HomeMy WebLinkAbout2004-07-13 - City Commission Budget Workshop Meeting MinutesCITY OF TAMARAC
CITY COMMISSION BUDGET WORKSHOP MEETING
TUESDAY, JULY 13, 2004
CALL TO ORDER: Mayor Schreiber called the Budget Workshop Meeting of the City
Commission to order on Tuesday, July 13, 2004, at 9:00 a.m. in Room 105 of Tamarac
City Hall, 7525 NW 881" Avenue, Tamarac, Florida.
PRESENT: Mayor Joe Schreiber, Vice Mayor Marc L. Sultanof, Commissioner Edward
C. Partner, Commissioner Beth Flansbaum-Talabisco, and Commissioner Karen L.
Roberts.
ALSO PRESENT: City Manager Jeffrey L. Miller, City Attorney Mitchell S. Kraft, Deputy
City Manager Michael C. Cernech, Finance Director Dona Newman, Management and
Budget Officer Chris Sammartino and City Clerk Marion Swenson.
Mayor Schreiber led the pledge of allegiance.
OVERVIEW: City Manager Jeffrey L. Miller presented an overview of the FY05 budget.
Management and Budget Officer Sammartino pointed out changes to the CIP which
were recommended by the CIP Committee. Discussion ensued regarding bikeways and
funding for bikeways. Finance Director Newman explained the CIP process and spoke
of funding to be appropriated for programs in outer years.
Commissioner Roberts questioned the fact that the salaries were not included in the
budget, but were handed out as an added item, and asked if the figures represent
current salaries or figures with the FY05 increase. Management and Budget Officer
Sammartino said they are current salaries for employees as of July 2004; the
memorandum speaks to salaries budgeted for FY05.
Mayor Schreiber said each year the budget is different and fails to disclose items the
Commission is used to seeing.
BUDGET REVIEW:
Fire Rescue: Chief Budzinski presented the Fire Department's highlights over the past
year. Mayor Schreiber asked about the status of the old vehicles and Chief Budzinski
said three were traded in and the others are being maintained for reserve units.
Mayor Schreiber asked if the new vehicles are up to the same standards as other cities,
and Chief Budzinski said ours are 'state of the art'.
Commissioner Portner asked about the difference in cost for a regular vehicle and one
that is 'state of the art'; Chief Budzinski said there is about a $46,000 difference.
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Commissioner Roberts asked if the $300,000 set aside for fleet could be used instead
of raising the Fire Rescue Assessment fee. Chief Budzinski said he did not suggest
doing that.
Mayor Schreiber questioned the number of Lieutenants in the Fire Department and
Chief Budzinski explained we are committed to having one officer (designated
supervisor) on each responder unit for efficiency and safety.
Commissioner Roberts questioned page 7-6 of the FY05 Proposed Budget and Chief
Budzinski explained each shift has a designated Lieutenant. Commissioner Roberts
questioned office furniture on page 7-4 of the FY05 Proposed Budget and Chief
Budzinski said this was incorporated prior to receipt of the grant, so the $3,000 can be
used elsewhere. Commissioner Roberts questioned page 7-7 of the FY05 Proposed
Budget and asked where the Office Specialist would be stationed. Chief Budzinski said
there is a vacant office in Station 15 and the person would be responsible for tracking,
purchase orders, and data entry. Commissioner Roberts questioned page 7-11 of FY05
Proposed Budget, in particular the decrease of the line item for phones. Chief
Budzinski said the department was required to supply phone equipment for station 15
from last year's budget which equipment does not need to be replaced. Commissioner
Roberts questioned page 7-12 of FY05 Proposed Budget, in particular the decreased
amount in line item 52-15. Chief Budzinski responded this was a one time investment
out of last year's budget. Commissioner Roberts questioned page 7-12 of FY05
Proposed Budget, in particular the decreased amount in line items 52-24 and 64-10.
Chief Budzinski responded that new equipment will not be needed next year.
Commissioner Roberts questioned page 7-3 of the FY05 Proposed Budget, in particular
the 15% change in salaries and Management and Budget Officer Sammartino explained
this translates to the cost of the extra unit for a full year.
Vice Mayor Sultanof asked about the number of calls made over the past year and
Chief Budzinski said just over 10,000 calls which is a slight reduction over previous
years, due to changes in the mutual aid agreements. Vice Mayor Sultanof questioned
billing and collection and Chief Budzinski said money is coming in steadily. There was
discussion about the amounts collected in connection with insurance, Medicare and self
payment.
Commissioner Portner asked who is responsible if two units respond to a call outside
the City, and Chief Budzinski said under the agreement, the highest ranking officer from
the home City is responsible for the emergency. Commissioner Portner questioned
page 7-9 of FY05 Proposed Budget, in particular the filing system and why it is
movable. Chief Budzinski said for greater capacity. Commissioner Portner questioned
page 7-12 of FY05 Proposed Budget, in particular the $2 million increase and asked if
we would see an increase as we go along. Chief Budzinski said there will be increases
each year due to personnel costs. Commissioner Portner said fire and police services
are most important services and there was discussion regarding cost to the City for
these services. Chief Budzinski said Tamarac Fire Rescue runs an efficient and lean
department.
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Vice Mayor Sultanof asked how increased population would affect the Fire Department.
Chief Budzinski said typically communities allocate EMS and fire resources based on
population. Tamarac is about average for Broward County, providing one unit per
12,000 people, but if the population increases to 65,000-67,000 there may be need in
the future to increase staff for the platform truck or add another rescue unit. There was
discussion about the possibility of Broward County taking over the Fire Services and
Chief Budzinski said that decision would be up to the Mayor and City Commission; there
is no mandate for going to the County.
Mayor Schreiber said as the population gets younger less people will require the
services of 911; we will always have enough money to provide basic police and fire
services. We should look toward how we can improve these services. The Fire
Department is the most popular department in the City as they save lives. Mayor
Schreiber questioned page 7-11 of FY05 Proposed Budget, in particular the increase in
line item 15-02, incentive pay. Chief Budzinski said this is a contractual obligation.
Commissioner Roberts questioned page 7-11 of FY05 Proposed Budget, in particular
line item 64-02, and Chief Budzinski said this is for the office specialist. Commissioner
Roberts questioned page 7-12 of FY05 Proposed Budget, in particular the increase in
line item 54-02. Chief Budzinski said this is for paramedic recertification, which must be
done every two years.
Chief Budzinski showed the EMS Provider of the Year plaque that was awarded to the
Tamarac Fire Department in conjunction with CLINCON.
Community Development: Community Development Director King gave an overview
of major accomplishments this past year, and spoke of development in Commerce Park,
transition of the department, land use amendments and rezoning, and the fact that
Tamarac now needs to think in terms of higher density. The Main Street project is the
number one issue for Community Development and at tomorrow's commission meeting
the Mayor and City Commission will vote on the contract with Iler Planning Group for
creation of development regulations. The third phase of the Main Street Project
consists of construction and advertising and marketing. Community Development
Director King spoke of Occupational licenses, (the impending increase of occupational
license fees, and streamlining the process), and economic development. Community
Development Director King said all program modifications were taken out of this budget
year so there is no impact to the City for increase in next year's budget.
Vice Mayor Sultanof questioned the 10% of Commerce Park that is available and
Community Development Director King said there are only two parcels that developers
do not own, and of the 10% only 2% is undesignated property, owned by the
Archdiocese of Miami.
Mayor Schreiber questioned build -out and Community Development Director King said
about 5 years, with Main Street looking at 10-15 years.
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Commissioner Roberts questioned page 2-3 of FY05 Proposed Budget, in particular
Main Street infrastructure for $100,000. Community Development Director King
directed the Mayor and City Commission to page 14-4 of FY05 Proposed Budget, the
CIP, and said certain projects are being done by utilities and stormwater so there is a
coordinated effort between the departments to do these projects now; putting the funds
together is a comprehensive way of redesigning Main Street, Phase I from 94t" — Pine
Island. By redesigning the road in the right-of-way when the property owners begin to
develop, they will only be responsible for private property improvements. The CIP
Committee looked at the funding and put it together as one project. Commissioner
Roberts questioned page 14-4 of FY05 Proposed Budget, in particular engineering
architecture for $190,000 and Community Development Director King said the money
comes out of Stormwater, Utilities and general fund. Commissioner Roberts questioned
page 5-3 of FY05 Proposed Budget, in particular the 4% change in Planning and
Zoning. Community Development Director King responded there was a request by the
Building Department for additional support for Code Enforcement, and the position was
transferred to the Building Department. The other office specialist will be compensated
for additional duties, as shown in program modification page 5-11. Commissioner
Roberts questioned page 5-7 of FY05 Proposed Budget, in particular 27% decrease in
salaries, and Community Development Director King referred to the transfer of one
position to the Building Department. Commissioner Roberts questioned advertising
(page 5-10 of FY05 Proposed Budget) as the second priority, and asked what the first
priority was; Community Development Director King referenced page 5-4 of FY05
Proposed Budget, and said the Evaluation Appraisal Report (EAR) is the first priority.
Commissioner Roberts questioned page 5-12 of FY05 Proposed Budget, in particular
line items 31-00 and 46-02. Community Development Director King said GIS has been
under CIP, but is now going into a maintenance phase and annual funding will be
incorporated into the general fund budget. Commissioner Roberts questioned page 7-
12 of FY05 Proposed Budget, in particular line item 40-01. Community Development
Director King responded travel and training for GIS is incorporated into the budget, as
well as conferences for several other staff members.
Vice Mayor Sultanof questioned page 5-4 of FY05 Proposed Budget, in particular
professional services and Community Development Director King said we are required
by the State to do the EAR.
Mayor Schreiber asked about CRA future plans, and spoke of build out and
redevelopment. Community Development Director King said there are many ideas that
will be looked into over the next year, and as the city becomes built out there is a need
to remain vibrant, which is done through redevelopment. The Main Street program will
take the lead in redevelopment.
Commissioner Flansbaum-Talabisco asked about representation at trade shows, and
Community Development Director King said there are advertising funds in the budget
for national magazines. These will be assessed to see if they are beneficial to the City
and we may need to shift into different trade magazines to promote other areas of the
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City. The Economic Development Manager will attend trade shows and we already
have promotional materials ready to go. The City will take on a more aggressive
advertising campaign.
Vice Mayor Sultanof questioned properties previously discussed for annexation, and
whether Tamarac lost out on its chance to annex those properties. Community
Development Director King spoke of Oakland Park aggressively going after Mira Lago,
North Lauderdale still trying to annex Kozy Kampers, and the possibility that the Airport
area may go to Ft. Lauderdale. Community Development Director King said at the last
workshop meeting where annexation was discussed the Mayor and City Commission
indicated they would talk to the County Commission to see if funding for infrastructure
for these areas would be available.
Commissioner Portner said the people in the Prospect Road area have indicated they
want to become part of Tamarac.
There was discussion regarding annexation, and Commissioner Portner spoke of the
areas as not being pristine, but still warranting consideration for annexation.
Commissioner Portner said if it is the Mayor and City Commission's desire he, Deputy
City Manager Cernech, Mayor Schreiber and Community Development Director King
could speak with Broward County Commissioners Eggelletion, Graber, and Broward
County Mayor Lieberman. There was discussion of whether this would be a Sunshine
issue, and City Attorney Kraft said a good alternative would be a properly noticed
workshop for discussion of annexation between the two governmental entities.
Commissioner Flansbaum-Talabisco said she would like to have more information.
City Manager Miller said staff would update the report previously submitted to the Mayor
and City Commission and schedule discussions. City Manager Miller added he would
spend time with Commissioner Flansbaum-Talabisco bringing her up to speed on the
issue. City Manager Miller added that he did not recommend annexing the properties
unless the County was willing to give us $1.9 million for infrastructure; Tamarac tried
previously to get the County to take a stand on this, but it appears the bulk of the money
is going to South and Central Broward,
Mayor Schreiber called for a recess at 11:15 a.m. and reconvened the Budget
Workshop meeting at 11:30 a.m. with everyone present as before.
Human Resources/Risk Management: Human Resources Director Swanson gave the
highlights of Human Resources and Risk Management over the past year.
Vice Mayor Sultanof said he heard a great deal about Risk/Safety Manager
Tomaszewski from Dr. Krause, Chairman of the Insurance Advisory Board, and she is
doing an outstanding job. Vice Mayor Sultanof added that training is a big item and if
people know their job they will stay here longer.
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Commissioner Flansbaum-Talabisco questioned page 9-6 of FY05 Proposed Budget, in
particular line item 34-02. Human Resources Director Swanson said the Mayor and
City Commission approved funding for a classification and compensation study this past
year, using outside consultants. This is a one time cost, not to recur this coming budget
year. Commissioner Flansbaum-Talabisco questioned page 9-4 of FY05 Proposed
Budget, in particular the reclassifications. Human Resources Director Swanson
responded that over the past three years, functions outside Human Resources were
transferred to the department. The department has been `flat' and everyone reported to
the director. The creation of mid -level managerial positions gives staff the opportunity
for career paths and allows Human Resources Director Swanson to focus on overall city
issues, such as pension and salary and benefits.
Commissioner Roberts questioned page 9-6 of FY05 Proposed Budget, in particular 13-
01. Human Resources Director Swanson said this is for training specialist Kay Reinert.
Every time there is a new mandate, more paperwork is created and the new benefit
coordinator is working on providing more education to employees regarding benefits.
The non -bargaining position which is slated for 35 hours per week has been increased
to 40 hours and must be compensated accordingly. Commissioner Roberts questioned
the decrease on page 9-3 of FY05 Proposed Budget, and Human Resources Director
Swanson said this was a one time cost for a consultant. Commissioner Roberts
questioned the color printer on page 9-5 of FY05 Proposed Budget, and Human
Resources Director Swanson said there is a need for a color printer due to the amount
of training documents and information created for the employees. Finance Director
Newman said IT makes the selection of equipment based on the department's need.
Commissioner Roberts questioned the increase on page 9-6 of FY05 Proposed Budget,
in particular line item 52-15, and Human Resources Director Swanson said this was for
the six chairs that were in need of repair. Commissioner Roberts questioned page 9-10
of FY-05, in particular line item 58-00, and Management and Budget Officer
Sammartino explained the general fund provides services for other departments; a
charge back. The numbers are based on the general fund budget. Commissioner
Roberts said the change in salaries reflected in page 9-9 of FY05 Proposed Budget, are
not comparable. Finance Director Newman explained that departments have a different
mix of bargaining and non -bargaining employees and the compensation schedule is
different. Management and Budget Officer Sammartino added that the percentages are
dependent also on what occurred during the past year. Commissioner Roberts said she
felt it would be more reasonable to have the mid -range amount plugged into the budget.
Commissioner Roberts questioned page 9-10 of FY05 Proposed Budget, in particular
line item 97-00, and Management and Budget Officer Sammartino said that is a
contingency item based on available revenue.
City Clerk: City Clerk Swenson thanked the Mayor and Commission, the City
Manager's and City Attorney's offices, and Department Directors for working so well
with the City Clerk's office, and reviewed the highlights of the past year.
Commissioner Portner questioned the $50,000 for the March 2005 election and City
Clerk Swenson explained it is a reasonable amount based on the cost for the March
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2003 election. Commissioner Portner asked if the reference to electronic agenda
backup in the Goals & Objectives section in page 8-22 of FY05 Proposed Budget refers
to laptops, and if so, are they necessary. City Clerk Swenson said laptops are used
with the electronic agenda backup on CD, and they can also be used in the same
manner as regular computers, as well as for internet access. The equipment is there
and we should avail ourselves of it as the City moves forward. Commissioner Portner
asked about the cost savings and City Clerk Swenson said it is less costly to burn a CD
than copy 10-11 agenda books. We are also looking at re -writable CDs for the future.
Additional cost savings by virtue of using electronic equipment is in staff time and
supplies. Commissioner Portner asked about training sessions and City Clerk Swenson
said training is available to the Mayor and Commissioners on an individual basis.
Commissioner Roberts questioned page 8-23 of FY05 Proposed Budget, in particular
what the figure in the Other Operating category represents. Management and Budget
Officer Sammartino explained the Other Operating category is a grouping of line items.
Commissioner Roberts questioned page 8-25 of FY05 Proposed Budget, in particular
line item 34-02, and City Clerk Swenson said it is anticipated that vendors, such as for
the Alchemy program, will be called in to train new staff and for a refresher for veteran
staff to keep all up to speed on the latest updates.
City Manager Miller said since there is time, if it is the Mayor and City Commission's
desire, they could review BSO's budget. All were in agreement.
BSO: BSO Chief Dugger said the new contract is up for negotiation so the maximum of
5% was added to the budget, subject to negotiations.
Mayor Schreiber questioned page 8-27 of FY05 Proposed Budget, in particular school
crossing guards, and Commissioner Roberts said more crossing guards will be needed.
Sunrise suspended their crossing guards on Commercial Boulevard, so Tamarac had to
suspend theirs at that location also. However, with 100 choice seats going to Riverside
Elementary School, there is a need for school crossing guards at Southgate Boulevard.
Commissioner Roberts questioned page 8-27 of FY05 Proposed Budget, in particular
the roll over of educational monies. BSO Chief Dugger said the monies came from
forfeitures and $2.50 for each traffic ticket issued in the City of Tamarac. The funds will
roll over until the fund is depleted or supplanted. It is used for specialized training, in
particular for SEPTED, and we currently have three certified SEPTED Deputies.
There being no further business to come before the Mayor and City Commission, Mayor
Schreiber adjourned the Budget Workshop meeting at 12:20 p.m.
Marion Swenson, CIVIC
City Clerk
July 13, 2004
City Commission Budget Workshop
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