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HomeMy WebLinkAbout1982-07-15 - City Commission Budget Workshop Meeting MinutesMAIL REPLY TO: P.O, BOX 25010 TAMARAC, FLORIDA 33320 5811 NORTHWEST 88TH AVENUE a TAMARAC, FLORiDA 33321 TELEPHONE (305) 722-5900 July 8, 1982 tAff&'MMdW -J CITY COUNCIL OF'TAMARAC, FLORIDA Please be advised the Mayor and City Manager have set the following dates for Budget Workshops to be held in the West Conference Room at City Hall, 5811 NW 88th Avenue, Tamarac, Florida. The purpose of the Workshops is to discuss the 1982/83 Budget for the City of Tamarac. Tuesday, July 13, 1982 Thursday,July 15, 1982 Friday, July 16, 1982 Monday, July 19, 1982 Tuesday, July 20, 1982 2:30 P.M. 10:00 A.M. 11.00 A.M.(following Reconvened Council Meeting in the Council Chambers) 2:00 P.M. 10:00 A.M. The City Council may consider such other items as may come before it. The Public is invited to attend. ilyn off /PM City Clerk `) irsuant to Chapter 80-105 of Florida haw, Senate Bill No. 368: if a person decides to appeal any decision made by the City Council with respect to any matter considered at such meeting or hearing, he will need a record the proceedings and for such purpose, he may need to ensure that a verbatim record includes the testimony and evidence upon which the appeal is to be based. CALL TO ORDER: ROLL CALL: CITY OF TAMARAC, FLORIDA CITY COUNCIL BUDGET WORKSHOP July 15, 1982 The meeting was called to order at 10 A.M. on Thursday, July 15, 1982, in the West Conference Room in the City Hall. PRESENT: Mayor Walter W. Falck Vice Mayor Helen Massaro Councilman Irving M. Disraelly Councilman Philip B. Kravitz Councilman David E. Krantz ALSO PRESENT: Laura 2. Stuurmans, City Manager Steve Wood, Finance Director Linda Baker, Deputy Finance Director Jon Henning, City Attorney Ralph Thissen, Public Works Director Marilyn Bertholf, City Clerk ipe Mayor Falck said this is a.Workshop to review on a preliminary basis.the proposals relating to the different operations for the Fiscal Year beginning October 1, 1982. CONSUMER AFFAIRS C/M Kravitz said he would suggest that this be approved at $650 as requested since there are no changes in this budget at all. SANITATION SERVICES C/M Kravitz questioned the need as projected for $725,000 in the budget and Steve Wood said the rate changes twice a year because of.gross and the number of units for which the City is charged increases in the months of October and April under the contract so there is that impact. SOCIAL SERVICES C/M Kravitz said the budget is actually the same as last year with the exception of Item 810,Area Counsel on Aging,increase of $1.,00.0. The City Manager said that Mrs. Taylor had raised a point concerning the acquisition of the second van so that Item 30leGasoline and Diesel and Item 402,Travel- Other,would be impacted because"of this. Mayor Falck.recommended that Council consider approving the amount of $4,000 for .Item 810,Area Counsel on Aging. PUBLIC WORKS ADMINISTRATION/BUILDING MAINTENANCE The City Manager said in this particular division of Public Works there is no change in complement of personnel with the exception that was noted in the Budget Message that they have provided for the last 6 months of the Fiscal Year to include appropriation for an Assistant Public Works Director based upon the early announced retirement of the Director in 1984. This will give an opportunity for someone to learn the existing situations in the City and to be involved in the budgeting process for the year during which that individual will be responsible. This individual would start sometime after April, 1983. Laura Stuurmans said this area has been affected by increases in health insurance, Workmens' Compensation, Pension costs, etc. She said they have provided a continuation of $2,000 for Item 140,Overtime,since this is an area where overtime would be an anticipated expense. She said Item 290, Uniforms,has increased based upon the experience of the Fiscal Year, which includes the shops and the street drainage people as well as building administration. She said Item 301,Gasoline and Diesel,is budgeted at the same amount as the prior year and Item 305,First Aid Supplies,has been increased from $50 to $100. - 1 - 7/15/82 /pm C/M Disraelly questioned Ralph Thissen concerning Item 307,Paint,as to whether the increase is necessary from $1,000 to $1,500. Laura 5tuurmans said this is because many of the projects have been refurbishing type. The City Manager said Item 308,Propane,is a duplication and should not be in the General Administrative area but belongs in Streets and Drains. She said Item 340,Other Contractual Services, is a compilation of the janitorial, the canals and the median Swale contracts. C/M Disraelly said the cost of lawn maintenance is no longer under Streets but is now under Administrative and the City Manager said this is correct. She said the canal division itself has been totally eliminated and put primarily into the Streets and Drains area with the exception of the outside service calls which.is:reflected here. She said Item 345., Lot Clearing,is just an old expenditure code and Item 401,Meetings and Seminars,is going up from $920 to $1,000 and this is just based upon an anticipated escalation in that cost. She said the benefit to the City in the Public Works area is the reciprocal arrangements between Public Works Directors that are able to be developed in those sessions. The City Manager referred to Item 430,Electricity, which is taking into consideration the cost of living adjustments; therefore, it is increasing from $9,400 to $10,000; Item 433,Water and Sewer,is remaining consistent because it is based upon current actual and the $1,200 is sufficient. She said Item 462 Building Repairs.was budgeted last year at $10,000 and has now been projected at $18,000 on the basis that they have almost depleted the City Hall renovation account that was reserved a few years ago. Laura Stuurmans referred to Item 46r Office Equipment Repairs projected from $3,200 to $4,000, Item 464,Machinery Equipment Repair,is only $500 since most of the heavy equipment is reflected under Streets and Drains. She said Item 467,Material,has been eliminated and Item 497, Outside Services,would have been the janitorial contract and is now included in Item 340,Other Contractural Services. Item 510, Office Supplies is going up from $3,000 to $3,500, Item 520 Janitorial Supplies is going up from $1,000 to $2,000. Item 529,Minor Tools,is remaining constant at $500; Item 5301Tool Allowance,provides for $300 which would be a $100 payment to the City's electrician, plumber and carpenter for the use of their own special tools. The City Manager said Item 542,Dues and Membership,is up from $50 to $300 since Mr. Thissen intends to join a few additional associations as well as his Assistant. Item 641,Office Equipment,is not being budgeted. PUBLIC WORKS -STREETS, DRAINS AND GROUNDS The City Manager said Item 120,Regular Salaries,have been increased because it does provide for the addition of two Maintenance Worker I and the transfer of two Maintenance Worker II. Item 306,Special Supplies,remains the same at $1,200 which includes such things as a pump when needed, etc. Item 307,Paint,is referring to street paint; Item 340,Other Contractual Services,was proposed at $10,000 for special needs such as a heavy piece of equipment to do a special job and since this is rare,this was not included in the budget. Item 436,Propane Gas,is increased from $3,000 to $3,500; Item 440,Rentals and Leases,is the same at $1,800; Item 464, Mach- inery and Equipment Repairs,has been raised from $9,400 to $12,000 to main- tain the existing heavy-duty equipment. The City Manager referred to Item 467, Material, which has been consolidated into Item 538,Street Supplies. Item 497 ,Outside Services,which included the,median and swale maintenance has gone into the General/Administrative area of the budget. Item 525, Mosquitoes, has remained constant at $5,000. Item 527,Chemicals,has gone up from $1,200, Mr. Thissen requested an increase to $1,500. The City Manager allowed this and they removed $7,500 from the canal division, which"has been discontinued for the total of $10,000. Item 529,Minor Tools,was budgeted at $2,000 and Item533,Asphalt Paving,,is budgeted at $25,000. - 2 - 7/15/82 /pm The City Manager referred to Item 534,Barricades,which is maintained at $500; Item 535,Beautification,is budgeted for .$5,000 as it was last year. Item 5361Signs,is a continuation of last year at $500 and Item 538rStreet Supplies,is raised from $7,000 to $10,000 since Item 467,Material,has been consolidated into this Item. Laura Stuurmans said Item 539,Parks/Maintenance,was not allocated in the budget last year and, although Sharon Ellis has some provision for main- taining the parks, Ralph Thissen has suggested $10,000 for Public Works support of park maintenance functions. item 620,Buildings,concerns two buildings that Ralph Thissen has requested; one for Tract 27 for storage of the equipment necessary for the maintenance at Tract 27 and the other is for Tamarac Park. The City Manager said Item 631,Drainage Improvements,,has had nothing budgeted for this year because they felt this should come from the Drainage Improvement Fund. Item 640,Vehicles,is for a Tandem truck and Mr. Thissen agreed that this could be eliminated at this time. Item 643, 'ape Capital Machinery and Equipment,with $63,800 allotted would be for a 2 replacement backhoe, a curb machine for $5,000, a mosquito sprayer for $5,000 and an end -loader bucket for $3,800. PUBLIC WORKS - SHOPS The City Manager said there is the same amount of personnel in this area with one exception being the hiring of a general maintenance person. She said on Item 302,Tires, the amount has been increased from $1,500 to $3,000 based upon experience and last year's budget was not as extensive as it is now since the acquisition of surplus vehicles from the utilities. Item 303,Grease and Oil,was budgeted at $1,550 and they are raising this to $1,600. Item 306,Special Supplies,has been increased from $810 to $1,000 based upon this year's expenditure level. Item 307,Paint,increased from $750 to $1,500, this is for auto paint and supplies for the City's auto body repair shop. The City Manager said Item 401,Meetings and Seminars,is dropping from $600 to $500 to allow the Shop Superintendent an opportunity to attend a few fleet maintenance programs. Item 461,Auto Parts,has been reduced from $20,865 to $18,000 since most of the improvement work was accomplished this year. Item 464,Machinery and Equipment Repair,has been reduced from $6,400 to $5,000 because of this year's improvements. Item 465,Communica- tions,was reduced from $2,300 to $2,000. Item 497,Outside Services,will be maintained at $1,000 and Item 529,Minor Tools,is being maintained at a $1,200 level. Item 530, Tool Allowance,is being raised from $400 to $500 with the addition of a preventive maintenance person, and Item 643,Capital Machinery,and Equipment is being budgeted for $2,650. LEGISLATIVE Laura Stuurmans said they have consolidated the part time help into the regular salaries account and there has been an adjustment made for Item 240,Workmens Compensation,increased in the amount of $945 which will be the Manager's recommendation for Confidential Managerial Staff. She said beyond the set personnel costs, Item 402,Travel-Other,has been increased from $10,200 to $11,000. Item 463,Office Equipment Repairs,will be main- tained at $200; Item 510,Office Supplies,was increased from $4,300 to $5,000. Item 542,Dues and Memberships,is being maintained at $5,000 and Item 544,Library Supplies,will remain $100. COMMUNITY DEVELOPMENT Laura Stuurmans said this budget allows for a continuation of the existing number of personnel which includes a half time clerical person and a half of a secretary designated to this department along with a Planning Techniciar. Item 310,Professional Services,is maintained at $28,200; Item 401,Meetings and Seminars,is being carried at $450. Item 402,Travel Other,is carried at $300 and Item 463,0ffice Equipment Repairs,was reduced to $150 because of the experience. Item 470,Printing and Binding,remains $100 and Item 510, Office Supplies,remains $750. Item 516,Maps,is budgeted for $50 and - 3 - 7/15/82 /pm Item 540,Books, Publications, Subscriptions and Memberships,is constant at $150. Item 542,Dues and Memberships,is maintained at $100. C/M Kravitz said there are several items that are listed that are not used and he questioned whether these items should be budgeted at all. V/M Massaro said these items should be budgeted since there may be a need at some future time and they will be allocated within the budget. CITY MANAGER Laura Stuurmans said Item 120,Regular Salaries,takes into account the City Manager, an Administrative Secretary and a Secretary that is shared between the City Manager and the City Attorney. Item 310•Pro- fessional Services,is the Account for the services of Mitch Ceasar and this has been raised from $16,700 to $17,200. The City Manager said she will reduce this to the $16,700 rate and she will inform Council as to what this amount consists of. The City Manager referred to Item 401,Meetings and Seminars,which is being reduced from $1,000 to $500. Item 402,Travel-Other,is being maintained at $3,500 because a portion of Mitch Ceasar's expenses should be attributed to that amount when he is out of town and the City Manager does hope to attend some outside functions with the International City Manager Associa- tion. V/M Massaro said she would like to know how much of this amount is Mitch Ceasar's travel expense expenditures. Laura Stuurmans continued with Item 463,Office Equipment Repairs,which is being maintained at $200 for contracts for maintenance of typewriters and taping equipment. Item 510,0ffice Supplies,will continue at $1,850; Item 540,Books, Publications, Subscriptions and Memberships,is continuing at $500. Item 542.Dues and Memberships,is being continued at $500. Item 641, Office Equipment,is maintained at $750 which will help to purchase some storage cabinets and filing equipment. CITY ATTORNEY Jon Henning said they are trying to continue,basically, on the same budget as last year. Mayor Falck questioned the continuation of the amount of $59,600 for Item 310,Professional Services,as to whether this amount would be adequate and Jon Henning said he is uncertain at this time. Mr. Henning suggested a budget for Settlements as a separate item. V/M Massaro said this needs some thought. C/M Disraelly questioned Item 340,Other Con- tractual Services,is opposed to Item 310,Professional Services,and the City Manager said she would get an answer on this item. Jon Henning said there may be a change in the Word Processing area. He said they will probably not purchase the present word processing system and will probably go to a city-wide system but this should be evaluated further. Mayor Falck said what is needed is a staff report with a recommendation. 'ape FINANCE 3 Laura Stuurmans referred to Item 641,Office Equipment,noting an increase from $1,390 to $109,000 which is the Phase II of the Data Processing improvement program that the City scheduled for itself which includes an expansion of the computer memory at $12,000, two additional terminals at $5,000, a system for the Police Department for $40,000, a Fire System at $25,000 and a Public Works inventory system for $25,000; generally, for equipment that may be necessary in the computer system that is a $2,000 requirement. The City Manager said these items follow the study that was performed by the City prior to the time a computer system was obtained as to the second phase of development of computerization for the City. C/M Disraelly asked Steve Wood if this would require upgrading of the hardware and Steve Wood said just the expansion of the memory which will be $12,000. He said the disc paks will have to be expanded within a year or so for the Police and Fire Departments. - 4 - 7/15/82 /pm The City Manager said that Item 641,Office Equipment, under "Budget" column,the amount of $1,390 was appropriated for this year's budget and included such items as typewriters, calculators, etc. V/M Massaro said she would like more definite information on this item. C/M Disraelly questioned the increase on Item 260,Education,from $500 to $1,000 and the City Manager said the increases are primarily due to the computer system itself. Item 403,Automobile Allowance,covers a flat fee re- imbursement of $50 per month to the Director and $50 per month to the Assistant Director and $35 to the Purchasing Officer for travel to and from Utilities West. Laura Stuurmans said Item 463,Office Equipment Repairs,has been increased from $14,600 to $19,400 because of computer costs and contractual obliga- tions. Item 470,Printing,and Binding has been budgeted at $2,400 for the Financial Report as well as Accounts Payable checks and Purchase Orders. Item 510,Office Supplies,has been increased in proportion to the expenditure level from $4,300 to $5,000. Item 518,Computer Supplies,is being increased from $4,800 to $6,000 since more paper will be needed to cover the add- itional systems. Item 521,Other Operational Supplies,is at a continuing rate of $200; Item 540,Books, Publications, Subscriptions and Memberships, is being raised from $250 to $300. The City Manager said Item 542,Dues and Memberships,is increasing from $150 to $200 which is reasonable in view of the cost of joining these Associations. Steve Wood referred to Item 641,Office Equipment,and said the $109,000 assumes that the devices proposed are added and the monthly maintenance would have to be paid on this. He said it also includes the cash registers, typewriters, etc. C/M Kravitz asked if it would not be a better accounting practice to charge those departments that need that service rather than the Finance Department. Steve Wood said since they are all in the General Fund it would not matter. Mayor Falck said he will work with the City Manager and make a recommendation to Council as to how this would be further considered. CITY CLERK The City Manager said the budget does not provide for any addition to the personnel and,generally, this is a continuation budget. V/M Massaro noted the difference of $42,000 in the wage increases and the City Manager said that there are two people in the department that are part time workers. She said, at one time, part time workers were budgeted separately from full time workers but this year there has been a merger with Item 120, Regular Salaries. She also mentioned the 9% raise that was given to the white collar workers as being a factor, and this year's figure includes the 9.5% increase that the white collar workers will receive. Marilyn Bertholf, City Clerk said there may be a need in the future to replace one recording machine and the recording machines are between eight and ten years old. She said the cost of this could be approximately $500 She mentioned that since the Occupational License program will be done "in house" she questioned where the printing costs for the forms will be provided for. Steve Wood said this would come under the City Clerk's budget and; therefore, a line item should be provided for this. Laura Stuurmans referred to Item 301,Gasoline and Diesel, reflected from $350 to $400 based upon expenditures. Item 306 Special Supplies,is up from $200 to $300; Item 401,Meetings and Seminars,is up from $245 to $250,' Item 402,Travel-Other,is from $400 to $500. Item 440,Rentals and Leases, increased from $250 to $350 primarily for office equipment, postage meter, etc. Item 460,Auto Repairs,is being maintained at $250; Item 463,Office Equipment Repairs,is being increased from $5,000 to $6,000 and this includes the microfilming equipment and maintenance agreements. Item 471,Duplicating, is up from $2,437 to $3,000 and item 490,Advertising,is up from $5,000 to $5,500-which covers all of the City's advertising. The City Manager mentioned Item 491,Filing and Recording which is maintained at $1,000. Item 492,Elections,has increased from $10,413 to $12,000 because of the increased costs involved. Mayor Falck mentioned the need to consider a better way to handle the reimbursable items as to whether or not they should be shown on the budget. - 5 - 7/15/82 /pm The City Manager said Item 494,Photographic,is remaining at $.2.,500 and Item 498,Minutes-Tapes,is increasing from $2,000 to $2,300 taking into consideration an escalation of the cost of the cassette tapes. Item 510,office Supplies,is being reduced from $3,055 to $3,000; Item 540, Books, Publications, Subscriptions and Memberships,is remaining at $200. Item 542,Dues and Memberships,is maintained at $200 and the City Clerk has not requested any Capital equipment for the coming year. The meeting was adjourned at 12:00 P.M. ASSISTANT CITY'CLERK This public document was promulgated at a cost of $ A,< V2.or$ ''-3,.� S per copy, to inform the general public and public officers and employees about recent opinions and consideration by the City Council of the City of Tamarac. - 6 - 7/15/82 /pm