##VIDEO ID:NDO_tOWkMmw## ioun I'm [Music] about yeah I'm not going to talk about those how are youon good [Applause] I was it not going to like show so much better BR Joy okay looks like we got 5:30 but we go ahead and get started here we'll call this uh work session to order um four the five Council here and Mr Pollock is uh is absent tonight we'll start with a Citizens comment if there's anybody in the audience that wishes to speak seeing that nobody's moved I will close public comment under our first order of business propose budget amendments Mr Cobb uh thank you deputy mayor uh this is our final budget work session uh for this uh for this year uh to get us prepared for our two public hearings that we will have uh next month on September 5th and September 16th uh what we're going to do tonight is to give you an update of what has happened since our last work session on July the 29th and uh the things that have we've had new revenues come in there's been adjust adjustments to certain expenditures and so Mr Boop and the staff are going to walk you through those changes that have occurred since then and uh I'll turn it over to Mr Boop and let him begin well thank you Mr Cobb honorable mayor deputy mayor council members thank you for uh giving us this opportunity to present to you tonight just a few things that uh have taken place in the general fund um I'm not going to go through the general fund in detail like I have in the previous sessions but I just want to update us on what happened with the revenues what happened with the expenditures what we've been able to do with capital and as you'll recall uh earlier in the year last April we suggested that we were going to break out the uh it uh Services out of the general fund and put it into its own internal service fund uh basically to improve operations transparency reporting and a number of other things we want to make sure that it's funded correctly going forward but first the revenues so what happened in revenues there's nothing up there to really talk about so let me give you a brief overview we had a $58,000 increase in revenues um since the last time we were with you in at the end of July July 29th uh just a couple minor tweaks some went up some went down uh but the net net of it all was a $58,000 increase in revenues so what we did is we made some minor adjustments in expenses to compensate for that increase in revenues we uh changed or increased the FTE in finance from A7 part-time FTE to a full-time FTE which was A3 increase uh we um that cost was about $7,100 uh we also increased the amount allocated to Capital uh by about $32,000 uh we uh also increased um slightly salary in parks for about $3,500 which basically is was to accommodate for bringing somebody in uh above the amount that we budgeted in the new fiscal year budget so we hired them in this current fiscal year and basically it's less than what we budgeted for in the next fiscal year we had to make that adjustment that's $3,500 and then lastly we had an adjustment for Fleet which is about $5,500 just to adjust for the amortization and how we fund the fleet department but all all in total $58,000 in revenues uh were were increased and $58,000 in expenses were increased and those the only changes we've had since July 29 are there any questions on that got some questions on well it's not on the revenues but it's on the expenses side so I don't know if I should ask them now or sure okay so I on the license complete readers for the police what would they be using those for are you talking about the capital expenses yes okay let's we'll get there just I'm sorry you are jumping ahead to the I am jumping ahead that's okay now give me just a minute before we get there the other change that we made to the general fund again is we carved out it operations into its own internal service fund net net no increase or no decrease to the general fund B basically we took $939,000 in expenses out of the general fund put it into the new it fund and we also decreased revenues coming in from the from the utilities basically to adjust for that difference so it's a net net zero transaction any questions about that okay lastly uh we also this year for the very first time we um let me back up just a minute when we met last July we had a significant reserve for contingency and the reason that we had a a significant reserve for contingency was because we didn't have time to allocate the capital out amongst the various different items that you see in front of you uh basically we had to report it that way in the budget book because we didn't have time to allocate the expenses properly amongst the various different departments so we've done that and the uh the use of capital is significant compared to previous years you'll see the previous year was 426,000 this year we are proposing $1,274 th000 and basically that's because we have a little bit of a variance this year with driven by the impact of the millage rate increase this year only we will not have that variance next year so we're taking those extra funds and putting them to good good use by using them in the capital component okay again uh 1,274 000 uh in capital expend expenditures this year okay any questions about Capital yes a lot of this stuff I'm looking at it and it seems kind of frr um like we've got a sequencer for like so my my kid goes to the splash pad I know the sequencer makes the splashes less than ideal that being said it is a hard thing for me to look at 20,00 if we can if we have an onoff switch like splashing is splashing they don't care if it's splashing at different different intervals uh and and I I particularly have some concerns about the license plate readers not knowing what it is you know in what context would they be used so I'm hoping somebody can shed a little light on that one which 21 okay good evening uh that's a little close uh mayor the license plate readers are frequently known as lprs uh are used throughout the county but not in the city um what they do is is they they we can put certain criteria in a uh in a in a database so like if a stolen car is in a database somebody Drives By or buy a license plate reader it'll immediately notify us within seconds that that stolen car is going by or missing person or or somebody we're looking for it tells us immediately um uh that that that car just drove through there um we get frequently where we get people from other parts of the other counties come through our city that have warrants on them that are here to do criminal activity if it's in the system it would let us know if they're the registered owner of that car that they are driving through the city the last time we borrowed one uh borrowed one mean we used a demo we had uh detective Brown may be able to shake his head for me we had at least one homicide Suspect come through the city but we were not able to catch up to it cuz we didn't know which direction they went once they went by one they're used pretty common within Central Florida and they have helped solved a lot of crime um and we're just kind of behind the eightball on getting them finally here is what we're looking for so it would be used specifically with somebody that's already on your in your orbit correct trying to find okay we're not looking to find speed Speeders or anything like that that's not that's in fact that all they do is just say this car went through with a and and then it runs the registered owner as far as for warrants and things of that nature uh if it's a flagged vehicle cuz like it was stolen or something like that or a car of Interest we would look for it it comes in very handy when you have a dementia patient or somebody with a uh diminished capabilities Drive be able to find them we found one person who left the city and because of lprs we found out they were down in South Florida probably within a few hours that they had been gone for a while but the LPR is track to the ones that had them and we were able to pick them up and found out they were located somewhere near day County uh so that's the purpose of them all right how many will the 55,000 get you is that one two uh I think they're about two five grand 10 grand oh it gives 10 okay so that Joel did most to work on them so that's Reon I'm looking at him should give us he talked to me before about them so that would give us four no no should be they they on there's multiple different ways to do the pricing but they're roughly about $3,000 per camera on a leasing schedule and that includes software that includes repair updates and you know I'd be happy to go with any the council members in depth about the proposal but essentially after install to and what not should be about 10 cameras I know you had talked to me before and you said you really wanted to have one at each entry into the into the city does that get you there yes it does okay and just as a side note here is we will connect with the Sheriff's Office cameras so everybody sees we see their cameras or cameras we see their uh lprs acrs so we that way the connectivity uh makes it lot seamless on there's somebody's looking for somebody somewhere else in the county so it looks like this is more of a leasing situation than a capital investment so are it would it be better for us to put this in a different category for recurring expense type thing well once the decision is made as to how we're going to procure these items we can then make the appropriate adjustments to those categories I think you can do either or it just depends on what is most financially feasible better for us yes all right thank you okay and one of my other questions is the holiday tree replacement that was a little bit of a boond doggle when it was first procured and it was supposed to have lasted a certain number of years and $55,000 is I look at that and I think well that is an awful lot when I am not able to tell that there's anything wrong with our current holiday tree good evening uh in regards to the holiday tree staff has put together some pricing um with regards to a purchase uh rental options um to consider the tree has long lived its life um there's some major structural issues um to the point where we're afraid to even have staff try to install the tree um we have to do major welding on the components and to put staff up there in an unsafe capacity to install it not knowing if it's going to withstand the the one to two months it would be up it's just you know we need to consider a new Option at this point um the option would be what's the lifespan of the $55,000 tree well we've done some due diligence I don't know if if you want me to share the new proposal um uh with uh Miss Martini's help on securing these prices we have a new proposal for a yearly rental of a tree um this yearly rental comes with a a vendor that would install the tree for the city um could have the option to update the ornaments and the lighting structure every year and then they would remove the tree at the end of the season and store the tree offsite so it covers a few things it removes a risk and liability of have putting staff on equipment to raise the tree lower the tree it also provides Ample Storage Space for other equipment for special events use and other Parks use and then it also provides a a nice looking tree year after year for the community to enjoy during the holiday season and it's about and that's approximately I want it was around 16,000 and change on a yearly basis versus the purchase of a $55,000 tree and comparing the numbers over the the lifespan of of a of a rental versus a purchase I want to say that you know it's it's equivalent you know the the the yearly rental versus a year uh the purchase of a tree could be about an 8 to 10 year um you know lifespan to consider all right thank you all right so 55,000 get you a 10year lifespan tree and 16,000 gets you one year once a year the current tree lasted about 9 years so that's what we we originally got out of it you know we we feel that the best investment for the city is to go with the yearly rental um we can you know the vendor that we work with will make sure that it's secured properly the lights sink properly with the equipment and that it will always be looking fresh and so how does that equate equivalent to the 55,000 purchase price for a single tree so we we have to pull that out we would reduce that and working with the budget you know Financial team and our partners we would reduce that number put it in the appropriate accounting string and then review what to do with the remaining balance of funds do you have the tree now now no we would be looking de on October 1 we' be looking at moving forward on this pretty quickly on with the with whatever Direction Council would okay so the old tree is not going to go up could it one more year it's considered to be a significant risk management issue at this point it's beyond it's beyond worth trying to put just asking I would I would not be safe to put our Park staff out there to put the tree up not knowing what could happen to it during the season of you know if you have thousands of people up there for this event and what would happen if that tree were to Tumble it could be a okay a severe liability I'm still not clear on 16,000 a year and that gets you four years no that gets us one year 16 but if you you're in you're out it's four years before you hit that $55,000 mark for a 10e tree there's also a staff component it's a little over $3,200 of full-time Staffing hours to raise the tree and lower the tree maintain it uh we also have to purch additional lights and ornaments each year to keep it up and running and then you have the the the rental expense equivalent of what we're currently storing in at so that that's a about a $3,000 approximate amount that ties into that just so we buying the new tree and storing it and keeping it's about equivalent to 16,000 a year over that time period I would say it's an approximate comparison yes and then and then storing the tree in our storage unit without the proper um climate controlled conditions that could lead and I believe it has led to the deterioration of the existing Tree in its state right now so if you keep storing a new brand new tree in these conditions you're going to probably lose one to two years of your lifespan on it will the vendor provide a new tree in a couple years if it we it may be a new tree every year it's just they're going to come and install the tree that they have in storage for us and it could be updated it's going to be looking fresh the The Greenery will always be fresh and updated spruced up the lights can be changed ornaments can be added deleted we can add many other decorations on top of it as well okay is this the same size tree that we currently have 35 foot could it be smaller I mean could we do a smaller tree for Less cost anything is a possibility cuz that just seems really like a huge amount and it's I I feel like it is hard to see the tree where it has been moved to which is and it's a in a good place now but we can get people can get good enough photo ops probably with a smaller tree in the current location and do so safely we can always go with the smaller tree we're trying to keep it Apples to Apples with what we currently exist have and you how are the Comm how's the community going to take putting a a tree that's half the size and not having the best would they though I don't know well we can always consider a smaller tree if that's the direction of council Paul correct me if I'm wrong but we did a break even analysis on this and isn't it pretty much the same cost rental almost the same amount of yes it's the same plus or minus a few thousand yes it's it's and a good part of it is the risk component associated with with the transaction so the fact that most of the work is outsourced do we get enough holiday related sponsorships and I guess this is a question for Miss Martini do we get enough sponsorships to to break even on renting a tree yes okay can I ask you about the clerk's office store for $50,000 yes I love our clerk but on the understand what this $50,000 door is best door ever that's to keep you out it probably would do a good job of that so we actually started a little bit higher than that number to start with so we've come down since then and we're currently getting revised we we threw a number out there because we were working with it as well we didn't we weren't sure what the components were going to cost for the uh um the fob access entry as well as installing a camera on the outside for security measures and we feel the number is going to come down from that number I wish I um had number but the contractor is getting us the numbers as we speak if I had that while this meeting takes place I can bring that number back to you okay um 50 is a high number we're hoping 25 is a better approximation what it is though the so if you're not familiar with the clerk's office on the north side of the building there's a door that's um it's permanently shut and we would what we doing is remove that door replace the frame uh replace the door and that would create an access um point for staff and then but it's fob access control so only full-time staff with with that proper access can have access to that room and it provides a security camera over the door well so that way don't we already have fobs everywhere like I can't imagine that every single door is a $50,000 expense it's not just the door it's the I mean it's the door component the hardware the the electronical components that installed the fob security access as well as the camera the current door or oh to the outside world it would be it would be a fire escape it would be a way to it's also a custom it's a custom door and just a an FYI our current door vendor that we work with on most of our projects they actually declined the project today um they didn't want they did not want to get involved with this custom door so we've got two other vendors that are providing the prices and um Can it currently be used for a fire escape it just is not usable to come in is that the only change you can't use it period right now it can't be used period fire escape either we would just crack the window open to escape a fire yeah it's it's it's bolted shut it can't be used well with with City Hall allegedly needing to be completely rebuilt in less than a decade doesn't seem like it makes a whole lot of sense to do something to prevent cracking a window in the UN unlikely event of fire um so I'm I'm inclined to pull that one off of there and maybe re-evaluate well it's it's required for ESS right apparently not it hadn't been opening is it a code violation I that part I'm not sure about but I would think it's required for ESS otherwise it probably wouldn't have been there in the first place that's a possibility yes when it was a building department it was a functioning door and what's up with the Thor guard replacement I thought we already did that with ARA funds did it break again no all the units are working properly um every year we we try to upgrade our components and this is to install a um a system remotely at Solari Park and possibly um a side component for the Cent Lake Park area it would feed off another system but it's to get the system there to alert the public of um lightning in the area so more more alarm sounds yes okay but we can control those if we'd like but it's it's really to give the public the notification that it's not safe to be in the area um and should they should probably head to their cars or a building for proper safety and that would be a onetime investment the 14,000 initially and then when when that equipment fails um we would have to replace it 7 to eight years down the road potentially or longer if we maintain it CU right now you can hear the Aquatic Center at solar Park so if this is creating a scenario where we're going to feel first off spend $14,000 then we feel like we have to replace it every 7 eight years maybe it's better to Simply let people get used to using their ears the only item I can share is if if a citizen were at Solari Park after the horn blasts were alerted that individual would not know that the system gave off those horn blast and that it would be in a um alert notification stage without seeing the strob flashing on top of the roof of the unit um that's the the key indicator is the stroll blade of the unit you can sometimes the horns don't go off like in the middle of the night we have it set that horns don't go off just for the the the you know for the neighbor sake and at 6:00 a.m. to 10: p.m. is when the notifications are alerted and we just feel that having that strobe light will alert some of the you know the routine Walkers bikers that frequent our Parks they may want to know if it's if it's safe to be out in the public did I hear that right the the Sirens Don't go off after 10 p.m. after 1 p.m. for our Park systems that have those locations it's silenced but the strobe light will still go on but that horn blast that you hear that 10sec blast plus the five all clear blast that that will be muted during that time period is that tied into any kind of uh cell phone alert system no it's not sir wonder if that could be done we can check I don't think it has a cap tornado sirens are aren't they I don't think so yes can you just from someone tornado WEA system weice we get tornado warning within the city limits of oo if people have their phones and they're subscribed to that that warning system then yes it will alert phone okay we do have like an app coming up that the you know someone could actually have it on their phone so they can actually set up alerts like right now I'm getting push notifications on my cell phone through that app so if we provide that education to the public on the website individuals get those push notific notifications set up on their cell phones yeah I think I think all the swimmer like I've got it pushed to my phone so I know if there's thunder lightning or whatever so I'm I'm inclined to not expand Thor guard to these places I one of the things that I looked at on this was that it's Center Lake Park and it's SL solary Park those are two large bodies of water and if we're looking at lightning attraction large bodies of water are are good lightning attractors and so when You' got people walking around around those legs I just feel like it makes the park that much safer that the sirens go off yes mayor you can hear the sirens all over uh I but the thing about it is is that you can never be too careful and especially in dealing with water bodies that I just felt like that these these two because it was those two parks in particular we don't have third guard there uh that it would these were this was a worthy use of the of the capital monies because of the two water bodies the LED lights both the interior exterior and the parking lot is that all the facilities I thought we just did the inside ones so we we just completed phase one okay and currently reviewing the the master Services agreement and reviewing with uh legal trying to get a legal opinion and working with financial staff to see if we can actually amend that agreement and do a phase two or a phase three uh we requested LED upgrades at both you know for interor and exterior for other facilities regardless if we could do that Amendment um but that's basically what it is very similar process to what we just did but it would include all the other City facilities such as the fire departments Public Safety Riverside Park the gymnasium interior all the exterior lights and with you know Public Works admin Fleet so it's $330,000 roughly and how much will we save and how long will it take us to recoup an energy savings the cost of doing it in the first place so that number I don't have to tonight I'm working on getting the proposal for both projects so I can show you the savings just like we did with um Duke Energy previously with the sustainability committee we able to show what the capital investment would be what the path would be and then also we would be looking at doing a 10-year maintenance program on the equipment as well so that way if if a bulb or a fixture were to not work in four years it would be covered underneath this program so I'm looking at the one for the parking lot and I think well why don't we just turn off the lights at night uh that's a pretty simple solution to not even needing lights in the parking lot so I don't I don't know why that I'm sure there are reasons why perhaps that can't be one of the solutions or you know keep them on till 11 or something um but I'm I'm hoping that we are being being sensible and when we're keeping our lights on cuz that's a lot of a lot of light bulb changing represented there yeah and it's all done by the contractor so it's no staff staff time involved but then looking in the future for the next 10 years on these lights we're just saving that many staff hours from having to replace these bulbs on a yearly annual monthly daily basis for the future all we're doing is monitoring performing inspections and then reporting those to the contractor for for followup and then replacement in the future so and hardcore re resurfacing which courts are those uh I believe those ones are dedicated for it's various I think the Round Lake Park basketball courts were called out on this one and there may have been another location that I just don't have on the top of my head right now okay cuz I know we just did Boston Hill right Boston we did the Boston Hill double courts right uh we've done the the single Court up top we've done the basketball courts at the gymnasium and we've done Long Lake Park basketball we've done Riverside tennis cour tennis course at Riverside and you know so Boston I'm sorry R Lake Park is the location that called out for the two basketball courts and potentially the uh pickleball tennis so okay and on the freezer didn't we Outsource or come up with some kind of partnership agreement for uh Babe Ruth to take over concessions I'm I'm curious why we would be providing an $88,500 freezer replacement you're correct bab Ruth has taken over concessions at the sports complex only um the purchase of this equipment is for the gymnasium okay and Riverside Park and this will allow us to have the cocacola freezer or refrigerators removed from the system so that way we could actually look at purchasing our own product and selling it you know like we now there's actually a cost savings for going to Sam's Club and buying like the drinks and the um and the waters and selling outright versus having to go through Coke it's there there's been some challenges in the past year or two and there's savings for the City by doing this all right thank you can we scroll down a little bit to the bottom there for the city hall entrance are we referring to like the brick that's falling apart out there actually um this to we're actually looking at the the office the the actual desk Lobby configuration um just revamping that and making it a little bit more secure so there aren't people coming behind um the de desk you know at certain times of a day people are coming behind the desk why don't we just put like a little chain it's just revamping it and just you know updating either moving the the staff a little bit closer updating the you know the desk and whatnot but that was was a you know the request the past two years that we've had in the budget and we're looking at still revamping the lobby area and changing up slightly but we have do we have plans to fix the brick in the front that's you know what I'm talking it's crumbling staff is looking at that I don't have that cost for you tonight this evening I I don't mind fixing the configuration if that's what that is I was just making sure I understood what it was for yeah it's for the it's for the lobby I am really stuck on this $55,000 for a holiday tree I think that is an insane cost um even 16,000 is a yeah I mean I I think it's a great event I want to keep it I just uh I would like to see some of the options we come up with and and how we got there because I guess we'll get there next when we go through like the cost recovery of events we can I wasn't going to bring up the holiday Tree in that discussion um it's more appropriate for the for the budget because really sure the cost to purchase a tree was $55,000 when we went through this process months ago um M Martini was at a conference we were going back and forth that vendor happened to be there so we were going back and forth with them to just consider the pricing for the you know the tree rental and confirm their pricing and based on what we what was provided I mean doing a rental year after year getting the storage space I'm not against any of it I'm just as far as the overall cost I want to make sure you know we're getting at least three costs and where they landed and make sure we're thoroughly yeah we had multiple um proposals for purchase of a tree from different vendors and then we had multiple for for the rental of a tree okay for consideration we right now we're you we presented $55,000 just because that was what we presented with the budget months ago and now that we're going through this review um the numbers we actually just received late last week so we're you know they haven't been able to get updated on the screen fair enough and how much money do we get in sponsorship 182 so that barely covers the tree and then we got four left to run all the other events including staff time I that's that's really cutting it close so we have to ask ourselves do the people of Vito want to be taxed to erect a holiday tree I don't know the answer to that well that's one of the few events that's standing room only almost so I think that a something but u a lot of people go to that tree during the holidays and take pictures but maybe uh maybe there's another concession inside the parks and re's budget where you can cover this and not do something else but or maybe create new sponsorships that are specific to the tree somehow or you know luin if you sponsor the tree then you can have your holiday party here for some kind of a discount I I don't know on an annual basis we're always looking for sponsorships for programs uh special events it's never ending um you we have a lot of good Partnerships with a lot of businesses and organizations and um we're always looking for new ones you know sometimes they they get topped out sometimes the economy dictates what they can provide to in certain times of the year um where they want to put their money depends on what the bang for the buck is what they get out of return how many people show up to the event but what their impact is for the community and it's something that we're always going to continue to obtain um you know we threw out a number that we you know we're we're going to try to get we're always going to shoot for the stars to get 100% cost recovery on something will we ever get there I don't know we've got a few ideas that we like to break out beginning October 1 that may help us get there uh it just hasn't been fulfill you because of the time with staff and everything so I think you guys did a pretty good job with sponsorship honestly I and that wasn't my problem personally I was just the cost of a um tree is just you know I think anybody can say that's that's high well nine years ago it was a big cost back then too and I mean it it I don't doubt that it cost that much it's just a lot to get over the price tag you know and if you uh went to a live tree you'd probably have just as much push back on that too even it might be cheaper but well could we just grow a tree in place over time it would get bigger and bigger and we could cheer this little tree on and a little Norwegian Pine could be we can look at all those options to consider I I love the IDE little Norwegian Pine or some other kind of pine any kind well only last about 20 years be like a Charlie Brown tree the first year if you like can I can put together those numbers of all the tree costs that we tabulated from all the proposals and send that over to you if you like to consider those for review at this time is there any consensus to remove any items from the capital budget I want to make sure we're in agreement for now we can always make adjustments going forward and bring them back to you in the new fiscal year there as we refine these numbers there are things I would like to remove is there anybody else who is interested in removing anything okay good I don't think there's anything frivolous on this I mean there needs that they're saying they have rearranging C door for $50,000 that break the window and the City Hall entrance I look at that and think well rearranging it when we've already had discussions about how probably this entire building will be obsolete soon I think well that that's kind of a waste I think we got ways before we get there okay just to wrap up really quickly we talked about the $58,000 increase in revenues on the offset to expenses as a result of that we talked about the transition of it over to its own internal service fund we just completed discussion on the capital items one last thing that I need to bring to our attention is that uh the capital items can and possibly will be adjusted depending on the final negotiations of these Union contracts so we the these Union contracts not finalized yet so at some point in time if there's a an increase in what we've already negotiated we'll have to take it out of capital at some point so with that is the caveat any other questions okay moving on attachment number two basically delineates all the changes that we've already discussed and just reviewed in the in the general fund attachment number three uh essentially is the result of the meeting that we had uh this past May every year in May we get together with all the directors and we ask them to help us prioritize what they think is the most important purchase uh for the city across the board so we prioritize personnel and we also prioritize capital outlay and capital expenditures so the result of what we just looked at B basically for the most part came from the schedule what what apparatus are we storing for $115,000 a year where's that that's apparatus trucks for the well yeah but like what kind of apparatus is this like vehicles that come with roofs on them and are waterproof in and of themselves or just extra stuff good evening uh the apparatus storage building is to to uh give our Reserve apparatus that's currently sitting out at Fleet or in the parking lots of our fire stations cuz we don't have adequate covered base base to park them gets them out of the weather and allows us to be able to store them and and extend the life of them does it extend the life more than $15,000 yes it will absolutely okay right now we have we have fire trucks and ambulances that are sitting out getting weathered um they're prone to uh break-ins equipment being taken off of them stuff like that we've had people steal stuff off our fire trucks not in the city of OVO but it does happen yes cuz I I'm looking at all the fire if these are it seems like we have secured areas where we can park them and it has not happened here and they all have roofs and eons a go of a wise when the fire trucks that we have sit out in the weather the hos that's on top of them and everything else that just deteriorates that much faster okay for the hoses then there's hose on top of the fire truck okay yes all right well that makes more s so it just it it deteriorates in the in the UV it just breaks the the the hose down and other components and and it just weathers the truck to a point where it it lessens the life of it okay typically we like to get you know close to 20 years use out of a fire truck and when they're sitting out in the weather being exposed as they are now it's going to cut that down dramatically well that is helpful having the detail of it's not just the roof on the outside there's other stuff that deteriorates so thank you so going on to attachment number four attachment number four U reflects um what we're able to do in Fleet in this next budget year uh essentially uh I don't know if we can blow that up anymore Kelly yeah so essentially charges for services at the very top that's what we collect from the individual uh departments and the general fund to fund um new vehicles and whatnot for the next fiscal year as you can see it's relatively flat the charges of to each each individual Department the general fund pretty much remain the same uh miscellaneous uh more than likely that's uh interest income that we generate off of the charges for services use of fund balance $239,000 we we're pledging the use of fund balance for additional Capital purchases going into the next fiscal year as you can see looking down at the expense components uh Capital expenses have gone from 1 million to 1,239 which reflects the use of f fund balance so rolling down to the bottom of the schedule you can see that our projected ending cash balance drops from $ 370,000 to [Music] $131,000 mainly because of the projected use of fund balance going over to the right part of the schedule you can see what we're expecting to buy over this next fiscal year four new police vehicles fire rescue Public Works backo uh Water trailer and Parks John Deere uh tractor uh for um one of the recreational areas I can't remember which one but that sum totals to $1,239 th000 and that's what we're able to purchase at this next Capital fiscal year for vehicles and Equipment any questions going on moving forward basically we have a couple things left we have the water and sewer Utility Fund we also have the storm water fund and then we also have the uh fee scheduled to take a look at looking at the water and sewer fund Kell if we go down to the bottom and look at the lower left um yeah we can just make that just a little bit bigger I would be very grateful yeah a little bit down a little bit further please so looking at the first thing that we do whenever we analyze our performance uh for the fiscal year we want to project we want to make sure that we know what our projected ending cash balance is going to be at any given point in the fiscal year especially at year end because we want to know what we have available rolling into the next fiscal year so right now taking a look at our our current cash balance of 14.7 million we've got about $6 million in ongoing current capital projects that basically will consume uh a portion of that 14 million once those projects are completed we do not expect those projects to be completed before the end of this fiscal year so they will be brought back to you more than likely in in the form of a carry forward uh into the next fiscal year but nonetheless we have a current cash balance of 14.7 million against that cash balance we have pledged funds of approximately $6 billion and which results in a remaining projected cash ending balance of 8.7 million any questions about that so like we do in the general fund we take that 8.7 million We Roll It Forward into the new fiscal year and we basically uh also record pledges of fund balance against that number to end up with the projected cash balance and you can see that we are in a fairly decent position at 7.3 million I think our numbers will be significantly higher than that because we never seem to spend the project money as quickly as we anticipate but nonetheless the key measurement down at the very bottom of the page the 120-day capital reserve that is policy so our 120-day capital reserve is 4 million and we are in excess of that at the end of the fiscal year by 3.3 from a projection perspective I anticipate will be much higher than that going to the top of the schedule uh as you know currently the way the rate resolution exists uh it's done um the rate increase is done every year may over May uh with the CPI comparison of May this year against May of the previous year uh from the all Urban index that yielded a 3.3% increase this year uh which gave us a little bit of a bump in the water revenues uh the sewer revenues and um and and those two in particular slight decrease in uh reclaimed Revenue uh consumption has gone down a little bit and some of that's related to the adages that we've had on over the last couple of years so from a conservative perspective we projected those forward with a with a slight decrease so we're looking at 20 .7 million in revenues um and we take a look at the salary excuse me the expense components salaries and benefits those increase by 6% just like the general fund overtime up slightly health insurance 4% workers comp t 10% vehicle replacement fund those are the vehicles that are slaughtered for replacement and the utilities for the next fiscal year General Insurance 10% operating expenses obviously up significantly primarily due to maintenance type contracts as well as um uh chemicals uh looking at the reserve for contingency we lowered it slightly uh total expenses come in at 16 13.6 million compared to revenues of 20.7 million yielding a net increase uh in operating results before Capital transfers in transfers out Etc so taking into consideration transfers in $50,000 from the golf course fund transfers out going to the various different funds such as the general fund the new it fund uh Etc 4 million transfers out debt basically to fund debt associated with uh the uh water sewer operations contribution to fund balance is a net zero so we're forecasting a net zero for contribution to fund balance for next year which means that we will not have a loss A projected loss in the water sewer fund unless something unplanned happens in the operational aspects going into next fiscal year but again if we go back to down to the very bottom looking at the operational Reserve operational Reserve is very very healthy especially when you can take into consideration the completion date the projects and what that does to our projected cash flows going forward now one of the benefits of of those cash balances is that that money is invested overnight and so we do um expect to reap a significant investment component from those monies being UNS spent which obviously is driven by how the FED changes the interest rates going forward so we know they're going to drop we don't know what the rate of that drop is but we do anticipate getting approximately 300,000 or more in interest income in the next fiscal year moving over to the right component of the schedule uh taking a look at the capital items that we are going to uh purchase these are on the capital schedule a live oak Reserve Force main dis filters uh business processing map uh High service pump public uh Works building improvements and the total for the capital outlay for next year excuse me capital period for next year is 1.3 million any questions okay moving on to uh attachment number six basically attachment number six delineates all the changes that we just walked through attachment number seven is the capital schedule everything to the left with a red f means funded for 2425 and going into uh attachment number eight which is the uh CPI reserve a copy of the CPI Reserve is attached for your Lookout basically that's 3.3% May over May uh going to uh schedule number eight attachment number eight excuse me this is the storm water you can you go back attachments that uh the one that had the capital expenditures yes sir so that 34 million in 2025 2026 that's not the new well is it that is the new enhancements for the part of it is the well yes but that's for the the new treatment system that will be responsible for cleaning the water that comes out of the the Deep Wells is that the one we were talking about getting debt on that one sir okay gu sir that's correct that's in 2526 25 26 and 3 and5 million for the storage tank yes sir that's 26 27 I believe is that 26 27 Oh that's down below I see okay yeah yeah there's there's another one there yeah excuse me I'm old and I can't see very well anymore so not too far behind you yeah 2500 for Public Works complex phas three what is that is Bob Bobby in the room in the Next Room it's in the next yeah I am curious how these Force Mains work because it looks like block Wood's coming up we got the live open now like is it a some is it one of those things that has a lifespan and we should be planning or I I guess maybe we do plan ahead of time to have saved up to be able to replace these things fa there's a question on the Public Works complex phase three phase three 25 that when the original site plan was done for our Evan Street complex there was a third building supposed to mirror the exact one that's existing it's just that's what it is it's it's another uh admin building okay for future expansion okay but that's envisioned to be needed at the same time you right after the expansion it was envisioned that it would be part of the um the bond issuance if we did it that would be the time to do it okay it's an if it's not a you know it's not a have to have you know gotcha we're growing like everybody else I mean we need room but you know we make do with what we have if we have to no I got you okay all right I just didn't know what it was y mayor you got a question about the force Ms oh yeah uh on these Force Mains do they just have a lifespan and then they they ultimately fail no so the the two Force man projects that are up there um are Force mans that we inherited from utility Inc so the ones in lioke and the ones on 419 and they both have had several leaks and and it gets to the point liability wise do you want to keep continuing to repair these things especially if you have a catastrophic leak um especially the one on 419 because that's the only line coming you know coming from lioke Sanctuary Riverside at some point I mean it it goes right into the econ yeah exactly so it's best to plan to replace that I mean it's just we don't know if it's a it's interesting because we've had we've had PBC leaks we've had duct ler leaks so we don't really know what what's caused it yet we're working on trying to figure out what what's causing the leaks on 419 so is it the whole stretch then the idea would be to replace the whole thing wow okay and it's so you're you're talking a lot a lot and then the one in livebook isn't small either so and it's had multiple leaks on live Reser roll so once the new one is in presumably this will last how many years if it's done right they should last 50 years okay that's good to know thank you some duct alarm pipe lasts 100 years so but yeah okay thank thank you any other questions on the capital oh good thank you okay moving on to storm water uh essentially in storm water uh as we know uh there's the CPI adjustment is 2% year-over-year which is driven by the rate resolution um looking down at the bottom I'm sorry Kelly looking looking down at the bottom get a little bit off track here uh looking down at the bottom and the operating Reserve component where do we anticipate ending up at the end of the fiscal year we currently have about $900,000 in cash uh available uh we also have almost $600,000 in um projects outstanding which gives us a projected ending cash balance of $350,000 roughly so we carry that forward to the next fiscal year we take a look at you know what can we do operationally next fiscal year we cannot do any capital projects we do not have the cash to do that which is why we're looking at the rate study and that that's why we're looking at a um a u a debt issu preliminary debt issuance to fund many of the storm water needs that we have out there across the city but basically this equation says nothing is to be done uh between now and the end of next fiscal year we should have a projected ending cash balance of $356,000 going to the top of the schedule taking a look at the revenues you can see that 2% really does not yield very much to us just an additional $56,000 which is basically um just doesn't fund the capital needs especially with the climate impacts that we've had on our storm water system here around the city again the same rules apply to the expenses that apply to the um water and sewer fund and the general fund salaries and benefits 6% over time goes up proportionately excuse me health insurance is 4% workers comp is 10% vehicle replacement fund that's driven by what their their needs are for this next fiscal year General Insurance approximately 10% operating expenses um again you know that's driven by maintenance contracts and uh and other needs within the storm water storm water fund Capital expenses again nothing there yet uh debt expenses $435,000 and a reserve for contingency right now $435,000 that rounds out total expenses of 2.6 against total revenues of 2.8 and uh that gives us uh basically with the transfers out a net uh increase or change in fund balance of zero any questions about the storm water fund it's a little bit of a tangent sort of a thing but is it hypothetically possible that we could say you know in the next say two two months8 weeks we are going to adopt the storm water rate based on the study that was completed already we we have given uh will and additional information related to the debt uh so if we do debt that will take us longer so my understanding is that the reason we wanted to do debt was because somehow we could do it faster but because we have to wait so long to get all this extra information and issue the debt like a year later or however long it may take us I'm not I don't know if everybody still wants to borrow I I can cease line of talk mayor as of right now we plan on doing a preliminary debt issuance uh before we do the main debt issuance for the water sewer fund and we'll combine them combine them together at that time and we'll have basically issu when when is this going to happen though that that's my question CU hope to do hope to well let me let me back up uh we are planning to have another work session at the end of September basically to discuss the results of a 15-year debt issuance a 20- year debt issuance and a 30-year debt issuance on the rates and so whatever Direction Council gives us that time we will move forward and once we receive that direction we will then bring back to you a rate resolution um maybe December or like hope to have the rate resolution to you no later than January January implemented by hopefully February 1st but in the interim once we go through all those approval processes what we can do is we can go out and get a temporary financing so what I call a pre-financing like a um Bond anticipation note or letter of credit or something of that nature and what we're initially looking at is borrowing 8 to9 million roughly to put towards the capital projects and the capital needs that we have in the we all know that yeah we can skip all this part I know what the plan that's going to happen and so we should have those funds I would say no later than the end of March unless we run into some sort of an an anomaly along the way then they can rock and roll forward with the capital projects that they have outstanding in the storm water fund until we do the final financing at that point in time we'll have plenty of funds okay thank you okay any more questions about storm water okay moving forward then looking at the next couple of items basically we've already talked about this attachment 10 is the storm water uh Capital need none of which is currently funded we cannot do that until we do the de issuance lastly attachment number 11 is um the update to the fee schedules so as we discuss with each of us every year uh we have homework to give you today we would like you to review attachment number 11 attachment number 11 um contains the proposed changes to the fees for the next fiscal year we would like you to uh review them and let us know whether you are comfortable with the changes or whether you would like to make other changes to the schedule and we would need to have that back I would say by September 9th so that we can incorporate it into uh the um September 16th meeting at the very latest so so you planning on discussing this at a future meeting then or right now it's up to you we can go through the schedule right now if you would like or you can take it with you and we can discuss it later well can we get a column that actually shows us what the actual cost is so I I I see we get adopted fees and then proposed fees but I don't know when I get down there those didn't change it shows it on the next Pages oh okay so I I I do have some questions on this one um so for all these site development orders it looks like we increased all the fees by about just looking at it like 10% is that correct what's the reasoning behind that I'm thinking the only thing that really changes in cost is salaries right and I don't think they went up by 10% by 6% so good evening um last year we increased um the fees in 20% to bring the fees back to 2012 so this 10% is to kind of bring the fees gradually to what they should be I what what is what they should like I guess that's terms even if you consider inflation right and all the increases in salaries along the years you see how how far we are well is this a profit making Center for us are we trying to be on par with other cities or what is you know the right where where are we coming up with the concept of the right amount well we are trying to be fair to what you know the the fees should be so in 2012 we um um we give a break and last year we removed the break which was 20% so last year we we started to charge again the fees that we were um um charging 2012 prior to 2012 so if you we were just you know and that was staff um um internally we said well we're going to have now a 6% increase but even that doesn't cover that we have been having increases in salary our our fees should cover the cost of um staff that was the a direction from Council and we are not there so do we need to raise them even more then so if if well but we wanted to give a gradual right I want to like finish asking my question so okay so that makes sense so you want to get back to I guess what your cost to come even which we're not meeting right now according to our finances so okay so my next question is I actually want to propose a change here um we charge a fee again for a resubmittal for a second non-compliance and I want to get rid of it or move it to the third or fourth submitt because every project that comes through the city almost all of them go through and have to be resubmitted so many times that they all trigger that fee and that makes me think that either our process has to change or it's not fair to say that everybody has to get through to the point where they're triggering a second fee so I want to either thir at third compliance it says second on there I just scroll down to it where is it at um top scroll up that is refund right no no no uh application fee resubmittal after second non-compliance it's in Black so 50% of applic applicable fee but that's after the second time so it looks like you get one free retry no it's so recharge at the third compliance review so I have to see what is the language there so the fee that you that um every applicant pays cover two full compliance reviews at the third level if you have a third compliance review then we charge and if it's a full review we charge half of the fee do the majority of projects trigger that I can give you you know some of them do yes I just have a problem with someone just trying to get through the process and if everybody or the majority trigger the secondary fee it should just be the cost upfront to say this is how it is to get through our process so I just want to throw that out there I know you said we have to discuss this by September 9th so correct I would like to look into that and I I'm interested in looking at raising all the fees to cover the entire cost of running the department and I don't know what that would look like because you can't really predict how many projects will come in in a given year and it varies so well and and I I want to push back on that so I asked about the 10% because I'm always concerned with these things on small businesses having gone through this myself is really expensive to go through an Ado an SEO a development fee all these applications resubmittals I mean you're talking like 20 to $60,000 depending on the project that's a lot of money and a big hurdle for a small business so every time we do these incremental increases they're not affecting these giant you know apartment buildings but they are affecting the little guy so I'm I hesitate a lot to go what you're talking about to do drastic increases well I would like to sort of Define the Border though like what would it look like if we were to create a system where 100% of the fees were borne by the people who trigger the need for staff to exist in the first place just so we know what would that look like and then make a policy decision about what then feels Fair because if we aren't making the people people triggering the system be the cost that means that everybody else who's already in Ovito our taxes then are going to subsidize small businesses which we may want to do or big businesses or whoever to utilize straight forward I don't think it's that straightforward but let me make one point that so within this this fee we also have the charge that we have from Consultants so our transportation Consultants our Environmental Consultants everything that we do not have in house we have to pay this has been increasing as everything else has been increasing substantially so knowing that the budget is so um competitive and we internally we thought well it's an opportunity to bring the fees a little bit more to uh meet the you know the cost no I'm I'm not against the 10% but I definitely don't think we should do more than that um and I would like to look at some of our processes to make we get people through more efficiently more efficiently and that will bring our costs internally down as well and we're still missing gaps I know we've gone over this a lot on how I have issues with how long it takes to get any project through the city and I think that costs the city a lot of money which is seen in these fees so if we cut down from four submittals to two submitt and still get to the right end project that would save us a lot of money so that's why I don't think it's straightforward I think it's some of its processes that could cut down on cost and if we're not to like 100% effici on our end we can't pass that on I don't agree with passing that on so on that what we have done recently is the electronic review right so this has you know increased efficiency in terms of um not only on cost for developers and in time for us throughout you know physical plans but also the communication that they can see you the compiled um comments with Graphics so they can see with the plans I guess you know my question that are we are we ever late on getting comments back on deadlines have we been late in the past six months like I know the answer very r no say very rarely we are when we are we communicate beforehand if we are going to be late right I always tell staff um communicate to the applicants so that they are not in a limbo and um give a new timeline so the comments will be you know given you know whatever date it is and I'm I'm not trying to put you on the spot but I guess to my point here if we are still late on some of our submittal so we say you have a month and we're getting back later than a month like we are not as efficient as we are supposed to be or what we promise when they submit so I don't think we should be charging the full amount if it's not as effent promise yeah if we can't keep up our end of the deal then we should not charge people to cover the cost of our inefficiencies for not returning comments on time I'm just I just mean it's more nuanced than a straight cost that's all I'm saying so it is an interesting thought to ponder what is the actual full cost of the department and what would the fees look like if we were to structure it in that way the thing today is that I think the easy land is gone in the city so we have more land with it's either Redevelopment or lands that have environmental issues um we have a lot of development agreements that have legal you know um review so all those things add costs for us right because there are different layers of um of review so it's not getting cheaper in a way okay now it could start a slippery slope if we start complying with the the one month review process because then you get to the end and you uh you just review per compliance and send out whatever you got at the time and there could be stuff falling through the cracks you know I I'm not sure what your process is and and who's doing the reviews but uh maybe they're not starting earlier enough if they're not get into the month you know deadline and let me tell you we don't we haven't this is very rare that we have to um tell the applicant that we did not meet we are not going to meet the the the schedule usually staff meets um provides the comments within the time frame and the time frame is today for efficiency review 20 days for the first compliance review and we decrease 21 days for the second 14 for the third and and I've heard stories where you you do a review send it out and then they comply with that those comments and come back and then there's another set of comments um if they change the project sometimes they amend the project so we have to see each case right so sometimes I I receive that that um complaint and when we going to and I call Public Works or you know any or development review whoever did the comment the new comment or transportation and then I learned that they changed the project so if they Chang the project that may trigger a new comment because they did not see in the first set of plans in regards to the comments that were given in the first place or just change it arbitrarily no they changed to either accommodate one of the comments or because they the the the program changed or they had you know it was cheaper or whatever people changed their prodject along the review so if you change the project along the review you may trigger a new comment that was not there because it was not that configuration and that go against on the the one 123 rule what is that that goes against him on the resubmittal cost rule right well that can push the project to have the third compliance review which would be then trigger you know today it triggers um half of the fee it's up to council if they want to get rid of the the the third compliance review people do feel like they are sort of guided to the third compliance to get that extra fee I I don't know if others have gotten that feedback but I I AB I can see both sides but also we do a lot of quality control that is the truth right and if people do not take the time to read the code and we are trying also to streamline the code to facilitate on that on that side as well but if people don't take the time to read the code and see what is compliance here in oido it may be different than Orlando and other cities and they submit whatever waiting for us to then correct the plans then that triggers you know more compliance reviews U building sometimes when they receive their plans they stop they they would tell me I stop in comment number 40 if I have 40 comments on a plan it's because the plan was not ready to be submitted they you know it's still the the same code for them right is the Florida building code and and so we do a lot of quality control control sometimes that's what triggers you know the additional compliance reviews and and and we have pre pre-application meeting so we have the opportunity for the um um applicant to come before the meeting and we have progress meetings after each compliance review we offer sometimes they don't want because they don't think it's necessary but we also offer to go over the comments all right thank you okay so where where does this leave us does I think there's a movement to sort of not go more than what's proposed I'm interested in knowing what the outer limit would be not necessarily to go there but just so we for informational and mathematical purposes know what the full cost of you know addressing all of these needs are and then there's something in between what are you guys thinking I know you said we could take it back and then the only thing you would have do is probably address what she's asking well something that Miss Kelly suggested M Jones suggest suggested excuse me is we can bring this back as a discussion item for us to review at one of the council meetings before we finalize the schedule at that point in time we can uh provide additional uh input into the schedule itself and we can make the appropriate changes that are recommended at that point sounds like a good plan is that okay with you Mr pal I just want to make a little our development services people have to be have to be careful we can't design a project for somebody they make us midle we make comments if they make changes or they come back and they we make change because we going do this we can't tell them no you you have to resign Pro so they we they only have to respond to what's submitted to them so if the submitt comes in and the comments that this is this is nonomi this is nonomi and it comes back in we can't say well if or we can't tell them if you'll design it this way it'll work or whatever so we can only React to what they submit and and often times uh especially I've noticed out out of town out of town engineering firms they're not used to the way things are done here and they'll say well this is the way we do in Tampa well I'm sorry that's that's not what our statute that's not what our code says a lot of is lot of is not nonf familiar with our code with our with our building code and what our requirements are so our staff you know can reacts to what is submitted that we can't and I have tell the LPA we can't tell them how to do their project we can only review what's submitted to us so if it has to come back two or three times could they change or something that's not something we have control over no I understand it's a fair comment so okay can these things happen more casually like we can't tell them how to do it but we could say you know here's the general gist of your problem you haven't read the code and if I'm just looking at this is a person who knows the inside I you could do here are some things you could do is that something that would not trigger too much legal to be very careful about telling them what their project should be or how how they should and they have to C because a lot of people want just want you to suggest and and I I hear a lot of feedback on this with our fire inspections they just want the fire inspector to tell them how to fix it or make a few suggestions like you tell tell me like what level of electrician do I need to fix the the problems I have problem is if you tell them something that doesn't work then you're liable and they can come back cities tap de ETS and and and people know that so cities are always targets uh so we it's a fine line development people have to walk they they can't tell a developer how to do the project they can say it doesn't match the code or it doesn't match the code you know well if you do this it'll match the code we can't we can't go that way we say okay because that to me seems like a very sensible thing to do like if you here are some things you could do that would make the make it match the code like at a preapp meeting I've been to those for projects involed and talk about those things but we're going to process I think go the plan we bring it back discussion on so Mr C is it okay if we bring this back as a discussion item on September 5th yes that's fine okay I'm just going to what you're asking for can't be done in two weeks okay okay um I've gone through that I went through that back in 2006 we took every application and we figured out how what person touches that application how long it takes them to do a review on that application we figured in all of the Consultants the city attorney's costs everything that touched that application don't we just have the numbers from accounting like I I don't want to trigger a massive amount of work I'm just thinking we know what the salaries are we know what the Consultants are I'm just saying is that what happens is is that when you go through each and every every application has a different level of review okay whereas aat development order 100% engineering that is multiple departments that is a different level review from an annexation ordinance which is a very small review probably one or two people maybe and so it when you go through and do this exercise and you look at the number of number of app if you do it for every application you can't do that in two weeks I believe it last time we did it it took us months oh I I don't think that if it will take months and that much staff time that is not that's not something I want to trigger I can tell you what the outcome I can tell you the outcome of what happened was we we did the full this is what it cost us to do this and um we we even laid it out by employee consultant you know everybody was laid out there and it showed how many hours and everything and what the council decided was was that it trying to get 100% cost recovery was not going to make it was going to it could cause people to go elsewhere rather than build here and so that's when they decided I think if I remember correctly they they settled in around 50% it was something like that but through the years when we had the recession we reduced the fees and you know and then we've built them back up gradually very gradually actually as as Dr K said we're right now around the 2000 what the fees were back in 2012 you know and so this 10% I think takes us to like two 20 2014 so um and but even still when you look at these fees that are in here for development services they're all still based on that 2006 schedule you know so I mean just to give you an idea and that's why I'm saying is that if you're looking for something to do a discussion item in a couple couple weeks they they won't have that information there's no way they can put all that together in a couple of weeks just because of the year of number of number of permits and then having everyone sit down and say okay I spend this amount of money or I spend this amount of time on it and when the other thing that you look at too let's take a zoning ordinance okay a zoning ordinance not only has a staff review but it also has a public hearing before the LPA it has two readings before city council one of which is a public hearing which has to be advertised if you're looking at all of the costs that go into that that entire process has to be built into that application review so it's you know it's not just if you're just looking for what would it cost to do one review that's that's I don't I I'm willing to take at the percentages of what they are relative to each other here that that's accurate and reflects the two 2006 Super intense study and then whatever the big number is that can quickly be gotten from accounting uh for all the inputs for because I would assume 100% of the staff is consumed with something that we could probably get a fee for and then the consultants and just the whole number and then say okay well we're at roughly 50% cost recovery if that's what it is or maybe now we're at 30% just so we just so we know where we are but I guess that's the thing I guess my recommendation would be this they're proposing a 10% increase across the board is what they proposed at a minimum I'm cool with that and so if you're okay with adopting that on September 16th then yes they can go through the process I would say yes I'll direct them to go through the process uh figuring out each application what the cost we don't I don't think I that's not what I'm asking for so you're you're making it sound like this really hard thing and we've already mayor we had the plan to do that um but the thing that why well just maybe not as detailed at Mr cob did in the past but to have a better understanding of how much time each application in each St staff is spending right the thing that we did not do right now is what was not all because we have the ELD now you know to to finalize but also because we do not have a year of the electronic review process which has changed right so we want to have a year of the electronic process to see if we we cover more applications then to have um these review so at this at this time we are asking just the 10% to kind of bring a little bit closer because we know we are far from from um what we had in the past and then had the opportunity next year to do a more detailed review and one good thing about this it's a resolution it's easy to change yeah so I mean that's the good news I'll say that positively that's the good news well the last thing I want to do is have you guys spend time thinking about how you spend your time rather than doing the job like just do the job well if we have you know we we're going to this electronic review process why not do some data collection have people just say I spent 5 minutes on this and have collect the data right and then it gives you the answer yeah oh it's a pain in the rear I mean attorneys we we have to track our time in that fashion and it takes hours to track how you used your time to to log it so it's yeah Tak a lot of time to it is it's a very it is a very interesting exercise to get through because you're right Mr Britain it does make you sit there and really start to think about how much time am I really spending on this well some will be more than others but you know you can get an Aggregate and and get an idea of just how much time you are spending and then then base the fees on that I feel like every engineering company I've worked for you charge to a project and that's the exact reason why so they could see how much it costs and there's like software that does this so you say okay started working on this thing so you don't have to vog Ian is a crazy situation okay so we agreed that we're going to bring it back for a discussion item yes I'm not sure where we're at to be honest with you discussion item everybody we're we'll bring it back September 16th or approval but they're going to go and do this analysis maybe not as extensive as we did before uh but they'll go back and do the analysis and then over the next over this fall we'll bring it back for a discussion at a later meeting very good can we get some information though on what I was referring to can we see how many projects like for the past I don't know year how many submittals they went to um when the submittal were returned to them like get us some information on that I would just like to see it for the projects we've had I know it says 30 days but also says that's the latest date they could have got it back in two weeks and I don't think we do that ever so I just want to see some of those datas for the projects we've done in the past year so how many projects went to a third review is so want to see all the projects we've done in the past I don't know year six months six months whatever's not too crazy to put together just to get an idea and then there's also the extra how long it took to get through that process and there's the extra layer of the state requiring us to reply in a certain amount of time so I want to make sure that we are are complying with whatever the state requires of us too cuz I don't think there is a an ele El of the state statute that says well if if you can't get in 30 days well that's okay you just give them some notice that you can't so if we are doing that we should probably stop doing that okay so we have our Direction yeah just yeah are we are we doing that still talking about it okay I need a clarification is it for S plans or our development review applications and planning or building permits you're referring to um I mean I guess the big ones which would be like sdos right the the sdos and com PL the ones who normally have building permits no building permits is pretty straightforward start to finish so Mr bford just to be clear we will bring back this uh fee schedule to you uh in the form of a resolution on SE September 16th for approval okay is that correct yep okay thank you great thank you good job M because it'll be easy to change if we want to that's correct that is true very easy to change that concludes our presentation from budget you did a good job tonight thank you your whole staff uh that is something I I'll I do want to say deputy mayor the the work that M Jones M tador Mr Boop have done uh since January uh putting all this together has just been exemplary and uh I wanted to thank them personally because it is they've done a great job on this this is a very challenging budget this year which you all saw that on the 29th and uh so I just want to recognize them for the they put a lot of time in every year when we get to this part and I would be remiss not also recogn recognizing our directors uh we when we came together this year um the discussion was a bit more spirited than in normal years and uh uh you could see the passion for the service they provide and you know it was it to me I I enjoyed it but I could see the stress I really could and they did a wonderful job the folks putting every in on all the Departments putting the budget together this year they did just a great job good stuff thank you Mr B for for thank you guys okay so we got Parks and Rec state of the department thank you this something something we're going to let them clear out I I'll I'll I'll I'll do the T yes no this is something that we we I guess this will be about the second or third year that we we've done this and uh Mr B wants to he's put together some information to review the cost recovery of the department and the different components of the department and he's got some uh he's got some recommendations for you and he's also got some requests for directions so soon as he's up and running I'll turn it over to turn it over to him oh my goodness looks like my wife's that looks like my wife's computer I can't do I'll give you that you get booted up right to it we're fine you sure yeah right there behind it all right all right good evening uh honorable mayor Deputy Mayor city council members and as Mr cob stated we typically come to city council members uh during the budget process uh sometimes it's earlier on like in the middle of the summer like we did a couple years ago with the pay plan adjustment and our budget reduction options last year we came to the to the city council at the end of the fiscal year uh this year we're right in the middle um you know with with the information I'm about to present to you it's really you know we're not talking about budget reductions we're just talking about updates on topics within our department um so I've got five areas that I want to hone in on just to provide some uh information uh we also have some staff recommendations to consider and uh from there we'll just jum jump right into it okay I know following the budget team it's a very tough act to follow so we'll try to keep it brief and fire through this uh first item I always want to talk about recreation parks cost recovery uh if you go back to your March 21st meeting in 2022 uh city council provide a direction to maintain cost recovery 30% for programs 50% for those special events that were adopted by resolution okay so with that being said I want to show you where we're at year to date uh the first slide here is our recreation parks cost recovery not including facilities management and Parks maintenance uh if you look at this you know your your revenues are associated with sponsorships uh your your activity fees for your Athletics programs Aquatics programs uh all all revenue associated with special events Etc so with your you know so the cost recovery categories those items with the green they exceed our our our Target cost recovery rate of 30% or 50% the areas that are in orange are a little bit below that and the one key division is Riverside Park we're at 21% year to date which is phenomenal given the fact that we haven't even opened up the building yet we're still going through the renovations uh those revenues are associated with the skate park and uh contractual program fees from like tennis instructors Etc um I overall I'm very happy with our department our staff works hard to maintain these numbers we're very cost saavy on on the purchases we make but we're very efficient in in the in the program fees that we offer working comparable to other cities but we're also understanding of the community and the current economic Times um any questions on this but overall with these divisions were at a 47% cost recovery collaboratively I think these look really good okay your next slide is Department wide now what we've done is we've taken the information previously and now we've thrown in Parks maintenance and we've thrown in facilities maintenance uh as you can see every every number is the same except for Parks maintenance uh we're at a 3% cost recovery and what this covers is we've added $1.8 million in expenses uh We've also captured the $60,000 just over of the revenue that we took in this past year from sponsorships um and that was tied in with Ovito Babe Ruth for the Ovito Sports Complex since the expenses were captured we wanted to capture the revenue and then we also threw in the 1 almost 1.3 million for facilities maintenance with you know which comes at a 0% cost recovery that's all facilities that's all facilities all facilities including here yes that's correct correct so by adding just a little over $3 million our overall Department cost recovery comes down to 24% as a department it's still pretty phenomenal nrpa National recreation parks um Association um is around a 24% to 25% number and that's Nationwide so we're right in that ballpark range as a department just because facility maintenance comes under Parks or R I don't understand why you are including that as cost recovery that's facility maintenance I wanted to show the the the the overall number um typically we do not capture that with the 30% number but we like to show you everything just to see where we are as a department I mean our ultimate goal is to be 100% cost recovery as a department we're never going to get there with those huge .2 million out what would the cost recovery be um really quick do that it would be five yeah be hired I don't have that number with me but I mean we can it's going to be somewhere between the 24 and the and the and the uh 47 yes yeah so probably that it's going to be over the 30% number I would I would I would take it so but overall we're I mean we're we're successful with what we provide we offer a great um activity program package for the community and and these numbers reflect the you know the the job that sta does we want to present these numbers to you just to reflect on on those um actions that staff has performed on any questions no that's good all right now we're going to move over to the special events and special event programs um this is one slide that we do um or I'm sorry we have provided to council year after year to show the uh performance of our special events as they've been tweaked over the past nine years and um you know the work that M Martini has put into these events with her overall planning um her connections with vendors and sponsorships um you know working with staff on the on the pre-planning the post planning and then gearing up for the next schedule year I mean these numbers are off the charts as you can see all green we're all in in in the in the cost recovery model um again remember it's 30% for programs 50% for those uh special events please not that Martin Luther King celebration in the park this year this is the first time that we've ever reached the 50% level of cost recovery recovery in the history of are you know since I've worked for the city um you know 54% is really Kudos a staff and what we've done and but it's also the collaboration with those Partnerships in the community that want to make that event bigger and stronger for the future and then all the way through July we haven't captured August and September that you know they're still you know being offered um the you know the the the one loan event that did not me that you know meet that level was independent state for the fireworks we're at 9% uh that $3,500 of Revenue is the sponsorship that we we achieved um we are always seeking sponsorships and it's something that we're you know we've got independence day as a topic coming up here on the plate here shortly which we can get into further discussions but we're always looking at at increasing that number to increase the overall event C recovery how did October Fest do last year uh last year we were at um oh it's not that I know that we were over 100% were pretty CL I think it was 138% was well over 100% 135 yeah 138 I believe 138 I believe so what does that one do so much better than like the bark and Brew or St Patrick's Day three days it's three days yeah I guess so yeah all right St P did we do multiple days for St Pack's day one we did two days the previous for the first year we dropped down to one we're going to go with one going for as well no no I understand that yeah okay on bacon Bourbon and blues um the way that one is structured is is sort of similar to Comedy D it's a private event that's ticketed it's not really a familyfriendly sort of a thing my inclination is to consider sunsetting that e even a little bit of a subsidy for for something of that nature kind of rubs me the wrong way I went to it and it was a great turnout you know and then they had the comedian they came in right after that so we we pulled people and asked them about um the change they love the change and uh even asked about removing it and we did get a quite a few no it's it's really good now don't take it away yeah not every event's going to make everybody happy well but but it shouldn't be upside down a drinking event should not be upside down when there is no way to go to it without paying to get into it that's 79% cost recovery that's still a subsidized drinking event I if if that's what everybody wants to do then of course it can stay it meets the criteria but I too I mean I don't know you know the public is looking for Less familyfriendly events they want to be able to go out with their significant other and not have children so events like that are successful for that reason so if if the C ticket costs were increased nobody would stop going and then there would be 100% cost recovery so taxpayers would not be subsidizing a drinking event that's privately we could make some address we can make also we can continue looking for SP additional sponsorships yeah anything to level out would make make me feel better about us not subsidizing that sure overall when you total these we're at a 69% cost recovery with collabora collaboratively with the special events and the programs for moo and the park so how did that compare to last year um I want to say overall I don't have that number in front of me it's an an increase I know it's an improvement I just didn't know yeah what what it was any other further questions on cost recovery um the only recommendation I have for Council on cost recovery is um staff's recommendation is to continue continue with the 30% and the 50% model for programs and special events um and if that's a consideration staff would also like to take back to council at the end of this fiscal year to realign our special events and programs um because as you remember our our five special events as you know some of them no longer exist so we like to recommend new special events that will be dedicated for the city and then realign the those programs accordingly so there's a differentiate and just follow line with what we're currently offering to the community yeah we're open to that okay uh Mr Bretton just to answer your question I I did some quick numbers and I got 30.3% if you take facilities out of the equation got you thank you Mr C all right under one of our favorite topics independent state fireworks uh I want to take you back um over the past couple years we've had several discussions on fireworks um first off a few years back there was a recommendation to remove the fireworks from our budget from our department um we also removed the festival that we used to hold at the at the event and then this past year we you know or over the past couple years there's been challenges on locating the the actual drop zone or the firing zone for the the fireworks due to the parcel changes currently we're seeking approvals from four different Parcels in order to fire off the you know the you know the show um as of right now we're you know we've got you know we're in graces with those same four Parcels for next year baring any development changes with the all um so with this being said we've got some few options to to um present to Council on the fireworks you know you know for next year as well as into the future for consideration and you know because of the challenges we Face we have to make some decisions to um either boost the event at the current location or possibly relocate it somewhere else okay all right so of the five options the first one is to continue offering the fireworks at the mall status quo as long as staff is able to maintain the approvals of the four Parcels um consideration of this um option there is no impact to the budget for next year it's already been ated accordingly and uh um that's a consideration for Council option two would would be to offer a fireworks only display at the Ovito Mall um again as long as we're able to obtain the four partial approvals but this time we're going to recreate the festival component within the interior of the mall okay it's a unique feature that we haven't considered in the past um I will share with you that M Martini has spoken and reached out to the vo Mall we've met with police we've met with fire Public Works General consensus is that this Festival would be adhered to it would it would actually be approved and we think it'd be an overall boost to the mall to the small businesses in the community the food court generate additional participation for those businesses and also offer a little bit safe environment it's it's hotter in the summer inclement weather people not can enjoy the the HVAC you know during the day you know extend the event to four or five hours so people can stroll through visit vendors get the freebie goodways enjoy some entertainment have some great food shop and then at the end of that take the 15 minutes to walk outside and enjoy um a fourth year of great a great firework show that's been a success in Ido no you guys have done a good job so if you put it inside the mall what is the additional $20,000 that it would it would cover the fireworks still that we normally and the cost for outside but also the the entertainment um any rentals that are incurred inside um to host the event addition printing Etc would the mall not pay for any of this I we're bringing people to their venue they're not charging us to be there so it offsets they could charge us an exorbitant amount of money to over take over their Mall uh to bring a lot of people to shop in their mall we can't guarantee that so yeah I guess so but we also want to you know incorporate like the kids component like with the rentals in there for the you know the the the entertainment for the kids but also the entertainment for the adults there might be different locations throughout the mall because it can get loud in one particular area so we may put some smaller groups over down by the by Dillards and maybe Macy's or somewhere in the food court there's several options to consider but we wanted to um recommend recommend this as one of the options for Council would being in the mall would that be easier than I assume setting up the whole thing outside right for staff and because I know that used to be a a big hassle it was an orchestrated event um being outside and um but that would inside would that reduce any of that or it's still kind of same I think from previous years I I'll start and I'll let M Martini follow in um it was a it was a a truly a departmental event we utilize 30 40 staff and some part-time staff for the outdoor Festival uh we had rentals we had carnival rides games there was a huge expense with that we're not going to bring carnival games to the to the venue um so there maybe some smaller games that we might bring but the Staffing will be maintained a low at a low rate you want so uh yes it would take um less staff than what we have had in the past um we also won't have multiple days of setup um I won't have to be meeting State inspectors and a lot of the behind the scenes things that cause you know staff to be there for 17 hours 3 days in a row so so uh there's definitely um a benefit to doing it um I do like the fact that the city can come in and potentially give a lot of love to that mall on that particular day okay okay going on to option three is simply an elimination elimination of the fireworks display completely at Option four um if you choose option three there would be a reduction of 49,500 from the budget just for the numbers um to pay for your Christmas tree option four that makes the Christmas tree seem like such a great deal we can do Christmas we put the yeah can we put the Christmas tree up at the mall and have a really cool flashing light sequence option four would be to relocate the event to Cle Park okay uh with this option would be to replace the event with a fireworks combination with the Drone show as well as bringing the typical entertainment vendors food and drinks to the community um providing this option would be an additional uh $32,000 to the budget okay that drone show isn't it's not cheap um you know we're also limited on um on the size of the fireworks that we can hold in Center Lake Park so yes the fireworks cost go down but the but the Drone cost brings it up and then you have the entertainment the bands cost of the rentals if we lose the parcels this would be my option that I would recommend to you okay but it's up there for consideration and then option Five Just for kicks um elimination of the fireworks display at the you know at you know for for next fiscal year apply the you know those allocated funds towards the 100th year anniversary that we'll be discussing later on and then potentially bring back the event the year after to them you know use those funds to go towards one of the options that we presented to you earlier in this presentation um if there's any questions staff's recommendation you know is to actually consider option number two okay which is to go with the at the mall fireworks display but bring back the festival indoors that's staff's recommendation and if the mall was not a viable option then we would recommend option number four and then bring the event to Cent Lake Park do the do the event like we normally do with you know the bands entertainment vendors and and then uh incorporate that drone show if we do option number two why couldn't we make that the 100e celebration also well we're going to be doing some unique unique things this year we'll get into that here in in a few minutes um you know the 100th year anniversary will be pretty much celebrated in April and but we're we're not celebrating just April we're going to be celebrating this anniversary pretty much all year round in some capacity through marketing printing um including the history of OB at all of our special events um on the website so it's not just going to be one celebration there may maybe multiple smaller celebrations in there but yes our goal is to actually have a Fourth of July fireworks that is even higher in than what we did this past year yeah I thought you guys did a great job this year I mean all the feedback I heard was was phenomenal um and that's again that was another year about the festival which I like the idea of being inside I mean I'm I'm between option one and option two long as we can stay out at the mall and then if the mall's not an option then obviously Center Lake Park would be okay where you'd go yeah I'm for option two I I think I need some more detail uh on what the vendor situation would be I'm not sure you want to bring outside vendors but use Theo Brewing mhm uh maybe you have a booth there or or whatever yes there we do have we had several meetings um leading up to this so we can go offline when we had the festival sorry I'm just little questions today um what was our cost recovery I guess from back when we had the carnival and everything outside just curious it's been years but I say it was below um 30% okay at best and that's well below the 50% level I guess I was thinking more not percentage like monetary um I think our overall expenses I believe were in the 78 to $80,000 range for the expenses so do you think we could get back most of that 20,000 from adding in the festival bringing it inside there will be some Revenue that can be generated through vendor spots vendor booths um additional sponsorships now because now it's it's a longer event there might be more time with with the general community and also um you know food and beverages now we can actually offer that service and um I don't know what that number look like but we're really going to be hammering sponsorships big time this year on on I thought last year we we challenged you to get sponsorships why why why so low this year that's what we were able to obtain with the solicitations that we sent out um the sponsors want um they want a lot of FaceTime they want people all right and there was a lot of people there not they don't get the FaceTime for 15 minutes after everything was closed at dark they they want to be able to we did have two sponsors there and they were thrilled to death that they took the time to be out in that they front center and they were front center yes so they want some kind of R for what what they're going to give us right and there are there are others that um that don't need to be on site but they would like to have um have us do something longer yeah like like I said I'm I'm open to option one and option two I mean be only thing I would say is to point of be having love for the mall is that obviously be careful with the food you know cuz you got the food court that you're trying to help out and I think you got two restaurants that are still on the outside the brewery and the uh the Japanese one if option two were the consideration um we would be coming back to you and in October with a budget amendment um fund balance would have to be um utilized unless there's another Alternate Source of funding okay the clerk store I think option two looks really good you guys did good job with this council member T I think the big thing when we did the the event in the past it was an all day event and so we were setting up the night before and then the the vendors were coming in early in the morning and it it was just a long day and by the time you got to the fireworks everybody was basically exhausted to be honest um and so our expenses for that dayong event were much higher than any of the the revenues that we could but I don't think we got the attendance that well for because it's so hot miserable miserable we went for about a 5year period of rain it just seemed like that was a day and it always and it and it always somehow affected the the fireworks equipment well it is Mall could still happen yeah yeah well they had they had a lot uh some very high-end entertainment on those too I'm sure that wasn't cheap yeah we we did we had concerts and that was one of the things when we first we first started talking about it was how can we not do an all day event still provides something that you know maybe like Paul said maybe 3 4 hours hours so it starts a little bit later provides some form of some entertainment uh I my my hometown this past year I thought I thought it was very interesting they did theirs on Saturday as well and they did a concert downtown and then they shot the fireworks on the hill their their geography actually helps them because they had a hill up here and downtown's down here so they had a concert in downtown that was for a couple hours and then they shut the fireworks off you know so uh and it was it was well attended much like much like ours and but we just didn't have the concert so I that was the thing that we've talked about is how can we do that not do a day long thing but do something that does take advantage of the of the mall hours and then everybody can then come outside after dark and then we you know and I think I think we've been successful being doing the side race I said if only we had a hill I think that would help you know yes if we had a hill that would be awesome even just one no I mean it makes so I just didn't want to be adding something that I know that event really taxed the staff as well as the cost recovery and everything and the attendance was kind of Hit or Miss so I think this is a good fix for everybody all over feel like a consensus on option two then I do think we should as this progresses and the mall continues to develop we need to be looking pretty hard at Option four so once we lose one of those Parcels approvals then it's done right we got to go to option four if that's a consensus we can already plan for that option once we lose the approvals I I would like to be more proactive in that than I think everybody else is wanting to be this year it sounds like you've already secured them for 2025 though we're trying to secure them right now basic if they if they can't be though like I would rather be our choice to move perhaps before we're forced to move and to do it right and to be prepared to have a community event uh it does to me feel a little bit like we're picking winners and losers to say we're going to go to the mall and benefit this this private entity and and I guess they're giving us free indoor space so there there's that angle of it um but then we have our the the place that the taxpayers have are still paying Bonds on uh to have created that's supposed to be our town center that we're not using for this and we're creating a situation where nobody can walk to this F very few people some people can walk to the festival um and you traffic has the flow has been good so at least we've addressed that okay I I think that's been the thing the mall provides the venue that gives us adequate parking and then an adequate movement in and out it's what it does uh you're right if it were at a veto on the park then there's a possibility that there would be a group a large group that would be able to go there without having to get in their car uh but at the same time what the mall also allows us it allows us to use that larger shell to get higher up in the air which expands out now you've got people not only parking at the mall they're parking at Target they're parking at the shopping center down the street because we can get higher up in the air that they can be seen whereas that the in the park we're going to be much lower because we're going to have to use a much smaller Shi and and this is a regional benefit that only our taxpayers cover the cost of for people who live far away um so I'm hoping that there is a way to monetize that and sponsorships so people realize how many people there are maybe pulling target has some vendors out there I I don't know how to get the cost recovery to a place that will bug me less uh but you there there is consensus so on we go all right think I I do have one more recommendation with Independence Day celebration in the fireworks is that we've also discussed the uh um the day of the week that we've hosted the event and um what staff is recommending is going forward is that we look at offering the event on the first Saturday in July into the Future Okay this way it's always consistent on the Saturday that we've talked about over the past couple years and if that if the holiday lands on that Saturday then we're going to host it on that holiday on that on that but what if we can't like how are we going to if if somebody's booked for the third and the fourth and like that's their pattern is that they're the third and the fourth if it's the 1 the 2 the 3rd the fourth or the fifth or the sixth or the seventh we're still to be looking at the first Saturday July I get that but the reason we swapped was because we couldn't get a good vendor right but we've levered ourselves now that so now you get a good vendor even on the fourth we're we're in Q we plan for those years we're planning for that okay so this year would be July 5th for next year next year yep the year after that would be the fourth then we can we can we call it something besides an Independence Day celebration cuz why cuz the 4th of July is independence day is if we called it something else people would would be less annoyed by it celebration of fre was annoyed nobody was annoyed I don't think people are annoyed there's thousands of people out there and they were clearly celebrating the Fourth of July happy okay Call It Whatever You Like call fine during that week so Independence Day celebration is covering the fact that we're celebrating the 4th of July right is there consensus to go for Saturday okay perfect thank you okay on to the next topic is the 100th year anniversary if you recall back in March uh March 4th to be honest um at the city council there was some discussion in which city council asked staff to begin the the planning for the 100th year anniversary this upcoming year um through a first failed attempt at maybe introducing rebranding of the city um we're on to the next um segment of of this which we formed a uh an internal Committee of Staff members and we' you know we brainstormed on what should we present as a 100th year anniversary celebration for the city and um with some great ideas uh tonight we are recommending a um an event that involves several things we're going to bring fireworks we want to incorporate a drone show potentially offer a mid Midway Carnival um you know within cly Park bringing a high-end performance band you know we we we showed you the Gin Blossoms I'm not saying we're going to go with the Gin Blossoms but a performer such as that maybe bring in some finalists from America Who's Got Talent other street performers artists um incorporate the community I'm also doing some video mapping that that highlights the history of oito through telling the story from the past 100 years and that would be incorporated in this one event in addition to the The Branding of this which is the printing that we're going to advertise throughout the year um potentially just a small logo that would be included in this that we would just do in-house at this point and um and then maybe beep up our special events a little bit where we would highlight the history at every event um throughout AO so tonight what we're going to provide to you is a preliminary budget that staff's put together um it is sticker shock it's about $170,000 uh this is what we anticipate if you were to you know anticip at these items at these levels obviously they can be tweaked but we wanted to present to you our budget and staff's recommendation is to go forth with this budget or similar but also open to your recommendations if you'd like to make any changes to this and we'd be open to any questions that you may have is this for all the different events you just said or this would be for one event style at Center Lake Park this would be in in April on a Saturday and this would be a a pretty good party for the city the things that would be year round if you look towards the the bottom um they those 8ot um 100th year I don't think those are going to end up being a rental I think we're going to end up owning them um and that's what the company will be mapping they'll create a video based on all the history of no Vito and they will shine that off of those letters which will be placed uh where the tree usually goes on that concrete pad the where it says Printing and banners um actually I just got an updated number so I'm down to 5628 for 50 uh fabric banners you know the fabric banners that go around the city so 50 that go around the city because they're one specific size and then Center Lake has a different size um but the two of those combined uh add up to 5628 but they will be the nicer um cloth and they should last uh vinyl banners have that are used for that purpose they can barely be guaranteed for 90 days but if we put the cloth ones up especially where they're much less uh we should get the full year out of that and then for commemorative merchandise uh I have several uh pieces of Swag that uh the committee can you know vote on or whatnot but um one of the things that stood out the most was a challenge coin especially for the veterans that are in the community so we could make some challenge coins um specifically for them and or we could just have some that were for the community obviously there's two big ticket items on here it's the high performance entertainment at 50,000 and the carnival games at 38,000 um those are large numbers um they can be reduced obviously we're what staff's looking for is a a number that we can go off of to plan this obviously none of this is included in the budget um come October one staff would you know bring back a revised budget based on the consensus and uh be requesting fund balance or another source of funding to cover the cost of this event have we ever done carnival games for any events so uh yes we have done carnival games and um this particular Midway is going to be comprised of truly 1970s carnival games right out of Coney Island and they would be set up um um kind of like where de Tronics is to the to the playground on that section of the street and we could get revenue from that now if I could guarantee that we're going to get $40,000 in wristbands and game tickets uh that would be great but uh again it's just this is just to give you an idea of what's out there this is our 100th anniversary um I really don't think any of us are going to see number to 100 so person um the high performance entertainment that is like a national act and that's using the relationships that we have with our agents to find somebody that's probably going to get paid a 100 somewhere else um if you look at the performance entertainment um I actually tweaked these a little bit uh since this presentation so we could take away the 50 take away the 4500 and I could do uh music through the decades which would include Music Live people performing music from the 20s costume change 30s 40s Etc and that um America's Got Talent those two uh individuals that were on that slide before um they're extremely popular right now they have a 5 million person uh following and that would capture you know the younger the younger people not just and I don't mean children I'm talking like you know the 30s and under or anybody that's really into Tik Tok but that would be a good way to segue into our drone and firework show um because of course I already have a production for them to follow but all of it can be it just can be tweaked to whatever it is that what's your vision we were tasked with our vision and this is what we have so yeah I'm trying to hone in on a number will help us plan this more accordingly so are you comfortable with this number or I am not uh this is a really big number and uh the the mapping video on on the letter seems like something that could be utilized at all of our existing events so something like that right out the gate I think okay I I can wrap my brain around that and the banners uh starting to do a a separate event that would be a onetime kind of a thing that is getting us close to 170 then that's where I kind of fall off the map what are you guys thinking I think it's one time M to M Miss martinis we're not going to see a second one ourselves personally so and this is um based on looking at other communities other communities are spending 10 times that well not the only one I've ever been to is alont and they had everybody come to the park one time they put some banners up and called it a day and and I felt quite celebratory it was a catered event it it was but it was a one night kind of a thing and it wasn't huge and the whole universe was invited so I like the thought of having everybody be invited to Center Lake Park um one of the other pieces to this that's not in there because I really don't know um and hope that there's really not a huge cost to it is um the cultural center itself what I'd like to do is when you go through the center doors you're going to be stopped by a partition and you're going to be looking at 1925 and with the help of some of the um people in the community that have been here for several Generations after already spoke to a few and they are willing to go through their their photos and and help put together a um basically you're going to walk through the decades you'll start at 1925 and then you'll take a left and then you'll hit 1930 and and so on until you get out the door at 2025 but the thought of having the Personal Touch of people that have been here and I use the example of when my mom passed and I found a a suitcase and it was old and it was smelly and was torn apart and when I opened it up I couldn't believe that I found a picture of my great-grandmother holding my grandfather and a picture of the house that I have now with his doodo in the lack of driveway just grass so knowing that there are people here that have such things and that they're willing to share that with the rest of the community is I thought was a pretty cool addition so how would we pay for this would it come out of the fund balance that's what we would do we would treat this event as a one-time cost and we would yes we would use fun B okay and Mr boop can we do that that's the council it's a terrible idea though right well I yeah I that's what it's for this is a onetime event we're not going to have I'm not going to be around for the second 100 Years celebration so I don't mind having a big blowout to celebrate what we've done the last 100 years I do think to your point about the high performance entertainment and then there's fireworks and then you got carnival games it it's a lot it's a lot we're known for celebrations at especially at CLE Park um people come to this community for these events so when this would be all day it'll be a a good amount of yeah can you get a concert and yeah there might be multiple bands out there we want to spread spread it out you're some not everybody's going to make it all the the whole time obviously but yeah I want to do it up right yeah you now this number is big if you know if this is the top off number we're we're definitely work to get this number down as low as we can um there there'll be opportunities for sponsorships and cost recovery measures in this that we'll definitely try to hit on what about like 85,000 since that was the proposal for the the logo just to give you an example for October fif our our total expenses for October fif are about 55 to $58,000 for that event alone but then we get it back well and then so selling sponsorship to something like this is going to no it's not no it's not because you are getting look at what is being put out for this community look at all those activities look at every single age group look at the history that you're pulling in and what you're sharing and they're going to say I want in I want to be part of that yeah I'm good aggressive in pursuing that be very aggressive cuz I think I think you could actually pay for all of this with sponsorships we're going to try I mean that's our goal is to pay for this um are we going to be successful it's going to be the the path that we take to really you hit the hit should we put it on your performance plan I strive her 100% every time I don't like to fail what we s you know set up for so I mean we're going to do everything we can't get 100% on this one okay is there a consensus to move forward with a plan knowing that we that these numbers could come down and then we will present to you something this is your not to exceed number yeah okay not to exceed 170 back to plan yeah and I did like the idea of the you know the different music Entertainer it's a different genres and you didn't do the 50 skip the 50 so but to 120,000 in sponsorships all right thank you all right on to the next I'd like to provide an update on the Round Lake Park African-American cultural and historical um Grant um as you can remember back in December of 22 we executed an agreement for $500,000 um Community Center if you want to call it um the intent of the of this grant was to renovate the existing bathrooms at the building at rley Park and then to construct a new 3,000 ft facility um upon learning of the funding of the grant um escalate the the escalated construction cost kind of put this out of reach at that time so we were really working on on alternatives to figure out a way to actually make this grant happen um anywhere from seeking the true cost of what construction would be you know today we looked at knowledge of buildings but you know that that wasn't an option and uh uh assistant city manager Mr Kelly um helped us and you know put it in for Appropriations with the state and that that request was at a million dollar initially it later was funded at $500,000 which was then ultimately vetoed by the governor so we kind of we're back to square one and where we land today is um we worked with some of our one of our contractors to get a true cost of Renovations okay um staff's recommendation is to go forth with a complete renovation of the building that's that Teensy little building yes and it's going to cost us $500,000 there's other I'll go through the budget with you I'm looking at it I just don't get how we get there so our recommendation is to fully fully renovate it okay and that renovation consists of many items that are on the screen here it includes your engineering permitting design any demo work framing we're going to put a brand new roof on the building one of the biggest requests from our from our Civic groups that use the facility and they actually have provided new support letters for this Reen you know a revised renovation and was to one give the the the feel of of a larger space they need more space inside for the for the group so as you know there's a small meeting space room with two offices this plan would completely remove the two offices and it's going to be one open siiz room as you walk into the building okay that can be engineered designed to do this we're also going to raise the roof um and the interior so it'll provide a more open feel um we're going to replace the the the air conditioning unit make sure it's a proper size replace all windows and doors any drywall new gutters on the building we're going to paint the interior we're going to paint the exterior new tile flooring all electrical trim out Plumbing complete renovations to the bathrooms to make them 8 a compliant everything is going to be brand new in the building uh we're also going to be requesting a new Pavilion which would be adjacent to the the existing structure by a walkway that will provide additional meeting space outdoors and one of the key components that kind of solidified this was incorporating a cultural historical art component um so we're requesting to dedicate about $75,000 towards that which would incorporate some Bronze Statues artwork in the building murals um that's a key component to a raise awareness of the of the historical um culture from from the African African-American sense from obido um today but also into the future and uh we've received two new support letters from Obito citizens in action and um and this is T Hill Washington Heights community outreach and this would be to move forward with the you with the State on these Renovations uh we have to encumber These funds by the end of December of this year or we lose the Grant and it's 100% from the state correct that's correct zero match yeah we have the funding allocated in our budget we'll receive uh we've received 25% of the money back already there's different installment options um once we do the amendment which I've already received the amendment from the state if this is given consensus to move forward I'll be doing the budget amendment with Mr cob tomorrow we're going to go to bid and encumber this by the end of December and then we have two years to complete the renovations but we're going to move pretty swiftly to complete this next year and it's covered by some great yes and I just want to say um Mr Beldon has done an awesome job making sure we reached out to you know OA and Washington Heights and and made sure we still met what they were looking for and that took a lot of work and a lot of meetings so I've sat in a few of those and so basically I I mean go to OA meetings the room right now is insanely small and so it fills up and it's ridiculously tight and like you said there's two offices on the side there so if they couldn't get a new building what they were looking for is to open up that whole room into one big building room and that's what this does it gives them more room to meet it it makes the possibility for other groups to come in and use that space so it turns something that's like falling apart into something very usable for the community and it was also really important to get the $75,000 in there because that was the intent of the grant is to show some of our history and and and some of these figures that we want to support with the intent of the grant so adding in the Pavilion was another thing a lot of kids go to that Park after school and do homework which is why we put Wi-Fi in that Park um so having an overhang so when it's raining and stuff I mean that's a great additional use of that space so I just want to say thank you for working really hard on putting this all together thank you what are the amenities you're looking for amen would be like um like picnic tables benches um we want to put a new TV inside the building uh new tables and chairs inside because they're outdated we want to make sure it's Top Notch uh that's a ballpark number some of these could go up and down um and we will rearrange it as a big comes in the roofing is to raise the roof that cost the um the the roof's going to be replaced the replace the roof but then on the interior it's the drop down ceiling so we're going to lift that all the way up to the up to the Raptors so that 56,000 to replace the roof that's approximate yeah how big is that tiny what 1300 Square ft or something something I I don't is this a metal roof with some special yes okay I I guess it's it's free money essentially but I still hate the idea of not being not using it wisely even if it's the state's money because it's still you know still our money just make sure whatever you do the state if the state audits you it's it's approved yeah so we we have to provide our contracts and bid to the state prior to going out to bid prior to execution of those contracts for the approval once it's approved then we'll go forth with procurement and then we're we'll hit the ground running at that point so um this project doesn't stop here this is a grant this is to get the funding for it but I want to let Council know that it's one of my goals to continue this into the future um creating awareness and um increasing the awareness of the African-American culture and history in aido is one of my goals to continue that in our budget in the future but also bringing in Outreach programs to the community through our department so we made it a goal to work with these Outreach groups to meet on a monthly basis to just create you know Foster conversation um see what we can offer the community we might bring in some new smaller events to the community in the future but I watching want don't be known that we're going to be possibly increasing our budget requests in the future to bring small Outreach groups for the for this type of awareness for the cultur and historical um aspect of Ao no I think we're good of you going forward with us okay I appreciate it and then I've got one more item on the agenda and it's just to discuss the annual golf tournament for the city um just recently this past year we raised and donated $37,000 to American Cancer Society and helpful hands uh from our annual golf tournament um after each year Year's tournament we review how the how the you know all the logistics worked how we can improve in the future and around that that time time period was when the friends of OVO dissolved um as you may be aware friends of OVO proceeds from donations to the nonprofit went into the towards the veterans tribute um for maintenance Capital whatever those requests came in for that general area and you know with that dissolv of the of the of the nonprofit I was trying I'm trying to find a way to keep the funding continuing in the future cover these costs uh for the for the for the name plates that go on on a yearly basis any repairs that come up and you know that basically led me to having individual Council meetings with the council members to run some ideas through you you know related to the veterans tribute um I'm currently in the process of writing an admin policy on how to become eligible for the veterans tribute which will be coming to council here at the end of this fiscal year um the other aspect of the of the meeting was to share with you my thoughts on incorporating the veterans tribute as a a benefactor of the golf tournament okay in addition to helpful hands in in American Cancer Society um General consensus was to continue with this with with the two current groups um and I've got general account consensus from the majority of you to move forward with incorporating the veterans tribute um staff feels that it's important to um incorporate all three now it does create that that funding source for the veteran distribute for the future and at the same time it it allows us to continue the the history of the past 15 years of the annual golf tournament um so today you know my recommendation is that we move forth with incorporating the new benefactor we'll have three going forward officially and we'll keep it at that for some time unless there's consensus to change it later on um that's the first recommendation the second recommendation you want do you want us to go ahead and discuss the first part of it yeah yeah go ahead with that all right so I'm good with it I mean again it's just I don't know how much we need for the veterans tribute uh I know it's in some little bit of this I will share with you we're currently doing a study right now um around $28,000 to try to find out what's causing the major erosion problems around the tribute right now um we've got some major major work that needs to be done on the current structure so pending the outcome of that study will determine what the costs are going to be to improve the erosion but also determine how we're going to move forward with the new tribute down the road potentially either repair it or or totally redesign totally redesign it yeah just as long as we we're taking care of the American Cancer Association that's again that's that's what the whole thing is Relay for Life for lung cancer so you know and helpful hands as well okay well but but why I get why helpful hands because they get back to the city but that's what Relay for Life is I know but it doesn't have to be Relay for Life if if we're going to use staff time and taxpayer funded resources to throw a fundraiser I think it's problematic for us to pick that it's going to be you 15 years I get that we have I'm not sure that it's the right outcome uh it would probably be a helpful idea to have a discussion about what organizations what 501 c3s might enjoy having the city run a fundraiser for them uh we've got hope helps does a lot good for our community we've got you know helpful hands obviously like they have a connection and partnership with the city there's a lot and you the American Legion they do a lot of things for mental health they actually got an allocation uh all the way through the Senate and the house and then that got veto too so I I like the veterans angle a lot and I think it would be an interesting possibility to perhaps talk to the American Legion and see if you I think we all know that they're working on trying to expand their building and make that available as a community space maybe that is something that would be an interesting partnership to pursue I'm not sure the golf tournament is a big enough event I think you're going to dilute any benefit you have for any beneficiary uh because it's just it's it's constrained by the size of the event right uh unless you start raising the fees outrageously you're not going to raise any more money than that 20 $330,000 mhm so and what what it make last year 37 we donated 37,000 um we've got an ambitious goal this year um that we're working on uh we're we're going to aim for that and really it's it all it all depends on sponsorships that come in we have we might have to tweak our levels of sponsorship and we're going to try to keep the fees at the same for the golfers that really isn't going to change a whole lot um we're in a comp competitive rate um so how much uh staff time I I understood that most of the staff time is voluntary right now well the M Mari Shar this information the um staff time the day of is very limited you're talking about a couple of hours here and there um over the last few years um it has bless you the um staff has been removed and replaced by having interactive holes run by those businesses that like they do with a lot of other golf tournaments so helpful hands comes in and volunteers helpful hands comes in and they help with the raffle portion of it and American Cancer Society comes in and they help run the check-in and the raffle ticket sales so it's a Hu it's a it's a really good partnership right now um and then to go back to um Relay for Life versus not Relay for Life I don't have th those numbers with me but we can provide you with information that the money raised at that golf tournament really does go locally it is here and I mean not to violate Hippa or anything but we we have people in our community that are undergoing treatment or they're family members are undergoing treatment and this golf tournament is helping them okay so we're just I'm you know two items are number one is to get consensus to move forward with the three benefactors if that's good to go we'll move forward with that in the future so when we do the donations it'll be three versus the two good with it I'm good okay I guess you got consensus step in the right direction okay and then item number two uh we recently surveyed the recent golfers from the past couple years to um look at an option of changing the the you know the date of when we hold the tournament and you know looking at the month that we offered plus the day of the week and our options were to either offer the tournament in April or February or a Friday or a Monday and based on those survey results um consensus was to re you know move it to February but keep it on a Friday still and that's what we're recommending now is to move it up to a little bit cooler month you know it's not so hot it might be you know we won't be battling the high peak time with the golf course so they could actually book additional tournaments and make some money is the golf course okay with it because that is PE very we check with them first we talked with them today over the past couple weeks and um and the greens are going to be done by then I've got some good news on that one they'll be done actually fairly quickly I I saw saw them last week they look good yeah they're nice so um that's our consensus is to move it up to by a couple months and so you know I got you know little stake there is there's a little golf tournament we have the first Friday of March right that you know I just we'll be two weeks ahead of you just two weeks first or second week in February you can do that you can do that it you're set you're going to sell out anyway right they're both very success successful no they are they are you know we just ask for things two at a time we're going to definitely need to do that I think it's good it's going to be cooler it's that tournament is always pretty warm it get warm it is yes what ever happened to the idea of having a 5k out there sometime in February when it's the best burning month I still think that would be a fabulous idea I don't golf but I would take a 5k stroll a 5k on a golf course yeah they don't allow running down the golf course period it's too dangerous but it would be no golf and it would just be Runners for this one day it was right when we first acquired it I said yeah why don't we figure out how to do like they do in Scotland where they close it for strolling one you know and everybody said oh I can't do it that's that's a popular day but we could do it once a year it sounds like a good idea for some of those 501 C's you were talking about maybe they'd like to why can't the city do it if the city's running we're not in the 5K business why are we in the golf tournament business we should not be in the golf tournament business make more money on golf it's a charity event yeah the city's not making any money off the golf tmin it's all but you raise more money 5K could be a I don't know that a 5k is less profitable than a it is because we I'm on the boy Town board and we talked about the 5K that they have and it's say it's a lot of Labor that goes into a 5K and it just it doesn't there just not enough return on it to really do it and they've actually canceled it so they don't do the 5K anymore okay so consensus move forward on the on February then I guess that's my presentation this evening I think council tonight for hearing us out this year we're very optimistic for what's to come in the future and um thank you for your input today okay is that it I have one question for you uh on September 5th would you be willing to do an executive session after the meeting we have uh We've made some good progress in our Union negotiations and I would say do it before the meeting but I feel like we've got more than an hour's worth of content that starting at 5:30 we wouldn't be done by 6:30 and with that being a budget hearing we've got to start at 6:30 and so but I don't looking at the agenda so far I don't think it's going to be a lengthy meeting and if we could do the executive session after that meeting it would really help us out you just want to hang out with us on your birthday I do that's it I'm not here so it's up to them well should we do a little before and a little after or just all after I think it's best to do it all at one time to be honest that's fine fine with me I'm already here okay I'll be here what if we started uh at 5: uh I worry about Bob being it get here okay all right okay September 5 we good that's all I have de all right we're Jour till next time