CITY COUNCIL MEETING

MINUTES
SPECIAL BUDGET MEETING
224 S. Jefferson Street
Perry, Florida
August 21, 2001

MEMBERS PRESENT: Bill Alexander, Richard Frith, Pam Feagle, Doug Everett

MEMBER ABSENT: Shirley Scott

STAFF PRESENT: Bill Brynes, Barney Johnson, Wayne Putnal, Billy LaValle and Annette
Anderson

Mayor Frith called the meeting to order at approximately 6:05 p.m.

Attendance of Council members was noted.

SUBJECT OF MEETING:

CITY COUNCIL AND STAFF TO DISCUSS CITY OF PERRY BUDGET ISSUES FOR FISCAL
YEAR 2001-2002.

City Manager Bill Brynes began discussion by noting that the first public hearing for the City’s fiscal
year 2001-2002 budget is set for Tuesday, September 11, 2001 at 7:00 p. m. Councilmembers briefly
discussed the possibility of changing the regular session City Council meeting time from 7:00 p. m. to
6:00 p. m. Mr. Brynes said if the Council decides to do this, it would have to wait until after
September as the time and date for the City’s first public budget hearing has been set and advertised.
Councilmembers agreed to discuss this again at a future meeting.

Mr. Brynes told the Council there had been a calculation error in the distribution of funding to the local
organizations when discussed at the August 14, 2001, regular session Council meeting. Mr. Brynes
explained that of the $136,000 proposed amount to be distributed, only $131,500 was actually agreed
to be distributed. Mr. Brynes said this leaves $4,500 to get to the $136,000 of the proposed amount to
be distributed. Councilmember Feagle asked if the amount has to get to the $136,000. Mr. Brynes said
this would be up to the Council. Mayor Frith said the $136,000 was set as a maximum only.
Councilmember Feagle said she likes it the way it is now (at $131,500). Councilmember Everett
commented that he would not be in favor of putting the $4,500 anywhere, with the exception of the
Taylor County Development Authority. Councilmember Everett said, in his opinion, when an
organization can show the results it has, it is money well spent; but he has no objection to leaving the
amount at $131,500. Councilmember Everett asked if the money could be distributed at a later date, if
needed. Mr. Brynes answered yes. It was the consensus of the Council that the funding amount to
local organizations remains at $131,500.

The Council then discussed several capital outlay items. Mr. Brynes said there was still the question of
approving two vehicles. Mr. Brynes said one vehicle was for Protective Inspections and the other
vehicle was for the Water Division. Mr. Brynes explained the request for vehicles for any department
is usually made one to two years before it is placed in a capital outlay budget.
Page 2, August 21, 2001, Budget Meeting Minutes

Protective Inspections: One Pickup Truck - $21,000

Mr. Brynes said the plan was to move the vehicle currently used by the Community Development
Department to Protective Inspections for use by the animal control officer and acquire an extended cab
truck for use in the Community Development Department. Mr. Brynes said the vehicle currently used
by the animal control officer has $102,000 miles on it and approximately $29.00 was spent on
maintenance last year.

Councilmember Everett said his question had been the number of miles on the vehicles.
Councilmember Everett commented that if a vehicle (in the police department) has $102,000 miles and
so many miles are put on it each day and the safety and lives depend on these vehicles, this would be
one issue; but a vehicle that gets put only ten miles a day on it, is another issue.

Councilmember Feagle asked the reason for the request for a new vehicle in the Community
Development department. Mr. Brynes explained that the animal control officer’s vehicle is a 1985 and
the miles are building up. Mr. Brynes said the Community Development vehicle is two years old and
could be passed to the animal control officer and an extended cab purchased for the Community
Development department. Mr. Brynes said due to the nature of the work, additional space is needed to
carry various documents and equipment.

Councilmember Everett said if the truck currently used by the community development department is
not a hindrance and is doing the job, wouldn’t it be more prudent to purchase a brand-new, smaller
$14,000 vehicle for the animal control officer rather than spend $21,000. Councilmember Everett
suggested the vehicle in the Community Development Department could be put to better use and in a
couple of years this vehicle could be passed to another department.

Councilmember Everett also questioned, if an extended cab is needed, is there also a need for it to be a
full-size vehicle. Councilmember Everett said you might want to consider downsizing the vehicle
because of fuel consumption, as he feels fuel prices are only going to go up. Councilmember Everett
said these are just some options to keep in mind.

Councilmember Feagle commented that she is not hearing of any real problems with the animal control
officer’s vehicle at spending only $29.00 last year for maintenance. Councilmember Feagle questioned
that even if the City spends a $100.00 month, couldn’t it get along with the vehicle for another year.
Mr. Brynes said if the engine or transmission goes out, they are not repaired on a vehicle this old.
Councilmember Everett asked what happens to the vehicle when the motor goes out on the older
vehicles. Mr. Brynes said they are sold at auction or sometimes used for parts.

After further discussion, it was the consensus of the Council not to approve this capital outlay item.
Page 3, August 21, Budget Meeting Minutes

Gas Department: ½ Ton Pickup Truck - $20,230

Mr. Brynes said the vehicle now in this department is a 1989 model. Mr. Brynes said this vehicle is
used all over the county and currently has 122,390 miles on it. Mr. Brynes said this vehicle needs an
engine. Mr. Brynes said the replacement vehicle needs to be a full-size vehicle. When asked by
Councilmember Everett, Director of Public Works Barney Johnson said this employee does various gas
service work, does maintenance on gas regulation stations and other duties. Mr. Johnson said
approximately $2,000 was spent on maintenance for this vehicle last year and an engine will need to be
replaced if it is kept another year.

Councilmember Everett asked about the price of this vehicle. Mr. Johnson said the City’s purchasing
agent provides a “budget price” when a vehicle is requested. Mr. Johnson said the vehicle being
requested is a simple, full-size, long-wheel base truck. Mr. Brynes further explained that a very simple
set of specifications is given, which allows local dealers to be competitive. Mr. Brynes said local
dealers know what the state contract is and this gives them the opportunity to go to the manufacturer to
work out a deal with the manufacturer to compete with the state contract. Mr. Brynes said if there is a
difference of $200 to $300, the City buys locally; but when there is a $1,200 to $1,500 difference local
dealers do not compete for state contract.

Councilmember Everett said the Council is being asked to approve $20,230 for a vehicle and he does
not feel comfortable about doing this when talking about specific monies for a specific item. Mr.
Brynes explained when something is put into the budget; it may take several months before something
is done. Mr. Brynes said you could not get to an exact price on an item. Councilmember Everett said
he just needs to know that the City is spending prudently. Councilmember Everett asked if the Council
approves $20,230 and only $17,000 is spent, does the rest stay in the budget unless there is a specific
need for it. Mr. Brynes answered yes. After discussion, the Council tentatively approved this capital
outlay item.

Water Utility – Lights, Filter Building

On this capital outlay item, Mr. Brynes told the Council it was determined that fewer lights could be
used in this building reducing the cost by $4,000 to a total of $2,000. The Council agreed to approve
$2,000 for this item.

On other budget discussion, Councilmember Everett said in going through the budget numbers, would
it not be good business on the City’s part to show interest earned on certain line items of the budget.
Mr. Brynes explained this is just a draft and when this information is put into the formal budget, it will
show this line item.
Page 4, August 21, 2001, Budget Meeting Minutes

Councilmember Everett had a question about surcharges on licenses. Director of Finance Billy
LaValle explained this is money collected through building permits and designed for the state.

Councilmember Alexander asked about the SNAG grant. Chief of Police Wayne Putnal explained this
is the Taylor County Drug Task Force grant received each year to pay a city investigator’s salary and
equipment.

Councilmember Everett asked about interest earned on the city’s cash reserves last fiscal year, as he
would like to be knowledgeable of these issues so as to better address questions from citizens and
community business people. Mr. Brynes estimated this to be about $250,000. Councilmember Everett
asked the rate of earnings. Mr. LaValle explained monies with Capital City Bank earn about six
percent, but this varies with the prime interest rate. Mr. LaValle said some of the City’s monies are
also invested by the State Board of Administration and earns about the same as Capital City Bank.
Councilmember Everett said he would like to see a breakdown on this.

After budget discussion, Councilmembers reviewed several other issues.

Councilmember Everett said he had received a call from an individual on what was Cedar Drive and
recently renamed to McCall Street. Councilmember Everett said the individual told him the McCall’s
were moving and would like the street named something differently. Councilmember Everett asked
how far the City was into the process of changing the street names. Mr. Johnson said the signs have
not yet been ordered but the post office has been notified. Chief Putnal said the City should change
these street names as soon as possible, explaining that an expert has to be called in to make changes in
the 911 system.

Councilmember Everett asked Mr. Johnson’s thoughts on changing McCall Street to something else.
Mr. Johnson said if it were he, he would leave it as it is. Councilmember Everett asked if Mr. Johnson
found out if there was a street name Shady Oaks in the county. Mr. Johnson said he would check on
this and report back to the Council at the August 28, 2001, Council meeting.

Councilmember Everett asked the status of action regarding the abandoned house on Magnolia (behind
Pizza Hut). Mr. Johnson said he would find out from Director of Community Development George
Stamos.

Mr. Brynes asked if the Council wants four-way stop signs placed at the streets around at the backside
of the City park as was briefly discussed at a recent Council meeting. It was the consensus of the
Council that this be done.

Councilmember Everett asked if the order had been placed for the playground equipment. Mr. Brynes
said (they) are trying to wait to see what other monies there are before ordering the equipment. Mr.
Brynes said he and others had met with the representative for Miracle and discussed state contract
Page 5, August 21, 2001, Budget Meeting Minutes

pricing and installation with him. When asked by Councilmember Everett, Mr. Brynes said the old
tennis court would be taken down. Mr. Brynes said the equipment company would do the layout of the
playground equipment, as they are familiar with the proper layout of the equipment. Councilmember
Everett asked about the rest room area. Mr. Brynes said the City would just have to keep fixing and
fixing the restrooms; but, obviously, when certain changes are made at the park this should solve most
of that problem (of vandalism).

Councilmember Everett asked about the fall surface material that will be needed. Mr. Brynes said this
was not really in the scope of the company’s work, but they could furnish it at a price. Mr. Brynes said
the representative recommended the City not have them do it though. Mr. Brynes said his office
received a call from an individual in this type business interested in selling this material to the City, but
he has not yet spoken to the individual personally.

ADJOURNMENT.

There being no further business to come before the City Council at this time, the meeting was
adjourned at approximately 6:50 p. m.

ATTEST:

_______________________________ _________________________________
William E. Brynes, City Manager Richard D. Frith, Mayor

Recorded in Official Minute Book:

___________________________ _________________________________
Annette Anderson, Secretary Date