Columbus, Georgia

Minutes



Budget Review Committee



May 14, 2002







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

Councilors Berry Henderson (arrived at 10:21 a.m.), Julius Hunter, Jr., Charles

E. McDaniel, Jr., Robert Poydasheff, Richard Smith, Nathan Suber and Evelyn

Woodson. Mayor Bobby G. Peters, City Manager Carmen Cavezza, City Attorney

Clifton Fay, Finance Director Kay Love and Financial Planning Division Manager

Angela Cole.



Absent: Councilor R. Gary Allen was absent.





Call To Order:

Chairperson Evelyn Turner Pugh called the meeting to order at 10:17 a.m. in the

Conference Room, Ground Level of the Government Center, Columbus, Georgia.





FIRE DEPARTMENT:



City Manager Cavezza advised that we wanted to talk about the personnel piece

of the budget. He recalled that the committee asked that the Fire Chief be

present, because we had talked about the $600,000. ladder fire truck that was

not in the budget, but has since been put on the add list.



Chairperson Pugh asked that Fire Chief Waters explain the justification for the

ladder fire truck. Fire Chief Roy Waters said that we base the requirement on

the ISO and right now, the ISO requires that we have four ladder trucks and one

reserve ladder truck. He said that the truck in question is a ladder truck,

which is a 1977 model truck that is going to cost over $100,000. to repair. He

then explained the misconceptions that a ladder truck is only needed for tall

buildings. He pointed out that the alternative to not replacing the truck is

to rely on mutual aid agreements with both Ft. Benning and Phenix City, when a

first line ladder truck goes out of service.



In response to a question of Councilor Poydasheff, City Manager Cavezza replied

that the flow of the SPLOST funding does not allow us to purchase the $600,000.

ladder truck.

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NOTE: Councilor Henderson arrived at this point of the meeting with the time

being approximately 10:21 a.m.

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Councilor Suber raised questions regarding the upgrade of a class two ISO

rating that was recently received by the City of Columbus. Fire Chief Waters

confirmed that not having the ladder truck could cause us to lose that rating,

but indicated that he does not anticipate ISO coming back; unless, we call them

for ten years or try to go to a class one department.



When asked by Councilor Suber if we really needed the $600,000. ladder truck at

this time, City Manager Cavezza commented that the Chief had it in his budget

and we fully intended to fund it; however, when we got to the squeeze at the

end where we had to go back to the directors again, he not only took that out,

but also there were nine new firefighters that he is going to need to staff the

new fire stations that we are now recommending to be authorized, but not funded

because we cannot afford to fund them, so that was his effort to squeeze out

the amount of money that we asked him to do, but you may want to answer more

than that.



Councilor Pugh then asked about the nine fire fighters that we are authorizing

but not funding, by wanting to know when would those positions be needed? Fire

Chief Waters informed the committee that the nine fire fighters are strictly to

staff the companies we have right now and the reason for it is because since

the consolidation, we have been running at minimum staffing for about a third

of the time. We are working a lot of people over almost every day and my fear

right now is that we are not going to be able to keep the certification for the

paramedics not the fire fighters, because of their call volume. If they can?t

stay in the station for training hours; then, they could lose their

certification, they could lose their exempt status and you know the impact of

that. Chairperson Pugh pointed out that this is the overtime. Fire Chief

Waters agreed, but went on to say that the staff people we have right now,

either on fire or EMS, it made no difference and it was strictly used to keep

us out or getting into trouble. City Manager Cavezza added that we did give

him a little more overtime; then, we had initially to compensate.



Councilor Pugh then asked that the nine fire fighters be put on the add list.



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JTPA:



City Manager Cavezza referred to a folder that had been distributed regarding

the Job Training Division. (A copy was filed for the record.) He said that

there is no approval authority here, because it is Federal money, but we do

handle the money and deal with Mr. Howard Pendleton on this. He said that he

thought it would be good to have a quick overview of what that program is about.



Mr. Howard Pendleton, JTPA, came forward to update the committee on the Job

Training Program, which was formerly called the ?JTPA Program?, but has been

called since 1998 the ?Workforce Investment Act?. He outlined the workforce

development services that receive funding through the Job Training Division and

are listed as follows:



- Adult Funding

- Dislocated Worker Funding

- Youth Funding

- Welfare-To-Work Funding



Mr. Pendleton also provided the committee with a copy of the JTPA proposed

budget for FY-03. (A copy was filed for the record.)



He then gave an overview of the HIPP Program that was a collaboration that was

worked out with Columbus State University. He explained that this program is

similar to the ICAPP Program, in that these people are hired upfront by these

employers. He said that they are interviewed and told that once they complete

this program; then, they would have a job with the company for a certain amount

of money, and the agreement is signed. (A listing of the employers is

included in a document that has been filed for the record.)



He pointed out that one other thing under WIA, in collaboration with the

Georgia Department of Labor, is the process of creating a one-stop-shop;

therefore, when an individual comes in needing the different services, they

would not have to go to different locations. He informed everyone that in

working as a one-stop-shop, the Georgia Department of Labor is going to go in

and revamp their whole office on Veterans Parkway and what we are going to set

up would make it more user friendly. He advised that we would also set up a

children?s center, assessment center and a business center. He said that we

are going to have a nice place for the employers to be able to come in and

interview the clients. He projected that the construction would start around

July and completed in approximately thirty to forty days.



He called attention to the Southwest Georgia Technology and Science Center that

would be housed at Andrews College in Cuthbert, Georgia. He advised that ?One

Georgia? just





gave them about $460,000.00 towards that project. He said that we are also

going to ask for an one-stop-shop there, once the construction begins.



He also mentioned the beginning of the summer job program to start on June 10,

2002. He advised that this would run for six weeks and the individuals are

going to be allowed to work a little longer by working six hour days instead of

four.



In response to a question of Chairperson Pugh, Mr. Pendleton replied that the

State would be spending approximately $300,000. to do the construction at the

Department of Labor. He added that they would assist with the infrastructure.



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PERSONNEL:



City Manager Cavezza gave an overview of the history of the workforce from 1998

to today. He pointed out that this year?s budget has three people less than

last year?s budget, seven more in terms of full-time people and ten less in

part-time people. He outlined the new positions that are being proposed in

this new budget and are listed as follows:



Risk Manager ? (Authorized but not funded)



He explained that with the City loosing our sovereign immunity in the year

2005, we felt that we needed a more viable risk management effort. He said

that in the future we will need a risk manager, and we have taken one clerk?

position out of the City Manager?s Office and put it into the risk management?s

office. (This position is not funded either.)



9 fire fighters ? Put on the add list.



City Manager Cavezza called attention to a request from Municipal Court on an

individual that they would like to have in their organization. He then

provided some background information on this matter. He explained that there

was an employee that was retiring in that office who chose to stay on the

payroll and use her remaining vacation time; therefore even though, they had

four authorized positions, there was a vacant position. He said that in order

to assist them, we allowed them to fill the position early to help carry the

workload with the understanding that when that employee retired, that was it.

He continued by saying that once the employee retired, they came in with

another requisition asking for a fifth person. He determined that Human

Resources did not catch it and Magistrate went ahead and interviewed someone

from 911 and put her in the job; so, when the paperwork came to Human

Resources, they advised that the position



was not authorized. He said to resolve the issue; we authorized the employee

to stay in the position until June 30, 2002. He explained that this would give

the former employee of 911 an opportunity to find another job, because there

was no longer a position available in 911.



There were continued discussions on this matter with various committee members

expressing their views and City Manager Cavezza responding to questions.



Proposed eliminated positions:



- Mayor?s Office ? Administrative Tech III (This may change with the new Mayor)

- Finance Department ? Auditor?s position

- Parks & Recreation ? 10 Community Schools After School Program Activity

Leaders (Temporary Part-Time positions)

- Adult Probation ? One Fiscal Tech position

- Tax Commissioner ? One part-time Administrative Tech I position

- Paving Fund ? One Right-Of-Way Division Manager





Proposed Reclassifications:



- Community Development ? Administrative Tech III from G-3 to Permit Tech IV

(G-5)

- Adult Probation ? Increase the Manager of Adult Probation Office salary to

$36,000.

- Sheriff?s Department ? Communication Tech III (G-3) to Communication Tech IV

? three positions

- Tax Commissioner?s Office ? Deputy Tax Commissioner upgrade from a G-11 to a

G-13

- Public Services ? Arborist position from a G-11 to G-12

- Public Services ? Fund an Arborist Assistant?s position at a G-10 level

- Public Services ? Crew Leader from G-6 to G-7

- Civic Center ? Crew Leader from G-4 to G-6





CUSTODIAL CONTRACT:



City Manager Cavezza explained that the custodial contract for the

building is about $211,000. in savings by taking it back over to save the City

some money. He pointed out that the first year of savings would be $211,000.

and subsequent years? savings would be $217,000. He said to do this we need to

get some supervisors by reclassifying a G-6



position to a G-9 and make that position the Custodial Services Coordinator and

add two Correctional Officers. He said that this would provide adequate

supervision for those people in the building and they would work one crew

during the day and a crew during the night. He added that we are working

through some of the concerns.



- Roll Economic Development and Real Estate together and make that manager?s

position a G-13. Add another CDBG position in the Finance area of CDBG.





Referring back to the Custodial Contract, Deputy City Manager Hugley advised

that the total cost of the custodial service contract for the Government Center

including the west and east wings and the Annex is $306,000. currently. He

said to have the two Correctional Officers and the reclassifications along with

the purchase of supplies would cost approximately $94,000. a year.



- Upgrade the four Recorder?s Court positions



City Manager Cavezza responding to questions regarding a full-time judge?s

position, replied that we would roll the two part-time judges? salaries

together for a cost of $70,000. plus benefits. He said that one of the things

we are looking at is bringing in a consultant to determine if the two part-time

judges? positions should be consolidated into one full-time judge position. He

pointed out that right now, we are just dealing with the Administrative portion

of Recorder?s Court and not bringing any recommendations regarding the judges?

positions.



- Finance Department ? Reclassify the current Financial Division Manager from a

G-13 to G-14 and make that employee the Assistant Finance Director and put the

Senior Budget Analyst employee into the Financial Division Manager?s position.



- Paving Fund ? Delete Right-Of-Way Division Manager at G-12 and reclassify to

Arborist Supervisor.



- Increase for Superior Court Judges ? (Approved by the Legislators)



- District Attorney?s Office would be eliminating a position as soon as there

is a vacancy.



- Increase for Bailiffs from $50.00 to $60.00



- 19 employees for the jail would be phased in over the year where we would not

feel the full impact this year; however, we would next year.





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Agenda for next meeting:



- Financial Plan for the future

- CDBG Budget

- Add/delete list



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CITY GOVERNMENT EMPLOYEES:



City Manager Cavezza said that if we look at the total number of City

Government employees we are talking about 2,432. He pointed out that if we

subtract Public Safety from that, we would be taking away 1,147 employees;

then, if we look at the general government positions in Public Safety, that is

another 175 employees. He said that the courts have 157 employees and then

other elected officials have 43 employees including appointees; therefore, when

we start talking about general government employees, we are talking about 910

employees. He said the reason he is bringing this issue up is because of the

talk of personnel reduction and that is the number of employees that we are

talking about which is 910 employees. He pointed out that the lion share of

employees in general government is in Public Services and Parks and

Recreation. He said that when there is talk of cutting positions, who are we

really looking at, because he does not believe we are going to be cutting

positions in Public Safety; therefore, we are really looking at the 910 general

government positions.



In responding to questions from Councilor McDaniel regarding the number of

positions that would be vacated through attrition, Chairperson Pugh asked City

Manager Cavezza to bring back next week a breakdown on where the City is

expecting the attrition based on historical figures and to be done by divisions.



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NOTE: Councilors Henderson and Woodson left at this point of the meeting with

the time being approximately 11:35 a.m.

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Mayor Pro Tem Rodgers said that he would like to know in conjunction with these

departmental breakdowns, how many personnel are budgeted in each of these

departments and how many of the positions are actually being filled and on the

unfilled positions show how long they have not been filled. Chairperson Pugh

recalled that at one time, we had asked the Administration to look at positions

that had not been filled for more than six months and the department director

would then have to justify why they needed that position. City Manager Cavezza

assured that we have been doing that with a lion share of the positions being

Police Officers, but now the Police Chief is starting to fill those positions.

He said that there are still some traffic engineer positions that we need to

make a decision there regarding the salary, because we are not able to hire

anyone with the current salary; therefore, we need to make a decision as to

whether we are going to do without those positions or address the salary issue.



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BUDGET REVIEW REFERRALS:



A document ?Council Budget Review Referrals? which addresses some of the

committee?s concerns were passed around the table and City Manager Cavezza

briefly commented on some of the responses. (A copy of this document has been

filed for the record.)



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ADD/DELETE LIST:



Financial Planning Division Manager Cole reviewed the add/delete list with the

committee members. (A copy of the add/delete list has been filed for the

record.)



Sewer Fund: City Manager Cavezza said that we talked about Bibb City last time

and Mayor Pro Tem Rodgers suggested that we do the same kind of thing as we did

for Uptown which was to project by phases what we need to do. He said that we

would like to do that and tie it into the agreement that we have with the

Columbus Water Works and JJ&G for them to pursue this and put that piece in

place so we can get that determination. He advised that the $3.5 million that

we received from the sell of the Three Arts Theater could be put into the

redevelopment project for Bibb City. He said that he would bring this back to

the committee as part of the CDBG budget. He pointed out that Bibb City and

Second Avenue are our next Redevelopment Improvement Program area.



Fund Balance: Councilor Suber once again expressed his concerns with

taking the $250,000. for the economic development out of the fund balance. He

suggested that since the entire City would benefit from the economic

development; then, the whole City



should be responsible for the funding. He added that he believes that it

should be part of the millage. After some brief calculations, Finance Director

Love advised that the amount of $250,000. converted to millage is .08. Mayor

Pro Tem Rodgers suggested escrowing this money into an account for economic

development. Councilor Poydasheff suggested that the Development Authority

Chairman come before the Budget Review Committee to tell us precisely what the

monies would be used for.



There was continued discussion on this matter with various committee members

expressing their views. Mayor Pro Tem Rodgers stated that he felt that we

should justify this new account by cutting back a .08 millage somewhere else.

He said that there are different ways to support the concept of economic

development, but the main issue is how to go about doing it.



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There being no further budget items for discussion, this meeting adjourned at

11:58 a.m.









Sandra T. Davis

Deputy Clerk of Council

Council of Columbus, Georgia