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HomeMy WebLinkAbout2003-07-10 - City Commission Budget Workshop Meeting MinutesCITY OF TAMARAC BUDGET WORKSHOP MEETING THURSDAY, JULY 10, 2003 CALL TO ORDER: Mayor Schreiber called the Budget Workshop Meeting of the City Commission to order on Thursday, July 10, 2003, at 9:00 a.m. in Room 105 of Tamarac City Hall, 7525 NW 88th Avenue, Tamarac, Florida. PRESENT: Mayor Joe Schreiber, Vice Mayor Karen L. Roberts, Commissioner Edward C. Portner, Commissioner Beth Flansbaum-Talabisco, and Commissioner Marc L. Sultanof. ALSO PRESENT: City Manager Jeffrey L. Miller, City Attorney Mitchell S. Kraft, Assistant City Manager Michael C. Cernech, and City Clerk Marion Swenson. Mayor Schreiber led the Pledge of Allegiance. Chief Budzinski gave an overview of program modifications for Fire Rescue and discussed the organizational chart adjustment and reclassification. Mayor Schreiber questioned page 7-2 and asked if operating increases were due to the additional crew. Chief Budzinski said it is for services provided for operating the new facility. Commissioner Sultanof asked why the capital outlay (page 7-2) was not in the bond issue and Chief Budzinski said this is for vehicle replacement. Commissioner Portner asked if there is a cap on the amount put aside for vehicle purchase and Finance Director Newman said they are trying to keep a stream of money available. Vice Mayor Roberts asked about life expectancy of vehicles and Chief Budzinski said a rescue vehicle is 5 years and then 2 years as a reserve vehicle; platform truck 15-20 years. There was discussion about vehicle replacement. Vice Mayor Roberts asked how much seed money has been put in the various funds and Finance Director Newman said money was put into fire apparatus, P.C.'s and fleet. Vice Mayor Roberts spoke of the increase in water rates and fire fees and asked about resale value of vehicles. Chief Budzinski said resale value is minimal. Vice Mayor Roberts questioned the new furniture and Chief Budzinski said it is for the common areas, of which a large part is for the EOC. Vice Mayor Roberts asked if there is a grant for the EOC and Chief Budzinski said the City was not successful in its application for a grant. Mayor Schreiber questioned the height of the platform vehicle and Chief Budzinski explained how it is used and what height is needed. Commissioner Flansbaum-Talabisco questioned page 7-2, contractual services, and Chief Budzinski said this included EMS billing through ADP, whose fee is 7% of what is collected, the contract for the medical director, the GSG fire assessment rate study update, and various other yearly contracts. There was discussion about the necessity for the rate study. Commissioner Portner questioned page 7-7, and whether the aerial platform would be put into service; Chief Budzinski said yes. Commissioner Portner questioned page 7-8 and the 3.5% salary adjustment for managers. Human Resources Director Swanson gave a presentation and spoke of retaining employees and the difference between union members who receive various July 10, 2003 City Commission Budget Workshop 1 benefits not afforded management. There was discussion about whether to institute this now or wait until mid -year. There was an expression of interest to move forward with the reclassification in order to structure recruitment but hold off on the 3.5% salary adjustment until mid -year. Commissioner Portner asked about the radio replacement program and difference in cost between Fire Department and Parks/Recreation radios, page 7-9. Chief Budzinski explained that operational needs are different and the Fire Department radios afford interoperability between Tamarac and other fire departments. Commissioner Flansbaum-Talabisco suggested speeding up the process to get the new radios as it is now taking 2-3 months for delivery. Vice Mayor Roberts asked about page 7-11, item 41-01. Chief Budzinski said this includes services for the new fire station and hardware needed for the EOC; which is a one time charge. Vice Mayor Roberts asked about page 7-12, item 52-24 and Chief Budzinski said this includes outfitting the 13 new firefighters. Commissioner Sultanof asked about page 7-11, items 15-00, 15-01 and 15- 02. Chief Budzinski explained this is holiday pay for union employees, as well as incentive and longevity. Commissioner Sultanof questioned item 40-01 and Chief Budzinski explained it is for education and attendance at CLINCON. Commissioner Sultanof asked which line item gym equipment fell into and Chief Budzinski said it is under wellness. Commissioner Portner asked about page 7-10, item 58-03 and Finance Director Newman said the general fund provides services to other funds and this pays back the fund. Vice Mayor Roberts said she was not happy with the price of the Fire Chief's car, she felt it was too expensive, and Chief Budzinski explained it is purchased through State contract and includes radios and various other necessary modifications. Finance Director Newman introduced Management and Budget Officer Sammartino, Controller Nealon, Finance and Policy Officer Williams, Customer Service Supervisor Cox, and Acting Purchasing/Contracts Manager Nicotra and gave an overview of the Finance Department's responsibilities and reviewed the program modifications. There was discussion regarding page 6-4, moving the trash collection charge from the utility bill to the resident owner's tax bill. Commissioner Sultanof questioned the outstanding debt All Service had several years ago, and Controller Nealon explained that was recovered by the City for All Service. Mayor Schreiber said this would help the City streamline services but burden the residents to pay in advance, especially if they do not have a mortgage. Vice Mayor Roberts said she did not see a financial advantage to this. Mayor Schreiber said it is not a good move politically. There was an expression of interest with all in favor except Commissioner Portner to take this program modification out of the budget. Finance Director Newman reviewed page 6-8, management of false alarm calls. After discussion it was decided that this program modification would be taken out of the budget at this time and City Manager Miller would speak with BSO to see if something could be worked out. In the meantime, the ordinance needs to be tightened up. Vice July 10, 2003 City Commission Budget Workshop 2 Mayor Roberts said in addition to tracking false alarms, the people and alarm companies need to find solutions so that this does not continue. Finance Director Newman spoke of the Satellite City Hall program modification, page 6- 18. Mayor Schreiber asked how many people currently utilize Satellite City Hall and Finance Director Newman said there has been a great increase in use over the past year. Finance Director Newman spoke of getting another government agency to share space at this facility and the possibility of extending the hours and have the facility open on Saturdays. Customer Service Supervisor Cox said he has been in touch with Markham's office and they are interested in sharing space. Vice Mayor Roberts said she did not want any decision made until the Commission was advised and had input, and spoke about a possible courthouse outreach at the library on McNab, which will soon be vacant. Finance Director Newman gave an overview of reclassifying and broad banding staff in customer service, to reward and retain employees with tenure and experience in the job. Vice Mayor Roberts asked how this would interface or be affected by the reclassification study being done by Human Resources and Human Resources Director Swanson gave a presentation and explained the needs of this group of employees. Human Resources Director Swanson added that before anything could be done, union approval would have to be obtained. Mayor Schreiber called for a recess at 11:20 a.m. and reconvened the meeting at 11:35 a.m. with everyone present as before (City Attorney Kraft returned at 11:40 a.m.). Finance Director Newman continued with the Finance Department budget overview. Mayor Schreiber asked about page 6-20, item 34-18 and suggested the Sheriff's office bring the money to the bank rather than the armored car service. There was discussion about liability and Finance Director Newman said she would check with BSO Chief Dugger, however, it is not the police department's role to be in charge of money. Mayor Schreiber questioned the increase in item 40-01 and Finance Director Newman said this is for training for Budget Management staff. Mayor Schreiber questioned Finance Director Newman's salary, and City Manager Miller explained that Ms. Newman came in at a higher salary than previous Finance Directors due to her experience and qualifications. Vice Mayor Roberts asked about other salary increases on page 6-20 and Finance Director Newman said this is part of restructuring of Customer Service, which includes the Customer Service Supervisor's move to Division Manager. Half of the position is funded by utilities and half by the general fund. The rest of the increases are normal salary increases for employees in the department. Commissioner Flansbaum-Talabisco confirmed that Ms. Newman's salary fell within a specified range. Management and Budget Officer Sammartino informed the Commission of an increase in the City Manager's budget of $1,000 due to an increase in the maintenance of the copy machine, which figure came in after the books were printed. Mayor Schreiber questioned the increase on page 8-9, item 54-02, memberships. Assistant City July 10, 2003 City Commission Budget Workshop 3 Manager Cernech explained that Tamarac is a member of the Innovation Group, and the membership fee is $5,000 for three years. There was discussion regarding conferences sponsored by Innovation Group, and the benefits gained from the membership. Vice Mayor Roberts questioned the increase in overtime and Assistant City Manager Cernech said last year it was requested that this be broken out from the salary line. Mayor Schreiber asked about the increase in item 29-01, automobile allowance. Assistant City Manager Cernech responded that line item included the City Manager's $700.00 monthly auto allowance as well as an increase for the Assistant City Manager from $300-$500 per month. Additionally, auto allowances for Assistant to the City Manager Phillips and Public Information Officer Crockett are included in that line. Mayor Schreiber suggested perhaps looking at providing cars since he feels the auto allowances are getting out of hand. Assistant City Manager Cernech said the only increase was for the Assistant City Manager. Mayor Schreiber questioned the City Manager's salary. There was discussion regarding both the City Manager's salary and the City Attorney's salary, the fact that both are negotiated with the Commission, and whether these salaries should be reflected in the proposed budget. The method of showing these salaries in the budget was questioned by the Commission, and after discussion there was an expression of interest with all voting yes except Commissioner Flansbaum-Talabisco that salaries would become effective October 1St and negotiations would be held prior to the final hearings on the budget this year. The budget would show the new salaries as negotiated for FY04, commencing October 1" City Attorney Kraft presented his budget. Vice Mayor Roberts questioned item 29-01, auto allowance and City Attorney Kraft said his auto allowance is $700 per month and there is an increase for Assistant City Attorney Steinerts. Vice Mayor Roberts asked about employment agency fees, item 34-01 and Executive Assistant Neff explained the use of temporary employees to fill positions during vacations and vacancies. Vice Mayor Roberts asked about the increase in phones, item 41-01 and Management and Budget Officer Sammartino explained this was a better allocation of telephone costs. Mayor Schreiber asked to add Broward Homeless to the Charities and make a donation of $2,500. There was a unanimous expression of interest to add this charity and donation. Commissioner Portner asked for the following increases: Alzheimer's Association, increase $1,750; Women in Distress, increase $1,750; Brookwood Home for Girls, increase $250; Red Cross, increase $250; Tamarac Challenger Baseball, increase $250; Tamarac Bulldogs, increase $250; Lauderdale Lakes Alzheimer's, increase $250; Lighthouse of Broward, increase $250; First Call for Help, increase $250; Kids Voting Broward, increase $250; Tamarac Tarheels, increase $250. Vice Mayor Roberts said she did not approve of the increase to the Tamarac Tarheels. Mayor Schreiber asked for an expression of interest to approve the above charitable increases, with the exception of Tamarac Tarheels. There was a unanimous expression of interest to approve all increases except Tamarac Tarheels. Finance Director Newman explained that the budget is rounded off to the nearest $100, so while the July 10, 2003 City Commission Budget Workshop 4 contributions would be made as requested by the City Commission, it would appear in the budget as a rounded -off figure. Management and Budget Officer Sammartino explained that after the budget was put together there was a request from South Florida Senior Games for a donation. Last year there was an in -kind donation of $1,071.32, but they are asking for a monetary donation this year in addition to the in -kind donation. There was a recommendation from the Parks and Recreation Director and City Manager Miller for a cash donation of $2,000 in addition to the in -kind donation. There was a unanimous expression of interest to move forward with the in -kind and cash donation as recommended by City Manager Miller. Vice Mayor Roberts questioned the decrease in advertising, page 8-4, item 49-10. Assistant to the City Manager Phillips said some advertising may have been done by Public Information. Commissioner Portner said no money has been received from the Tallahassee lobbyist, and City Manager Miller said he did speak to Mr. Book who advised him that the stormwater monies are still `alive'. Assistant City Manager Cernech said IT Director Sucuoglu would be meeting with the Commissioners to discuss cell phone use due to the change in City policy, and asked that this item, 41-02, be adjusted from $1,900 to $3,000, which would be consistent with adjustments city-wide. There was no objection. Public Information Officer Crockett gave an overview of the Public Information budget. Mayor Schreiber questioned page 8-10, the Public Information Coordinator salary, as well as page 8-11, item 54-02. Public Information Officer Crockett said it is the other person in the department and there is an increase in professional memberships to allow for joining a new organization. Vice Mayor Roberts questioned the decrease in item 52-12 and Public Information Officer Crockett said since purchasing the digital camera supply costs have decreased. Management and Budget Officer Sammartino explained that non -departmental items are costs not related to any one department. Commissioner Partner questioned page 8- 24, item 83-01, economic development relocation. City Manager Miller said it is for incentives for relocation of industry, which has not been used for the last few years. Vice Mayor Roberts questioned page 8-12, item 54-02. City Clerk Swenson said since she has been liaison to the Charter Board there have been no books or publications subscribed to, nor have there been any memberships or dues. Finance Director Newman distributed a revision to the Parks and Recreation budget, and said with regard to the reclassifications discussed yesterday, it needed to be made clear to the Commission that the reclassifications had to go through the normal procedures in Human Resources but money needed to be budgeted at this time. July 10, 2003 City Commission Budget Workshop 5 City Manager Miller thanked Finance Director Newman, Management and Budget Officer Sammartino, Management & Budget Analyst II, Gresek, and Management & Budget analyst I, Wadsworth for the wonderful job they did in putting the budget together. There being no further business to come before the City Commission, Mayor Schreiber adjourned the Budget Workshop meeting at 1:05 p.m. Marion Swenson, CIVIC City Clerk 1 C] July 10, 2003 City Commission Budget Workshop 6