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HomeMy WebLinkAbout1992-08-13 - City Commission Budget Workshop Meeting Minutes11 CITY OF TAMARAC CITY COUNCIL BUDGET WORKSHOP THURSDAY, AUGUST 13, 1992 Tape 1 CALL TO ORDER : Mayor Bender called the City Council Budget Worksriop to order at 9:05 a.m. in Conference Room #1, City Hall. PRESENT : Mayor H. L. Bender Vice Mayor Henry Schumann Councilman Norman Abramowitz Councilman Irving Katz ABSENT AND EXCUSED : Councilman Joseph Schreiber ALSO PRESENT : Jd n P. Kelly, City Manager Dina McDermott, Assistant City Manager Michael R. Couzzo, Jr., Assistant City Manager/ Public Services Director Mitchell S. Kraft, City Attorney Mary Blasi, Finance Director Kline Jones, City Engineer Alan Levine, Public Works Operations Manager Ed Doyle, Recreation Operations Manager Phyllis Polikoff, Secretary Page 58 PUBLIC WORKS ADMINISTRATION Page 102, Department Personnel: Mr. Kelly said the Public Services Annual Report was sent to the Council members for their review. He said Council reduced the rolled -back rate from 6.25% to 6%. C/M Abramowitz said Public Works, Engineering and Utilities were combined and Mr. Kelly agreed. Ms. McDermott said, however, there were three separate budgets. C/M Abramowitz asked about employees who worked a portion of the time out of two Departments. Mr. Kelly said that applied to Michael R. Couzzo, Jr. and Vernon Hargray who were split between the Utilities and the General Funds. C/M Abramowitz asked about the vehicles in each Division. Ms. McDermott said the fleet was split between the General Fund and the Utilities. Total Personal Services - Regular Salaries Michael R. Couzzo, Jr., Assistant City Manager/Public Services Director said Alan Levine was transferred from Grounds and Maintenance and was paid entirely out of Public Works Administration. He said no additional people were added and Mr. Kelly reiterated that a portion of Mr. Couzzo and Mr. Hargray's salary also came out of this budget. C/M Katz asked if the duties of Roberta Bonavia, Marsha Berman and Carolyn Knoles spilled over to Engineering and Utilities. Mr. Couzzo referred only to Ms. Bonavia and said all three employees were paid entirely out of Public Works Administration. Page 30, ENGINEERING Page _ 2, Department Personnel Total Personal Services Regular Salaries City Council Budget Workshop 8/13/92/PP Page 2 Mr. Couzzo said Gordon Sparks' salary had been completely funded from the Utilities budget but proposed transferring the employee to Engineering. C/M Katz disagreed. Mr. Couzzo said Kline Jones or Mr. Sparks' salary should have been charged to the Utilities budget. C/M Katz said work done for the Utilities should be charged to Utilities. C/M Abramowitz agreed with Mr. Couzzo's rationale. Mary Blasi, Finance Director, said the charge -back would have to increase if Mr. Sparks remained in the General Fund. C/M Abramowitz said Mr. Sparks should remain in Utilities. Mayor Bender and V/M Schumann agreed. Mr. Kelly suggested deleting Mr. Sparks' salary from the General Fund and transferring it to the Utilities budget. C/M Katz disagreed. C/M Abramowitz asked if an employee could automatically buy back his annual leave or sick -leave. Ms. Blasi said, yes. V/M Schumann asked what happened if all the sick or annual leave was bought back and the employee got sick. Ms. Blasi said the employee could not buy back the entire amount, they had to keep a minimum of 280 hours on the books. C/M Abramowitz said an employee should be unable to automatically buy back his accrued leave. Ms. Blasi said the City was required to accrue this money as a liability and it would be set aside. Mr. Couzzo said the employee was paid 50% of the amount over 280 hours in December of each year. C/M Katz said the money was set aside anyway. Ms. McDermott said the Union Contract would be negotiated next year and buy-back would be reopened. Total Direct Operating Expenses #333 - Density Test C/M Katz asked if this would be with the Revenues. Ms. McDermott said, yes, Page 15. Page 30 Continued Total Personal Services - Regular Salaries Mr. Kelly said Draftsman I was filled because the employee did not retire. Mr. Couzzo proposed eliminating the current positions of Chief Engineering Designer and Assistant Chief Engineering Designer which were paid a higher salary and replacing them with Draftsman I and II which paid a lower salary. He said they were draftsmen and not designers; Page 92 indicated what they would be paid and the Engineering Department would save money without an adverse affect on the workload. Mayor Bender asked why the two employees were not reclassified last year. Mr. Kelly said Mr. Couzzo recommended the change since becoming Director of Public Services and that Mr. Jones determined the positions should be downgraded. There was discussion regarding job descriptions and responsibilities of the employees filling the two current positions. Tape 2 Ms. McDermott said changes were proposed last year but were not carried out and this year Mr. Couzzo and Mr. Jones changed the duties and responsibilities of the Engineering Department. She said the two employees in question primarily did map work and they were not designers. * There was further discussion regarding job descriptions. Mayor City Council Budget Workshop 8/13/92/PP Page 3 Bender asked Mr. Kelly to get input from all the Department Heads with regard to the employees and their job descriptions. Ms. McDermott said job descriptions for every single employee were recently redone and they would be provided to the Mayor. C/M Abramowitz agreed with Mr. Couzzo's recommendation. C/M Katz asked if Mr. Jones and Mr. Sparks would be able to do the superimposing on the MapGraphics with regard to Ms. Frasier without hiring new people or changing titles. Mr. Jones said he and Mr. Sparks were already doing some of the super -imposing work. Mayor Bender asked Mr. Jones if he would be able to input all the superimposing work into the MapGraphics system within the 18 months. Mr. Jones said, yes. C/M Abramowitz disagreed with C/M Katz and said next year it was possible that people could be hired or fired. Mr. Couzzo said the recommended salaries were very competitive and the net savings could be approximately $200000. Pa a 32 (Continued) Total Capital Outlay - Special Equipment Mr. Couzzo said this was the cost to replace the current filing cabinets. #6AD - Golf Driving Range Ms. Blasi said $12,500 was for the preliminary survey but the money would come out of Engineering and be charged back to Parks and Recreation Impact Fees. C/M Abramowitz asked about survey results and Mr. Couzzo said Mr. Kelly had the report. There was discussion regarding the environmental issues. Mr. Couzzo said the City had to develop a mitigation plan with which to negotiate a settlement with the environmental agencies. C/M Abramowitz asked if more money would have to be spent before Council made their determination. Mr. Couzzo said, no, and that monies had already been allocated. r There was further discussion and Mr. Couzzo said a mitigation plan would be submitted to the environmental agencies before the end of the following week. He reiterated that the money would come out of Park and Recreation Impact Fees and then it would be transferred into a special account for the driving range. #640 - Vehicles Mr. Couzzo said vehicles were requested to replace two older vehicles but the request was denied. Pa a 67 STREET LIGHTING Total Ogerating Expenses - Electricity - Streets Mr. Couzzo said this was consumption only and some lights would be upgraded in some high -trafficked areas. #509 - Street Lighting Renovations Mr. Couzzo said in his opinion, it would be difficult to do the renovations with $500,000. He said some consumption was in #435 and the change -outs were in #509. Mr. Kelly said the upgrading would take place over several years. C/M Abramowitz said after 15 years FP&L was obligated to change all light fixtures without the City paying. V/M Schumann asked City Council Budget Workshop 8/13/92/PP Page 4 what percentage was FP&L obligated to do. Mr. Jones said FP&L did 75% of what the City intended to do. Mayor Bender asked how street light bills were charged. Mr. Jones said by pole and lumins. V/M Schumann said FP&L advised that rates would increase and asked if the City would be affected. Ms. McDermott said the budget included FP&L's proposed increase. Mayor Bender asked if electric rates were negotiated or fixed. C/M Abramowitz said the City signed a Large --User Agreement with pre -determined rates. V/M Schumann asked why the actual figure was $569,559 and the recommended figure was $555,000. Mr. Couzzo answered $569,559 was encumbered versus expended. Ms. Blasi said $459,000 was spent in FY 1990/1991 and the estimate for FY 1991/1992 was $475,000. Mayor Bender said he would contact FP&L to determine if there was special wiring just for the street lights. Mr. Couzzo said he would prepare a detailed report showing encumbrances versus expenditures. Page 40 CITY HALL OPERATIONS Page 94, Department Personnel Tape 3 Ms. McDermott said this represented inside and outside maintenance for City Hall. Total Direct Operating Expenses Other Contractual Services Mr. Couzzo said it represented elevator maintenance, pest control, security system monitoring, pressure cleaning, landscaping maintenance and maintenance on the sound system. Page 41 Continued Total Capital Out a -- Machinery an Equipment Mr. Couzzo said it represented the cost to replace all existing HVAC piping, and, in his opinion, should have been done initially. C/M Katz suggested a qualified HVAC in-house employee should do the work and not contract it out. Mr. Couzzo said a Senior Tradesperson and not an HVAC person was proposed and would be discussed at the appropriate Budget Workshop. Mr. Couzzo said the Senior Tradesperson would also do plumbing. C/M Katz asked why the A/C was not balanced. Mr. Couzzo said the Staff, the contractor and the Mechanical Inspector advised there were defficiencies when the building was constructed. C/M Abramowitz said Keith Emery was in charge of the inspections. Mr. Couzzo said corrections were made and City Hall was in better condition than before. Page 42 GENERAL GOVERNMENT BUILDING Page 95 Department Personnel Total Personal Services Regular Salaries Mr. Couzzo said the Senior Tradesperson came out of the General Government Building budget. City Council Budget Workshop 8/13/92/PP Page 5 Total Direct O eratin Ex enses TM -Eecrc y Ms. Blasi said Electricity was previously deducted from the Multi - Purpose Center and from Park facilities and it would now come out of one budget. Ms. McDermott said the bill for the Multi -Purpose Center was separate because of the agreement with the Broward County School Board. #340 - Other Contractual Services Mr. Couzzo said this was reduced because the Senior Tradesperson would do the HVAC work and was similar to the contract for pest control at the Multi -Purpose Center, Recreation Center, Public Services Complex, fire and security systems and for fire extinguisher service. #306 - Special Supplies/Services Mr. Couzzo said it represented the cost of materials and supplies for the new Senior Tradesperson. Page 43 Continued Total Ca ital Out air Vehicles Mr. Couzzo said it could be used by the Senior Tradesperson and for any employees in the General Governmental Building. C/M Katz asked about the two vacant Maintenance Worker positions and said the new Senior Tradesperson should have a Certificate of Competency. Mr. Couzzo said a job description for the Senior Tradesperson would be prepared. Ms. Blasi said the vacant Maintenance Worker positions were filled. Mr. Couzzo agreed. Page 64, STREETS AND ROADS Page De artment Personnel Total Direct Operating Expenses Other Contractual Services Mr. Couzzo said monies were transferred to do curbing at Woodlands Boulevard. #342 - Off The Road Violations Mr. Couzzo said this Item represented the costs to correct Code violations originally given to property owners. He said the property owner was assessed and a lien was issued for the cost to make the corrections and the City was reimbursed. V/M Schumann asked if there were problems collecting the costs. Ms. Blasi said a lien which accrued interest was put on the property. C/M Katz said he was advised that any personal property could be liened. V/M Schumann said the property owner should be forced to pay and Code Enforcement had no validity if they could not enforce the law and the Code. C/M Katz agreed. Mayor Bender asked if the City considered utilizing a collection agency to collect these fines. C/M Katz agreed and suggested the City might consider going to the newspapers to urge the property owner to pay. Mayor Bender disagreed. Mr. Kelly said Code Enforcement and Council had to decide whether they wanted revenues or compliance. There was discussion regarding the proposed Field Superintendent who would assist Alan Levine. Mr. Levine said he spent many hours doing Grant work with Ms. McDermott which left him little time to handle the canals, parks, buildings, vehicle maintenance and Tape City Council 8/13/92/PP Page 6 Budget Workshop streets as well as payroll and in-house training and Grant work. C/M Katz asked whether the Field Superintendent's salary would be split between two Departments. Mr. Couzzo said he proposed $25,000 and the salary would not be split. Total Capital Outlay 1640 -VehCes Mr. Kelly said this was to replace a backhoe/loader and a truck with a flat-bed. C/M Katz suggested used or new equipment could be purchased at an auction. Mr. Couzzo agreed but added that the equipment should not be in place before the budget was approved. Mayor Bender suggested reducing the figure and, if more funding was needed, Mr. Couzzo could come before Council again. C/M Katz asked why the City contracted out for a cherry -picker if equipment was available which could be improvised to do this work. 4 Mr. Couzzo said Utilities had a cherry -picker. C/M Abramowitz asked about the cost of a bucket truck which would be used to replace streets lights. Mr. Couzzo said over $100,000 and, in his opinion, it was not beneficial to do this and one Fire truck was also being used. C/M Abramowitz said the Senior Foreman's salary was due to his length of employment and, in his opinion, this employee should not be promoted to Field Superintendent. #640 - Vehicles (Continued) Mr. Kelly said the City did not have the authority to buy at an auction because the Charter indicated that any purchase over $10,000 had to go out for bid. He suggested that Council should reduce the amount. Mr. Couzzo said the equipment was necessary. Ms. Blasi agreed with Mr. Kelly. Page 666 (Continued) Total Capital OutlaX (Continued) 1643 - Machinery and Equipment Mr. Couzzo said this was for a truck and roller for putting down asphalt. C/M Katz reiterated that new or used equipment could be purchased at an auction and suggested waiting for 30 days before anything was purchased. Ms. McDermott said funds had to be allocated. #640 - Vehicles (Continued) Mayor Bender suggested amending this to $119,100. Page 61, GROUNDS MAINT./LANDSCAPE BEAUT. Page 103, De artment Personne Ms. McDermott said there were changes in funding and staffing for additional beautification and landscaping to the medians. Mr. Couzzo said vacant positions would be filled with entry-level field personnel. Total Direct Overatina Exnenses ME - Commercial Blvd. Irrigation #4RD - Commercial Blvd. West/Sunrise #4RX - Beautification - Miscellaneous #4RY - Beautification - Urban Forestry Mr. Kelly said the City of Sunrise planned improvements to the median on Commercial Boulevard from Pine Island Road to the Sawgrass Expressway. Ms. McDermott said it would be a joint effort and the City would also apply to the State for funding. Mr. Kelly said he hoped the City of Sunrise would do the maintenance and it was a reasonable expenditure. City Council Budget Workshop 8/13/92/PP Page 7 Mayor Bender asked why the Total recommended was $212,046. Mr. Kelly said $50,000 4RD represented a portion of the beautification project. C/M Abramowitz said he believed the City of Sunrise would pay the entire amount if the City of Tamarac decided not to participate in the project. There was discussion regarding the entranceway signs for the City and the roads and medians where they would be put. C/M Abramowitz suggested putting the $50,000 elsewhere. Ms. McDermott recommended 4RX in the new budget. C/M Abramowitz recommended eliminating the monies in Item 4RX and transferring them to Item 4RX. Ms. McDermott said she would file for Grant funding if beautification projects were done on University Drive or Commercial Boulevard. Mayor Bender suggested amending 4RX to $100,000 and eliminating 4RD entirely. V/M Schumann questioned 4RX and what it would buy. C/M Abramowitz suggested that Mr. Couzzo submit a plan before anything would be bought. Mayor Bender agreed. Ms. McDermott said funding would not be adequate but she could file for a Grant from Broward County for the trees. She said curbing and irrigation would have to be done by the City and some projects did not qualify for State or Broward County Grants. V/M Schumann asked the cost of the trees on Commercial Boulevard. Ms. McDermott said over $90,000 was paid between the Cities of Tamarac, Lauderhill and the Department of Transportation. C/M Abramowitz said trees should not be planted until there was an irrigation system. Mr. Kelly said irrigation and curbing was a requirement of the Grant. Ms. McDermott said irrigation on Nob Hill Road would cost less than $15,000 but curbing would cost more. Alan Levine said 4RB was just for irrigation on Commercial Boulevard. V/M Schumann said he wanted to see a plan. C/M Abramowitz suggested that Council should transfer $50,000 from 4RD to 4RX and that nothing should be done until Council approves the plan. C/M Katz agreed. C/M Katz said beautification should start with irrigation and the Commercial Boulevard project should start from scratch because it would be cheaper. V/M Schumann suggested splitting $50,000 from 4RD and transferring $25,000 into 4RX and $25,000 into 4RB. Mr. Kelly agreed with V/M Schumann. C/M Abramowitz agreed. There was discussion regarding the personnel who would do the irrigation and beautification work. Tape 5 Page 68 CANALS/DRAINAGE Page 105,,Department Personnel Total Personal Services Regular Salaries Mr. Couzzo said there were three employees with one vehicle picking up the debris and one vehicle doing the spraying. C/M Abramowitz said the City chose to maintain the canals. * Mr. Kelly requested a daily report from. Mr. Levine advising where his crew was working. Total Direct Operating Expenses Propane Gas Mr. Couzzo said this was for drainage engines on Southgate City Council 8/13/92/PP Page 8 Boulevard. Budget Workshop Page 69 (Continued) Tota Ca ita Out a - Machinery ani Equipment Mr. Couzzo said this represented the cost to replace the existing drainage engine. C/M Katz suggested having the engine rehabilitated and he would find out who had the parts. #640 - Vehicles Mr. Couzzo said it was to replace an old truck. Ms. McDermott said this. Budget encompassed all the City's waterways. Mr. CouZZo said he applied for a Grant to get Carp for the canals. V/M Schumann asked about the installation of screening to prevent the carp from swimming out of the canals. Mr. Couzzo said more chemicals in the canals produced more debris. He said other cities were having the same problems. Ms. McDermott said within the next 10 years, all Broward County canals would be polluted from the run-off and there would be more problems in the future. Page 68 (Continued) Total Direct 02erating Expenses Continued 1464 - Repairs Machinery & Equipment Mr. Couzzo said this represented equipment and controls to repair the engines and a Jet Vac was used in the storm drainage system to clear blockages. C/M Katz asked if there was a maintenance program to clean the manholes. Mr. Couzzo said, yes. Mr. Couzzo said during the Hurricane season, canals were lowered. C/M Abramowitz asked if it was feasible to contract out at that time for harvesting the canals. Mr. Couzzo said he would investigate and advise. Page 70 RECREATION ACTIVITIES Page 106, Department Personne Mr. Couzzo said the Recreation Activities Supervisor position would be filled after October I. He said the Recreation program was filled the entire summer. C/M Katz said he saw children destroying plants and foliage at the Multi -Purpose Center. He said one Universal machine would be made available at the Fitness Room at the Multi -Purpose Center. Mr. Couzzo said he understood the Universal machine would go to the Public Services Complex. C/M Abramowitz asked about the bus. Mr. Couzzo answered it would only be for local travel and other bus transportation would be contracted out. C/M Katz asked about purchasing additional equipment. Mr. Couzzo said it was not considered for this budget. There was further discussion pertaining to Recreation facilities and equipment. V/M Schumann asked when Ann Lauritano, Senior Administrative Assistant to the Recreation Supervisor, was hired. Mr. Couzzo said March, 1992. V/M Schumann said Ms. Lauritano was not physically in the Department and that Ed Doyle did not need an Administrative L� City Council Budget Workshop 8/13/92/PP Page 9 Assistant. Mr. Couzzo agreed and proposed that she should be transferred to Public Services Administration but his proposal was not approved. There was further discussion regarding Ms. Lauritano and where she physically worked. V/M Schumann said it was an attempt to circumvent the budget. Ms. Blasi said there was an Administrative typo budget -for Public Works, Utilities and Recreation but no budyet-for-Public Services. She said Ms. Lauritano was part of a Po-pl S'tpervisad by Roberta Bonavia . C/Si Aixamowit� suggested that a percentage of Ms. Lauritano's salary shvulrt be charged against the Divisions she worked for. C/MCat,,...a4reed. 'gape 6 Mr. Kelly suggested creating a Public Services Administration Budget. C/M Katz agreed. There was discussion pertaining to matching job descriptions to people. Ms. McDermott said the Public Works Administration budget would be eliminated and renamed Public Services Administration. Mr. Couzzo agreed. C/M Katz suggested that an Administrative Assistant position should be -created. Mr. Couzzo said there already was.an established position in the Recreation Department and Ms. Lauritano would be transferred back to Recreation. C/M Abramowitz disagreed. Ms. Blasi said creating a Public Services Administration budget would not cost any dollars. C/M Abramowitz agreed. V/M Schumann said $30,532 would be deleted from the Recreation budget and it would be put into the new Public Services Administration Budget. Pa a 73 MULTI -PURPOSE RECREATION CENTER Page 107 Department Personne Total Personal services 3" -- Par - me Emp oyees Wages #156 - Temporary Summer Employees wages Mr. Couzzo said the employee worked only in the morning at the .Recreation Center. He said the Temporary Summer employees worked the Before and After School Program. He said all six vacant positions were filled but the Before School Program Director was a proposed position. C/M Abramowitz asked if the new basketball court would have any impact on salaries. Mr. Couzzo said, no, and lights might be installed next fiscal year out of Park and Recreation Impact Fees. PagePage 75 PARK FACILITIES , Department Personnel Ms. McDermott said this represented the maintenance at all Park facilities and the vacancies were for temporary employees. Total Direct Operating Ex enses .. Other Contractual Sery ces Mr. Couzzo said it was for the security system, maintenance for irrigation of pump repair, plumbing services, pressure cleaning the park and for the lighting system design for the basketball court. He said some plumbing work could be done in-house. Total Personal Services 1174 - Fald Annua Leave Ms. Blasi said it was estimated accrued sick time which would be paid in December. She said it could be reduced. Mayor Bender suggested it should be reduced to $500. City Council Budget Workshop 8/13/92/PP Page 10 Mayor Bender ADJOURNED the Budget Workshop at 12:50 P.M. 664eLle;Z-AO�'� CAROL A. EVANS CITY CLERK F�