HomeMy WebLinkAbout2006-06-27 - City Commission Budget Workshop Meeting MinutesCITY OF TAMARAC
CITY COMMISSION BUDGET WORKSHOP MEETING
TUESDAY, JUNE 27, 2006
CALL TO ORDER: Mayor Flansbaum-Talabisco called the Budget Workshop Meeting
of the City Commission to order on Tuesday, June 27, 2006, at 9:00 a.m. in Room 105
of Tamarac City Hall, 7525 NW 88t" Avenue, Tamarac, Florida.
PRESENT: Mayor Beth Flansbaum-Talabisco, Vice Mayor Edward C. Partner,
Commissioner Patte Atkins -Grad, Commissioner Marc L. Sultanof, and Commissioner
Harry Dressler.
ALSO PRESENT: City Manager Jeffrey L. Miller, Deputy City Manager Michael C.
Cernech, Assistant City Attorney D.J. Doody, and City Clerk Marion Swenson.
Mayor Flansbaum-Talabisco led the pledge of allegiance.
Mayor Flansbaum-Talabisco thanked everyone who worked on the budget;
Commissioner Sultanof said Tamarac's staff is the best in Broward County.
Commissioner Atkins -Grad said we are 'Team Tamarac' and she is proud to be a
commissioner.
City Manager Miller introduced Financial Services Director Chapman and Management
and Budget Officer Sammartino, and gave a brief overview of the budget.
Financial Services Director Chapman touched on the highlights of the general fund.
Commissioner Sultanof questioned the occupational license increases and asked if
these were incorporated into the budget. Financial Services Director Chapman said
they were not as the ordinance has not passed first and second readings.
Management and Budget Officer Sammartino reviewed the department highlights for
Building and Code Compliance. Vice Mayor Portner questioned page 4-3 increase in
salaries and page 4-9 line 2205 pension. Financial Services Director Chapman replied
this is due to the change in the pension plan and the classification and pay plan.
Commissioner Dressler asked that in the future financial summaries track the average
variance over a 3-5 year period, which would put the current numbers more into
perspective. Mayor Flansbaum-Talabisco questioned page 4-4 increase in other
consultant services and other agencies for inspection services and Management and
Budget Officer Sammartino said this is due to the expected increase in activity for 2007.
Financial Services Director Chapman added a building permit fee study has been added
as the fees have not changed in eight years; a survey shows that compared to other
cities Tamarac's fees are low. It was decided to bring in a consultant for FY07 to
determine how our operation is working and set appropriate fee structures.
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June 27, 2006
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Management and Budget Officer Sammartino reviewed the highlights and program
modifications of Community Development and said there has been a reorganization as
Economic Development was moved out of the department.
Management and Budget Officer Sammartino reviewed the highlights and program
modifications of Financial Services. Purchasing/Contracts Manager Glatz discussed
page 6-10 changes to the website to provide outside vendors the opportunity to register
their firms online in order to do business with the City. Commissioner Sultanof asked if
this is a one time cost and Purchasing/Contracts Manager Glatz said it is. Vice Mayor
Portner questioned the City's intention with regard to Satellite City Hall, and City
Manager Miller said we have a three-year lease for the present location. Vice Mayor
Portner questioned the increase to the lease and Financial Services Director Chapman
said it is about $18,000 per year, and the price is competitive. Commissioner Sultanof
questioned the future of the location and whether there is a window of opportunity to
terminate the lease. City Manager Miller said this is a shorter term lease than the
vendor originally wanted. If a public facility is built near the Turnpike, Satellite City Hall
may be moved to that location. Commissioner Dressler questioned page 6-13 line 23-
02 decrease in health insurance. Financial Services Director Chapman explained as
people change coverage or leave the department changes are made to the health
insurance line item. Conversely, if people are added to the department, or current
members add family members to the policy, this line item could increase.
Commissioner Dressler questioned page 6-13 item 4405 and said there appears to be a
significant increase in the percentage. Financial Services Director Chapman explained
this is the difference going from the old three-year lease to the new three-year lease
and property values are rising.
Management and Budget Officer Sammartino discussed the Mayor and City
Commission budget, in particular donations to non-profit groups, and noted FY07
includes the full year of appropriations for lobbyists.
Vice Mayor Portner questioned page 8-4 charities, and after discussion, asked for an
increase of $250.00 for each non-profit organization.
Mayor Flansbaum-Talabisco noted the Area Agency on Aging has changed its name to
Aging and Disability Resource Center (ADRC) and asked that this change be made.
Deputy City Manager Cemech said Commissioner Atkins -Grad received a request from
"Neighbors Assisting Neighbors" to be included in the budget. No decision is needed
from the Mayor and City Commission at today's meeting as there has been no
opportunity to evaluate the request. Commissioner Dressler questioned whether the
group falls under the 501(c)(3) designation, and if they do not, they do not meet the
criteria. Mayor Flansbaum-Talabisco, Commissioners Sultanof and Atkins -Grad, and
Vice Mayor Portner agreed with Commissioner Dressler's comment. Financial Services
Director Chapman said there is money in contingency should the Mayor and City
Commission decide at a future time to make a donation to this organization and
suggested the Mayor and City Commission exclude the Chamber of Commerce, ADRC,
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June 27, 2006
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and Kids Voting Broward from the increase of $250.00 as these organizations are fully
funded.
Mayor Flansbaum-Talabisco said she had suggested Neighbors Helping Neighbors
seek grant funding and asked Commissioner Atkins -Grad to follow up on this.
Commissioner Dressler asked that for future budgets a notation be made as to who is
requesting the contributions, e.g., the Commission.
City Manager Miller confirmed the expression of the Commission was to hold the
Neighbors Helping Neighbors request indefinitely until it is determined whether they are
a non-profit organization and they are acting as more than a homeowners association.
Mayor Flansbaum-Talabisco said more information is needed.
Mayor Flansbaum-Talabisco asked for an expression of interest to increase all charities
$250.00 except for ADRC, Kids Voting Broward and the Chamber of Commerce. All
were in agreement.
Management and Budget Officer Sammartino reviewed the highlights of the City
Manager and Public Information budgets and said there are no program modifications.
Commissioner Dressler questioned page 8-9 and asked why the number of mailings is
17% less. Public Information Officer Crockett explained the change from bi-monthly 12
page Tam -A -Grams to quarterly 20 page publications. Vice Mayor Portner questioned
changing Public Information Officer Crockett's title to CIO. After discussion it was
decided to leave the status quo.
Management and Budget Officer Sammartino discussed Economic Development and
said the housing division is funded by a grant. Commissioner Sultanof questioned the
department's performance measures and Management and Budget Officer Sammartino
said they are new to this budget year. Mayor Flansbaum-Talabisco questioned page 8-
13 and asked how the number 12 was arrived at for a performance measure. Economic
Development Officer Berns replied he made one visit per month to the larger employers
in the city.
Commissioner Dressler spoke of methods of measuring and said the metric for
measuring economic development is the gain in square footage contributable to
industrial/commercial usage. Other significant metrics to consider are the number of
jobs added to the employer base as this has a ripple effect on the economy of a city.
City Manager Miller said this will be considered for future budgets; we are trying to
match these measurements up with our Sterling Criteria and Tamarac has done well in
job creation with approximately 1,000 jobs per year over the last decade.
Management and Budget Officer Sammartino discussed Boards and Committees and
said there is no change in the budget.
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Mayor Flansbaum-Talabisco questioned the Consumer Affairs Office and said based on
tomorrow's discussion to sunset the Committee that item would change.
Management and Budget Officer Sammartino presented the highlights of the City
Attorney's budget. Vice Mayor Portner asked why there is a line item for outside
counsel and questioned page 8-17 item 3110. Assistant City Attorney Doody said when
the law firm was hired the city was already using outside counsel for various issues, and
it was decided and agreed that the law firm would not interfere with existing
relationships. Deputy City Manager Cernech explained the City of Tamarac historically
used certain attorneys to handle certain items and the contract with the current city
attorney specifies the use of outside counsel for some types of matters. City Manager
Miller explained if the City of Tamarac and North Lauderdale were to have an issue we
would need outside counsel because this attorney represents both cities and he would
have a conflict of interest. Mayor Flansbaum-Talabisco concurred when the city
attorney was interviewed it was agreed the City of Tamarac wished to continue
relationships with certain outside counsel.
Management and Budget Officer Sammartino discussed the City Clerk's budget and
spoke of $100,000 reduction in election costs due to there being no 2007 election. Vice
Mayor Portner asked what the savings would be if the city moves to November elections
and City Clerk Swenson said no less than $80,000.
Mayor Flansbaum-Talabisco called for a recess at 10:30 a.m. and reconvened the
meeting at 10:46 a.m. with all present as before.
Management and Budget Officer Sammartino reviewed the highlights of the Human
Resources budget and said there is one program modification for Employee Education
Assistance. Vice Mayor Portner asked how many employees avail themselves of this
program and the schools involved. Human Resources Director Swanson said currently
21 (not including fire employees) participate, up from 10 two years ago. A variety of
schools are included, such as FAU, BCC, private universities, Phoenix, and FIU.
Commissioner Sultanof asked about federal funding for education enhancement and
whether the City could tap into this. Assistant City Manager Phillips said the federal
money is earmarked for the schools themselves, but she would look into available
programs.
Management and Budget Officer Sammartino presented the Risk Management budget.
Management and Budget Officer Sammartino presented the I.T. budget and Vice Mayor
Portner questioned page 10-4 and asked for clarification of the equipment. I.T. Director
Sucuoglu said this is the main storage center for the city and the program modification
is for an upgrade from one to five units. Commissioner Sultanof asked about the
savings with regard to the new phone system and I.T. Director Sucuoglu said it is
estimated at $80,000 annually and is not all reflected in his budget. Next year we will
see the actual billing which should go down to an average of $4,000 per month.
Commissioner Sultanof questioned the city's involvement with HTE, and I.T. Director
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Sucuoglu said this is our enterprise application provider and we have a long term
relationship with them. Commissioner Dressler questioned the voice over internet
protocol and I.T. Director Sucuoglu explained this is a term loosely used in the private
sector. We are not using the internet for our phone service; we use our own fiber
network. Additionally, we use BellSouth ISDN lines. Commissioner Dressler
commended the city on its leading edge approach to communications. Mayor
Flansbaum-Talabisco questioned page 10-8 EOC and page 10-9 Tamarac Community
Center improvements. I.T. Director Sucuoglu explained the new phone system was not
installed at the EOC last year. Additionally, the new phone system is dependent on the
city fiber system. Station 15, utilities, public works and the building department are all
on the same campus area and their fiber is underground and protected. City Hall is also
protected. Last year after Hurricane Wilma we realized the Tamarac Community Center
played an important role in providing hurricane service and if we lose the fiber
connection these modifications will allow for an independent operation of the system.
Mayor Flansbaum-Talabisco said these modifications affect the residents at crucial
times. Mayor Flansbaum-Talabisco questioned page 10-12 and I.T. Director Sucuoglu
explained technical support dedicated to fire rescue is necessary. Commissioner
Dressler asked if there is an equivalent need for BSO and I.T. Director Sucuoglu said
there is a good relationship with the Chiefs office but their system is separate from
Tamarac's. BSO Chief Dugger agreed if something is needed, I.T. is able to provide a
patch in an emergency.
Management and Budget Officer Sammartino presented the highlights of the Parks and
Recreation budget. Vice Mayor Portner questioned page 11-4 the $5,000 for extended
fireworks and Director of Parks and Recreation Warner explained the contract calls for
20-25 minutes of fireworks. In the past we have gotten the 25 minutes; however, last
year we only got 20 minutes. He discussed this with the vendor and they assure us
they will provide the full 25 minutes this year. Mayor Flansbaum-Talabisco questioned
whether this company would bid for a new contract and if there are other firms that
might bid. Director of Parks and Recreation Warner said there are other firms out there
and it is possible the current vendor will bid. Vice Mayor Portner questioned page 11-6
'dive in movie'. Director of Parks and Recreation Warner explained residents are able
to watch a movie while they are in the water. Vice Mayor Portner questioned page 11-9
and Director of Parks and Recreation Warner said the increase is for the aquatic center.
Vice Mayor Portner questioned page 11-13 and asked about the responsibilities of the
Social Services Specialist; Director of Parks and Recreation Warner said this is a new
position and we are adding a focus to the Social Service Division for families and youth.
Mayor Flansbaum-Talabisco asked about the show mobile, page 2-1. Management and
Budget Officer Sammartino said this will be refurbished as it is 12 years old. Mayor
Flansbaum-Talabisco asked about the hurricane preparedness festival and Director of
Parks and Recreation Warner said the name would be changed to Hurricane
Preparedness Expo.
Management and Budget Officer Sammartino presented the Public Works budget and
spoke of program modifications. Vice Mayor Portner questioned the need for the
curtain in the chambers and asked if an alternate window covering could be considered.
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Assistant Public Works Director/City Engineer Doherty said he would look into the
matter. Mayor Flansbaum-Talabisco questioned page 2-1 fleet garage ventilation and
Assistant Public Works Director/City Engineer Doherty explained the system is old and
needs to be replaced. Vice Mayor Portner questioned page 2-3 sidewalk repair and
maintenance and street pavement overlay. Financial Services Director Chapman
explained a survey was done and sidewalk cracks were graded 1, 2, and 3. $400,000
will cover damage to the sidewalks most in need and this would be a one time fix for
most of the sidewalks included. $160,000 was budgeted for FY06 based on
commission action taken at the last meeting. $400,000 is the estimated cost to repair
the most dangerous sidewalks; $140,000 budgeted in FY06, $260,000 budgeted for
FY07, $50,000 the annual amount the commission approved to perform annual upkeep
of the sidewalks. Assistant Public Works Director/City Engineer Doherty explained
$200,000 is being put aside each year so there will be money available in 10-15 years
to redo the streets. Mayor Flansbaum-Talabisco questioned the main street
infrastructure and Management and Budget Officer Sammartino said this has been
divided among the departments involved and the general fund. Financial Services
Director Chapman spoke of the improvements to the infrastructure from Pine Island
Road to 94t" Avenue for the Main Street project and said this would be supported by
taxes paid from all taxpayers in the city. Mayor Flansbaum-Talabisco asked for another
way to finance this project and Financial Services Director Chapman spoke of a special
assessment.
After discussion, Mayor Flansbaum-Talabisco asked for an expression of interest to
have Financial Services Director Chapman look into a special assessment for this area
and all were against the special assessment.
Management and Budget Officer Sammartino said page 8-24, school crossing guards,
do not come under BSO but are included within their budget since this is a safety
function. Management and Budget Officer Sammartino said the BSO budget is in
accordance with the contract entered into between the City of Tamarac and BSO.
Commissioner Sultanof asked if the school crossing guards fall under the purview of the
school districts and Management and Budget Officer Sammartino said each city pays
for its own guards. There was discussion regarding school crossing guards and police
protection for students crossing a street from one city to another, e.g., Sunrise,
Lauderhill and Tamarac. City Manager Miller said the school board's policy is that for
major thoroughfares, such as Commercial Boulevard, parents are not to drop children
off on the Sunrise side of the street; Tamarac provides crossing guards on the City's
side of the street and BSO is there to assist traffic control.
Management and Budget Officer Sammartino discussed the General Fund Non -
Departmental Budget. Commissioner Dressler questioned page 8-25 item 8301 and
City Manager Miller said if a company is interested in moving to the City of Tamarac, the
Mayor and City Commission may provide incentives. Mayor Flansbaum-Talabisco
questioned item 9151 and Management and Budget Officer Sammartino explained this
is used for grant matches. Vice Mayor Portner asked at whose discretion is
contingency money used, item 9700 and Financial Services Director Chapman said the
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Mayor and City Commission and City Manager.
Commissioner Dressler asked that the draw columns for transfers be included in the
next budget as an appendix.
Management and Budget Officer Sammartino presented the Fire Rescue budget and
program modifications, and said the fire assessment will increase from $129.00 -
$141.00 for residential property and increase according to footage for
commercial/industrial. This will net $650,000 and provide a relief to the general fund.
Commissioner Sultanof said this is not an easy sell and asked if there would be an
increase every year. Financial Services Director Chapman said we will maintain the
fund at 100% of allowable cost. Commissioner Dressler clarified the increase in the fire
assessment is a function of increasing labor costs.
Vice Mayor Portner left the meeting at 12:15 p.m.
Management and Budget Officer Sammartino reviewed Stormwater and said there is
the standard CPI rate increase. Mayor Flansbaum-Talabisco spoke of the Woodlands
canal maintenance agreement and said any community may come forward and enter
into an agreement with the city if they so choose.
Management and Budget Officer Sammartino presented the highlights of the Utilities
budget. Commissioner Sultanof questioned payment of the new building on the 10
acres. Financial Services Director Chapman said Tamarac is still negotiating with the
contractors through the bidding process to construct the new utility building, using less
than the 10 acres. We are also looking at bank financing and this will be brought to the
Mayor and City Commission at the July 12 meeting, but it is not reflected in this budget.
Commissioner Sultanof complimented the City Manager and staff for the purchase of
the 10 acres. Mayor Flansbaum-Talabisco questioned page 13-8 and Director of
Utilities Gagnon explained the need for an operator trainee, as a portion of his staff will
be ready to move on in the next 4 years and he does not want to find the department in
a crisis situation. Commissioner Dressler asked if this could be done for code
inspectors also and City Manager Miller explained technical positions in local
government are under pressure from the private sector and our major goal over the next
few years is succession planning. Building and Code Compliance Director Jones
explained technical positions in code enforcement require licenses that are only
obtainable through the private sector, but training positions are valuable no matter
where they are placed.
Management and Budget Officer Sammartino spoke of the next steps in the budget
process and said at the July 12 meeting the Mayor and City Commission will set the
proposed millage rate and dates for the public hearings. Tentative dates for the public
hearings are September 13 and September 20. Additionally, the Mayor and City
Commission will set the fire assessment rate. After the commission vacation, in August,
the TRIM notices will go out.
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City Manager Miller thanked the Mayor and City Commission for their due diligence and
asked if they would give an expression of interest to move on to the next steps in the
process.
Mayor Flansbaum-Talabisco asked for clarification of fund balance and Financial
Services Director Chapman explained the charter requires the city to maintain a fund
balance of 10% or less of the current year's budget expenditures. The fund balance
currently is $4.3 million.
Commissioner Sultanof thanked Financial Services Director Chapman, the City
Manager and staff for putting together the budget and added City Manager Miller is the
best City Manager Tamarac has had. Commissioners Dressler and Atkins -Grad
thanked everyone for their work on the budget. Mayor Flansbaum-Talabisco
congratulated the staff on their work and said the commission is united.
Mayor Flansbaum-Talabisco asked for an expression of interest to move on to the next
steps in the budget process and all were in agreement.
There being no further business to come before the Mayor and City Commission, Mayor
Flansbaum-Talabisco adjourned the workshop meeting at 12:40 p.m.
MARION SWENSON, CMC
CITY CLERK
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