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HomeMy WebLinkAbout1993-08-09 - City Commission Budget Workshop Meeting MinutesCITY OF TAMARAC CITY COUNCIL BUDGET WORKSHOP MONDAY, AUGUST 9, 1993 CALL TO ORDER* Mayor Bender called the Budget Workshop to order on Monday, August 9, 1993, at 9:00 a.m, in Conference Room #1 of Tamarac City Hall, 7525 Northwest 88th Avenue, Tamarac, Florida. RRESYNm• Mayor H. Larry Bender Vice Mayor Irving Katz Councilman Norman Abramowitz Councilman Joseph Schreiber Councilman Henry Schumann ALSO PRESENT: John P. Kelly, City Manager Mitchell S. Kraft, City Attorney Dina McDermott, Assistant City Manager Mike Couzzo, Assistant City Manager/Director of Public Services Mary Blasi, Finance Director Alan Levine, Operations Manager -Public Works Division Morton Winter, Charter Board Chairman Phyllis Polikoff, Secretary ****************************************************************** C/M Schreiber read a statement (Attachment #1) and questioned the September 30, 1992 fund balance in the proposed budget and the actual fund balance indicated by the Auditor, Grant Thornton. He commented on revenues, expenditures, encumbrances, a possible surplus and the millage rate. Mary Blasi, Finance Director, said the figures were encumbrances not paid in 1992. She also commented on the Ad Valorem taxes and said approximately $400,000 would probably be used during the current year and $1,500,000 was budgeted to balance the budget. City Manager Kelly read his Budget Summary and indicated that the implementation of a Storm Water Management District could reduce the budget increase from 15.1% to 5.1%. He said Staff recommended that $96,000 for hurricane shutters be eliminated and that would reduce 5.1% to 4.1%. He referred to a Municipal Administrative Services (MAS) report and FP&L. Discussion followed and Mayor Bender directed Mr. Kelly to communicate with FP&L regarding the money they owed to the City. Mr. Kelly discussed the BSO contract, road improvements at Tamarac Lakes North and South, internal service charge -back increases, vehicles for grounds maintenance and repairs to Fire Department equipment. Discussion followed on a bucket truck and the BSO contract. Mr. Kelly indicated salaries for the Social Worker and Clerk Typist and discussion ensued. He mentioned beautification and additional personnel for the City's parks and Multi --Purpose Center. He said additional machinery and equipment was needed at the City's parks and discussion followed. He said taxes would be increased (less the Homestead Exemption) $.63 per year for a $30,000 home to $12.58 per year for a $125,000 home. Mayor Bender asked about FP&L Franchise Revenues from 1988 through 1990 and said increased residents meant increased revenue. There was discussion and Ms. Blasi said she would research the matter. V/M Katz questioned Drainage Improvement Fund Expenditures and Revenues. Ms. Blasi explained that $650,000 was from the General Fund original budget and $150,000 was subsidized by the Drainage Improvement Fund and would be transferred into the General Fund. City Council Budget Workshop 08/09/93/PP Page 2 C/M Abramowitz asked if monies could be transferred if it was needed for canal maintenance. Mr. Kelly said Council should determine the amount and discussion followed. Mayor Bender asked Mr. Kelly to look into franchise fee revenues from FP&L and Continental Cablevision. Mr. Kelly said the Building Department requested additional part-- time people for inspections and additional monies would come in from the Building permits. He said anticipated revenues from property taxes would be reduced. Ms. Blasi commented on the Property Appraiser, the final assessed valuation as of October 1 of $18,000,000 less than last year, ad valorem rates and roll -backs. TAPE 2 There was discussion and Ms. Blasi said nothing could be done about the $18,000,000. Mayor Bender suggested that Ms. Blasi should document her statements regarding the final assessed valuation. Mr. Kelly mentioned the estimated unappropriated fund balance and he said that additional monies should not be used to balance the budget. V/M Katz commented on an article pertaining to the Federal Government's budget and reserve funds should not be less than 5%. Mr. Kelly said water and sewer rates for Utilities West would increase over the next three years. Discussion ensued and C/M Schreiber asked if the same thing would have happened if the Bonds had not been refinanced. Mr. Kelly said, yes. Ms. Blasi said the City would have defaulted if the Bonds had not been refinanced. V/M Katz said commercial users paid higher rates and discussion continued regarding CIAC funds and rates being changed at a later time. Mr. Kelly said the City should consider short-term financing for some of the projects. Discussion continued about steps to conserve water and C/M Abramowitz said residents would be paying more for water. There was discussion about the 4.1% increase, the Customer Service Records Clerk position, privatization, benefits, and the Purchasing Division. C/M Abramowitz commented on employees and their benefits in Utilities West. There was discussion about $36,000 which FP&L deducted from franchise fees, permit license fees, and the letter to FP&L requesting payment for the permit license fees. Mr. Kelly referred to the Internal Service Charge -backs and Recommended Capital Equipment on Pages 14 and 15, respectively. He reiterated that $90,000 should be eliminated for hurricane shutters. Discussion was held on equipment for the Multi -Purpose Center and resurfacing the parking lot at City Hall. UTTLTTY_WEST FUND Mr. Kelly referred to Item F (Transmission & Distribution) on Page 17 and recommended the figure be amended to $50,000. C/M Schumann asked the age of the gas Chromatograph. Mike Couzzo, Assistant City Manager/Director of Public Services, said he would research and provide the data. City Council Budget Workshop 08/09/93/PP Page 3 There was discussion regarding repairs to the water meters. Mr. Couzzo said water meters were changed every five to seven years. Mr. Kelly referred to Item N (Wastewater Collections) on Page 18 and suggested amending the amount to $50,000 because only Pump Station 16B was involved. He also suggested removing Numbers 7 and 9 and replacing them under Item Q and the amount would be changed to $262,000. Discussion was held pertaining to the video cameras for the trucks. UTILITY WEST RENEWAL & REPLACEMENT FUND Mr. Kelly said $108,000 would be deducted from Item C on Page 18. TAPE 3 Discussion followed regarding Item C and Mr. Couzzo said that the pumps would not be replaced. Mr. Kelly referred to Page 19 regarding the Pump Stations and said the amount should be amended to $289,000. V/M Katz referred to the System Extension in Item D. Mr. Couzzo said the extension pertained to a portion of Commercial Boulevard east of Nob Hill Road and an Agreement to contribute CIAC funds in the amount of $100,000. He said the Utilities West budget would be discussed on Wednesday, August 11, and discussion followed. Mr. Kelly said Page 20 was a Summary and the beginning of the budget. Mayor Bender requested a recess at 10:30 a.m. and the Workshop reconvened at 10:35 a.m. with the same people in attendance. City Hall Ones -- Page 85 V/M Katz commented on the HVAC system on Page 84 - Mission Statement. He said the number of personnel were unchanged, vacancies were filled, and Overtime Pay increased $200. Mayor Bender suggested that privatization should be considered and discussion followed. V/M Katz referred to $103,000 in #630 under TOTAL CAPITAL OUTLAY. Mr. Kelly suggested that $90,000 for hurricane shutters should be deducted and the $13,000 balance would be sufficient to resurface the City Hall parking lot and Council agreed. Discussion ensued on liability and flood insurance at City Hall. C/M Schreiber asked about the cost differential on #520 under TOTAL DIRECT OPERATING EXPENSES. Mr. Couzzo said supply costs increased and discussion followed on the paper towels. Alan Levine, Operations Manager of Public Works, said the City Hall did not receive any violations when it was recently inspected by the State. general Government Building -- Page 89 Mr. Kelly said salaries were unchanged, a part-time position was added and COLA's were not reflected. C/M Schreiber questioned Item 340 - TOTAL DIRECT OPERATING EXPENSES. Mr. Couzzo said roof repairs were needed at the Recreation Center and all buildings, except City Hall and the Police building, and fell under Division 193. Mr. Levine said Electricity (#430) was reduced due to the installation of timers. Discussion was initiated regarding Demand City Council Budget Workshop 08/09/93/PP Page 4 Load Calculations, FP&L, timers, Load Control Programs, and electric utility bill audit. EDITORS NOTE: Mayor Bender requested Ms. Blasi to find out about the electric utility bill audit and discussion was held regarding #643 (Machinery and Equipment) and #640 (Vehicles) under TOTAL CAPITAL OUTLAY. Page 99 Mr. Kelly commented on the Police Building and V/M Katz commented on the HVAC system. Public Sarvicas Administration - Page 122 Mr. Couzzo recommended that Vernon Hargray's position be entirely funded out of the Utility West and the Senior Records Clerk was previously funded from Fleet Maintenance. There was discussion concerning #470 (Printing & Binding of the Annual brochure) and #494 (Photographic - audio-visual presentation) under TOTAL DIRECT OPERATING EXPENSES. Discussion also followed on #220 (Pension) under TOTAL PERSONAL SERVICES. V/M Katz asked if all of Mr. Couzzo's benefits were split and he was advised that they were. Discussion was held on the Mission Statement. V/M Katz asked about a Tree Nursery Grant and discussion ensued. Discussion was also held on "Welcome to Tamarac" signs and C/M Abramowitz suggested that the present signs be placed on larger backgrounds. C/M Schreiber suggested that privatization should be considered to reduce expenses and discussion was held on grass cutting and City employees. Mr. Couzzo explained that some barriers prevented the property owner from accessing his own property and the City had to maintain same. C/M Schreiber requested clarification of 4RB (Commercial Blvd. Irrigation) and 4RX (Beautification Miscellaneous) under TOTAL DIRECT OPERATING EXPENSES. TAPE 4 Discussion commenced on 4RB (irrigation on Commercial Boulevard through an agreement with Broward County), general irrigation for City property, and 4RX (projects already approved by Council). V/M Katz said no area should be beautified without irrigation. C/M Abramowitz discussed McNab Road, Nob Hill Road, and Beautification Grants. Discussion commenced on Goals and Objectives for Fiscal Year 1993/1994. Mr. Kelly said the majority were carryovers from the previous fiscal year and he would provide clarification regarding the percentage completed. He said the City of Sunrise contacted him regarding improvements to Commercial Boulevard from the Sawgrass Expressway to Pine Island Road. Mr. Couzzo said the City would have to maintain everything taken from Broward County and discussion ensued. Discussion followed pertaining to 4RY (Beautification -Urban Forestry) which represented start-up costs for the Nursery Tree Farm and Arbor Day Tree Replacement Program. Further discussion commenced on beautification, funding, Nob Hill Road and Broward County's Agreement to maintain Commercial Boulevard (to McNab Road) . V/M Katz asked if more funding would be needed with regard to the bucket truck. Mr. Couzzo said, no, and suggested seeking a short- term lease. u irA City Council Budget Workshop 08/09/93/PP Page 5 Mr. Couzzo referred to Page 25, #343-210 (Lot Clearing Charges), under TOTAL CHARGES FOR SERVICES and explained it represented revenues derived from property owners for Code violations. He said Parking Lot charges (#344-500) were revenues from residents who parked at the Municipal Parking Lot adjacent to Fort Lauderdale Executive Airport. Discussion followed on Caporella Park. Fle$t_Services - Page 376 Mr. Kelly said salaries were the same. V/M Katz suggested that the City should consider privatization and discussion commenced. Mayor Bender requested a report on productivity and the City of Coral Springs. Mr. Kelly said his budget recommendation was $517,779. C/M Schreiber asked about the funds recommended for #301 (Gasoline & Diesel), #303 (Grease and Oil) and #461 (Auto Parts/Inventory) under TOTAL DIRECT OPERATING EXPENSES. Ms. Blasi said the three accounts were kept separately so they could be charged back. V/M Katz asked the status of a six-month report on maintenance costs and new vehicles. Mr. Couzzo said a five-year replacement program was prepared and vehicles were replaced before repairs became too expensive. He said recommendations for Gasoline and Diesel were lower than 1992 because bulk purchases were made at lower costs. Mayor Bender ADJOURNED the Budget Workshop at 11:45 a.m. for lunch and called it to order at 1:05 P.M. He said the same people that were present at the morning session were present now except for City Attorney Kraft. TAPE 5 Streets/Roads - Page 134 Discussion followed on #340 and Mr. Couzzo advised that road repairs would cost $250,000 for Tamarac Lakes North and South and the annual rental of a street sweeper would be $15,000 which would be eliminated if the sweeper was bought. C/M Schreiber asked about #342 and Mr. Couzzo responded that a company was contracted to remove trash and roll -off at the shopping center on McNab Road, west of Pine Island Road. He said the money would probably be recovered through a lien. There was further discussion about the money and the road repairs. Mayor Bender asked about #533 and Mr. Couzzo answered that it was to repair potholes and utility cuts. Discussion followed on the location of the roads to be repaired. V/M Katz questioned #640 and Alan Levine, Public Works Operations Manager, said it was the last replacement vehicle from the 1984 budget. V/M Katz questioned #643 and Mr. Couzzo mentioned a roller and trailer. There was further discussion regarding the street sweeper and the funds to pay for same and Mayor Bender asked Mr. Kelly to prepare a report on the costs regarding a street sweeper. There was discussion regarding grass cutters, discharge chutes, and canals. Park Facilities - Page 157 Mr. Couzzo said there were three vacant Maintenance positions for the Sports Complex, Veterans and Caporella Parks. Mr. Levine said City Council Budget. Workshop 08/09/93/PP Page 6 specialized grasses needed special attention and only the bathrooms were maintained. Discussion was held on #643 (the proposed purchase of a tractor and turf machine) and the difference between the proposed and recommended TOTAL OPERATING EXPENSES. Mr. Couzzo referred to Tract 27 and said impact fees for the lights was deducted and discussion followed on the lights, photocell and timer. 8Sgr9ati4n Activities - Page 145 Discussion was held on the vacant Social Worker and Clerk Typist. There was discussion on #344 (Instructors, Other Activities) and #481 (Recreational Activities). Mr. Couzzo said #344 was for services which were contracted in return for revenues and #481 represented a percentage for services, i.e., July 4 fireworks, wherein a percentage was reimbursed. C/M Schumann asked why money was budgeted in #440 when equipment could be bought and paid for over a period of time. Discussion followed on costs, the Public Address and sound systems, costumes and equipment used for holidays. TAPE 6 Discussion followed on the sound system and Showmobile (Department #552). There was a brief discussion regarding proposed and vacant positions (Van Drivers, Facility Attendants and Temporary Rec. Leader II) and present Assistant Service Coordinator, #402 (Travel -Other) and #542 (Dues and Memberships). Mr. Kelly said it was important for Staff to attend designated seminars because eventually it would generate revenue. C/M Abramowitz asked if the increased health insurance was due to increased employees. Mr. Couzzo said, yes. Mr. Kelly said Council should consider giving employee benefits to the new Van Drivers because they do not receive anything. C/M Schumann, V/M Katz, C/M Schreiber and Mayor Bender agreed. C/M Abramowitz asked about the revenues from the Multi -Purpose Center. Mr. Couzzo said approximately 30% would be returned and as of June 30, revenues exceeded projections from the previous fiscal year. Discussion followed on the Facility Attendants, vacant Senior Maintenance Worker and Maintenance Fitness Coordinator and their responsibilities. V/M Katz asked about the Maintenance Fitness Coordinator and Athletic Services Coordinator. Mr. Couzzo said the Maintenance Fitness Coordinator instructed aerobics, cardio- vascular, etc., and the Athletic Services Coordinator worked with the Tamarac Athletic Federation and discussion followed. Mr. Kelly suggested that Council should consider compensating the Athletic Services Coordinator for the work done with the Tamarac Athletic Federation. Mr. Couzzo suggested that Council review the salary structure in order not to lose employees. Mr. Kelly said he recommended four positions for reclassification and discussion followed on same and revising job descriptions. V/M Katz said the Multi -Purpose Center required more equipment and discussion was held on same, turnaround time for equipment needing repairs, and maintenance contracts. Mr. Kelly suggested a maximum of $10,000 be added. Mr. Couzzo said $40,000 for the Showmobile was deducted from #647, Special Equipment. Discussion followed and C/M Abramowitz requested information on purchasing versus leasing a Showmobile. -- Page 163 Fi City Council Budget Workshop 08/09/93/PP Page 7 Ll Discussion was held on TOTAL GRANTS AND AIDS, Matching Grants and Meals on Wheels. V/M Katz stated that the Broward Homebound Program serviced those people below the "elderly" category and C/M Abramowitz recommended increasing the contribution to $1,500. Mr. Kelly suggested that Council consider purchasing a van and making improvements to comply with Americans with Disabilities requirements and a short-term loan could be obtained to do both. V/M Katz said a van to accommodate wheelchairs and passengers was purchased for the Northwest Focal Point Senior Center and discussion followed on a van which would accommodate wheelchairs and passengers or bus. TAPE 7 Further discussion followed on what the bus could be used for. C/M Abramowitz asked the cost of a regular -size bus, the number of trips and how many times the bus would be used. Mr. Couzzo said the cost would be approximately $100,000 and after some researching, he would provide the information. Mayor Bender asked if individuals paid when they went on special trips. Mr. Couzzo said, yes, but they did not pay for trips to the doctor, to go shopping or to the Lighthouse for the Blind and discussion followed regarding Broward County's franchised bus routes. Mayor Bender suggested that Mr. Kelly look into the matter. General Fund - Page 25 Under TOTAL CHARGES FOR SERVICES, discussion was held on #347-211 and #347-212, Summer Recreation Fees and After -School Program Fees, respectively. C/M Abramowitz stated that Principal William Bell of Tamarac Elementary School requested using rooms in the Multi -Purpose Center for one year because of overcrowding. V/M Katz commented that the Broward County School Board did not comply with their site plan and he asked for permission to critique the contractor for the new addition to the School. Discussion was held and Mayor Bender asked about the impact if the three rooms were used and further discussion followed on using empty stores in a shopping center in lieu of displacing senior citizens. Mr. Kelly said he would have a report to Council within the week. Ms. Blasi said a portion of utilities was 415, School Board Utility Reimbursement, REVENUES on Page 26. Discussion was held benches and bus shelters and Mayor Bender the bus benches. Parks AndRegreation Fund - Page 187 reimbursed under #369- under TOTAL MISCELLANEOUS on Impact Fees, bus asked for a report on C/M Schreiber asked about $150,000 in #6BC and said it should be used elsewhere. Mr. Kelly said it was the City's share for environmentally sensitive land and discussion followed regarding Broward County's responsibilities about the land. V/M Katz discussed the Comprehensive Land Use Plan and Ms. McDermott advised what the property would be used for. Further discussion followed and Mr. Kelly said it was a passive park and nothing could be constructed. C/M Schreiber asked if a basketball court could be added to the Tract 27 Sports Complex. Mr. Couzzo recommended it could be deducted from Parks and Recreation Impact fees. Page 224 City Council Budget Workshop 08/09/93/PP Page 8 Mr. Kelly said $750,000 represented the personnel and equipment, etc., who would maintain canals and drainage previously discussed and which were moved to Page 224. Discussion was held on the budgets for Canals, Storm Drains, Street Cleaning, Canal Maintenance and Storm Water Drainage Maintenance and Special Storm Water Drainage Projects. Ms. Blasi noted the money allotted for salaries and personnel services expenses of the Street Drainage Program which were charged to the General Fund. She said the remaining $97,000 was in a Contingency Fund for special projects. Discussion followed on the $750,000 and Mr. Kelly said the Engineering Department did calculations based on the impervious soil surface and residential units. He said there would be different rates for shopping centers. C/M Abramowitz confirmed that single family residential units would pay $2 and there was a different formula for vacant and empty lands, shopping centers and for commercial property. C/M Schumann asked when the budget would become effective and where would the funding come from. Mr. Kelly said the budget could be passed prior to October 1 with two Public Hearings. Ms. Blasi said all cash and investments were pooled instead of having them put into separate savings and investment accounts. TAPE 8 Further discussion followed on scheduling the dates for the Public Hearings. C/M Abramowitz said no one should object to the Storm Drainage Improvement Program and added that he was constantly getting complaints about the waterways. He said the City of Sunrise advised that waterways on private property were not maintained by that City. Mayor Bender said City Attorney Kraft was asked to draft an Ordinance similar to the City of Margate. Mr. Kelly added that the Ordinance also incorporated input from the Engineering Department. Mayor Bender discussed waterways which were privately owned. C/M Abramowitz said the City insisted that all developers and builders deed the waterways to the City when they came in for permits. V/M Katz disagreed and discussion followed. Mr. Kelly said people driving vehicles contributed to pollution in the canals. C/M Abramowitz recommended that the City should not insist the developer or builder deed the waterways to the City. Discussion followed on the deeding of waterways and private streets, pollution in the canals, the quality of the water and the improper way to cut grass. Mayor Bender discussed the Ordinance pertaining to the $750,000 and waterways in Kings Point and the Pulte project. Charter Board - Page 72 Mr. Kelly discussed TOTAL PERSONAL EXPENSES and said the employee was moved to the City Clerk's Office and City Attorney Kraft would perform the legal services. Morton Winter, Charter Board Chairman, discussed the cost to repair a typewriter and Office Expenses. Ms. McDermott said she would follow-up with Purchasing because the typewriter was under a service contract and a minimum of office supplies would be used. C/M Abramowitz suggested #510 be amended to $250. Discussion followed on a request to advertise in the newspapers for another member to the Charter Board and purchasing a set of the Florida Statutes. 1 1 City Council Budget Workshop 08/09/93/PP Page 9 City Council - Page 29 V/M Katz discussed the copier and Ms. Blasi said all rental leases for copying machines would be combined into General Services and that all paper supplies would come from Purchasing and would be charged back to each department. C/M Schreiber asked about the 1596 increase in 1230. Ms. Blasi said the $14,273 would probably be closer to $18,000 or $19,000. She said each employee was sent a questionnaire requesting information on health insurance. Mr. Kelly suggested scheduling an Executive Session to discuss health insurance with the Risk Manager and the increase in the budget was the increase in insurance. C/M Abramowitz said it was the best budget he had seen and very little could be eliminated. Mayor Bender ADJOURNED the Budget Workshop at 3:30 P.M. Carol A. Evans City Clerk 1 F-j ATTACHMENT' #1 frcan C/M J. Schreiber 8/9/93 Budget Workshop (Page 1 of 2) IL ATTACHMENT #1 (Page 2 of 2) 1