HomeMy Public PortalAbout07062023 City Council Budget Retreat MinutesCity Council Minutes
July 6, 2023
9:00 a.m.
Library Conference Room
1445 Commerce Drive
1. Call to Order
The Budget Retreat Workshop of the Crestview City Council was called to order at 9:01
a.m. by Mayor JB Whitten. Board members present: Mayor Pro-Tem Andrew Rencich,
Council members: Doug Capps, Cynthia Brown, Joe Blocker, and Ryan Bullard. Also
present: City Manager Tim Bolduc, City Clerk Maryanne Schrader, City Attorney
Jonathan Holloway, and various staff members.
2. Pledge of Allegiance
The Pledge of Allegiance was led by Mayor JB Whitten.
3. Open Workshop
Mayor JB Whitten opened the workshop.
4. Approve Agenda
Mayor JB Whitten called for action.
Motion by Councilmember Doug Capps and seconded by Mayor Pro-Tem Andrew
Rencich to approve the agenda, as presented.
Roll Call: Joe Blocker, Cynthia Brown, Andrew Rencich, Douglas Capps, Ryan
Bullard. Ayes: 5; Nays: 0. All ayes. Motion carried.
5. Action Items
5.1. Budget Discussion
City Manager T. Bolduc went over the procedures of the workshop. He announced
that the survey process was completed. He said the budget is balanced but is
dependent on several decisions the Council will need to make on bringing employees
up to the $15 minimum wage, the growth of the city, and the water and sewer utility.
City Manager T. Bolduc provided an overview of the pooled cash (including
preliminary funding), the challenges the city will face with growth, the survey results
and setting goals. We will address how we are going to regulate commercial growth
and infrastructure, as our city has grown 10%.
In the survey, a police station was mentioned. He mentioned the need for three law
enforcement positions stating our population has grown to almost 28,000, but our
staff has not changed.
Councilmember C. Brown commended Chief McCosker for the job he is doing with
the limited staff. She is also in favor for adding the equipment for the additional
officers.
City Manager T. Bolduc also mentioned the need to add additional firefighters.
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Councilmember D. Capps asked whether we are projecting the amount of police and
firefighters needed with the growth, and City Manager T. Bolduc said the fee
schedule proposal will address these priorities, as well as a plan for a strategy. He
added the city will continue to utilize volunteers and part-time staff.
City Manager T. Bolduc went over $5 3 million in reserves mentioning some of the
pooled cash is in a restricted status. He went over specific funds, and the unreserved
balance adding the city has about $19 million in pooled cash with $2 4 million in
restricted reserve to pay our debts. He also went over the projected revenues and
expenditures in the General Fund.
City Manager T. Bolduc went over the proposed updates to the business tax process
that will expedite and streamline the processing.
The City Council took a five-minute break at 10:00 a.m. and commenced at 10:16
a.m.
City Manager T. Bolduc recapped the Strategic Plan and provided an update on the
accomplishments. He mentioned the employee turnover rate is 9.7% compared to
20% in the surrounding communities.
He went over the focus areas of financial sustainability; organizational capacity,
efficiency, effectiveness, and efficiency; infrastructure; and communication asking
the City Council if they want to continue the four foundational areas.
Discussion ensued on improving communication methods to get information out to
the citizens and partnering with organizations to add marketing to their publications.
The City Council agreed to continue with the focus areas.
City Manager T. Bolduc went over the quality -of -life focus areas: Community
Character, Safety, Mobility, Opportunity, Play and Culture.
Discussion ensued on the four focus areas, and how they interrelate. Keeping
the small town feeling while embracing growth and maintaining safety regarding ISO
ratings and accreditation. The City Council was in favor of the direction for the four
focus areas.
Discussion ensued on managing growth by ensuring there is a traffic plan in place, as
the traffic and road development are critical. He added we are prepared to do the
studies paced on our need -based growth.
Discussion ensued on smart growth, the concerns of the citizens on the growth, being
able to control the growth if the property is annexed into the city, and the county
controlling the zoning.
City Manager T. Bolduc stated we need to recruit businesses, work on control of
growth and charge for the provided services. With land use planning, we can promote
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certain types of developments such as attracting higher -end houses, as well as
affordable housing. He also explained the challenges in offsetting expenses, response
times affecting staffing needs, infrastructure, maintenance, the expansion of services
and pacing growth. He proposed hiring two police officers, two firefighters, one
utility worker, a laborer, an administration position in Recreation and an enhanced
incentive pay.
Discussion ensued on the staffing needs and providing a growth -paced plan.
City Manager T. Bolduc stated we are placing focus on the building facilities
components and currently there is no growth or hierarchy, so we are quantifying the
process, as we need a reorganizational structure to focus on specific areas.
The recreation positions are for youth and senior activities. Our challenge is that we
have to ensure our facilities are maintained. He added we currently do not have any
senior programs.
Discussion ensued on incentive pay, cost of living increases and performance -based
increases.
City Manager T. Bolduc proposed a performance -based program that will be based
on individuals completing a task for certification to obtain a pay increase, as an
employee becomes a better employee when they take advantage of investing in
themselves. The Council concurred with the structure.
City Manager T. Bolduc proposed a staggered cost of living increase by bringing the
majority of the employees above the $15 minimum wage before the 2026 deadline.
He mentioned the employees are paid lower than surrounding communities across the
board. He added we have some money to provide a one-time COLA increase and
suggested a one-time inflation stipend check for $600 for full-time employees and
$300 part-time employees.
Discussion ensued on the need to increase everyone up to $15 per hour to assist
employees who are struggling. City Manager T. Bolduc went over the inflation
challenges with material and contract costs, and cost of living. He proposed options
for the inflation -stipend to the employees utilizing funds from the employee health
insurance rebate. He will provide the City Council with quantifiable numbers for
review. There was a consensus of the City Council.
City Manager T. Bolduc went over the infrastructure demands such as the bypass and
system expansion, increased demand on services, aging facilities, traffic, and utility
programs, as well as the infrastructure demands in growth.
City Manager T. Bolduc called for a break at 11:45 a.m. and the meeting commenced
at noon.
City Manager T. Bolduc started the discussion on priorities the Council provided as
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threats: such as managing growth, infrastructure, housing and childcare, traffic,
blight, and crime concerns.
Discussion ensued on how traffic is driven by the growth. City Manager T. Bolduc
replied that we can influence the County investment because we are putting money
into the traffic study as well.
The City Council discussed the improvements that have been made for handling
blight and crime. They also discussed the cost for the city to provide water service
currently and in the future. They went over housing; labor market; partnering with
the military for childcare options; and fire and police services.
Mayor Pro-Tem Andrew Rencich suggested combining fire and police under safety.
Councilmember Ryan Bullard added fire and police need a pay increase.
Councilmember Doug Capps said we need to be competitive by ensuring our
employees are certified. After discussion, the Council concurred that building a
combined fire and police building should have emphasis, as that was rated higher
than building a City Hall.
Discussion ensued and the Council agreed that they will not add any more money to
the Environmental Park. However, the Twin Hills Gym should be added to the list
for consideration in improving recreational facilities, building a bigger gym, and
converting the present gym to a multi -use facility. The Council also discussed future
park needs and locations. There was a consensus from the Council to identify a
location and design process for the Fire, Police, and Dispatch Facility and then for
recreational facilities. The Council added the need for a Public Works building.
City Manager T. Bolduc said the priority is to have a plan for Public Safety (police,
fire, dispatch) and then a Public Services building. He plans to run both studies
concurrently and add an indoor multi -use complex. He mentioned we also need a
plan for use of Old Spanish Trail.
City Manager T. Bolduc called for a break at 12:50 p.m. and commenced at 12:55
p.m.
City Manager T. Bolduc mentioned the recreation priorities were youth sports, senior
programs, and passive recreation opportunities.
Discussion ensued on the importance of youth sports including Sports Tourism with
the TDC. Councilmember D. Capps stressed the importance of a park at the north
end of town. He would like to utilize the TDC for sports tourism. Discussion ensued
on use of a Sports Complex, and funding from the TDC. City Manager T. Bolduc
said if we ask the TDC for funding, it would be a joint effort with the County. He
added the city does not have the staffing needed. For regional sports, we would need
a person to market it to be competitive. He said a hybrid model would be for both
citizen and team use. He added a deputy director for recreation would prepare a plan
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on how we can fit into the market. Council agreed on researching the hybrid
approach.
City Manager T. Bolduc went over the community priorities: external image,
staffing, recreational programs, affordable housing, and the fentanyl overdose issue.
City Manager T. Bolduc stated the goals for 2028 are to continue to maintain fully
funded reserves, increase community partnerships and volunteerism, and identify
additional revenue sources to include a new grant or alternative funding source.
There was a consensus from the Council to continue with the goals.
City Manager T. Bolduc outlined the following goals based on the feedback to
improve the process for new development. For FY24, implement a new simplified
fee structure for business tax receipts and complete a "Lunch and Learn" with
building industry professionals. For FY25, partner with the SBDC and Chamber of
Commerce for a small business summit, launch a business navigator website, and
maintain a partnership with the Small Business Development Center and the
Chamber of Commerce. There was a consensus from the Council to move forward.
Mayor Pro-Tem A. Rencich asked that "One Okaloosa" be included.
City Manager T. Bolduc outlined the next set of goals: To obtain and maintain
competent staff; for FY24 market the referral program; continue the PD cadet
program; launch the FD cadet program; develop a career progression program and
continue to fund training opportunities; develop and implement incentive pay plan
for all departments; and continue to prioritize the culture and "One City One
Mission" through employee events and awards. There was a consensus from the
Council.
City Manager T. Bolduc outlined the next set of goals to prioritize the findings of the
facility assessment. Conduct a Council Workshop to identify the disposition of the
Police Department; identify the disposition of the Public Services and determine the
necessity/location of FD Station 4. There was consensus from the City Council.
City Manager T. Bolduc outlined the next set of goals for 2028. Develop and
implement the infrastructure expansion of Hwy 85, the wastewater system, water and
stormwater, transportation overlay district development plan, and completion of the
utility expansion.
City Manager T. Bolduc outlined the next set of goals: By FY25: Engage, inform,
and educate staff; increase employee satisfaction internally; increase citizen
satisfaction with public communication; produce a monthly City Manager report; and
produce Civic View podcast. By FY28, conduct an opioid-related overdose
awareness campaign; continue to conduct public safety community events four times
yearly for citizen relations; and implement a public safety recreational program.
There was a consensus from the Council.
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City Manager T. Bolduc called for a break at 1:38 p.m. and commenced at 1:44 p.m.
City Manager T. Bolduc mentioned the goals for the Council will be discussed at the
next budget meeting and suggested holding the line on the current millage rate at
6.8466. The City Council agreed.
City Manager T. Bolduc outlined the proposed changes to the fee schedule,
explaining each of the proposed fees. In response to Mayor Pro-Tem A. Rencich
regarding whether a business could pay multi -year, City Attorney J. Holloway
replied he will research and follow up.
City Manager T. Bolduc announced the consensus is to offset expenses by raising
fees.
City Manager T. Bolduc brought up the water rate adjustment rate comparison for the
surrounding communities and stated the proposed rate is $87.87, which includes a
15% increase. This increase keeps the city competitive and allows us to do
maintenance.
Discussion ensued on the rate increase. Councilmember R. Bullard voiced concern
and suggested a graduated increase, noting the recent trash increase. The Council
agreed 4 to 1 with Councilmember R. Bullard opposed.
City Manager T. Bolduc stated it would be $400,000 more to increase salaries
mentioning he can make the adjustments with the holding of the millage rate and
adding the water increase. Discussion ensued on investing in the staff. There was a
consensus to come back with numbers. Councilmember R. Bullard said the water
increase is not realistic for the citizens adding he would like to see a lower franchise
fee for garbage.
6. Comments from the Audience
Mayor JB Whitten called for comment from the public.
7. Comments from the Mayor and Council
Mayor JB Whitten called for comment from the Council.
8. Adjournment
Mayor JB Whitten adjourned the meeting at 2:21 p.m.
Minutes approved this 14a' day of August 2023.
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