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HomeMy WebLinkAbout2005-07-13 - City Commission Budget Workshop Meeting MinutesCITY OF TAMARAC CITY COMMISSION BUDGET WORKSHOP MEETING WEDNESDAY, JULY 13, 2005 CALL TO ORDER: Mayor Schreiber reconvened the Budget Workshop Meeting of the City Commission on Wednesday, July 13, 2005, at 9:30 a.m. in Room 105 of Tamarac City Hall, 7525 NW 88th Avenue, Tamarac, Florida. PRESENT: Mayor Joe Schreiber, Vice Mayor Beth Flansbaum-Talabisco, Commissioner Edward C. Portner, Commissioner Marc L. Sultanof and Commissioner Karen L. Roberts. ALSO PRESENT: City Manager Jeffrey L. Miller, Deputy City Manager Michael C. Cernech, Interim Assistant City Attorney D. J. Doody, and City Clerk Marion Swenson. Mayor Schreiber led the pledge of allegiance. Management and Budget Officer Sammartino explained the program modifications for Human Resources. Commissioner Roberts asked if the city had used testing services before. Human Resources Director Swanson said we have and explained there will be additional testing this year. Mayor Schreiber questioned the summer camp positions; Commissioner Portner asked how many camps Tamarac runs, the number of attendees, and the camp hours. Interim Director of Parks and Recreation Warner responded two locations with 400 children in attendance, drop-off and pickup from 7:30 a.m.-6:00 p.m. Camp hours are 9:00 a.m.-4:00 p.m. Commissioner Sultanof asked about non-residents' attendance at camp and Interim Director of Parks and Recreation Warner said everyone is accommodated; there are about 50 campers who do not reside in Tamarac. Vice Mayor Flansbaum-Talabisco asked if the camp was at capacity and Interim Director of Parks and Recreation Warner said due to available facilities it was capped at 400 this year — usual capacity is 450. Commissioner Portner asked if food was provided and Interim Director of Parks and Recreation Warner said the campers bring their own food. Management and Budget Officer Sammartino discussed Risk Management and Mayor Schreiber questioned the increase in insurance. Human Resources Director Swanson said it is due to the increased property values and new facilities. Budget Workshop July 13, 2005 Page 1 of 9 Commissioner Portner questioned page 9-10; item 23-02. Human Resources Director Swanson discussed budgeting of health insurance within a range and based on historical choices by employees. Commissioner Roberts questioned page 9-10; item 97-00. Management and Budget Officer Sammartino said there is always contingency built into the budget. Commissioner Roberts questioned page 9-11; item 45-28, claims -public officials. Human Resources Director Swanson explained the term `public officials' encompasses the elected officials as well as senior level staff. The numbers reflect the probability of costs occurring based on the work force, budget, etc. Commissioner Portner questioned the loss experience for the last five years. Risk/Safety Manager Tomaszewski explained there may have been claims but no payments were made. Commissioner Sultanof questioned page 9-11; item 45-03, and asked whether the city facilities were declassified by FEMA. Risk/Safety Manager Tomaszewski explained the additional structures caused an increase in the numbers. Management and Budget Officer Sammartino explained the IT program modifications. Mayor Schreiber questioned page 10-3, capital outlay. Management and Budget Officer Sammartino explained that pages 10-4 through 10-9 cover the capital outlay. Mayor Schreiber questioned page 10-10; item 41-02. IT Director Sucuoglu explained these are due to the program modifications. Commissioner Roberts questioned pages 10-4 and 10-5; the difference between field devices and wireless service. IT Director Sucuoglu explained field devices work through the wireless service to ensure availability of information at the site, maximizes inspector productivity, improves agency productivity and decreases data entry errors. Commissioner Roberts questioned page 10-9, data center and furniture. IT Director Sucuoglu said this is a new room behind IT; rehabilitation of the storage area; the furniture is racks for the equipment. Vice Mayor Flansbaum-Talabisco questioned the employee computer purchase program. IT Director Sucuoglu said the program is going well. Commissioner Roberts questioned page 10-10; item 14-01. Management and Budget Officer Sammartino said there is only one support person who works Budget Workshop July 13, 2005 Page 2 of 9 more than the standard 7 hour day. Commissioner Portner questioned page 10-10; item 49-99. IT Director Sucuoglu said this is pay back for equipment sold to employees. Management and Budget Officer Sammartino explained the program modifications for Parks and Recreation. Mayor Schreiber questioned the bereavement group and Administrative Services Manager Maldonado said there has been an increase in demand for this service. Commissioner Portner questioned the sessions and Administrative Services Manager Maldonado said the clients learn coping skills and have an opportunity to express their grief. Mayor Schreiber questioned page 11-3, other operating expenses and page 11- 21, item 34-00. Interim Director of Parks and Recreation Warner said this is tied to program modifications. Vice Mayor Flansbaum-Talabisco questioned page 11-4, 'dive in movie'. Interim Director of Parks and Recreation Warner said this is tied to the opening of the aquatic center. Commissioner Portner questioned page 11-20, capital outlay, and asked which item is not necessary, and questioned the baseball field machines and utility vehicles. Interim Director of Parks and Recreation Warner said all are necessary and Parks Superintendent Moll said the equipment is used every day and is part of the replacement program. Mayor Schreiber questioned page 11-22; item 52-15. Management and Budget Officer Sammartino said this is related to the program modifications. Commissioner Roberts questioned page 11-22; item 64-01. Finance Director Chapman said this is for the opening of the aquatic center. Commissioner Roberts questioned page 11-22; item 57-01 and expressed disappointed with the fireworks display. Interim Director of Parks and Recreation Warner explained we have one more year on the contract and have used the same vendor for the past years; after next summer we will explore other vendors. Commissioner Roberts suggested adding $5,000 to the fireworks for next year. There was no interest on the part of the commission to do this. Commissioner Sultanof asked if renovations will be needed to the Tamarac Community Center fitness room after it is vacated and Interim Director of Parks and Recreation Warner said no. Budget Workshop July 13, 2005 Page 3 of 9 Commissioner Portner asked if the Turkey Trot would be held again this year and Interim Director of Parks and Recreation Warner said it would. Mayor Schreiber left the room at 10:22 and turned the gavel over to Vice Mayor Flansbaum-Talabisco. Management and Budget Officer Sammartino spoke of program modifications for Public Works. Commissioner Portner questioned page 12-20 and Public Works Director Strain said the increase was based on the best information from trade magazines and people in the industry. Commissioner Portner questioned page 12-21 and Public Works Director Strain said the tires are made from a bi-product of petroleum which follows gasoline cost increases. Commissioner Sultanof questioned page 12-23 and Public Works Director Strain explained that a plotter is used to print maps. Commissioner Roberts questioned page 12-19, fleet management capital outlay. Management and Budget Officer Sammartino spoke of the vehicle replacement program. Mayor Schreiber returned to the meeting at 10:35 a.m. and Vice Mayor Flansbaum-Talabisco returned the gavel. Vice Mayor Flansbaum-Talabisco questioned page 12-8. Public Works Director Strain spoke of completing landscape projects. Commissioner Roberts questioned page 12-24; item 29-02, and Management and Budget Officer Sammartino said this is due to the addition of people using cell phones. Commissioner Roberts questioned page 12-24; item 41-01 and Public Works Director Strain explained reallocation of costs. Commissioner Roberts questioned page 12-25; item 52-02 and Finance Director Chapman said this relates to the program modifications. Commissioner Roberts questioned page 12-25; item 53-01 and Management and Budget Officer Sammartino said this is tied in to item 52-02. Commissioner Roberts questioned page 12-25; item 64-05 and Finance Director Chapman explained the increased cost of heavy equipment replacement. Budget Workshop July 13, 2005 Page 4 of 9 Mayor Schreiber questioned page 12-24; items 43-01 and 43-02. Management and Budget Officer Sammartino said this is the electricity cost discussed yesterday. Management and Budget Officer Sammartino spoke of stormwater increases and said without a rate increase, growth in the revenue stream will not cover costs. Management and Budget Officer Sammartino discussed program modifications. Commissioner Sultanof asked if there was money available from the government for chemicals and Public Works Director Strain said not for vegetation maintenance. Commissioner Sultanof questioned page 12-29, crew leader. Finance Director Chapman said this is an additional crew leader and the budgeted amount includes benefits. Commissioner Roberts questioned page 12-29 and asked if the person would be hired from within. Public Works Director Strain said whoever is qualified and applies will be interviewed. Commissioner Roberts questioned page 12-30 and Public Works Director Strain said this is for four part time people. Commissioner Roberts questioned the fee increase from $6.00 to $8.00 which will generate $900,000 additional revenue, and asked where the money would be used. Public Works Director Strain explained finance analyzed costs and if no program modifications were approved the money as it stands now would only last 1 1/2 years before a deficit sets in; Finance Director Chapman spoke of small COLA increases. Commissioner Roberts said with the additional $900,000 she did not see the need for COLA increases. Mayor Schreiber called for a recess at 11:10 and reconvened the workshop meeting at 11:20 a.m. with all present as before. Commissioner Portner questioned page 12-32; item 58-00. Finance Director Chapman explained these are indirect charges throughout the city. Management and Budget Officer Sammartino spoke of the increase in the fire assessment rate from $125.00 - $129.00 per year for residents. Mayor Schreiber asked why there are seven lieutenants for each shift and Deputy Fire Chief Schuldt explained there are seven operational units on the street and each unit has a lieutenant. This is similar to other cities. Vice Mayor Flansbaum-Talabisco questioned the items that were not recommended and Finance Director Chapman said these either were not top priorities or are grant items. Commissioner Roberts said if $250,000 were to be taken from the millage increase for the facades, that money could be used to Budget Workshop July 13, 2005 Page 5 of 9 purchase those items not recommended. Commissioner Roberts questioned page 7-2, meeting with homeowner associations. Deputy Fire Chief Schuldt said in the past measures were for meetings with citizens; this year there is a change in that measure and staff will be meeting with homeowner groups as well. Commissioner Roberts questioned page 7-9; item 34-00 and Deputy Fire Chief Schuldt said this realigns budget lines for biohazardous waste removal, radio maintenance program, and the maintenance agreement for telestaff. Commissioner Roberts questioned page 7-9; item 34-02 and Deputy Fire Chief Schuldt said this is for anticipated increases for the medical director contract and the GSG mailing for fire assessment. Commissioner Sultanof questioned page 7-9; items 22-01 and 22-03. Management and Budget Officer Sammartino said as payroll costs rise, pension contributions increase, and city contributions increase. Commissioner Sultanof questioned page 7-9; item 24-00 and Finance Director Chapman said this is based on past experience for the city. Commissioner Portner questioned page 7-10; item 52-15. Management and Budget Officer Sammartino said the FY04 figures are actuals, and it is hard to make comparisons in equipment. Finance Director Chapman said the FY04 figures also relate to the new firehouse. Commissioner Portner asked if an inside barbeque was planned for Fire Station 78 and Deputy Fire Chief Schuldt said it was not. Vice Mayor Flansbaum-Talabisco said in response to Commissioner Roberts' suggestion regarding the fire station facades, if the Deputy Fire Chief says they are okay with what they have in the budget, then she appreciates the Deputy Fire Chiefs input. Mayor Schreiber questioned page 7-3 benefit increases and Finance Director Chapman said this is due to pension increases. Commissioner Portner questioned page 7-8; item 45-20 and Deputy Fire Chief Schuldt said there are three facilities and the fire department does not currently have a program to make sure the living facility items are replaced regularly. Management and Budget Officer Sammartino spoke of program modifications for utilities. Commissioner Roberts questioned page 13-5 salaries and wages. Management Budget Workshop July 13, 2005 Page 6 of 9 and Budget Officer Sammartino said the utilities department is reorganizing and moving positions. Commissioner Roberts questioned the security consultant and Utilities Director Gagnon explained it is not for consulting services but rather to implement the findings of the consultant from two years ago. Commissioner Roberts questioned page 13-13 and Utilities Director Gagnon explained this is related to water conservation. Commissioner Roberts questioned page 13-20, contingencies. Management and Budget Officer Sammartino said we are looking at growth for the first full year under the new fee schedule. The contingency falls within the required 3%. Commissioner Roberts questioned page 13-20 item 441, non -departmental. Management and Budget Officer Sammartino said this is due to less money being transferred into the R&R fund. Commissioner Roberts questioned page 13-24; item 49-33 and Management and Budget Officer Sammartino explained this is for added services to residents. Commissioner Roberts questioned page 13-24; item 64-02 and Finance Director Chapman said this is a typographical error, the amount should be $2,000; however, line 64-01 should be $92,500. Commissioner Roberts questioned page 13-24; item 97-02, and Finance Director Chapman said we are transferring less to capital and more money is available. Commissioner Roberts questioned page 13-25; item 49-40. Finance Director Chapman responded since there is no tax paid by utilities, every year an equivalent amount of money goes to the general fund. Utilities Director Gagnon added this is called for under the bond covenants Commissioner Roberts questioned page 14-53, the CIP budgeted to FY09 for $100,000 and asked why this was not being done sooner. Utilities Director Gagnon said this is a single source of flow and is not a high priority at this time. It is part of the five-year plan; however, if it becomes an emergency situation it will be taken care of immediately. Finance Director Chapman discussed the next steps in the budget process. At the regular meeting tonight there are two resolutions on the agenda, one for the fire assessment and one setting the millage. The proposed budget is predicated on 5.9999 mils with none of the projects previously discussed at earlier workshops included. In order to accomplish these projects, which will cost $9 million, an increase in the millage of .25 mils is necessary. Should the Mayor and City Commission desire to take that under consideration, the millage must be Budget Workshop July 13, 2005 Page 7 of 9 adopted at the higher rate of 6.2499 at tonight's meeting. The Mayor and City Commission can back out the amount in September, but the TRIM ad must advertise the cap; it can not go higher than advertised. Vice Mayor Flansbaum- Talabisco asked if there is any way to fund the fire station improvements other than what is being discussed now and Finance Director Chapman said the difference between the June 1 and July 1 figures from the property appraiser will realize an additional $240,000 for Tamarac. We only added $5,000 to the proposed budget for agency grants, which would leave $235,000 that could be transferred to the CIP fund for some improvements with no change in the tax rate. Public Works Director Strain said we might be able to do Station 78 with that money. Commissioner Roberts added when the commission first talked about the renovations the amount was $250,000 for facade improvements for the two fire stations. Then an additional $350,000 was added for interior work for both stations. Commissioner Sultanof asked what the cap is to publish the proposed millage rate and Finance Director Chapman said the cap is what the commission sets; if we want to do $9 million worth of projects we will need to increase the millage .25 mils. Management and Budget Officer Sammartino said it is better to advertise an amount close to that which the commission expects will be needed, as the advertised amount will be what is included on the TRIM notice. Vice Mayor Flansbaum-Talabisco said she thinks the projects are fabulous, but proposed the city continue looking for grant funding for the projects without going to the pubic at this time. Commissioner Portner said the city could also go to referendum for bonds. Finance Director Chapman responded time is running out should the commission decide to move forward with bonding. Commissioner Partner asked Finance Director Chapman to explain the benefits of increasing the tax rate vs. going out for bonds. Finance Director Chapman said with bonds the Mayor and City Commission would have to place the question before the public via a referendum; the public would then in essence be taxing themselves. When the bond millage is set it does not count against the 10 mil cap, and as growth continues in the city the bond millage declines over time. The downside is that the public may choose to vote against bonds. Increasing the millage gives more flexibility in paying debt payments. The down side is the commission makes the decision to increase the taxes. Commissioner Portner asked if the commission wished to go for the full $15 million would the millage have to increase by .50? Finance Director Chapman said we would try to keep it at .25 and do some creative financing to extend the term and do something with the principal amounts pushing the funding further into the future. Commissioner Roberts said she talked to the residents in her district and they overwhelmingly prefer to increase the millage by .25. Finance Director Chapman explained .25 mil amounts to $30.00 for a $150,000 house. Vice Mayor Flansbaum-Talabisco said there are varying schools of thought in District 2. Mayor Schreiber asked for an expression of interest for increasing the millage by .25 and Commissioner Roberts, Commissioner Portner, Commissioner Sultanof, and Mayor Schreiber were in agreement. Vice Mayor Flansbaum-Talabisco said she preferred pay as you go and increased grant funding. Budget Workshop July 13, 2005 Page 8 of 9 1 There being no further business to come before the Mayor and City Commission, Mayor Schreiber adjourned the workshop meeting at 12:30 p.m. MARION SWE SON, CIVIC CITY CLERK Budget Workshop July 13, 2005 Page 9 of 9