Minutes
BUDGET REVIEW COMMITTEE
May 16, 2006
Members Present: Chairperson Evelyn Turner Pugh, Mayor Pro Tem John J. Rodgers
and Councilors Wayne Anthony, Glenn Davis (arrived at 11:12 a.m.), Berry
Henderson, Julius Hunter, Jr., Nathan Suber and Evelyn Woodson. Also present
were City Manager Isaiah Hugley, Assistant City Attorney Jamie DeLoach, Deputy
City Managers David Arrington and Lisa Goodwin, Finance Director Angela Cole,
Assistant Finance Director Pam Hodge, Police Chief Ricky Boren, Probate Court
Judge Julia Lumpkin, Public Services Director Rufus Riggs and Deputy Clerk of
Council Sandra Davis.
Members Absent: Councilors R. Gary Allen and Charles E. McDaniel, Jr. were
absent.
Call to Order: Chairperson Turner Pugh called the meeting to order at 11:10
a.m. in the Council Chambers, Plaza Level, of the Government Center.
Previous Budget Review Sessions:
Session One - Overview
Session Two - Public Safety Departments
Agenda:
Recommended Personnel Cuts
OVERVIEW:
City Manager Hugley reported that the total proposed budget is $191.4
million and the current fiscal year budget is $188.4 million. He shared the
difference in revenues versus expenditures that were being proposed over the
current budget by fund: General Fund - $129 million in expenditures and
revenues of $128 million with $961,000 coming from the General Fund - Fund
Balance to balance the FY-07 budget. He explained that out of the $961,000,
there would be $600,000 for a planning group to assist us with (Base
Realignment and Closure) BRAC and $211,000 for the final payment for HOPE VI.
Using the overhead projector, the FY-07 Operating Funds were outlined as
follows:
FUND REVENUES EXPENDITURES DIFFERENCE 2006 BUDGET % CHANGE
General $128,047,719 $129,009,290 $(961,571) $124,666,615 3.48%
Sewer 3,673,510 3,712,616 (39,106) 3,526,152 5.29%
Parking 11,801,733 11,801,733 - 11,320,660 4.25%
Medical Center 10,605,318 10,605,318 - 10,311,002 2.85%
Integrated Waste 9,462,581 9,462,581 - 9,124,455 3.71%
E911 3,103,291 3,103,291 - 2,961,088 4.80%
Debt Service 6,031,251 7,986,539 (1,955,288) 7,821,905 2.10%
METRA 4,982,851 4,982,851 - 4,780,566 4.23%
Parking Mgt 323,823 323,823 - 349,824 -7.43%
Trade Center 2,226,478 2,226,478 - 2,104,550 5.79%
Bull Creek 1,350,300 1,350,300 - 1,377,065 -1.94%
Oxbow Creek 549,555 549,555 - 562,022 -2.22%
Civic Center 5,454,174 5,454,174 - 5,155,200 5.80%
Economic Dev. 839,587 839,587 - 816,288 2.85%
Total $188,452,171 $ 191,408,136 $ (2,955,965) $184,877,392 3.53%
City Manager Hugley pointed out that the CPI for the calendar year 2004
was 2.97 and from March 2004 through March 2005 the CPI was 3.15%; the CPI for
calendar year 2005 was 3.4%
City Manager Hugley then responded to questions from Councilor Davis
regarding the $600,000 for planning purposes for BRAC, which includes the
hiring of a planning organization to act as a consultant. He said that once
the full scope of work has been detailed out, it would come back to the
Council. Councilor Davis suggested that we contact the private sector to
receive some assistance in this effort. Councilor Henderson suggested that we
contact NLC, GMA or some other similar agencies to see what they are doing in
terms of preparation for BRAC. Councilor Woodson suggested contacting NLC
because they had put together a listing of seven states that would be affected
by BRAC. She said the concept was to try to bring these seven states together
to discuss plans and submit a package to Washington, D.C. She then requested
that City Manager Hugley provide an update to the Council in this regard.
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DEPARTMENT SUMMARY AGENDA:
Probate Court
Public Services
Parks & Recreation
METRA/Parking Management
Inspections & Codes
Elections & Registration
Police
Administrative Departments
Probate Court:
Probate Court Judge Julia Lumpkin came forward to provide a brief overview
of the duties and responsibilities of the Probate Court Office. She also
outlined the organizational chart of the office and provided an update on the
filing system. She then requested a reorganization of the Probate Office from
one Chief Clerk and four Deputy Clerks to a Chief Clerk, Chief Deputy Clerk and
three Deputy Clerks. In response to a question from Chairperson Turner Pugh,
Probate Court Judge Lumpkin advised that the Chief Clerk would be placed at a
Grade 21 at this point.
City Manager Hugley said that he does not object to the reclassification
but wanted to maintain some consistency; since, no other positions were
reclassified upward. He suggested that the Human Resources Director could
review this position based on the new duties then bring back a recommendation.
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Executive Session:
City Manager Hugley requested an executive session to discuss personnel
matters. He pointed out that he has talked with Assistant City Attorney
Deloach and she has researched to make sure that we are alright to have an
executive session in a budget meeting. Councilor Suber so moved for the
executive session to discuss personnel matters. Seconded by Councilor
Henderson and carried unanimously by those seven members present with Councilor
Woodson being absent for the vote and Councilors Allen and McDaniel being
absent from the meeting.
At 11:30 a.m. the Budget Review Committee adjourned its regular session to
allow the committee to go into an executive session to discuss personnel.
At 12:04 p.m., the regular meeting was reconvened at which time,
Chairperson Turner Pugh pointed out that the Budget Review Committee did meet
in an executive session, but there were no votes taken.
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City Government Reorganization:
Mayor Pro Tem Rodgers said relative to the discussion that took place in
executive session, there were some uncertainties. He then made a motion that
all people that are laid off in this reorganization and qualify under the Rule
of 80, as has been discussed by Council, will be granted full retirement
benefits. Seconded by Councilor Woodson and carried unanimously by those eight
members present for this meeting.
*** *** ***
Chairperson Pugh requested that a minimum of $100,000 be put on the add list.
*** *** ***
City Manager Hugley said that the initial goal was to eliminate 150
positions, but because of positive revenue growth and the ability to keep
expenses down from the prior fiscal year, we were able to get that number down
to just under 100 positions with only 46 positions being currently filled; 33
are full-time positions; 15 are part-time positions; 8 of the 33 full-time
employees would be eligible for retirement.
City Manager Hugley pointed out that Public Services was asked to
eliminate 15 positions and the Director of Public Services complied with that
request. He then called on Director of Public Services Rufus Riggs to provide
an overview of the positions from this department that would be eliminated.
Director of Public Services Rufus Riggs, came forward and using the
overhead projector outlined the positions in Public Services that were slated
to be eliminated and was presented as follows:
PUBLIC SERVICES
15 Full Time Positions
Communication Tech III ? Vacant
Special Enforcement Officer ? Vacant
Animal Control Tech I ? Vacant
Duties: Special Enforcement Division
Impact: Response time will increase from 3-4 days to 5-7 days.
After Public Services Director Riggs warned that with the reduction in
Special Enforcement Officers complaints would not be addressed until about a
week?s time, Mayor Pro Tem Rodgers requested the approximate time from the
initial call to the completion of the process. Public Services Director Riggs
then explained the procedure for processing complaints.
Councilor Woodson requested an explanation for some of the positions where
the pay grades were changed and in most cases were lowered. City Manager
Hugley said that he would ask that Dr. Condry from the University of Georgia
come before the Council to discuss the pay plan and why the recommendation was
made to downgrade some positions. City Manager Hugley explained the difference
in the reports provided by the University of Georgia and the changes that were
made as outlined in the final report. After concerns were expressed, City
Manager Hugley pointed out that there is an appeal process that would begin in
October. Councilor Suber asked about monies budgeted for the appeal process,
at which time, City Manager Hugley anticipated that there would not be a
tremendous dollar figure associated with the appeal process and if the employee
is successful with the appeal, the amount would be retroactive back to July 1st
.
Chairperson Turner Pugh requested a dollar amount associated with each one
of the reports. She also requested to be provided with what is in the $7.2
million for the implementation of the pay plan. In reference to the $7.2
million, Mayor Pro Tem Rodgers asked if this included benefits, retirement,
etc., at which time, Finance Director Cole maintained that everything is
included.
Councilor Davis requested a breakdown in the change of percentages,
whether it is an increase or decrease in salary, that is being recommended by
the University of Georgia. City Manager Hugley then explained that the plan
that is being proposed in the budget is the 92% plan, which is the lowest level
submitted by the University of Georgia. He further explained that in this
plan, any employee that is not at 92% of the market as assessed by the
University of Georgia would be brought to 92% of the market. He added that
once they are brought to 92% of the market, if they have been employed with the
City 1 - 3 years, they would receive a 2.5% increase and move to Step B; 4
years or longer, they would receive another 2.5% for a total of 5% and move to
Step C. He pointed out that if an employee is at 94% of the market; then, the
employee is already on the chart that was submitted by UGA and fall between the
steps, the first thing that would happen is the employee would be moved into a
step; then, the longevity would apply 1 - 3 years; 2.5% increase, 4 years or
longer; another 2.5% for a total of 5%. He emphasized that no one in the
government would get a decrease. He contended that the higher percentages in
this plan all go to the rank and file people.
Councilor Davis also requested to be provided with a report that shows
what the positions are currently making across the board and how this pay plan
will affect what they would be making if it were implemented.
At this time, Public Services Director Riggs continued with his
presentation:
Facility Maintenance Asst. Division Manager ? Filled
2 Facility Maintenance Tech II ? 1 Filled and 1 Vacant
Facility Maintenance Supervisor I ? Vacant
Duties: Facility Maintenance
Impact: Response will be delayed from 1 to 2 days. No renovation projects
will be done. Nonessential maintenance will be delayed.
Inventory Control Clerk ? Filled, Transfer to vacant position in Special
Enforcement
PT Admin Tech ? Vacant
Duties: Admin support for Fleet Maintenance
Transfer duties to other admin staff
2 Fleet Maintenance Tech I ? Filled, One retires in May 2006
Fleet Maintenance Tech II ? Vacant
Fleet Maintenance Supervisor ? Filled
Duties: Fleet Maintenance
Impact: Vehicle and equipment availability will be reduced as wait time for
repairs is increased.
Maintenance Worker I ? Vacant
Duties: Grass cutting and maintenance at cemeteries.
Impact: Maintenance at cemeteries will decline. Transfer duties to other
Cemetery staff.
Street Maintenance Asst. Division Manager (Paving) ? Filled
Duties: Supervise street maintenance operations.
Impact: Transfer duties to Division Manager.
Integrated Waste
Addition of 2 Waste Equipment Operators
Asst. Public Services Director - Filled
Transfer to Integrated Waste Fund
In conclusion, Public Services Director Riggs expressed his concerns with
the reduction in Special Enforcement. Chairperson Turner Pugh then asked about
the dollar amount associated with this position, at which time, Finance
Director Cole advised that it is about $34,000.00 with the inclusion of
benefits.
In response to further questions, Public Services Director Riggs reported
that there are four Special Enforcement Officers down from the seven Special
Enforcement Officers two years ago. Regarding the cutting of grass along the
right-of-way, Public Services Director Riggs said that is funded out of the
paving and sewer fund and we expect to maintain the same level of service there.
After some additional questions, Councilor Suber requested that one
employee be put on the add list for special enforcement. He then expressed
concerns with the level of service that would be reduced in this area.
Public Services Director Riggs, responding to comments made by Mayor Pro
Tem Rodgers, called attention to the fact that the Public Services Department
is working with the same number of staff to cut ditches and maintain the
right-of-way as they did twenty years ago with more work.
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NOTE: Councilor Woodson left the meeting during this portion of the proceeding
with the time being 12:40 p.m.
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Councilor Hunter reiterated some earlier points regarding the delayed time
to respond to complaints due to the reduced staff. He encouraged the staff to
keep citizens informed of the matter once the complaint has been reported to
the City.
When asked about fines for violators, Public Services Director Riggs
advised that these violations are handled through the Environmental Court and
the fines are at the judge?s discretion.
DEPARTMENT OF PARKS & RECREATION:
Department of Parks and Recreation Director Tony Adams and Assistant
Director Cammie Curry were present to provide an impact statement regarding
positions that would be eliminated.
Department of Parks and Recreation Director Tony Adams, recalled that for
the FY-06 budget, Parks & Recreation cut 44 positions. He said that due to the
charge from the City Manager, we are proposing to cut 33 positions for FY-07.
He briefly outlined the positions as follows: 16 ? full-time; 17 ? seasonal
employees; of the 33 positions 8 are filled and 25 are vacant. He then called
forward Assistant Director Curry to provide the information on each position
and the impact to the Department.
Department of Parks and Recreation Assistant Director Cammie Curry, using
the overhead projector, outlined the positions proposed for elimination and the
impact analysis of what the cut would have on the services provided to the
citizens.
PARKS & RECREATION
16 Full Time Positions
Admin Tech I ? Filled
Duties: Admin support for Park Services
Impact: Transfer duties to Admin Spec II, close Cusseta Road office for lunch.
Park Maintenance Supervisor - Vacant
Duties: Supplying stock room
Impact: Transfer duties to other Park Services staff. Require staff to pick
up their own supplies.
2 Park Services Manager ? 1 position Filled
Duties: Supervise 14 supervisors and oversee the day-to-day operations and
maintenance
Impact: 14 Supervisors will report directly to the Division Manager
Admin Spec II - Filled
Duties: Admin support for Administrative Services
Impact: Transfer duties to other admin support.
Park Maintenance Worker I ? Filled
Duties: Provide custodial services for Recreation Services at Comer Gym.
Impact: No impact. Transfer duties to Park Services custodial crew.
Athletic Division Manager ? Filled
Duties: Supervise adult sports and Aquatics
Impact: No impact. Transfer duties to Assistant Director.
District Supervisor ? Vacant
Duties: Shared supervision of the Community Schools program.
Impact: No impact. Transfer duties to other District Supervisor.
Tennis Supervisor ? Vacant
Duties: Supervise the day-to-day operations of Cooper Creek Tennis Center.
Impact: No impact. Transfer duties to existing staff.
Recreation Program Specialist III ? Filled
GRANT FUNDED
Duties: Coordinate the RSVP program
Impact: Transfer duties to the Senior Division. Will reduce the General Fund
cash match required for the grant.
Chairperson Turner Pugh asked about the salary match for this grant, at
which time, Parks & Recreation Assistant Director Curry reported that it is
approximately $40,000 that includes everything. Regarding questions relating
to the grant, Parks & Recreation Assistant Director Curry advised that we fully
anticipate running the grant and having the program continue.
Recreation Program Coordinator ? Filled
Duties: Supervise Pottery and RSVP sections.
Impact: No impact. Transfer duties to the Assistant Director and Pottery
Studio Director.
Recreation Program Specialist III ? Filled
Duties: Assistant Director of the Cultural Arts program (Pottery Studio).
Impact: Transfer duties to the Cultural Arts Director. Reduce hours from 50.5
hours a week to 44.5 hours a week.
4 Recreation Program Specialists II ? All vacant
Duties: Assistant Directors of Seniors Programs
Impact: Transfer duties to the Senior Center Directors and existing staff. No
impact.
Councilor Suber asked about potential complaints from the citizens. Parks
& Recreation Assistant Director Curry advised that there have not been any
complaints regarding service to the public; however, the senior staff is
exhausted but we have implemented a new rotation to assist with that problem.
Parks & Recreation Director Adams recalled that we have had complaints
regarding the night programs at Gallops, and we are going to continue those
programs.
17 Part Time Seasonal Positions
4 Assistant Concession Managers
2 Head Lifeguards
4 Lifeguards
4 Concessionaires
Duties: Various pool locations
Impact: Hours will be Wed-Fri, 12:00-6:00 and Sat and Sun, 11:00-7:30. Hours
were Wed-Sun, 12:00-7:00.
Assistant Manager
Head Lifeguard
Lifeguard
Duties: Staffing for Tillis Pool.
Impact: Close Tillis Pool. Transfer programming to other pools.
Parks & Recreation Director Adams responded to questions regarding the
shortage of lifeguards. He pointed out that previously there were two shifts
and now there is only one shift. He said the second part of those seasonal
employees is Tillis Pool, and we are recommending closing Tillis Pool. After
Mayor Pro Tem Rodgers pointed out that this is the seniors? pool, Parks &
Recreation Director Adams provided the number of participants, which averages
six or seven. He added that the pools are not open on Monday and Tuesday. He
then asked Parks & Recreation Assistant Director Curry to provide a handout on
Tillis Pool and went over some of the details of that particular pool. (A copy
of this document was filed and is hereby made a part of the record.) He
pointed out that of the 17 seasonal positions proposed for elimination, four of
those positions are from Tillis Pool.
At this time, Councilor Henderson requested that the minimal personnel to
operate this pool be placed on the add list. He suggested looking at shorter
hours, but his attempt is to keep it open for a few hours a day. Councilor
Anthony maintained that in that dollar figure, we need to include more than
salaries because there are other factors involved such as operational cost.
City Manager Hugley suggested that the staff could implement a scaled back
schedule now to see how it works.
City Manager Hugley pointed out that there are some other issues from the
Parks and Recreation Department but he felt it would be more appropriate to
address those issues when we discuss user fee changes and/or the add/delete
list. Councilor Davis suggested taking into consideration the new YMCA that is
coming on board as a possible alternative for seniors.
*** *** ***
BOARD OF ELECTIONS & REGISTRATION:
1 Full Time Position
Customer Service Technician I ? Filled until Jan 1st
Duties: Assist voters with registration, process absentee ballots, set up poll
sites
Impact: Reduction of customer service, transfer duties to other Elections staff
Board of Elections & Registration Director Nancy Boren, came forward to
request the continuation of the Election?s Technician position that is
scheduled for deletion January 1, 2007. She spoke of the new programs and
equipment coming on line, which would impact the operation of this office. She
requested consideration to have this position remain filled through June 30,
2007 and reassess the position for FY-08. In response to a question of
Chairperson Turner Pugh, Elections & Registration Director Boren replied that
the salary for the position is approximately $19,000.
Mayor Pro Tem Rodgers then put the request for the continuation of the
Election?s Technician position that is scheduled for deletion January 1, 2007
to remain filled through June 30, 2007 on the add list.
*** *** ***
INSPECTIONS & CODE ENFORCEMENT DIVISION:
2 Full Time Positions
Housing Inspector ? Filled
Duties: Inspects properties, investigates complaints, condemns vacant derelict
buildings.
Impact: Slower response time on resolving complaints.
Building Inspector ? Vacant until Jan 1st
Duties: Inspects all job sites, performs inspections, investigates complaints,
inputs data to record information
Impact: Slower response time. Could delay construction project.
Inspections & Code Enforcement Division Manager William Duck, approached
the rostrum to speak on behalf of the two full-time positions that he submitted
to be unfunded this year. He briefly explained the duties carried out by these
two positions. In response to questions from Chairperson Turner Pugh,
Inspections & Code Enforcement Division Manager Duck provided the following
breakdown: 10 employees in the construction area, 3 with housing demolition
and one sign inspector; 4 positions in the building position with 3 currently
filled. City Manager Hugley added that for the first half of the budget, the
position would not be filled; therefore, the position is not going away.
Chairperson Turner Pugh expressed some concerns with deleting a housing
inspector position, because we only have three. She then questioned the
response time. Inspections & Code Enforcement Division Manager Duck reiterated
a similar response as other department heads had expressed in that there would
be delayed response times in dealing with complaints. Regarding a comment that
the employee would be moving into a vacant position, Mayor Pro Tem Rodgers
pointed out that the employee would be doing their same job. Inspections &
Code Enforcement Division Manager Duck agreed and advised that it would just be
a different funding source.
Councilor Suber relayed concerns expressed by the homebuilders in the
increased fee for building permits. He then asked that with the possible
increase in permitting that is being proposed, could we justify adding another
individual and taking those funds from that additional revenue for conducting
inspections. Inspections & Code Enforcement Division Manager Duck pointed out
that we have met with the home builder?s government relations committee a
couple of times, and as late as yesterday, the committee is supportive of the
new fee schedule and would be taking it to their board for review.
Deputy City Manager David Arrington then came forward and reiterated some
similar comments regarding the proposed fee schedule. He spoke of the
discussions held with the home builders? governmental affairs committee where
those concerns were addressed, we reviewed with them the fee schedule that?s
being recommended and there was talk of how the proposed revenues would be
expended. He said the building inspector would be restored in January. He
pointed out that the revenues in our budget would be realized first to prove
that the revenue would be generated to justify restoring that position. He
said that as growth occurs, we would naturally generate additional revenue that
if the Inspections & Code response time begins to suffer and impact the
building community, we would have a revenue source in hand to be able to fund
additional positions that we would bring back to the City Manager.
Chairperson Turner Pugh requested a copy of the presentation to include
the proposed fee schedule. Councilor Davis also expressed concerns with having
adequate manpower to address the growth issues.
Deputy City Manager Arrington called attention to the recommendation of
the Inspections and Code Enforcement Division to apply a plan review fee for
commercial planning reviews, which requires a significant amount of time. He
explained that we are also recommending a web-based permit system and setting
benchmarks to identify when our performance level reaches certain parameters,
and this would be the mechanism for us to start looking at additional resources
to meet that growth.
Chairperson Turner Pugh acknowledging the receipt of the new proposed fee
schedule, requested to be provided with the current fee schedule as well.
*** *** ***
DEPARTMENT OF ENGINEERING:
1 Full Time Position
Admin Specialist I ? Vacant
Duties: Maintain departmental databases and provide information to others
within the department.
Impact: No impact. Transfer duties to the Admin Spec III and the Admin Tech II
City Manager Hugley called attention to the Engineering Department that
has one full-time Administrative Specialist I position that is vacant in the
department but is requesting that the position be unfunded.
*** *** ***
Backflow meters:
Mayor Pro Tem Rodgers asked that the staff check into the backflow
meters. He said that it is alleged that only 25% of the people who contract
this work out are actually licensed, and they are suppose to be. Deputy City
Manager Arrington said that he recalls that the Columbus Water Works was
working with a contractor to determine the impact of those on flow and things
of that nature about a year or so ago, but he would check into this matter.
Referrals:
City Manager Hugley pointed out that the referrals from last week?s budget
review committee meeting are being passed around the table. (A copy of this
document was filed for the record and is hereby made a part of these minutes.)
*** *** ***
There being no other budget related items to discuss, this meeting
adjourned with a motion made by Councilor Suber. Seconded by Councilor
Henderson and carried unanimously at 1:22 p.m.
________________________
Sandra T. Davis
Deputy Clerk of Council
Council of Columbus, Georgia
Attachments
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