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HomeMy WebLinkAbout2007-06-28 - City Commission Budget Workshop Meeting MinutesCITY OF TAMARAC CITY COMMISSION BUDGET WORKSHOP MEETING THURSDAY, JUNE 28, 2007 CALL TO ORDER: Mayor Flansbaum-Talabisco called the Budget Workshop Meeting of the City Commission to order on Thursday, June 28, 2007, at 9:00 a.m. at City Furniture Building, 6701 Hiatus Road, Tamarac, Florida. PRESENT: Mayor Beth Flansbaum-Talabisco, Vice Mayor Marc L. Sultanof, Commissioner Edward C. Partner, and Commissioner Patte Atkins -Grad. ABSENT: Commissioner Harry Dressler. ALSO PRESENT: City Manager Jeffrey L. Miller, Deputy City Manager Michael C. Cernech, Assistant City Attorney Julie Klahr, and Assistant City Clerk Tom Schneider. City Manager Miller explained the late delivery of the budget books was due to the Department of Revenue revising and changing how we calculate millage. The property appraiser still has not provided us with property values, but we are 99% where we need to be. If the Mayor and Commission so desires, we can have one last session in late August or early September. City Manager Miller said revised pages, as needed, will be provided to the Mayor and Commission. City Manager Miller gave an overview of the budget (attached hereto and incorporated herein as a part of these minutes). City Manager Miller discussed the budget highlights and objectives, and legislative proposals and impacts. Commissioner Portner asked about the senior homestead exemption and Financial Services Director Chapman said 1200-1500 Tamarac residents file for this second exemption. Mayor Flansbaum-Talabisco asked for clarification of the annual property tax growth cap tied to growth in Florida per capita personal income. City Manager Miller said it is a measure similar to a consumer price index based on how much personal income goes up or down. Financial Services Director Chapman explained the calculations using population and income level numbers and said whatever the resulting growth rate is will be our maximum growth rate for millage. Financial Services Director Chapman presented an overview of the General Fund revenue highlights. Commissioner Portner asked if we could refinance if necessary and Financial Services Director Chapman responded that is a strategy. City Manager Miller said we want to put as much debt under the GO category. Vice Mayor Sultanof questioned refinancing in the bond market and City Manager Miller said the bond rating agencies like the approach we have taken in Tamarac and he would like to send a delegation to New York for discussions as we want to maintain our bond rating. Budget Workshop June 28, 2007 Page 1 of 6 Revised 07-03-07 Financial Services Director Chapman said all three rating agencies are concerned. They are asking how we are restructuring our general fund to accommodate the reductions; we are projecting out 5-6 years. Financial Services Director Chapman said we have balanced the budget with ongoing revenues and ongoing expenses rather than by a one-time fix. City Manager Miller said we continue to have reserves for emergencies such as hurricanes. Mayor Flansbaum- Talabisco said for this year and looking forward, this approach is not a band -aid or quick fix; the way City Manager Miller and staff have guided us has put us in a good light. Mayor Flansbaum-Talabisco suggested the Commission look at it long term. City Manager Miller said this is a group effort by the executive team. We are downsizing our government as mandated by the legislature. Some services will be reduced and the Commission will be blamed, but this is not the Commission's doing. We will have to explain this to the residents. City Manager Miller said looking ahead, we will be putting our City in a better position and we have tried to lessen the impacts on our citizens. Vice Mayor Sultanof asked about the City charter and the 10% reserve, and City Manager Miller said the changes mandated from the state do not interfere with our charter at the present. Management and Budget Officer Sammartino reviewed the highlights of the Building and Code Compliance budget. Mayor Flansbaum-Talabisco questioned will -call temporary inspectors and Director of Building & Code Compliance Jones explained. City Manager Miller said based on the fees the department takes in, service reductions should not hamper residents. Mayor Flansbaum-Talabisco asked if we would be capable of adding staff if we are hit by a storm and there is a large amount of rebuilding. Director of Building & Code Compliance Jones said if necessary, he would come to the Commission with a budget amendment. City Manager Miller noted the more permits issued, the more revenue the department has in its budget. Management and Budget Officer Sammartino reviewed the highlights of the Community Development budget. Management and Budget Officer Sammartino reviewed the highlights of the Financial Services budget. Financial Services Director Chapman noted certain projects handled by Financial Services will be outsourced. Management and Budget Officer Sammartino reviewed the highlights of the City Commission budget and non-profit grants. Mayor Flansbaum-Talabisco said the Aging and Disability Resource Center provides approximately $1.2 million worth of services to residents of Tamarac and this year they are asking for $72,594. Commissioner Portner spoke about the two Alzheimers organizations and asked the Mayor and Commission to look seriously at these donations. City Manager Miller said some organizations on the list have not requested funding from us last year or this year and perhaps we can look at those and provide more to Aging and Disability Resource Center or Alzheimers. Commissioner Portner suggested reducing the entire list by half or eliminating those not Budget Workshop June 28, 2007 Page 2 of 6 Revised 07-03-07 1 1 requesting funding. Mayor Flansbaum-Talabisco agreed with eliminating those groups who have not made a request. Mayor Flansbaum-Talabisco said Edith Lederberg provides the number of seniors in Tamarac her organization helps and asked if it is possible to determine how many actual residents are helped by the other groups on the list. City Manager Miller said staff would research and provide the information to the Mayor and Commission. Mayor Flansbaum-Talabisco said our obligation is to the residents of Tamarac as many are aided by these charities. Commissioner Atkins -Grad said she dislikes cutting funding for mentally and physically challenged children. Commissioner Portner suggested the Commission's expense allowance be reduced to $1500. Vice Mayor Sultanof agreed and said cuts should be across the board and some on the list should not be funded. There is a dilemma with the Aging and Disability Resource Center insofar as they provide Tamarac with over $1 million in services, without which our Social Services department would have to be relied on to provide these services. Mayor Flansbaum-Talabisco requested City Manager Miller come back to the Mayor and Commission with a number after cutting Commission expenses. Mayor Flansbaum-Talabisco questioned whether travel/training could be reduced and City Manager Miller said this line item has been cut by 25% across all departments. Management and Budget Officer Sammartino reviewed the highlights of the City Manager, City Manager/Economic Development, and City Manager/Boards and Committees budgets. Vice Mayor Sultanof questioned contractual services and City Manager Miller explained the use of consultants to review operations will be diminished. Commissioner Portner questioned elimination of the Public Information Officer and City Manager Miller confirmed Economic Development Officer Berns is acting as interim PIO. City Manager Miller noted we are freezing the intern program and adding the current intern to staff. Management and Budget Officer Sammartino reviewed the highlights of the City Attorney budget. Financial Services Director Chapman noted restructuring of copiers was done resulting in savings throughout the budget. Management and Budget Officer Sammartino reviewed the highlights of the City Clerk budget. Management and Budget Officer Sammartino reviewed the highlights of the Human Resources budget. Commissioner Portner questioned the increase in the unemployment budget and Human Resources Director Swanson explained the City's obligations. Human Resources Director Swanson further explained the program available for those employees who are facing layoffs. Human Resources staff will utilize resources already in place to work with each individual for the specific needs they have, since some will retire, some will desire a similar position and some will prefer a job change. Assistance being provided will include: Workforce One (county agency), Employee Assistance Program, COBRA coverage, transition planning, resume writing and interviewing skills. Vice Mayor Sultanof complimented City Manager Miller for his letter to the employees. Commissioner Atkins -Grad spoke about a county program Budget Workshop June 28, 2007 Page 3 of 6 Revised 07-03-07 offering a 20% discount on drugs for those without insurance and suggested a supply of cards be made available in City Hall. Mayor Flansbaum-Talabisco called for a recess at 10:25 a.m. and reconvened the meeting at 10:40 a.m. with all present as before. Management and Budget Officer Sammartino reviewed the highlights of the Risk Management budget. Financial Services Director Chapman said the Risk Management fund is much healthier this year than last and because of our claim history, we are at the 90% level. Human Resources Director Swanson explained the actuary recommended we go to the 95% level; this is set aside and if claims are not incurred there is no expense involved. Commissioner Portner asked if this fund could be tapped and City Manager Miller said he does not recommend doing so. Management and Budget Officer Sammartino reviewed the highlights of the Information Technology budget. Management and Budget Officer Sammartino and IT Director Sucuoglu spoke about capital outlays. Mayor Flansbaum-Talabisco asked when IT would be moving and whether there is a cost to the move. Utilities Director Gagnon said costs are included in the funding for the new building and not operating accounts. Management and Budget Officer Sammartino reviewed the highlights of the Parks and Recreation budget. Mayor Flansbaum-Talabisco questioned the Social Services Specialist position and Parks and Recreation Director Warner explained the position was added this past fiscal year and had never been filled. Parks and Recreation Director Warner said this was more of a programming position to provide programs such as family support groups and existing staff will take on these duties. Mayor Flansbaum-Talabisco said a couple months ago there was a meeting with a YMCA representative and asked where we are with this. Parks and Recreation Director Warner said we are still pursuing areas of programming and when the new recreation center opens, the YMCA will be brought in to run some of the programs. Mayor Flansbaum-Talabisco said we were asked about locating a site for YMCA in Tamarac and Interim Public Information Officer/Economic Development Officer Berns said staff is working with them to find a space. Mayor Flansbaum-Talabisco asked for an update after the Commission break. Commissioner Portner questioned elimination of the transportation system. Parks and Recreation Director Warner said we will maintain the para-transit service and expand it for trips to Tamarac Community Center and other key areas to be identified. Two county buses will be returned to the county. Commissioner Portner asked if we receive county funds and Parks and Recreation Director Warner said only for the route system, not para-transit. Mayor Flansbaum-Talabisco asked for an explanation of the para- transit system and Parks and Recreation Director Warner responded. Mayor Flansbaum-Talabisco said we can anticipate phone calls regarding this change and asked about compensating for the eliminated bus service. Parks and Recreation Director Warner said notices have gone out to riders with an explanation of budget Budget Workshop June 28, 2007 Page 4 of 6 Revised 07-03-07 reductions; those truly in need of bus service can use the para-transit service. Mayor Flansbaum-Talabisco said it would be helpful to the Commission to have information to understand this program as there will be questions from the residents. Interim Public Information Officer/Economic Development Officer Berns said the Mayor and Commission will be provided information and noticing the public now gives us a way to gauge the impact. City Manager Miller said if calls come in to the Mayor and Commission's offices when they are out of City Hall, staff can transfer them to Parks and Recreation Director Warner and the City Manager's office. Callers will be directed to Parks and Recreation to determine if they qualify for para-transit service. Commissioner Portner questioned staff reductions in Parks and Recreation. Parks and Recreation Director Warner explained 11 positions and 28 summer camp positions would be eliminated. Commissioner Portner asked if we could save the positions if we reduce hours of operations of parks and facilities. Parks and Recreation Director Warner said this was looked at but it does not equate to saving any positions. Commissioner Portner said Parks and Recreation has taken the biggest hit out of all. Financial Services Director Chapman explained all department directors were asked for a 5, 10 and 15 percent decrease in their departmental budgets that would have minimal amount of impact on citizens. Management and Budget Officer Sammartino reviewed the highlights of the Public Works budget. Commissioner Portner questioned the reduction in electricity and greening. Public Works Director Strain spoke about inconsistencies found during a recent audit and the fact that the City already uses florescent bulbs. Mayor Flansbaum- Talabisco questioned the use of hybrid vehicles and Public Works Director Strain said the City continually evaluates the use of new technology. Deputy City Manager Cernech added due to events in Tallahassee greening discussions were put on hold. Management and Budget Officer Sammartino reviewed the highlights of the Police Services budget. Mayor Flansbaum-Talabisco confirmed we are keeping school crossing guards and SROs. Management and Budget Officer Sammartino reviewed the highlights of the General Fund Non -Departmental budget. Management and Budget Officer Sammartino reviewed the highlights of the Other General Fund reductions. Commissioner Portner questioned the elimination of performance bonuses. Financial Services Director Chapman reviewed the highlights of the General Fund Revenue forecast. Management and Budget Officer Sammartino reviewed the highlights of the Fire Rescue Fund Revenue. Financial Services Director Chapman spoke of the upcoming resolutions regarding fire assessment fee and proposed millage. Budget Workshop June 28, 2007 Page 5 of 6 Revised 07-03-07 Financial Services Director Chapman reviewed the highlights of the Fire Rescue budget. Management and Budget Officer Sammartino reviewed the highlights of the Stormwater Fund Revenue. Management and Budget Officer Sammartino reviewed the highlights of the Public Works (Stormwater) budget. Management and Budget Officer Sammartino reviewed the highlights of the Utilities budget. Mayor Flansbaum-Talabisco called for a recess at 12:30 p.m. and reconvened the budget workshop meeting at 1:05 p.m. with all present as before. City Manager Miller explained the millage and fire assessment rates will be set at the July 11 t" meeting. All departments are being treated equally and it is important to know that fire service will remain at a constant level even with a reduction in positions. There was discussion regarding keeping the fire assessment at $141 or raising it to $153. Assistant City Attorney Klahr spoke of possible litigation with regard to legislative decisions. There being no further business to come before the Mayor and City Commission, Mayor Flansbaum-Talabisco adjourned the workshop meeting at 1:35 p.m. TOM SCHNEIDER, CIVIC ASSISTANT CITY CLERK Budget Workshop June 28, 2007 Page 6 of 6 Revised 07-03-07