new fire Marshall, she was either a contractor or employee of CH2M Hill so she is paid out of those funds which is the contract agreement of CH and asked is that correct. City Manager Beckett • To clarify, Melissa Henderson is an employee of Safebuilt, whose is a subcontractor of CH2M Hill and the arrangement is that the City is paid 10%. • They do building inspections and it is an 80/10-10 split with the City getting 10% and Safebuilt getting 80% of the revenue. • The revenues are quite substantial. • There are peaks and valleys associated with it so there are some advantages with respect specifically to the Fire Marshall and your question that is an agreement negotiated directly with Public Safety Director Chris Lagerbloom and Safebuilt and that is a 90/10 contract with Safebuilt getting 90% and the City getting 10% of the fees. • It was financially feasible for the City to go with that arrangement. • There is no money exchanged with CH2M Hill in regards to that arrangement. • We felt it was the best way to fulfill our need for a Fire Marshall and the City is making money. Councilmember D'Aversa • Her question is if we have an employee that is crossing over lines that funds are coming out of CH or have been in the past and they move over to another area, how do we keep track of that? • She understands the Safebuilt situation and it sounds like a wise way to handle it, but she still struggles with here is CH and a pot of money and here is the City direct staff and a pot of money. • This does not happen very often. • There are a few independent contractors that are outsourced, but not such the magnitude that we have with CH. City Manager Beckett • It is unusual and difficult. • The structure they put together this year closely approximates what a traditional government would do in terms of trying to define and allocate cost by departmental budget. • When you combine that with a scope that is broadly written as it is you get into the question of what is in the scope of services and what is not and why should we pay extra for that. • It should be cleaner than it is. • He thinks there will be improvement in that area once the scope is cleaned up and more clearly defined. • There are some things that will have to be left broad worded. • The only other way to do it is to use the cost comparative data available through the Georgia Department of Community Affairs or the University of Georgia. • You can compare yourself with comparable jurisdictions. • The hard part is defining what a comparable jurisdiction is. • You cannot necessarily look at population or geography in terms of square mileage but there are some indicators to compare. • Ultimately, everybody will be better satisfied when you better define the scope. Councilmember D'Aversa 0 When and how are we going to facilitate that process? Special Called Work Session of the Milton City Council Monday, September 8, 2008, 4:30 PM Page 12 of 18 She sees through Stacey's hard work there is a break out of financials that roll back into a CH contract so it is hard for her to look and say this rolls into the $7.5 million plus that is coming out of CH, this is from the additional money that is in the budget so she is trying to get her hands around two different budgets basically. But from a City perspective it sounds like it is being looked at as one big budget. She would like to determine how we are going to look at that. That would help her to make a decision. City Manager Beckett • Thinks with this budget and the way things are enumerated into various categories and departmental expenditures that they can more closely do what they want to do. Project Manager Hanlin • In the contract, it is clearly anticipated that the client or her interface is the City Manager. • Because it is a very complicated detailed process, it seems that to her the very best scenario is that she has the time and the new City Manger has the time to go through literally line by line the contract and both agree what each section of the contract means, and then write a supplemental document explaining what that scope defines. • It was written in a broad way and those that were here at the time understands why. • Frankly, a City Manager will not be able to do it until they are at least six months into their tenure because there are so many details. Councilmember D'Aversa • She is not sure it is good enough to use that cliche that we have to wait for six months until we have a City Manager. • She does not know what the answers are, but for a year we have been saying we have to get a City Manager that can work through this and part of the reason we do not know and have not revised and reviewed our scope is because of that. • She thinks it is very directly related to this whole budget issue and how we approve and forecast where we are going to be in a year from now and a few years from now. • If the scope needs to be reviewed, then they should be working through that process. Project Manager Hanlin • She will be happy to work with anyone they put across the table from her. • She needs to have someone sit and go through it with her. • They are willing to come to terms. • She does not envision that it is appropriate or reasonable to be able to do this with the entire Council. • Effectively, you are negotiating a contract with a whole group of people. Councilmember D'Aversa • She does not want to do that. • She does have an idea for how to do it but as opposed to stating it now, she will send the Mayor an e-mail and tell him what she thinks they should do. Mayor Lockwood • Would be glad to meet with Project Manager Hanlin and Rick Hirsekorn. Project Manager Hanlin 0 We are ready and willing. Special Called Work Session of the Milton City Council Monday, September 8, 2008, 4:30 PM Page 13 of 18 Pam City Manager Beckett i • In fairness, when you get into the discussion you will see things in the contract that are over an above what you actually are entitled to if you look strictly at the language of the contract. • He understood it was intended as a partnership, so there is some give and take and that has to be part of the discussion as well. Councilmember Thurman • She knows the contract they negotiated originally was very similar to the one that had been used at Sandy Springs and Johns Creek. • She asked if anything different was being done with either of those cities or if the contracts were the same as they initially were. • She cannot imagine the issues we are having are unique to this City so she wondered how the other cities are handling it. Project Manager Hanlin • There has not been a total re -working of any of the contracts. • Mostly, it is through addendums and change orders or written agreements. • In the spirit of partnership, you can work a lot of things out without rewriting or renegotiating the whole contract. City Manager Beckett • The other questions are broken out by category under Mayor and Council. • First question is will the $32,000.00 for presentation equipment be sent in FY 2008? • Answer is no, it would have been until we learned this property is going to be sold so we could not get approval to do the things we had hoped to do, so the money will carried forward and if unexpended made part of the reserve for the next fiscal year. • Next question is who has the authority to authorize donations and advertisement from City funds? • With regard to advertisements normally that will be the City Manager and the City Clerk and the Community Development Director because of the nature of the advertisements associated. • With regard to authorization to donations; normally that is the City Manager unless the Council as an entity has authorized a particular donation. • Next question is does the salary amount reflect a full year's salary for an executive aid? • Yes. • Next question is if we determine we need a full time Deputy City Manger more than an Executive Aid is it possible to adjust the budget to reflect such a change and would we need to change the Charter or is addition allowed by the Charter. • Yes, the City Manger has the authority to move funds around for that particular purpose. • A Charter change is not required in that case. • Next is a comment about making donations out of taxpayer dollars and it could cause some hurt feelings in giving it to some and not others. • It is a good idea to have a Council policy on donations. • Next, should promotional items be under Mayor and Council or under Public Relations? • It would exceed the scope if you are talking about things like mugs and outer wear etcetera. • It is not uncommon to charge them to Mayor and Council budget. • You could properly charge that to General Administration. • Next, please confirm the total for education and training. Finance Manager Inglis • The education and training under Mayor and Council was incorrect. • The correct amount is $8,155.00. Special Called Work Session of the Milton City Council Monday, September 8, 2008, 4:30 PM Page 14 of 18 City Manager Beckett • That includes funding for the Mayor's Day. • It does not include a facilitator for the retreat. • Next, does the salary and wage amount include the amount to recruit a new City Manager. • Yes, there is $20,000.00 set aside. • Next, what salary does it assume will need to be paid for the new City Manager. • The same range as you have previously. • Next, do you expect an interim will be covered by our pension plan or will the pension expense only be for a permanent City Manager. • Normally, interims are temporary positions and not covered by those kinds of benefits. • The amount paid to ADP under professional fees for 2008 appears high; have we checked with any other payroll services. • Yes, CH has checked with other providers for that service. • Have we not any random drug screenings or is the cost reflected in a different category? • Thinks we have $1,081.00 somewhere in that range for drug screens. • Is the amount reflected as umbrella insurance the amount paid to CH2M Hill? • He is still having discussions with Rick Hirsekorn about that and hope to resolve that before September 24". • Do any other cities and counties pass on the credit card charges utilizing the credit card rather than incurring the cost themselves. • It is a convenient charge that many communities do pass along because it is a convenience, however some choose to absorb the cost for public relations purposes or customer satisfaction. • Any suggestions on reducing the amount of taxpayer money spent on legal fees? • You could engage an attorney on retainage and pay them for any extraordinary things like litigation on an hourly basis. • You can also restrict and filter the way the attorney is used by Council and staff by setting up a process for doing that. • There are any number of ways. • It is very difficult to hire a good staff attorney who has multiple training in the kinds of issues that municipalities face. • Why did the amount budgeted for salary and stipend decrease significantly for Municipal Court from 2008? • Is this due to the new records clerk reflected under Public Safety. Finance Manager Inglis • In 2008, there was a part time clerk for court and the position did not get filled. • We did not put that position in FY 2009. • We added the record clerk position to public safety. City Manger Beckett • Next, do you feel that the current raise percentage is enough to keep our officers under the current conditions and if not are we better off increasing the raise percentage rather than expending funds to recruit, train and uniform new officers? • He wanted to at least keep them current. WNq • He thinks it is more important as a Public Safety Officer to feel that they are safe and by providing them the resources to include the equipment and additional man power they need so they know they can go OWN home safely at night is better and if you look at the budget you will see that we really shored up the resources there. • We also have other benefits that are not necessarily common. Special Called Work Session of the Milton City Council Monday, September 8, 2008, 4:30 PM Page 15 of 18 • We do a great job of reimbursing them for their educational expenses. • We have provided a fitness stipend so they can stay in shape. • We are giving them the equipment they need. • He thinks the 2.5% is enough for this year but he would really strongly encourage you to engage in a comprehensive pay and classification study to be sure you retain your competitiveness over time. • The operating environment they are in is critical. • You can pay as much as you want but if they are not happy here then they are not happy here. • The new manager needs to engage in dialogue with the other managers in the North metro cities to stop the salary escalation that is going on here. ' Councilmember Tart • Asked if we have any figures on retention rates of public safety. City Manager Beckett • Would have to refer to Public Safety Director Lagerbloom or Human Resources Manager Jacobs. Public Safety Director Lagerbloom • He does not have a percentage at this point. • We lost one person on the police side and one person on the fire side to Johns Creek. • We have two additional positions to fill in the fire department and we had an amazing amount show up today to run the physical agility test so we are ok as far as recruiting candidates at this point. PON Councilmember Tart • Asked if we have some sort of capital survey we do each year to find out about moral and that type of things from our employees. Public Safety Director Lagerbloom • We do it more frequently than annually. • We manage the moral on our shifts on a daily basis. Councilmember Tart • He is talking about a formal survey where we gather information from them. Public Safety Director Lagerbloom • We have not done that at this point. Councilmember Thurman • Asked Director Lagerbloom what he thought the reaction would be to the 2.5%. Public Safety Director Lagerbloom • He does not think it will be a shock to any of them. • They have had candid conversations about the whole budget. • He has not kept them in the dark. • If he were to weigh what they need to do in the Public Safety Agency which mirrors the request that you have seen this year is he thinks we are better off keeping officers if we get them more help out there to do their job. • They are running call to call to call. • Staff being based on what the County gave us for statistics; we thought said we would run 8,000 service calls in a year and in September we have already surpassed a 12,000 call volume. Special Called Work Session of the Milton City Council Monday, September 8, 2008, 4:30 PM Page 16 of 18 • We would run more of a risk this year in losing police officers if we do not get some extra help to do the job they need to do. uldi • He hates to say he would turn down a pay raise for this year because he does not think they make enough as it is but the thinks this year we can do better for them by giving them help. Councilmember Thurman • Asked if he thought the additional officers that are in the budget presented by the City Manger will take care of that situation. Public Safety Director Lagerbloom • It gets us going in that direction. • The police supervisors understand that as well. City Manager Beckett • He really had wanted to move us toward certification this year but the cost of doing that is in excess of $100,000.00 just for us to marshal our resources to begin the process of getting that sort of national certification. • As long as we are moving toward state certification; that is the kind of process that gives you information, drives policy change and innovation in the police department. • That is what excites police officers. • If you make a commitment to do that then salary and benefits will follow, then you will not have a problem being competitive because you are creating the kind of environment that professional's law enforcement officers want to be in. • The same with the fire service. Councilmember D'Aversa • Asked Director Lagerbloom about the narcotics detective that he was recommending. • It says revenue producing plus one additional general detective in the bucket; what gives you the thought process that you need that narcotics detective? Public Safety Director Lagerbloom • There are drugs in Milton and we know they are here and we know that a successful drug prosecution case takes a lot of resources and a lot of time. • It is not one of those things where we can take a uniform and put them in plain clothes tomorrow and say; we think that there are drugs at this location and we need you to investigate. • He thinks it goes without saying that they are trying to attack a problem that they know exists in Milton. • It is also part of being better situated in the State. • When we attach to one of these regional task forces, we then get the resources that come with that and our small contribution to a task force environment comes with backend resources that far outweigh what we could fund in the City of Milton. • We are not trying to establish our own task force, but attach to one that already exists. • That would mean that detective would spend part of their time in Milton and part of their time working in other places in the region but the benefits and enhancements and rewards that come to Milton much outweigh us not having it at all. • There are Memorandums of Understanding. • There are very specific formulas that says who put what into the investigative team. • The forfeitures and seizures are split among the agencies. Special Called Work Session of the Milton City Council Monday, September 8, 2008, 4:30 PM Page 17 of 18 6" Councilmember Zahner Bailey bow• Asked Director Lagerbloom if he was satisfied with the three additional officers and that narcotics detective; would that be sufficient to give the public safety officers the support they need. Public Safety Director Lagerbloom • We did some fairly sophisticated crunching of the data and put it into many different formulas that are professional excepted to see what it said so we did not just pick a number out of the air and say we want six or eight people, and he is comfortable with the request they made, but he is also comfortable of a working knowledge of how a local government works. • It is difficult as a Public safety person to stand here and say we should take every bit of resources we have this year and put it in public safety because that is what I like and that is what I do. He will not do that so in the grander scheme of Milton being a successful city he realizes they fill a portion of that, but they are not the whole City. • Having said that he thinks we are definitely going in the right direction. • Our staff is comfortable with it and he asks for their commitment in future years as we start to grow, we continue to enhance as the resources are available to us. Councilmember Thurman • Would like to get information each month about what the calls were and how many were for what type of things. • She would like to have just general information. A1° Public Safety Director Lagerbloom • We have monthly reports for both police and fire that are readily available. Councilmember Zahner Bailey • With regards to rifles are the additional twelve is that so you have them to trade out? Public Safety Director Lagerbloom • No, this is a different force option this year. • Last year, we focused on bringing our weaponry systems up to a level of having some type of a long gun in each vehicle. • Absent of purchasing these rifles we do not have any ability to tactically enter certain situations. • These are more accurate and longer distance than what we purchased last year. Mayor Lockwood • Suggested because of the time that City Manger Beckett read through and answer the remaining questions and if we need more time, we can continue later in the meeting. City Manager Beckett • Public Works: what is the amount under professional fees contracted listed as program management. • Answer: that is for the NPDES management over and above the contract clearly. • NPDES is a mandated program and is not something you have an option on. • Parks and Recreation: will the parks master plan be for one particular park or for all parks located within Milton. • Answer: it is not a comprehensive plan; what the $30,000.00 will do in addition to having someone coordinate that activity along with the recreation commission, will be to enable you to focus on the 4 parks that are under consideration. • Cannot answer the question tonight on Highway 9 design guidelines. 0 Question: what type of furniture and fixtures are anticipated for $25,000.00? Special Called Work Session of the Milton City Council Monday, September 8, 2008, 4:30 PM Page 18 of 18 PMR • Primarily, that will be files, roller files, storage capability etcetera for community development who generates paper work by the ton. ft • Question: on debt service, what is the amount of TAN (Tax Anticipation Note) we expect to have to borrow for 2009. • TAN is very common in local governments because of cash flow situations. • Because of financial health this year we do not anticipate borrowing money. • Under special events, this particular Councilmember indicates that they would love to see a volunteer appreciation dinner where the volunteers for each of the approved committees can be recognized and the question is - is this what the $3,000.00 under food/meals represent? • The answer is yes. • Capital Projects Fund: how many subdivisions have requested traffic calming? • Nine. • Question: is seventy thousand enough for the City match for all of these subdivisions? • No. • Question: will the amount budgeted for road maintenance at least keep us from getting further behind? • Depends on what you mean by further behind. • Question: the Arnold Mill Corridor study has been discussed with several Roswell City Council Members, Dan Reuter of the ARC and Representative Jan Jones concerning the possibility of having a joint master plan for that area with the help of a grant form the state or ARC would like to see a joint plan for the corridor to avoid the possibility of spot zoning by either city. • Staff would say that is a wonderful idea and if we could get that done it would be terrific. • Statement and Question: I believe the amount long term for park enhancements is much greater than the current year budgeted amount of $1,313,338.00. • He agrees and like it or not, ultimately what the City is going to have to do is identify through a capital improvements program some infrastructure needs and he thinks you will have to bond them or use some other method of indebtedness. • The trick will be that you will also need M&O funding to support a capital investment that you make. • You can use that 1.3 million to finance those enhancements over time so keep in mind that you have a number of debt solutions available. Public Works Director Drake • In the actual budget document that 1.3 million is showing from land acquisition 300k for park improvement. City Manager Beckett In conclusion those are all of the written questions he received in advance. He wants to clarify he did not put the money in the bucket for the general detective. It is in the budget not in the bucket. After no further business, the Work Session adjourned at 6:04 PM. Date Approved: October 6, 2008 1, &AuAa�� Jea ette R. Marchiafava, City Clerk Joe LockwoodI ayor