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Town of Ponce Inlet
Special Meeting of the Town Coucil
August 17, 2009
1. CALL TO ORDER: Pursuant to proper notice, Mayor Goudie called the meeting to order at 9:00 a.m. in the Council Chambers at 4300 South Atlantic Avenue, Ponce Inlet, Florida.
2. PLEDGE OF ALLEGIANCE: Mayor Goudie led the attendees in the Pledge of Allegiance.
3. ROLL CALL:
Town Council:
Mayor Goudie, Seat #1
Councilmember Derr, Seat #2
Councilmember McCormick, Seat #3
Councilmember Davis, Seat #4 arrived at approximately 9:05 a.m.
Councilmember Sturno, Seat #5
Staff Members Present:
Jeaneen P. Clauss, Interim Town Manager/Town Clerk
Assistant Finance Director, Kim Morrone-Pont
Human Resource Technician, Kim Cherbano
Administrative Assistance, Jeni Trepasso
Police Chief, Steve Thomas
Fire Chief, Dan Scales
Director of Planning and Development Services, Aref Joulani
- Additions, Corrections or Deletions to the Agenda: None.
5. Discussion of proposed budget for FY 09/10. The meeting proceeded with the memorandum dated April 10th, 2009 from Chief Scales on town-wide technology items for FY 09/10. Ms. Clauss stated that the Development Services Division area was voted on at the last meeting for $1800 which included a monitor. Mr. Joulani informed that the GIS program requires a computer with high performance resolutions and a lot of memory. Chief Scales stated that this computer is a State bid and exceeds Mr. Joulani minimum requirements. Councilmember Derr and Mayor Goudie asked that both Mr. Joulani and Chief Scales review the specifications on the equipment needed and to get back with the council at the next meeting if more funds are needed. Chief
Scales continued his report on the Town-wide Technology Items for FY 09/10 in his memo dated April 10th, 2009 by stating that every three years the town gets an evaluation on technology by the Florida League of Cities. They give the town a report on the current infrastructure of the town’s technology and what is needed for the town based on future plans and necessities. Chief Scales also stated that the police server and network hardware was not critical purchase for this year due to the fact that it is functioning well and could service the town for the next year. Chief Scales stated that allowing the purchase of this equipment would give the town the capability for expansion that is needed though, along with the vital storage space. He also stated the mounting system for the police server and network hardware are actually cheaper for future expansion, repair service and replacement parts. Mayor Goudie stated that for a total of
$20,159.00 the town would be getting an upgraded server with an increase in storage capacity. There was a discussion on the server that is currently being used and the storage capability. Chief Scales stated that servers usually last three to five years and the town has a demoted server that can be used for additional storage if needed. Councilmember Derr inquired on how much audio and video usage was being used in the police department and on the record retention of these videos. Chief Thomas stated that audio had just been installed and that the video has been being used the since it was implemented and the record retention on an audio recording is for 30 days. Both the recording videos in the breezeway and at the fire department are kept on the police department server. Chief Scales stated that the equipment that the town is looking into purchasing is adequate for video and audio taping with plenty of room for expansion for the future without
revamping the entire system. Chief Scales informed the Council that upgrading of network switches is not necessary because the current switches are not faulting. He also stated that the town has backup switches if needed and the town’s computer vendor can implement one readily. Chief Scales also informed on the network and internet monitoring software stating that this program would allow our IT providers to monitor the level of internet activity by PC and for monitoring trouble areas of the town’s network. Councilmember Derr asked if this would assist JBT in finding the trouble area and cutting cost for computer maintenance. Chief Scales stated that it could. Mayor asked for public comments. Ron Kramer, 4595 S. Atlantic Ave., thanked Chief Scales for treating his mother-in-law last week for chest pains and as far as the budget concern…priceless. Mayor closed public participation and asked council if they had
any more comments. Councilmember Derr inquired if the public access computer and monitor were addressed. Chief Scales informed that for the public access computer and monitor the town will use in-house equipment. Chief Scales also stated that he believed that development services would not require more than $2500 in funds for the purchase of the GIS Work Station and if so then he will report back at the next meeting. Mayor Goudie asked Ms. Clauss to read off each item on the April 10th memo for a vote. Ms. Clauss read the Rack Mounting System for Police Server and Network Hardware for $4,500 and the Replacement Police Department Server $15,659 for a total of $20,159. This purchased PASSED 3-2 with the following vote: Councilmember McCormick – yes, Councilmember Derr - no; Councilmember Sturno – yes; Vice-mayor Davis – no; Mayor Goudie – yes. Ms. Clauss read the Upgraded Network Switches for
$8,900. This purchased FAILED 5-0 with the following vote: Councilmember McCormick – no, Councilmember Derr - no; Councilmember Sturno – no; Vice-mayor Davis – no; Mayor Goudie – no. Ms. Clauss read the Network and Internet Monitoring Software. This purchased FAILED 3-2 with the following vote: Councilmember McCormick – yes; Councilmember Derr – no; Councilmember Sturno – yes; Vice-mayor Davis – no; Mayor Goudie – no.
Ms. Clauss asked the council if they had the newly revised budget dated August 6, 2009 and within the revised budget there was a correction in the police department retirement (521-2200) of $15,000 less in that area due to a formula error.
Police Department:
Chief Thomas stated that in his memorandum dated August 12, 2009 he addressed particular questions from Mayor Goudie concerning the police department budget. Chief Thomas stated that the budget the council has before them has a reduction of one hundred thousand dollars due to not filling the vacant police officer’s position, no new vehicles, no capital request, and no pay increase. He also informed that the budget that the council has is one that will allow for the services that are needed for the residents. Mayor Goudie stated that the police department budget for Fiscal Year 2009/2010 was at $1,416,306 and would like to address his concerns within the memo. Mayor Goudie asked for clarification on item 521-1300 Part-time Salaries for a reserve officer. Chief Thomas stated that this
part-time officer is used for coverage at the boat ramp during peak boating season, manages our PAL program, to works special events and is available on an as needed basis. This part-time position was started about 10 years ago to assist with the department minimum staffing; it has an hourly wage of $12.00 plus cost for retirement and workers compensation. Mayor Goudie asked about item number 521-1400 Overtime with a total of $33,905 which includes Court/Deposition of $18,786.24, Training of $7,827.60, special events of $4,000, and miscellaneous coverage of $3,391. Chief Thomas stated that that line item is for the entire overtime cost which does in compose court cases, depositions, and for personal leave usage all of these figures are based off of historical information. Line item 521-1210; Built-in Additional Regular Salaries is for allowing the additional four (4) hours per week of coverage for twelve (12) hour shift. Mayor Goudie asked for
clarification on line item 521-4110, Cell Phone Service and why was there a 25% increase in this area over pervious year. Chief Scales stated that with changing the overall town phone plan and cell phone data code information has assisted with the increase. Chief Scales also informed that in doing the cell phone plan changes and updates that will be a town wide savings. Mayor Goudie inquired on the item 521-4000, Travel and Per Diem and who attended these conferences. Chief Thomas informed that this year’s expenditure for conferences and seminars is half from last year and only for the essential ones that assist with police department training and accreditation. Chief Thomas stated that General Training was for high liability-firearms and taser instructors are for employees that can become certified trainers which can then train other employees to become certified. FLA-PASC Conference is the police department accreditation and either Wanda
or the Commander attends. The FDLE & CJIS User’s Conference is for the town’s dispatch system and Jeff or Butch usually attends that one. Mayor Goudie asked for information on item 521-5200, Operating Supplies with mention of purchases such as flower arrangement and holiday lunch and supplies being purchase from this account that should be allocated to another account. Chief Thomas stated that those purchases are reimbursed by police services donation account. There was mention on the differences between the annual holiday party versus holiday gift cards; whereas the gift cards are an expense to the town and the holiday lunch is from the police services donation account. Chief Thomas stated that the police services donation account is from residents who want to make a donation to the police department for whatever reason and that is what allows the town to supply these types of benefits to our employees without touching the
operating account funds. Mayor Goudie stated that theses items are not being allocated to the correct account and would like this to be corrected. Ms. Pont informed that the town auditor dictates where these expenses are to be addressed but will move the expenditures to an account that is more suitable. Chief Thomas stated that the town leases a motorcycle for $3,000 a year and is more cost efficient with on maintenance and fuel. The police officer that rides this motorcycle during the nice days and uses a police vehicle during other days the option is his to determine. Mayor Goudie questioned line item number 521-5250, Non-Capital Equipment on certain purchases dealing with Best Buy, Glock17 gun .380 Compact Pistol and Wal-Mart. He also inquired if the town purchased Glock guns for officers on and off duty. Chief Thomas informed that the town does purchase and provide the Glock guns for officers on and off duty. These guns are very
dependable and by this the town has control over the use and maintenance. Mayor Goudie inquired on 521-5250; Non-Capital Equipment questioned two expenditure from Best Buy both on July 21st, 2009. Chief Thomas informed he would get back with the council on both of these expenditures. Mayor Goudie inquired on several other expenditures in line item 521-5400 concerning Dues and Subscriptions. Chief Thomas informed that City Directory is a reverse directory that will give someone’s names if you only have a phone number and the Search & Seizure Bulletin is used as a police legal advisor and all police officers have access to these documents. Chief Thomas stated that the other items that where purchased on 2/04 from Matthew Bender for $220.86 and Wal-Mart for $455.98 he would have to get back with Council. The purchase from Accumold Elite Equipment Belt on 3/12 for $70.55 was for a volunteer officer. Councilmember
McCormick stated that he has a number of questions but his concern was that the Council entered into the budget meetings without any direction to the staff and inquired what the Town goal where with these meetings. Mayor Goudie stated that the goal of theses meeting is to go in-depth into each department and question areas which will assist Council in deciding what the Town needs to fund and what needs to be eliminated. Councilmember McCormick inquired in the overtime and wanted to know if the town still needs two officers on duty with the mutual aid agreement that are in place. He also inquired as to why the town still had a police commander since the police department has four sworn supervisor officers. Councilmember McCormick stated that the town could consolidate the dispatch unit with other entities this option should be viewed. Vice-mayor Davis asked that Chief Thomas respond to all the questions asked in Councilmember McCormick memo dated August 5th, 2009. Chief Thomas
stated that the budget translate to services and equipment that the town must provide to 3,000 residents and 17 employees. Chief Thomas also informed that there was a survey to the residents on the services the police department provide and seventy-seven percent was in full support of the services rendered by the police department. He also stated that the dispatch center is a hub for the police officers and the residents that act as caretakers in different situations for all. The dispatchers are focused on the town residences and officers they deliver a service that can not be matched. The service is always 24 hours in the lobby. Chief Thomas spoke about the value of the dispatch center and that they are also front desk clerks and record clerks for the department without this the town would need a full time records clerk and front desk personnel. Chief Thomas gave an example of what happened in Daytona Beach Shores when they terminated the
dispatch center along with the cost that incurred with the consolidated dispatch. Chief Thomas spoke about the commander’s position and supervisory authority that is held in that position along with other tasks that the commander position encompasses such as acting as the police chief in the absence of police chief, accreditation manager and a patrol officer. He reinforced the value of having a second person in command to assist and oversee all areas in the police department and stated that in the last eleven years the town has not had any litigation or legal issues due to the oversight of the commander. Chief Thomas stated that Fair Labor Standards Act designates how the town will compensate employees for overtime and the issue is not who the town pays its employees but how the town manages the overtime reminding the council that the police department is 24/7, 365 days a year. Chief Thomas briefly readdressed the overtime budget in the police
department concerning the State mandated training, the Town’s special events, and miscellaneous coverage. Chief also spoke about why the Town has two officers on duty at all time due to officers and residents safety. Shift coverage was also discussed with concerns to personal leave for 15 employees who create overtime when they take their vacations and what the cost would be to hire an additional employee just to cover during that time. Chief Thomas stated that the police department overtime in this area is a lot lower due to the commander, the detective, and his self assisting with patrolling and other duties when employees are out. Councilmember Derr questioned how many dispatchers the town has and how overtime was created in that area. Chief Thomas informed that the town has five dispatchers that work eight hour shifts and that Ms. Currie was even a dispatcher although she is the supervisor in that area. There would be no new vehicles purchased
this year. Chief Thomas let the council know that there was information in their packets concerning accreditation status and benefits for the police department and how it affects the town’s insurance rate. Councilmember McCormick reinstated what Chief Thomas informed that the Shore’s did a consolidation of dispatchers and it cost them $129,000 a year by contract with a 3% increase a year. Chief Thomas stated that the town has had two officers on duty since 2001 and reinstated the need for the commander’s position. Councilmember Sturno questioned on how the Chief calculated the overtime cost believing there maybe an error. Chief Thomas stated he will go over the break down and get back with the Council. Councilmember Sturno praised the police department on the accreditation status. He also questioned why line item 521-5250, Non-Capital equipment was so high and the cost of the retirement plan. Ms. Clauss spoke about
the Florida Retirement Services and informed that State Legislative set the percentage for all participates and does set a higher percentage for special risk personnel such as the police and fire departments due to the jobs. Councilmember Derr asked for the names of the four sworn supervisors within the police department. Chief Thomas informed that Corporal Mead, Sergeant Rudd, Corporal Rodriquez, Sergeant Dominy, Commander Lurcock, and his self for a total of six sworn officers and for the non-sworn position Ms. Currie. This type of structure gives the town four supervisory teams with two sergeants and two corporals.
Mayor Goudie informed that the next budget meeting is scheduled for next Monday, August 24th at 9:00 a.m.
- ADJOURNMENT. Mayor Goudie adjourned the meeting at 11:30 a.m.
Respectfully submitted by:
Jeaneen P. Clauss, CMC, Interim Town Manager/Town Clerk
Prepared by: Kim Cherbano, Human Resources Technician
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