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HomeMy WebLinkAbout2001-07-10 - City Commission Budget Workshop Meeting MinutesBUDGET WORKSHOP JULY 10, 2001 CALL TO ORDER: Mayor Schreiber called the Budget Workshop to order at 9:00 a.m. in Room 105, Tamarac City Hall, 7525 NW 88th Avenue, Tamarac, FL. PRESENT: Mayor Joe Schreiber, Vice Mayor Marc L. Sultanof, Commissioner Edward C. Partner, Commissioner Gertrude Mishkin, and Commissioner Karen L. Roberts. ALSO PRESENT: City Manager Jeffrey L. Miller, City Attorney Mitchell S. Kraft, Finance Director Robert Lange, Personnel Director/Interim Assistant City Manager Maria Swanson, and City Clerk Marion Swenson. City Manager Miller gave an introductory overview of the budget and said he is proposing a balanced budget of $63,593,614, which is $1 million less than last year. City Manager Miller said the 2002 Strategic Plan would be distributed to the Commissioners late summer or early fall. Finance Director Lange gave an overview of the budget. Mayor Schreiber asked about using ad valorem taxes to support Fire Rescue, and Finance Director Lange explained the detriment to the city if this method were to be used. Mayor Schreiber asked about revenues from stormwater being used for other purposes, and Finance Director Lange said it is not appropriate to use these funds for other purposes. Mayor Schreiber asked how wastewater charges compare to revenues, and Finance Director Lange said there is more revenue coming in than is being paid out. PUBLIC WORKS: Public Works Director Verma gave a presentation. Mayor Schreiber asked about 841h Terrace from Commercial Boulevard north to Lagos De Campos and Public Works Director Verma explained that streets needing design work were done first and 84th Terrace was moved to phase IV. Commissioner Portner asked about the status of the street repaving project, and Public Works Director Verma said he hoped to complete the project in less than 5 years, well ahead of the 7 years projected at the outset. Mayor Schreiber asked about the $2 million overage and Finance Director Lange said options would be looked at and decisions made for funding the balance of the project. Public Works Director Verma said initially the project was $15 million; however oil prices and asphalt have gone up which caused the shortage. Mayor Schreiber commended Public Works Director Verma and the Public Works Department for doing work in-house and utilizing the resources of the department. Commissioner Roberts asked what priority #1 was in the program modifications, and Assistant Public Works Director Greenspan said additional safety training that was consolidated into the Risk Management budget and an office specialist. July 10, 2001 Budget Workshop 1 Commissioner Portner questioned contractual services for grass cutting in the amount of $13,000, and Assistant Public Works Director Greenspan said the area in question runs from University Drive to the Sawgrass along McNab Road, and the $13,000 is for maintenance between the proposed bike path and the curb. Mayor Schreiber asked when the bike path project would be completed and Public Works Director Verma said he would inform the Commission of the status of the project. Commissioner Roberts said part of the 70 acres is a linear park and $13,000 is not an unconscionable amount to pay for grass cutting services. Commissioner Portner questioned page 201, recycling, and Project Manager Solid Waste/Recycling Dupuis said the numbers should read "average number of pounds recycled by single-family units — benchmark 36 lbs./month; FY02 projected — 34 lbs./month. Vice Mayor Sultanof said Tamarac is the 51" best city in Broward County for recycling, and added, with regard to page 199, that Tamarac received a grant for the bike path. Commissioner Roberts asked why renovation of the Commission offices falls under Public Works, and City Manager Miller responded. Commissioner Roberts asked about cleaning the canals and Public Works Director Verma explained that there has not been enough rain to flush the system and the heat brings more hydrocarbons and oil to the surface. Frequency of spraying will be increased. Commissioner Partner asked why the Fire Alarm replacement project (page 247) falls under Public Works, and Assistant Public Works Director Greenspan said facility management is responsible for management of a number of city facilities. Commissioner Portner asked about the temperature in City Hall and Assistant Public Works Director Greenspan said Public Works sets the temperature at 720. There was discussion about federal guidelines for temperature control in public buildings and Commissioner Portner suggested keeping the temperature at 75°. There was discussion about the city hall Kallwall Roof (page 250), and the sinking fund for roof replacement. Mayor Schreiber asked what the roof would be replaced with and Assistant Public Works Director Greenspan said there have been no design discussions yet. Mayor Schreiber suggested speaking with James Cummings, who built the building. Vice Mayor Sultanof asked about FEMA money if there was roof damage as a result of a catastrophe, and Assistant Public Works Director Greenspan spoke about presidential directives. Finance Director Lange spoke about the master -leasing program (page 285), and Vice Mayor Sultanof said Kislak Bank has a master lease program. Commissioner Roberts questioned the $150,000 for paving the parking lot (page 251) at Station 41. City Manager Miller said 6 months ago there was discussion about the use of the Friedes property. City Manager Miller said he consulted with the Fire Chief and it was determined that the fire department needed parking and July 10, 2001 Budget Workshop 2 space to conduct task exercises. The work entails clearing, base buildup and paving. Originally that parcel was included in the City Hall expansion plan, which called for additional parking; however, during recent strategic planning sessions it was decided to build a public service center at the Public Works complex and the city hall expansion plan was temporarily abandoned. Commissioner Roberts said with the addition of a third fire station, paving this piece of property is not cost efficient, and recommended against paving at this time. Mayor Schreiber asked for an expression of interest to remove the $150,000 for paving the parking lot from the proposed budget and Commissioner Roberts, Vice Mayor Sultanof, Commissioner Mishkin and Commissioner Portner agreed. Commissioner Roberts questioned indoor plant service under unfunded items and Assistant Public Works Director Greenspan explained it is a contractual service for maintaining plants in city hall and facilities. Commissioner Roberts asked about remote access to permitting system under unfunded items, and Public Works Director Verma explained it is included in the strategic goals management practice to improve service and is part of the e-government program. Commissioner Roberts questioned the solar powered arrow board under unfunded items. There was discussion about the adequacy of the boards now in use and the fact that replacement parts are not available. City Manager Miller said he did not feel it was a necessary expenditure at this time as the City has a board that is functional. Mayor Schreiber asked for an expression of interest to fund the solar powered arrow board and Commissioner Roberts, Commissioner Mishkin and Vice Mayor Sultanof were in agreement to fund; Commissioner Portner and Mayor Schreiber were not. Commissioner Partner questioned LoJack Mobile Theft Deterrent System under unfunded items, and Assistant Public Works Director Greenspan said Risk Management determined that City property insurance provides adequate protection. Mayor Schreiber called for a recess at 10:40 a.m. The Budget Workshop reconvened at 10:55 a.m. with everyone present as before. CITY ATTORNEY: Commissioner Roberts questioned the automobile allowance at $1,000 per month, and City Attorney Kraft said it is a combined figure for the City Attorney and Assistant City Attorney. Mayor Schreiber said he believes $700 a month for car allowance is excessive. City Attorney Kraft said he has worked for Tamarac for 10 years and it is a pleasure working with the Commission. There are no new programs or positions in his budget; prosecutions have been taken in-house which saves the City between $5,000 - $8,000 per year. Commissioner Roberts questioned the increase in line item 1302, Temporary Services (law clerks) on (page 145), and said there is a discrepancy between that line and the Law Clerk line on page 144. Finance Director Lange said he would review the calculations. July 10, 2001 Budget Workshop 3 Commissioner Portner questioned the increase in line item 5215 on page 145. City Attorney Kraft said this is a projected raise in cost for software. Mayor Schreiber questioned the increase in line item 2202, and spoke about the increased cost of benefits. Personnel Director Maria Swanson spoke about the increased cost of health insurance and the Commission approved modifications to the 401(a). Commissioner Roberts asked about decrease in benefit options, and Personnel Director Maria Swanson said it is due to individual selections. There was discussion about the City Attorney's salary, and Commissioner Roberts said while she is not against the proposed increase in the City Attorney's salary, she is concerned about excessive increases. City Attorney Kraft said he has been an attorney for 17 years, and worked for Tamarac for 10 years, and said in comparison to the market his proposed salary is neither inequitable nor unreasonable. Commissioner Roberts suggested, for the future, changing the date the City Attorney's salary is considered so it does not coincide with budget review. CITY MANAGER: Mayor Schreiber questioned the automobile allowance and Assistant to the City Manager Kristin McKew said it is a combined amount for the City Manager and Assistant City Manager. Commissioner Roberts questioned capital outlay and Assistant to the City Manager Kristin McKew said there is no anticipated expense for office equipment for the next year. PUBLIC INFORMATION OFFICE: Finance Director Lange distributed revised figures for the Public Information Office, and Public Information Officer Crockett explained the decrease in rentals, printing and photo supplies. Commissioner Roberts questioned line item 3401 (page 135) professional services, and Public Information Officer Crockett said it was for photographic services for special events, which is not requested this year. Commissioner Portner asked about the increase in total benefits, and Public Information Officer Crockett said the Finance Department would review the figures. Finance Director Lange said health insurance and 401(a) drove the benefits section up, as well as the fact that Ms. Crockett's position was vacant for a while. Personnel Director Swanson said since it is unknown what a person filling a position will choose in the way of benefits, the maximum amount is used for budget purposes. Commissioner Roberts suggested using a new program to calculate 401(a) figures for next budget year, and City Manager Miller said HTE has a few glitches, and the figures will be recalculated. RISK MANAGEMENT: Assistant to the City Manager Kristin McKew said operational departments have asked for more safety training, which is outlined in the strategic plan, and combining the number of people into one class reduces costs and streamlines the training program. Mayor Schreiber questioned the increase in line item 5221 (page 141) and Assistant to the City Manager Kristin July 10, 2001 Budget Workshop 4 McKew said it is for safety training at the National Safety Council. Mayor Schreiber asked if Public Works employees are required to wear steel -toed shoes and back braces and Assistant to the City Manager Kristin McKew said the shoes are required and the back braces are optional. Mayor Schreiber asked what line item 4521 (page 142) is for, and Assistant to the City Manager Kristin McKew said it was previously line item 4520, but the funding is for any city property not just automobiles. Mayor Schreiber questioned line item 4527 (page 142) and Assistant to the City Manager Kristin McKew said this covers a number of claim categories and calculations are made through the actuary. There was discussion about institution of a program for checking sidewalks, maintenance of sidewalks and citations. Assistant to the City Manager Kristin McKew said the City could repair damage to the sidewalk and charge the repairs back to the homeowner. There was discussion about responsibility for maintenance of sidewalks and liability. Commissioner Portner questioned the decrease in line items 2701 and 2800 (page 141). Assistant to the City Manager Kristin McKew said this is due to the vacancy in the Risk Manager position. Mayor Schreiber questioned long term disability insurance for employees and Personnel Director Swanson said for those paying into the 401(a) it is provided because they are not covered in the pension plan. CITY CLERK: Commissioner Roberts questioned elections funding (page 150) and asked if $20,000 is enough. City Manager Miller said this is based on historical information and if more money is needed it would be provided. PERSONNEL: Personnel Director Swanson discussed the employee recognition program, line item 4912 (page 188), and said the committee suggested changes in some of the awards. Commissioner Roberts said she has no problem with the $16,500 for this line item, but would like to discuss changes in the awards at a commission workshop. Commissioner Roberts asked for clarification of administrative support coverage citywide under unfunded items, and Personnel Director Swanson explained this was to be an in-house person assigned to different departments as a temporary worker, rather than using a temporary agency, but since positions have been filled this is not an issue at this point. Mayor Schreiber questioned page 187 and asked if all the specialists are needed, and Personnel Director Swanson said she took over another department (benefits) and she always looks at staffing to refine and tweak. There being no further business to come before the City Commission, Mayor Schreiber adjourned the Budget Workshop at 12:15 p.m. MARION S ENSON, CIVIC CITY CLERK July 10, 2001 Budget Workshop 5