Columbus, Georgia

Minutes



BUDGET REVIEW COMMITTEE

May 10, 2005



Members Present: Chairperson Evelyn Turner Pugh, Mayor Pro Tem John J. Rodgers

and Councilors R. Gary Allen, Wayne Anthony, Glenn Davis, Berry Henderson,

Julius Hunter, Jr., Nathan Suber and Evelyn Woodson. Also present were City

Manager Isaiah Hugley, City Attorney Clifton Fay, Deputy City Manager Richard

Bishop, Finance Director Angela Cole, Assistant Finance Director Pam Hodge,

Clerk of Council Tiny Washington and Deputy Clerk of Council Sandra Davis.



Members Absent: Councilor Charles E. McDaniel, Jr. was absent.



Call to Order: Chairperson Turner Pugh called the meeting to order at 12:30

p.m. in the Council Chambers, Plaza Level, of the Government Center.





Request for Add/Delete List

Chairperson Evelyn Turner Pugh highlighted the request that were presented to

her from the members of Council for the add/delete list:

Conditional Discharge Program

D.A.R.E. and G.R.E.A.T Programs (Request of Councilor Turner Pugh)

Cadet Program (Request of Councilor Woodson)



AGENDA:



City Manager

-Summary & Overview

-Department Staffing

-Reclassifications

-Transfers



Finance Director & HR Director

-Benefits

-Health

-Pension

-Questions





City Manager Hugley provided a brief recap of some of the overview highlights

from the first budget meeting held last Tuesday.



OVERVIEW:



OPERATING FUNDS



Revenues $177,153,722

Expenditures $184,548,971

Difference ($7,395,249)



? FY-06 proposed budget - $184.5 million

? Revenues - $177,153,722

? Difference - $7.3 million

o $5,151,898 in expenditures that would be taken from the General Fund ? Fund

Balance to balance budget

o $1.8 million in expenditures from the Debts Service Fund Balance



? Fund Balance for the General Fund will drop to an estimated 70.08 days



City Manager Hugley projected that if we were to continue to do in FY-07

what we are proposing in FY-06, the fund balance would drop below the standards

recommended by the Government Finance Officers Association of 60 days and the

city?s administrative policy of 90 days. He determined that we could not

propose next year what we have proposed this year by way of a bonus for our

employees.



What is in the FY06 budget for employees?

? 5% Bonus for full-time employees and 2.5% bonus for part-time and retirees

($4.6 million) *

? City absorbs increase in Healthcare costs at an average of $250 per employee

($620,000.)

? Public Safety Additional supplement of $200.00 for sworn personnel ($240,000.)

? Total Benefit for Employees - $5.4 million



? *For Qualified Employees employed Jan 1, 2005



? 2% pay increase for constitutional officers ? (Unfunded mandate by State

Legislators)



Using the different pay scale ranges, City Manager Hugley determined the

amount of percentage increase that the employee would receive based on the

salary for general government employees, as well as, public safety.







?Employee Reductions of 129 full and part time positions

? Public safety - 38 positions

o Muscogee County Prison - 9 positions (unfunded and vacant)

o Fire & EMS - 17 positions

o Police Department - 17 (10 Sworn personnel and 7 civilians) All vacant



? No impact based on history of vacancy rate which exceeds the proposed number

of unfunded positions in FY06 Budget



? If Police Department is successful in recruiting, Mayor/Council can address

at Mid-Year



? General government - 91 positions

o Public Services - 13 positions

o Finance - 6 positions

o Information Technology - 3 positions

o Parks & Recreation - 46 positions (Most are part-time positions)

o Special Projects - 2 positions (interns)

o Community Development - 7 positions

o Engineering - 3 positions

o City Manager?s Office - 2 positions

o Tax Assessors - 4 positions

? 23 positions vacated due to retirement or leaving the employment of the city

and are currently filled by employees that positions would be deleted.

? 60 positions unfunded

? 69 positions deleted



City Manager Hugley provided a breakdown of each position that would be

deleted or unfunded and the impact that the vacancies would cause in the

respected department:



Muscogee County Prison - 9 positions (unfunded and vacant)

- 3 Worker?s Comp (out for 1 ? years), 3 Military Leave and 3 Vacant

?



Police Department - 17 (10 Sworn personnel and 7 civilians) All vacant



-

? No impact based on history of vacancy rate which exceeds the proposed number

of unfunded positions in FY06 Budget (Total of 30 vacant positions)





- If Police Department is successful in recruiting, Mayor/Council can address

at Mid-Year





? 3 Cadets Deleted (Civilian)

o 2 Vacant, 1 Filled



? IMPACT: Other Personnel will fill void. Service level may be reduced

?



? 3 Criminal Record Tech/Pawn Deleted

o 2 Vacant, 1 Filled



? IMPACT: Technology upgrade should minimize impact in this area.





Chairperson Turner Pugh asked about the installation of the software for

pawnshops, at which time, City Manager Hugley confirmed that all of the

pawnshops are on-line. Police Chief Ricky Boren added that the pawnshops were

given a June 1, 2005 deadline but were also given a four-week period to work

out the glitches. In reference to complaints from pawnshop owners, Police

Chief Boren said that there have not been any complaints.



? 1 Conditional Discharge Admin Deleted

o Vacant



? IMPACT: Discontinue program

o 3 Sworn police officers reassigned to Field Operations

o Operating expenses of $48K reduced



Councilor Allen called attention to a letter from State Court Judge Andy

Prather that requested continuing this program. He also mentioned the number

of phone calls that he has received from parents, whose children went through

the Conditional Discharge Program, and this is why the Council has asked to put

this program on the add/delete list to reinstate it.



City Manager Hugley clarified that the police officers that are

administering the program are not being deleted but put on the street for

patrol purposes. He then asked about the request of Council in talks of

reinstating the program. He maintained that the Police Chief was attempting to

put more police officers on the street.



Councilor Allen, referring to excerpts of the letter from Judge Prather,

mentioned that Judge Prather and Judge Gottfried have stated that they are

willing to increase fees for the program, whenever possible, if the Council

would consider restoring the program; then, there is the possibility of

additional fees through the court system to help support the general fund.



City Manager Hugley quoted the FY-05 budget for Conditional Program at

$200,137.00, personnel cost is $151,927.00 for 3 police officers and 1

Administrative person and the operating cost of $48,210.00. He reported that

222 participants in the program as of March 2005 with a 68% success rate.



Mayor Poydasheff explained that without the Conditional Discharge Program,

there would be more people in the jails, greater taxpayer cost for those people

and greater problems in the prison system. He then requested that the Council

approve retaining this program when the time comes. Councilor Hunter also

spoke of the advantages of having the Conditional Discharge Program, because of

the hardship experienced by individuals once they enter the system.



Councilor Henderson asked about a tracking system to monitor the

individuals that went through the Conditional Discharge Program versus those

individuals that were given jail time, at which time, Police Chief Boren

explained that we are tracking some of them, as well as, the Juvenile Diversion

Program. He recalled that he has received a letter from Juvenile Court Judge

Aaron Cohn in reference to retaining the Juvenile Diversion Program. He added

that his main objective is to get more police officers back on the streets to

answer 911 calls and to conduct the investigation for those 911 calls. He said

that he had identified twelve officers to go back on the streets as a result of

these cuts.



When questions regarding the presentation on the D.A.R.E and G.R.E.A.T

programs arose, City Manager Hugley advised that there is no impact on the

budget, because those employees were not going to go away, and they are paid

out of the general fund. Police Chief Boren added that there are 2 Sworn

Officers assigned to the G.R.E.A.T program, 3 Sworn Officers assigned to the

D.A.R.E. program, 4 employees (1 sergeant and 3 patrol officers) assigned and 5

employees assigned to the Juvenile Diversion Program (1 sergeant and 4 patrol

officers) with twelve of the fourteen employees identified to go back on the

street.



Regarding the Juvenile Diversion Program, Police Chief Boren briefly

explained this program and how it works. Councilor Woodson asked if a civilian

would be able to run these programs? Police Chief Boren replied that these

programs have typically been administered by sworn police officers, because

they have re-arrest power if needed.



Councilor Henderson asked if there is any statistical information

regarding the number of applicants hired that have not obtained the necessary

educational requirements? Chief Boren assured that the Police Department has

been tracking this information, but he does not have it with him today.



Chairperson Turner Pugh requested that City Attorney Fay check to see if

the City could use retired police officers to run these programs without them

being penalized on their retirement. Mayor Pro Tem Rodgers suggested that

since the D.A.R.E. program is run in the School System, check on the

possibility of having the School System pick up the cost for that program.

Chief Boren reported that this has been brought to the table and is being

discussed internally within the school system at this time.



Department of Fire & EMS:

? 3 Firefighters/EMT Unfunded

? 1 Lt. Inspector Unfunded

? 13 Firemedics Unfunded

? All Vacant



City Manager Hugley responded to various questions from Councilor Woodson

regarding the shortage of paramedics and the unfunded positions. He explained

that when we have a sufficient number of certified paramedics; then, we can

look at reducing the level of private support. He reported that we are loosing

approximately $1 million dollars in revenue by contracting out part of the

ambulance service.



IMPACT:

? Will not initiate an Advanced Life Support/Basic Life Support (ALS/BLS)

Emergency Response Service without use of private contractor

? Delay in effective response force

? Fewer personnel + more duties = unnecessary fatigue and possible injuries

? Provide special operations limited

? Difficulty in completing the state mandated life safety inspections

? Reduce community service initiatives

? Continue to provide highest quality of pre-hospital care and emergency

services



-------------------------------------------*** ***

***-----------------------------------------

NOTE: Mayor Poydasheff left the meeting at 1:20 p.m. and Mayor Pro Tem Rodgers

left at 1:25 p.m.

-------------------------------------------*** ***

***-----------------------------------------



Public Services:



Facilities Maintenance

? 1 Facilities Maintenance Supervisor Deleted

o Filled



? 2 Correctional Supervisor Deleted

o 2 Filled

? 1 Admin Specialist Deleted

o Vacant

? 1 Facilities Maintenance Tech Deleted

? Filled



? IMPACT:

? No construction projects on CCG property

? Painting only when needed



Cemeteries

? 1 Maintenance Worker Deleted

o Vacant



? IMPACT:

? No weekend funerals



Councilor Anthony requested that a charge be assessed for police escorts

of funerals to be put on the add/delete list for discussion.



Fleet Maintenance

? 4 Fleet Maintenance Tech Deleted

o 3 Filled, 1 Vacant



? IMPACT:

o Delay maintenance on vehicles and equipment





Special Enforcement

? 3 Enforcement Officers Unfunded

o 2 Vacant, 1 Filled





? IMPACT:

? Longer response time



Finance Department:

? Administration

o 1 PT Admin Tech Deleted

? Filled



? IMPACT:

o No Front Desk coverage





? Accounting

o 1 Fiscal Tech Unfunded

? Vacant



? IMPACT:

o Slower processing of bills in accounts payable



Regarding the front desk coverage in the Finance Department, Chairperson

Turner Pugh suggested we look at volunteers to get the community involved with

city government.



? Revenue

o 1 PT Customer Service Tech Deleted

? Filled

? 1 Fiscal Tech Unfunded

o Filled

? 1 Customer Service Tech Unfunded

o (Jan 1)

? Filled

? Financial Planning

o 1 Budget Analyst Unfunded

? Vacant



? Impact

o Quality control will be impacted

o Less staff time available for specialized analysis

o No longer mailing bid notifications unless a specialized service

o Less field audits will be conducted

o Less staff time available for Grant administration



City Manager Hugley reported that Chairperson Turner Pugh asked that we

look into the Information Technology Department creating software for on-line

bid notifications, but the IT Department has advised that they do not have the

software to do it; therefore, IT Director Charles Tate recommended that the

City look for some software that would allow him to do that.



Information Technology

? 1 IT Business Admin Deleted

o Filled



? IMPACT:

o Redistribution of duties



? 1 Computer Operator Unfunded

o Vacant

? 1 Application Dev Programmer Unfunded

o Vacant



? IMPACT:

o Possible delay in response time





Recreation Services



? 4 Recreation Program Specialist Unfunded

o All Vacant

? 22 Recreation Center Leader Deleted

o 6 Filled, 16 Vacant



? IMPACT:

? Reduction in hours

? Boxwood and Primus King centers will be closed



City Manager Hugley stated that we would be asking to consider closing

Belvedere Park as well. He said that if there are no regulations prohibiting

the City from selling those properties, we may come to the Council requesting

that these be deemed surplus property so that they can be sold.



Chairperson Turner Pugh requested a report on how long the vacant

positions that are being considered for deletion have been vacant. Councilor

Allen asked to be provided with the pay grade for the listing of the positions

marked for deletion.



Park Services:

? 1 Motor Equipment Operator Deleted

o Vacant

? 5 Park Maintenance Worker Deleted

o All Vacant



? IMPACT:

o Reduce assistance with special interest groups



Chairperson Turner Pugh advised that there is nothing preventing the

organizations from hiring off-duty police officers for their events and paying

them. City Manager Hugley added that we have tried to identify employees that

want to work and put them on a list to be provided to the organization, and

they would have the ability to hire them.



Athletics:

? 1 Athletic Program Manager Unfunded

o Vacant





IMPACT:

- First year coaches will absorb cost of certification

- Reduced wages and programming shortened

Community Schools

? 5 Site Supervisors Deleted

o All Vacant

? 8 Activity Leaders Deleted

o All Vacant





? IMPACT:

o Eliminate before school program with less than 20 participants

? Downtown Elementary

? Edgewood Elementary

? Gentian Elementary

? River Road Elementary

? Wynnton Road Elementary

? Forrest Road Elementary

? Wesley Heights Elementary

o Change in operational hours for employees

o Reduction of staff hours



City Manager Hugley suggested that Assistant Director of the Department of

Parks and Recreation Cammie Curry respond to questions from Councilor Allen

regarding the self sufficiency of the before school program. Assistant

Director of the Department of Parks and Recreation Curry stated that the number

we reached that we felt would impact revenue was 20. She reported that the

sites that we have listed, we have already begun speaking to the parents.

Councilor Allen expressed his concerns that for the next school year, the

number of participants may go beyond the 20 needed to justify the program. He

then asked if those parents would be willing to pay more so that the program

could survive, at which time, Assistant Director of the Department of Parks and

Recreation Curry said that we have looked at deleting and unfunding these

programs but would continue to monitor the numbers that are interested in

signing up.



Councilor Woodson suggested that City Manager Hugley check with Columbus

Technical College to see if some of the students that are registered for Early

Childhood Development would be interested in volunteering on an intern basis

where they would receive college credits. She added to also consider these

companies that are Partners in Education to assist with snacks and other cost.



Chairperson Turner Pugh requested a breakdown of where the programs are,

how much it is costing and how much revenue the City is receiving from those

programs at each school site. She also recalled that the City receives some

federal grant money for after school program. Assistant Director of the

Department of Parks and Recreation Curry agreed that we do have money that is

available to us, but it is the only federal money that we have right now.





IMPACT:

? Aquatics

o Pool hours reduced from 12-8 to 12-7

? Pottery

o Reduction in hours at the Pottery Studio

? Cooper Creek Tennis Center

o Reduction of hours from 96/week to 72/week





At the request of Councilor Hunter, City Manager Hugley went over the

current and proposed schedule for Cooper Creek Tennis Center and are as follows:



Current: Monday ? Thursday 8:00 a.m ? 10:00 p.m.



Proposed: Monday ? Thursday 9:00 a.m ? 9:00 p.m.

Holidays: Thanksgiving, Christmas Day, New Years Day - closed



Current: All other City holidays open

Proposed: All other City holidays closed



*There is no change on the weekend schedule.



Councilor Henderson asked questions pertaining to the lighting at the

ballfields, at which time; City Manager Hugley advised that we had projected a

$30,000. savings as a result of some changes but decided to back off of the

lighting issue and just monitor the lighting to make sure that they are off

when the fields are not in use.



Councilor Davis suggested that the City Manager look into this software

program that manages the lights via computer. He then asked for some

additional information on this software, as well as, the cost involved.



Special Projects:



? 2 Interns Deleted

o Filled





IMPACT:

- No phone coverage when Trainer and Director in the classroom

- Reduced support in classroom set up and administrative duties



Community Development:

? Planning

o Zoning Administrator Deleted

o Transferred Planning Director from General Fund to Transportation Planning

(Multi-Gov?t Fund)

o Transferred Transportation Planning Division Manager (Multi-Gov?t Fund) to

Planning Division Manager (General Fund)

o Planner Unfunded

? Vacant



City Manager Hugley noted that the Planning Director from the General Fund

to Transportation Planning would go from a pay grade 13 to a pay grade 14 with

no change in money. He said the Transportation Planning Division Manager to

Planning Division Manager would go from pay grade 11 to a pay grade 13, which

is already in the budget. Councilor Allen then asked for some justification in

raising the Transportation Planning position from a pay grade 13 to pay grade

14, at which time, City Manager Hugley addressed the reason for the pay grade

change.





? 2 Admin Specialists 1-Deleted,

o 1-Unfunded

o Both Vacant





? IMPACT:

? Possible delays in moving zoning cases through the process, but our goal is

to maintain the current level of service with the current staff



Inspections and Codes

? 1 Inspector Unfunded

o Vacant



? IMPACT:

o Possible delays in mechanical inspections





Councilor Allen inquired about the current ordinance that reads that the

City is suppose to respond to a rezoning applicant within 30 days. He

suggested that with the zoning cases being delayed through the process due to

reductions in staff, we should look into extending the 30-day window. Deputy

City Manager Richard Bishop advised that this is something that we could look

into, but he would recommend giving the staff a little time under this new

reorganization to see how it works. He maintained that if we see where this

would become an issue; we would come back to the Council to request extending

that time.



? 1 Graphic Designer Deleted

o Vacant

? 1 PT Print Shop Deleted

o Vacant



? IMPACT:

o This position has been vacant, expect no change in service







Traffic Engineering

- Traffic Engineer Unfunded

- Vacant





IMPACT:

This position has been vacant, expect no change in service



GIS

? GIS Tech Unfunded

o Vacant

? CAD Tech Unfunded

o Vacant



? IMPACT:

? Reduce time available for map requests, maintaining zoning database, quality

control on maps



City Manager?s Office

? Management/Research & Analysis Manager Deleted

o Vacant

? Admin Specialist Deleted

o Vacant



? IMPACT:

o Redistribution of duties to the Asst. to the City Manager/CSC Manager, City

Manager and Finance Director



Tax Assessors

- 2 Appraisers Unfunded

- Vacant

- 1 Customer Service Tech Unfunded

- Vacant

- 1 Admin Tech Unfunded

- Vacant



IMPACT:

? Possible delay in customer requests

? Updating of current ownership records may be delayed

? Possible loss of revenue with staff reduction



Other Service Reductions



? COMMUNITY REINVESTMENT

o Reduce real estate services to CCG and outside agencies (Uptown Columbus,

Development Authority, Water Works)

o Unable to provide appraisals, surveys in the purchase and disposition of

property

? COOPERATIVE EXTENSION

o No new initiatives granted



Reclassifications:



? Human Resources Tech (G6) to (G3)

o Position downgraded to meet budget reductions

? Human Resources Specialist I (G9) filled at a (G6)

o Position filled at a lower pay grade to meet budget reductions

? PT Admin Tech I (G1) to (G6) ? Clerk of Superior Court

o To provide coverage for Juvenile Court

? Sewer System Supervisor (G10) to (G8)

o Realignment of duties

? Motor Equipment Operator III (G6) to Public Services Crew Supervisor (G7)

o Realignment of duties

? Public Services Crew Leader (G7) to Sewer Systems Supervisor (G8)

o Realignment of duties

? 2 Landfill Officers (G6) to Landfill Operations/Air Quality Managers (G7)

o Added duties to meet Federal regulations



*Department of Public Services Director Rufus Riggs saved approximately

$4,089.00 with the reorganization.



Civic Center

? Usher to Maintenance Worker I ? Civic Center

o Duties significantly changed

? Ticket Seller to Maintenance Worker I ? Civic Center

o Duties significantly changed

? Ushers, Ticket Sellers and Ticket Takers (44 PT Positions) from $6.54/hr to

$7.16/hr

o Bring jobs current with CCG minimum pay to be comparable with other like

positions



Transfers



? Police/IT

o Technical Operations Manager (G14) from Police to IT



City Manager Hugley pointed out that this wraps up the personnel issues

that he wanted to deal with today. He said that Finance Director Angela Cole

and Human Resources Director Tom Barron could go into the benefits portion of

the budget.



Chairperson Turner Pugh determined that we could conclude the budget

session at this time and begin with the benefits on next Tuesday.



*** *** ***

Questions from previous meetings:



City Manager Hugley took this opportunity to responds to questions from

previous meetings; even though, reports would be provided and are listed as

follows:



$29,000.00 out of the Parking Management Reserve Fund to balance the Parking

Management budget for parking garages and parking enforcement. There was a

lost of 68 rentals of parking spaces, because one organization moved those

parking spaces from the River Center to the Bay Avenue Parking Garage and the

City does not receive the revenue from that garage.



The booting program is working well. The city has collected approximately

$70,000. as a result of the booting program.



Councilor Henderson asked for further clarification on loosing the revenue

in the parking garage. He said that he believes that the partner that we had

in that venture was going to utilize the revenue to help retire the debt;

therefore, the money is going from one pocket to another. He said that the

money has been taken away from direct revenue, but it is increasing the speed

of the payment on the debt retirement.



City Manager Hugley made a correction in that some of the 68 spaces went

to Bay Avenue, but others may have went to other locations. Department of

Transportation Director Lisa Goodwin, came forward to further explain that the

majority of those that were lost came from the CSU Foundations where they were

leasing quite a few spaces, but they were just empty. She said that there were

about four companies that decided not to lease any longer and many went to the

Bay Avenue garage. City Manager Hugley added that although the City does not

receive the revenue for the Bay Avenue garage, they send the city a check every

month that goes towards the debt services in the amount of approximately

$3,000.00 per month, and this amount goes up each year; this is what we use to

pay the debt service.





There being no other business to discuss, this meeting adjourned at 2:02 p.m.







________________________

Sandra T. Davis

Deputy Clerk of Council

Council of Columbus, Georgia