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HomeMy WebLinkAbout1987-08-17 - City Commission Workshop Meeting Minutes0 0 I C41- MAIL REPLY TO: P.O. BOX 25010 TAMARAC, FLORIDA 33320 5811 NORTHWEST 88TH AVENUE TAMARAC, FLORIDA 33321 TELEPHONE (305) 722-5900 REVISED 8/12/87 NOTICE OF CITY COUNCIL BUDGET WORKSHOP MEETINGS TAMARAC, FLORIDA There will be a City Council Workshop Meeting on Monday, August 17, 1987 from 10:00 A.M. to noon and 2:00 P.M. to 4:00 P.M. in the West Conference Room of City Hall, 5811 NW 88 Avenue, Tamarac, to discuss the proposed budget for Fiscal Year 1987/88 for the following departments: 1) City Manager 2) City Attorney 3) City Clerk 4) Finance 5) Community Development 6) Public Works/Recreation 7) Building Department 8) Personnel 9) Police 10) Engineering 11) Fire 12) Boards and Committees If another Budget Workshop meeting is necessary, it will be held at 10:00 A.M. on Tuesday, August 18, 1987 in the West Conference Room. All meetings are open to the public. Carol E. Barbuto City Clerk Pursuant toSection 286.0105, Florida Statutes it a person decides to appeal any dedsion made by the cit� Council with respect to any matter considered at such meetina or hearing, he will need a record of the proceedings and for su,� purpose, he may need to ensure that a verbatim record ridwl`�,' the testimony and evidence upon which the appeai Is to be AN EQUAL OPPORTUNITY EMPLOYER POLICY OF NONDISCRIMINATION ON THE BASIS OF HANDICAPPED STATUS CITY OF TAMARAC CITY COUNCIL WORKSHOP MEETING MONDAY, AUGUST 17, 1987 TAPE 1 CALL TO ORDER: Mayor Hart called this Workshop Meeting to order on Monday, August 17, 1987, at 10:00 A.M. in the West Conference Room. il CALL: mayor Bernard Hart Vice Mayor Sydney Stein Councilman Henry Rohr Councilman Bruce Hoffman Councilman Jack Stelzer ALSO PRESENT: John P. Kelly, City Manager A. Bryant Applegate, City Attorney Ken Burroughs, Finance Director Pauline Walaszek, Secretary C/M Hoffman MOVED to HOLD the Workshop Meeting in the Council Chambers, SECONDED by V/M Stein. There was no Vote required for this Motion. This meeting was moved to the Council Chambers. With all Present, Mayor Hart said Council would analyze the Budget from each department at this meeting and then Public Hearings would be held on September 16, 1987 and September 22, 1987 at the Tamarac Recreation Build- ing. Mayor Hart said after comments fron, the City Manager and the Finance Director, C/M Stelzerp Liaison of the Budget, would address each Department and after staff comments, Council could ask any questions they had. city manager Kelly said where he had stated the Building Department, Com- munity Development Department, Recreation Department and Engineering De- partment each generated sufficient revenues to be self sustaining, he meant under the Recreation Department only. He said the proposed budget last year had been for 3.5 million, however, the actual had been for 2.17 million. which was an increase of .03 million. He said,the over all obli- gated debt service would be .65. He said with this proposal, a decision would need to be made regarding the garbage being added to the ad valorem, which he strongly recommended against. lie said 22 additional employees had been recommended for the General Fund including I reinstated postion to the City Manager. lie said the budget had been made so the City would not be using non -returned revenue sources because of operating expenditures. He said the city did not impose Utility Service Taxes as other surrounding Cities had. Ken Burroughsr Finance Directorr said he tried to structure the budget in an understandable and meaningful manner by shifting costs from one depart- ment to another while he created other departments to simplify the budget. Mayor Hart said this budget had been one of the best packets he had ever seen and with no further comments from the City Manager and the Finance Director, he asked C/M Stelzer to begin the budget review. CITY COUNCIL BUDGET ItC/M Stelzer said he would like to hold the revenue section of the budget until the end because there may be increases and decreases to change the revenue total. He then referred to Page A-7, City Council. He said the PAGE 1 8/17/87/pw i/ only significant increase would be $3,000.00 in salary for the employees and an increase for allocated purchase and store services. He said an increase would be made for data processing and life and health insurance in every department. Ken Burroughs said an increase had been made for the Broward League of Cities Membership Fees which had been paid late last year and charged to the General Administrative Fund; therefore, he felt it would be proper to record the fees into the City Council Budget. C/M Rohr asked what the percentage would be for the $3,030.00 salary increase. City Manager Kelly said the increase would be 4% for salary and 9% for benefits. John Montalvo, Finance Department, said there had recently been a bid open- ing involving a new benefit package. He said with negotiations, a decrease in the benefit percentages were expected. Ken Burroughs said life and health insurance had been anticipated to decrease in each department in the amount of $2,500-00. lie said the budget did not reflect the reduction because the bid opening had been after the budget preparation. C/M Hoffman ask�ld what the expected decrease would be in percentage and John Montalvo replied, 35%. C/M Rohr asked if Council could depend on the 35% decrease and John Montalvo said the decrease could be as much as $126,000.00. C/M Stelzer asked if 1/3 of the General Fund would be reduced and Ken Burroughs said the General Fund would be reduced $164,000.00. CITY ATTORNEY BUDGET I With no further questions and discussion on Page A-6, City Council Budget, C/M Stelzer referred to Page A-10, City Attorney Budget. He said there would be a salary increase of $14,000.00 which corresponded with the in- crease of the benefits. He said there was a deferred cofnpensation of $7,500.00 and Professional Services would be decreased $28,000.00, however, the prosecution cost was increased to a new $18,000.00. Mayor Hart asked if the salary increase included the salary of the present City Attorney and City Attorney Applegate replied, yes. Mayor Hart said the salary would not apply when the new City Attorney was selected. lie said the reduction would be for $2,500.00 plus benefits. C/M Rohr asked if there could be a reduction in the City Attorney's car allowance and Mayor Hart said after investigations of other Cities, the City Attorney should have car allowance or a car provided for his use. City Manager Kelly said the government allowed $7,500.00 as the maximum deferred compensation allowance and the City policy was that no employee would be eligable for benefits until 6 months after their hired date. mayor Hart asked City Attorney Applegate why the books, publications and library costs had been increased to $6,270.00 and City Attorney Applegate said when Council granted the City Attorney's office to have West Law, it was not started until late in the fiscal year; therefore, he did not use the West Law and had not been billed for it. He said the charge for West Law would be $100.00 per month rental, and $100.00 per hour for use. PAGE 2 8/17/87/pw V/M Stein said the Charter required the City of Tamarac to have an In -House Attorney, however, he recommended that research be done regarding not hav- ing an In -House Attorney in the future. City Attorney Applegate said when the City had built out, it would not be necessary to have an In -House City Attorney. CITY MANAGER BUDGET with no further questions or discussions on Page A-10, City Attorney Bud- get, C/M Stelzer referred to Page A-14, City Manager Budget. lie ,.�,aid an increase of $38,000.00 would be for an assistant to the City Manager and deferred compensation would be involved. Mayor Hart asked City Manager Kelly if the new position would be an assist- ant to him rather than an Assistant City Manager. City Manager Kelly said the Charter Board secretary had been working part- time for the City Manager's office and after discussions with the city Clerk's office, it had been agreed that the Charter Board secretary would be taken out of the City Manager's budget and placed in the City Clerk's budget. He said he would need the assistant to the City Manager because of the number of complaints and other issues that had been causing him to be unavailable for more demanding issues. C111 Hoffman asked what the expected salary would be for the assistant posi- tion and City Manager Kelly replied, $31,000.00 gross pay. C/M Hoffman asked if Larry Perretti, Personnel Director/Acting City Manager or Judy Deutsch, Risk Manager, could take any of the extra duties opposed to hiring an additional employee. City Manager Kelly said the Personnel Department had several duties and he was not looking for someone to be an Assistant City Manager, he needed 0 someone to be an assistant to his office for complaints, etc. Mayor Hart said he has given City Manager Kelly at least 6 letters a day and he would not objact to the City Manager having an additional employee to handle those complaints. C/14 Rohr asked it the position could be filled after the new City Hall was built or until n.2xt year's budget and meanwhile, work out a system where the City Manager would not be so involved in the smaller issues. City Manager Kelly said the position could be filled after the new City Hall was built or until next year's budget, however, this budget could pro- vide the position. CITY CLERK BUDGET With no further questions or discussions on Page 14, City Manager Budget, CIM Stelzer referred to Page 17, City Clerk Budget. Ile said there was a reduction in the City Clerk's employee salary of $18,000.00, however, there was an increase of $4,500-00 in Professional Services. Ile said there were no capital equipment requests. He asked where the salary reduction came from. Carol E. Barbuto, City Clerk, said two people had been transferred to the Building Department and one position had not been filled during last fiscal year. C/M Stelzer asked if the contracted, outside work had been saving money and mrs. Barbuto replied, yes. PAGE 3 8/17/87/pw V// FINANCE DEPARTMENT BUDGET With no further questions or discussion on Page 14, City Clerk Budget, C/m Stelzer referred to Page 21, Finance Budget. He said there was an increas-_ of $80,000.00 which $60,000.00 would be for salaries and benefits and one additional employee. fie said a request had been made for one armoured car in the amount of $4,800.00 and equipment in the amount of $9,600.00. Ken Burroughs, Finance Director, said the new position would be for an accountant to eliminate the lapse of time reports, etc., were submitted to the State and Government. He said the armoured car would be a carry ov r from last year's budget. He said the new equipment would replace the old machinery. Mayor Hart asked if the new equipment would be transferred to the new City Hall and Mr. Burroughs replied, yes. C/M Stelzer asked if the armoured car was a new item on the budget and John Montalvo said the armoured car had been on last year's budget, how- ever, the money came from the General Administrative Fund rather than the Finance Fund. Ken Burroughs said there may be items on this budget that seem new, how- ever, they were only being put in the respective departments. COMMUNITY DEVELOPMENT BUDGET With no further questions or discussions on Page 21, Finance Budget, C/M Stelzer referred to Page 37, Community Development Budget. He said Commun- ity Development was a new department and there were three additional employees with salaries and benefits in the amount of $185,000.00. He said $5,100.00 would be for Professional Services and $6,000.00 would be for advertisement. Thelma Brown, City Planner, said the Growth 14anagement Technician was currently being paid under the temporary budget and the position would be moved into the regular budget for the same amount. She said there would be an Associate City Planner and part-time Planning Technician and a C1�2rk Typist all of which were being cut. She said there would be an upgrade of 3 positions, one would be the Zoning Inspector, who cur,rently act as cleri- cal and landsca?ing inspector, one would be a step 20 for the Occupational License Inspector and the Growth Management position would be going to a permanent position. TAPE 2 C/M Stelzer asked why there had been an increase in Professional Services and Ms. Brown said it would be necessary for the Community Development Department to have legal counsel or professional engineering counsel on land use amendments and plans. She said advertising would be for Public Hearings, however, there would be a replacement of the cost by the Devel- opers who would be charged for the advertisement. C/M Stelzer asked if the advertisement came from the City Clerk's budget and Ms. Brown replied, yes. Ken Burrough said some of the money for advertisement came from the City Clerk's budget and some of the money came from General Administrative funds. C/14 Hoffman asked how much of the salary increase for the new department came from the Building Department and Ms. Brown said all of the money except for one new position came from the Building Department. PAGE 4 8/17/87/pw C/14 Hoffman asked how much of a salary increase was expected for the new position and Ms. Brown replied, 27,000.00 to 32,000.00 for which the position was being advertised and posted at this time. PUBL1C WORKS BUDGET With no further questions or discussions on page 37, Community Development Budget, C/M Stelzer referred to page 25, Public Works Budget. He said a request for one additional employee in the amount of $18,000.00 was being made. He said gas would be $16,000.00 which had been transferred from other accounts. He said this section would pertain to Administration only. Mike Couzzo, Public Works Director, said the new position would be for an Operations Manager and V/M Stein asked if the position would be an assist- ant to Mr. Couzzo. Mr. Couzzo replied, yes, however, the position would be involved in field operations. With no further questions or discussions on Page 25, Public Works Adminis- tration, C/M Stelzer referred to Page 29, Public Works Buildings and Grounds Budget. He said there was a large increase of $288,000.00 and a salary increase of $88,000.00 with five additional employees. Mike Couzzo said the salary increase would include four new landscaping positions which would be solely responsible for landscaping and beautifi- cation throughout the City and the other position would be transferred from the Parks and Recreation Department. CILm Stelzer asked Mr. Couzzo to explain the $75,000.00 beautification budget and Mr. Couzzo said the budget would help with the commitment to the County for irrigation and landscaping on Nob Hill Road. lie said the irrigation would be $40,000.00 to $45,000.00. Mayor Hart asked Mr. Couzzo why the first proposal had bean for $10.000.00 and Mr. Couzzo said the first proposal had been for the completion of Nob Hill Road and a new irrigation system for Commercial Blvd. C/M Stelzer askcd Mr. Couzzo to explain the vehicle request in the amount of $21,000.00 and Mr. Couzzo said the proposal was for a pickup truck that would seat 6 employaes. Mr. Couzzo said instead of sending two trucks out there would only be a need for one truck which would save on gas consump- tion and maintenance. C/M Stelzer asked what the $14,600.00 would be used for and Mr. Couzzo said the purchase of a hustler, which would cut all the medians, three weed - eaters and one back-pac blower. C/M Hoffman asked how much salary would be needad for the new crew and Mr. Couzzo replied, $43,000.00. C/M Rohr said he would like to see a 10% decrease in the maintenance total. With no further questions and discussions on Page 29, Public Works Build- ings and Grounds Budget, C/M Stelzer referred to Page 33, Public Works Streets Budget. He said there was an increase of $48,000.00 and a decrease of $18,000-00 from last year's budget. He said he would like to know why there was such a difference in the budget amounts. Mike Couzzo said some employees either left or were transferred to another department and employees were hired for those positions at a lower pay scale. C/M Stelzer asked what vehicles were needed for the requested $20,000.00 and Mr. Couzzo said there has been a need for a replacement of an asphalt dump truck that was 10 years old. PAGE 5 8/17/87/pw PARKS AND RECREATION BUDGET With no further questions and discussions on Page 29, Public Works Streets Budget, C/M Stelzer referred to Page 79, Parks and Recreation Budget. Ken Burroughs, Finance Director, said last year's budget combined Parks and Recreations Department, however, this year the budget reflected Parks as one department and Recreation as another. He said Page 98 would give Council the combined total of Parks and Recreation budget last year. C/M Stelzer said last year's combined total would be in the amount of $443,000.00 and the combined total for this year would be in the amount of $678,000-00. lie said this year's budget reflected an increase of $235,000.00 to last year's budget. V/M Stein asked why there had been an increase of $200,000.00 from last year's budget and Mr. Couzzo said there had been a need to identify the expenditures in the budget even though there would be revenue to offset the expenditures. lie said it was expected that there would be $170,000.00, this year, used for expenditures which would be $10,000.00 of the $200,000.00 increase. V/M Stein asked if the increase would actually be $90,000.00 in increase opposed to the $200,000.00 increase reflected and Mr. Couzzo replied the increase would be a little over $100,000.00 V/M Stein asked how many City of Tamarac residents use the soccer fields and Mr. Couzzo said it would be difficult to answer at this time, howaver, it was expected that the usage will increase because of the new lighting system. Mayor Hart asked what the full-time Clerk Typist position would entail in the Recreation Department and Mr. Couzzo said there had never been a Clerk Typist employed by the Recreation Department. Mr. Couzzo said the Clerk Typist would answer the phones, type and perform any other tasks that would need to be done to allow the other employees to solely perform recreation duties. V/M Stein asked if the position could be part-time and Mr. Couzzo replied, yes. V/m Stein recommended Mr. Couzzo hire the Clerk Typist as part-time. Mr. Couzzo said Council had established full-time employees chaperone all recreation trips opposed to volunteers; therefore, the Clerk Typist would eliminate the overtime charged for the full-time employees doing both duties. C/M Hoffman asked how many recreation trips were scheduled per year and Mr. Couzzo replied, roughly, 50 trips per year or 1 trip per week. C/M Hoffman asked if there had been a legal reason for not allowing volunteers to chaperone the trips and City Manager Kelly said the City Attorney had recommended against volunteers chaperoning the trips. C/M Rohr if a temporary service, such as Kelly Girls, could be used for the Clerk Typist position and Mr. Couzzo said that type of program was being looked into. V/M Stein suggested Mr. Couzzo use a part-time Clerk Typist and Mr. Couzzo said he would look into the possibility of doing so. C/M Hoffman asked how much would be saved using a part-time employee opposed to a full-time employee and Mr. Couzzo replied, $7,000-00. PAGE 6 8/17/87/pw I with no further questions or discussions on Pages 79, Parks and Recreation Budget, C/M Stelzer referred to Page 83, Parks Facility Budget. lie said this would be a new department and salary and benefits would be in the amount of $190,000.00. Mike CQuzzo said this would consist of transferring personnel and one person would be added to accommodate the facilities opening at night. C/M Stelzer said the anticipated cost be in the amount of $36,000.00 and he in maintenance. Mr. Couzzo said the nance required by the four parks. for the lighting requirem2nts would asked what the $43,000.00 would cover maintenance would cover any mainte- V/M Stein asked Mr. Couzzo to submit a report to Council on the usage of the soccer field. Mayor Hart asked if a City employee would be used to supervise the field at night if it were being used and if anyone could turn the lights off and on. Mr. Couzzo said there was not anyone assigned to the soccer field full-time and the lights were turned off and on by a timer. C/M Stelzer asked what machinery would be needed for the $53,000.00 and Mr. Couzzo said the money would be used for a gang mower in the amount of $15,000.00 plus miscellaneous equipment and $31,500.00 would be used for renovations at Tamarac Park. BUILDING DEPARTMENT BUDGET With no further questions and discussions on Page 83, Parks Facility Budget, C/M Stelzer referred to Page 70, Building Department Budget. Ile said salary increases would be in the amount of $190,000.00 which would include 6 additional people. Bob JaLin. Chief Building Official, said 4 inspectors were needed one for each discipline. He said 2 office personnel were needed which would be a data processor and a receptionist. He said he had been using part-time personnel for the 2 office positions and those positions required full-time participation. lie said the 4 inspectors were needed because of the in- crease in inspections, which for a 10 month period a total of 6,220 inspec- tions were done. Ile said it would take a few months to -find qualified inspectors. Armando Linares, Building Department, informed Council by graph of the increase in inspections. C/M Stelzer asked if the Building Department received any now employ,�es at last year's 6 month budget review and Mr. Jahn said an4, inspector and plan reviewer had been approved for a part-time position. He said 2 of new positions would be hired at range 23 rather than range 24. V/14 Stein asked if the salary increase included the Community Development Department and Mr. Jahn replied, yes. C/M Stelzer asked police vehicles could be used to eliminate some of the Building Departments vehicle costs and Mr. Jahn replied, yes, however, it would be more costly because he presently had been assigned a car by the Police Department and the car is in more for repairs than being used. TAPE 3 C/M Stelzer asked how many cars would be required and Mr. Jahn replied, 1 7 replacement cars and 6 new cars. City Manager Kelly said if the facilites anticipated to be sold were not sold, then the capital equipment costs throughout the budget would be reduced. PAGE 7 8/17/87/pw mayor Hart asked why there was an increase in books, publications and subscriptions and Mr. Jahn replied the Building Department had been oper- ating with 1983 publications which could be very dangerous. C/M Stelzer asked what the office equipment and communications money would cover and Mr. Jahn said communications would be radios for the inspectors and office equipment in the amount of $9,300.00 would be for 6 desks and chairs, 6 additional telephones and 2 polaroid cameras. He said at this time his camera was being used. Ile said there was a need for a microfilm lens. I Mayor Hart asked if the new equipment would be taken to the new building and Mr. Jahn said the compatible equipment would be taken to the new building. C/M Hoffman asked what the salary increase would be for the 6 new employees and Ken Burroughs, Finance Director, replied, $125,000.00. V/11 Stein said he would like to see no deductions from the Building Depart- ment, however, he would like to see the budget reviewed again to assure that the increases were completely necessary before the Public Hearings. Bob Jahn said when permits were issued, it was like contracting for ser- vices to be performed in the future. Ile said this yaar he had raised an excess of funds which went over the budgeted costs. C/M Stelzer asked if there was a requirement of expenditures the Building Department should use each year and Mr. Jahn said there had been 1--gis- lature passed stating that any revenues the Building Department assumes will be carried by the Building Department. He said he would not assume all revenues for the Department unless completely necessary, C/M Rohr asked what the purpose had been for separating the Building Department from the Community Developmc�nt Department and Mr. Jahn said new legislation passed had been to give the ai�ton_�oTny to the Community Devel- opment so it would not be under the directorship of the Building Depart- ment. He said it did hurt the Building Department's production as much as it would hurt the planning and zoning production. ENGINEERING DEPARTMENT BUDGET With no further questions and discussion on Page 70, Building Department Budget, C/M Stelzer referred to Page 41, Engineering Budget. He said there were no employess requested and no significant increases in cost. He said there were normal increases in salaries, there was an increase of $10,000.00 for vehicles and $8,000.00 for communications. C/M Stelzer asked why there were no increases in personnel and Bill Green- wood, Director of Engineering, said the department was self-sustaining revenue wise. He said all the fees to run the department came from the permit fees. He said the development trends were not going to be as large as anticipated. C/M Stelzer asked what vehicles were needed and 14r. Greenwood replied the department owns a 1981 Datson which had several repairs and the Public Works Department had recommended the vehicle be replaced. C/M Stelzer asked what office equipment would be needed and Mr. Greenwood said replacement of one calculator and one dictaphone. Mr. Greenwood said $5,000.00 would be for a digitizing board. Mr. Greenwood said three beepers and one hand held radio for the inspectors would be needed. With no further questions and discussions on Page 41, Engineering Budget, mayor Hart recessed this meeting until 2:00 P.M. PAGE 8 8/17/87/pw TAPE 4 Mayor Hart reconvened this meeting on Monday, August 17, 1987, in the Council Chambers at 2:00 P.M. PRESENT: I ALSO PRESENT: PERSONNEL DEPARTMENT BUDGET Mayor Bernard Hart Vice Mayor Sydney Stein Councilman Henry Rohr Councilman Bruce Hoffman Councilman Jack Stelzer John P. Kelly, City Manager Ken Burroughs, Finance Director Pauline Walaszek, Secretary C/M Stelzer referred to Page 54, Personnel Department Budget. He said this Department had been separated into three departments which would be, Personnel, Insurance and Insurance Services. Ile said the Personnel Depart- ment had a reduction of $43,000.00 for salaries and a new labor relations expert had been requested. He said professional services had been in- creased to $13,000.00 and all of the insurance costs had been removed from the Personnel Department Budget and placed in the Insurance Service Department in the amount of $432,000.00. Ile said advertising in the amount $19,000.00 was also being requested by the Personnel Department. C/M Stelzer asked if the personnel being transferred would be in the Insur- ance Department and Judy Deutsch, Risk Manager, replied yes. C/M Stelzer asked Ms. Deutsch to explain the new position requested. Judy Deutsch said the new position would be for a labor relations expert in the amount of $21,000.00. She said these services would be used any time management felt outside counsel was necessary. She said labor re -la- - tions in the prior years, were expended from the City Attorn3y's Budget. C/M Stelzer asked if the advertising had been in the prior year's budget and Ken Burroughs, Finance Director, said the expense had come from t-he General Administrative Budget in the prior year. Ken Burroughs said professional services in this department would also include the pre -employment physicals for the Police Department. C/14 Rohr asked why there had been such an increase in personal services and Ms. Deutsch replied drug testing had been added on pre -employment and there may be contractual drug testing of existing personnel. INSURANCE OPTIO14S BUDGET With no further questions or discussions on Page 54, Personnel Department, C/M Stelzer referred to Page 90, insurance Operations Budget. He said the salaries were transferred from the Personnel Department. He asked Ms. Deutsch to explain the request for the $50,000.00. She said this year had been anticipated to start the City's self insurance program. She said there was a bid opening on July 29, 1987 and she had been in the process of analyzing the bid. She said unless she learns something different, she would be recommending the the City self insures for workman's Compen- sation. She said reserves would need to be built because there may be three good years and one bad year. She said monies for legal fees, inde- pendent medical evaluations, adjusters, etc., would be needed for the program. V/M Stein asked if there were funds to back this insurance program up and Ms. Deutsch said she had looked into different SIR's and in workman's PAGE 9 3/17/87/pw compensation, insurance could only be bought for individual claims and the bast she could obtain at this time would be in the amount of $175,000.03 for SIR. She said the City would have to pay the first $175,000.00 of any claim. She said when fully insured, the losses and reserves have to be paid. She said the City generates enough premium to start self insuring. V/M Stein said at this time, Ms. Deutsch would like to put $50,000.00 into a reserve fund, however, it did not have to be that amount,. Ile said it would be the Council's decision if there should be more or less put into the reserve fund. He said if Council should decide to put in less than $50,000.00, if claims were higher than the reserved fund, the money would come from the General Fund. C/M Hoffman asked MS. Deutsch when she would need the reserve money and Ms. Deutsch said 60 workman's compensation claims have been running his- torically per year and based on past loss experience she came up with an estimate which would be $50,000.00. C/M Hoffman asked when Ms. Deutsch would recommend the City would begin the new program and Ms. Deutsch replied, October 1, 19B7. C/M Rohr asked in the past three years what the City's position had been regarding claims. Ms. Deutsch said in the first 8 months of this fiscal year, claims have been paid in the amount of $22,000.09 and reserves of almost $270,090.00. She said she disbelieves in the Insurance Company and the reserves were unrealistically set. She said even if the City eventual- ly would pay out the $270,000.00, it would be over a period of 4 to 5 years and the City would be able to have use of the money during that time. Ms. Deutsch said she would need to take the money that would originally go to an insurance company and put it in reserve. She said if she could keep the premium leveled in the next 2 years, she would feel a lot had b��en accomplished because the City would have the use of money and an insurance company would not be charging a fee. C/M Stelzer why some of the $50,000.00 could not be distributed into professional services and some into the reserve. Ken Burroughs said the money could be broken up any way Council wished, however, it would benefit the City to put the estimated amount of money used for claims in there - serve fund each year to compensate for the year that would be unusually high. lie said providing there was not a disaster, the City would always have money in the reserve for other use, if need be. V/M Stein asked Ms. Deutsch to submit a detailed statement regarding tha reserve fund. Ile asked who would administer the claims on the fund and 14s. Deutsch replied, a third party administrator. Ken Burroughs said that would be why professional services fund was needed. INSURANCE SERVICES BUDGET With no further questions or discussions on page go, Insurance operations Budget, C/M Stelzer referred to Page 93, Insurance Services Budget. lie asked why the Police Insurance went in to the Insurance Operations Budget and Ms. Deutsch said all of the insurance for all the departments were put into this budget except for Utilities. Ken Burroughs said the premium estimates were up $57,000.00. C/14 Hoffman asked if some of the social services vehicles were discon- tinued, would it bring down the automobile liability insurance down and 14s. Deutsch said the insurance would come down providing some vehicles would be eliminated. PAGE 10 3/17/87/pw I 11 V/m Stein asked why the City needed malpractice insurance and 14s. Deutsch said the City still had incidental malpractice for the firefighters who have to administer emergency first aid and she did not recommend elimi- nating that insurance. POLICE DEPART14ENT BUDGET With no further questions or discussions on page 93, Insurance Services Budget, C/14 Stelzer referred to Page 60, Police Department Budget. Ile said there had been an increase of $822,000.00. Ile said salaries, benefits and taxes were increased $615,000-00 and an addition of one man was requested. V/14 Stein said except for the additional one man, Council would not have anything to say about this department because of Union contract. Police Chief McIntosh said the one man being requested had already been employed, however, he was being paid out of professional services. C/M Rohr asked what the salary would be and Chief McIntosh replied, $22,000-00. C/M Stelzer said the Police Life and Health Insurance would be for $193,000.00 and if the 35% decrease would be approved, a decrease in the insurance would be $7,000.00 and if the new self insured program begins, $126,000.00 would be put into the reserve, it would also reduce the budget. lie asked what the percentage had been for salary and benefit increases and John Montalvo, Finance Dapartment, said 4% increase on October 1, 1987 and 3% increase on April 1, 1933. Mr. Montalvo said for the full yaar impact the percentage would be 5 1/2%. V/M Stein asked why the uniforms were so expensive and Chief McIntosh said bullet proof vests were included with the total. C/I.1 Stelzer asked why the professional services increased $7,000-00 and Chief McIntosh said the Employee Assistance Program (EAP), which would assist in any psychological help for employees in the amount of $5,000.00. lie said $5,000-00 would be used for bakar act transports. lie said ba-kLr act transports were averaging one per week. lie said the ambulance would not transport baker acts and the Police could not put baker acts in jail, hand cuff or transport in police vehicles; therefore, it had been costing over $100.00 for baker act transportation. C/14 Hoffman asked how the Police knew when a person fell under the bak-,z z:ict and Chief McIntosh said many times the police did not know and only by experience in the individuals behavior would they consider a person a baker act case. He said many times, the family would inform the police that the individual had been under psychiatric help. Mayor Hart asked if another $179,000-00 was needed for vehicles and Chief McIntosh replied, yes, to comply with the contract. C/M Stelzer asked if $47,000.00 would needed for auto parts if all th2 new cars were provided and Chief McIntosh replied the auto parts would be for outfitting the new vehicles, which had been discussed with the Public 17orks Department. C/M Stelzer askcd Chief McIntosh to explain-$60,000-00 for office 2quip- mant and Chief McIntosh said it would be for a computer system which had been requested for the last four years. lie said the computer would save manpower time and give information that could not be gained manually. PAGE 11 3/17/87/pw K] TAPE .5 V/1-1 Stein said if the Police vehicles were ordered, they would not be accessible for at least 6 months; therefore, he would like to see the budget adjusted for at least half of the amount being requested. City Manager Kelly said regardless of how the adjustment was handled the vehicles would still need to be purchased each year. V/1.1 Stein said the City just bought $200,000.0o in vehicles and he would not like to include $160,000.00 on this year's budget. Ile said he would like to see 6 cars purchased on this year's budget opposed to the 12 cars being requested. City Manager Kelly asked what would be accomplished by doing that and V/1,1 Stein said the budget would be reduced by $80,000.0g. C/M Stelzer said if the vehicles were not purchased with the $80,000.00 then the capital reserve would have to be increased with the $80,000.00. C/M Hoffman asked Chief McIntosh if the manpower could be reduced by pur- chasing the computer system and Chief McIntosh said it would make the department more efficient, however, going into a new police building, manpower would need to be increased. C/M Stelzer asked what would be replaced in communications for $52,000.00 and Chief McIntosh said for the purchase of 25 radios for the new system at the new building. C/1-1 Stelzer asked why the fleet maintenance would be $165,000.00 if new cars were going to be bought and John Montalvo, Finance Department, said it would be an allocation of the fleet maintenance department that was throughout the City. C/M Stein asked if the amount was based on the number of cars and Mr. 11ontalvo said the cost had been projected by the public Works Department for the use of the facility for fleet maintenance. V/M Stein asked how many active patrol cars were operating at one time and Chief McIntosh said it varied from shift to shift, however, 26 to 28 units could be patrolling on one shift. C/M Hoffman asked City Manager Kelly if it would be feasible to put the computer system in the new building with the bond issue and City Manager Kelly said there would not be enough available. C/1-1 Stelzer asked if the 2% benefit level for the Police Department should be discussed at this time being it was not in the budget. City Manager Kelly said after discussion with Chief McIntosh, it was his recommendation that it would not be included in the budget at this time. Ile said after discussion with the Risk Manager, it was shown that three Cities in the State of Florida provided parity between Police and Fire. Ile said the size level in the department was considerably different. C/M Rohr asked what the bonus pay was given for and Chief McIntosh said it would be salary incentive pay given to police officers based on their education. He said the pay came from the State and was given to the City for the officers. C/M Rohr asked if the bonus pay was reflected in the revenue. Ken Burroughs, Finance Director, said it would not be a direct reimburse- ment from the State. Ile said an officer would need to attend school for certification of the revenue placement. PAGE 12 8/17/87/pw \V C/M Hoffman asked what special details consisted of and Chief McIntosh said it would be for off duty police services, such as when the bowling alley would need off duty police officers. He said the bowling alley would be charged $17.00 per hour, of which the police officer would get $14.00 and the City would receive $3.00. C/M Hoffman asked who would pay for the officer if he were injured on special detail work and Chief McIntosh said the City would_pay for the injury. Ken Burroughs said that would be the purpose of the $3.00. City Manager Kelly asked Chief McIntosh to address the issue of the ammunition for Council. Chief McIntosh said the ammunition had been increased because of a require- ment by the State for officers to qualify with their weapons at least twice a year. lie said reloaded ammunition had always been used, however, the companies who sell the ammunition felt there had been too much of a liabi- lity; therefore, they would not sell reloads. He said the range fees had increased from $3.50 per man per month to $6.50 per man per month. FIRE DEPARTMENT BUDGET With no further questions or discussions on Page 60, Police Department Budget, C/M Stelzer referred to Page 65, Fire Department Budget. Ile said salary increase would include 2 additional people. He asked what the two new people would require in salaries. Ken Burroughs said a Fire Inspector would require $24,000.00 and a Clerk would require $12,000.00. With no further questions or discussions on Page 65, Fire Department Budget, C/M Stelzer referred to Fire Department Building Repairs Budget. A Fire Department Representative said the repairs would be for Fire Station 2, located on Commarcial Blvd. and the Turnpika. City Manager Kelly asked if the cost estimated had been coordinated with the Building Department and the Representative said he had spoken with 3ob Kegan, Building Department, and an addition would be made to the restrooia facility at Fire Station 2. C/14 Stelzer askad if the repairs to f ire apparatus would be for all repairs except the fleet maintenance charge, and the Representative replied, y�s. C/m Stelzer asked where the pavement would be made and the Representative replied, at both fire stations. Mayor Hart asked what outside services were used and the Representative said the services would cover physical, stress and drug tests for new employees. Mayor Hart asked why the janitorial services were increased $3,300.00 and the Representative said the increase would be for keeping the stations clean. He said with the carpeting in each station and paneling, it was necessary to keep up with the cleanliness. City Manager Kelly said it was rare that a department would do the house- keeping in their department and he believed it was cost saving for the C i ty . PAGE 13 3/17/87/pw Mayor Hart asked why there had been an increase in membership dues and the Representative said there had been several new organizations in the County which the fire department had become members of and become active in, such as, the Fire Code Committee of the Broward County Insp-ectors Bureau. C/14 Stelzer asked if the hoses were bad and the Representative said the 4 and 5 inch supply hoses last for 4 to 5 years. He said one length is 100 foot long and to replace the hose at $5.00 per foot, it tends to be expensive. He said most of the hosing had been purchased at the time the trucks were purchased; therefore, the hose would be a replacement cost. He said the hoses had been repaired several times and now the hoses are 50 foot rather than 100 foot. C/M Rohr asked if the increases for meetings, seminars and travel were necessary and the Representative said more employees were going to seminars and the seminars were more of a technical nature. C/M Stelzer said of the total budget, all the departments combined, the amount for travel is $26,000.03 and $11,000.00 is for Council. lie said the meetings and seminars are in the amount $19,000.00. He said the total salaries and fringe benefits were in the amount of $9,993,000-00. He said to spend $30,000.00 to $40,000.00 to have employees educated was worth it. C/M Stelzer asked what $20,000.00 for building repairs would be used for and the Representative said the $20,900.00 would be for routine repairs to the stations. He said there was a roof leak at Stations 1 and 2 which had been repaired, however, the incidental damage had not been repaired. C/M Stelzer asked if the $32,000.00 would cover the repairs needed for Station 2's restroom and the Representative replied, yes, plus it would cover the resurfacing of the blacktop pavement. V/11 Stein said the roofs to the buildings could be replaced for less than $10,000-00 and the Representative said some of the money would be used to replace the glass windows with metal paneling on the doors. C/M Stelzer said there were items being discussed that seemed to be con- fusing and they needed to be explained in further detail. Mayor Hart ask��d the City Manager to investigate the Fire Department Budgat further. V/14 Stein asked what the $167,000-00 for apparatus would be used for and the Representative said new pumpers were needed for the fire trucks and by associating with the County bids, there would be a saving of $30,030-90 for the pumpers. TAPE 6 V/M Stein said there was a hook and ladder that was not being used and it would seem logical to trade the hook and ladder for new pumpers. He asked how many times the ladder had been used and the Representative said he could not give Council an answer at this time. C/M Stelzer said there needs to be a better analysis of what was being requested for these items. lie asked why $8,000.00 more for communications was being spent and the Representative said 4 portable radios were needed. City Manager Kelly said the Finance Department would take a look at th3- request and inform Council of the additional costs. I PAGE 14 8/17/87/pw BOARDS AND COMMITTEES BUDGET I With no further questions and discussions on Page 65, Fire Department Bud- get, C/M Stelzer referred to Boards and Committees Budget. lie said the Planning Board Committee Budget had no anticipated expenses. V/14 Stein asked if luncheon expenses were in this budget and Ken Burroughs, Finance Director, said any Planning Board expenses would be charged to the Community Department Budget. C/M Stelzer referred to the Charter Board Committee and said there had been $7,500.00 anticipated for Professional Services which had not been used. lie asked if Attorney Dunckel had been paid and John Montalvo, Finance Department, said there had not been any bills received for attorney services. City Manager Kelly said he would recommend the additonal $15,000.00 be reduced to $5,000.00 because the In -House City Attorney would be assisting the Charter Board when needed. Stan Bernard, Member of the Charter Board, said the Board anticipated being more active this year and the additional expenses would include those activities. V/M Stein said the increase would be $4,500.00 for professional services. He said the new City Attorney will assist the Charter Board unless there would be a conflict of interest on a specific matter. City Manager Kelly said he was put into an awkward position when it came to the conflict of interests. Mayor Hart said the Charter Board could not increase an attorney's salary if it had not been provided for in the budget. V/M Stein said if the Charter Board should decide there would be an action against the City Council and the action was successful, the City would be responsible for any expenses. C/11 Hoffman said as a prior Chairman to the Charter Board, it would have been easier for the Charter Board to call the City Attorney and ask advice opposed to involving Counsel, providing the City Attorney would be willing to assist the Charter Board. Ile said there were very few incidences where an attorney had been needed. lie said $5,000.00 for professional services would be enough for the Charter Board if the City Attorney advised the Charter Board. Ile said the Charter Board used to meet twice a month and the attorney had to be present for those meetings, however, the Board was now meeting once a month and; therefore, the professional expenses were going to be less. Mayor Hart said the Charter Board Budget would be in the amount of $20,511-00. C/M Stelzer said the Board of Adjustment Committee had no expenses. He said the Public Information Board had $9,000.00 for the Tam -A -Gram and asked if that would be enough for the Tam -A -Gram. Lou Silverman, Chairman of the Public Information Board, said th3 $9,000.00 would be only for the Tam -A -Gram. Ile said Council had mandated the Board to do other tasks which would involve more expenses. CIM 111offman said there had been discussions involving the possibility of using advertisements by sponsors for the Tam -A -Gram and asked if there had been any decisions for that possibility. PAGE 15 8/17/87/pw q Lou Silverman said he did not like the idea of using advertisements, how- ever, if Council directed the Public Information Board to do so, he would work with the advertisements. C/14 Rohr said as Liaison of the Public Information Board, he would strongly recommend against advertisements because the paper served as a civic paper for informational purposes and if advertisements were placed in the paper, the paper would become just another pamphlet like all other Cities. lie said he would like to see the Tam -A -Gram stay as a personal paper for the resideni-Z and employees of the City of Tamarac. City Manager Kelly said after discussion with the Public information Board, he did not believe there had been a definitive program in mind by the Board and when the Board came back to him with more programs and costs, he would consider th-- requests. C/114 Stelzer said the Economic D3velopment Board had $3,000.00 for adver- tising and $2,000.00 for miscellaneous and City Manager Kelly said he would like to use these funds for displays and other types of information needed for public awareness. Mayor Hart said other Cities had lobbyists that concentrate on getting things for the Cities. He said 22 grants had been given to 13roward County and the City of Tamarac had not been one of the Cities to get a grant. He said he would like to see the budget, in the future, reflect an area for a lobbyist. V/M Stein said the City of Tamarac had a Grantsman and there had been a problem with receiving the amount of grants opposed to the amount of salary which was being paid to the Grantsman. Ile said the City had secluded it- self from the State and the County and he believed the City would be able to accomplish much more with the State and County if there would be a Grantsman. C/M Hoffman said he would recommend a reasonable amount of money be approp- riated for a Grants Consultant in the budget. Mayor Hart asked how Council would feel about putting $10,000.00 in the budget for a Grants Consultant in the future. C/M Stelzer said the City Manager and the Finance Director should come up with a cost to put in the budget for a Grants Consultant and City �Ianage'r Kelly said $10,000.00 would be sufficient for a fund for the possibility of hiring a Grants Consultant. Ken Burroughs, Finance Director, said if the cost would be for grants, it would placed in the Community Development Department. With approval from Council, $10,000.90 was placed into the Community Devel- opment Dapartment Budget. GENERAL ADMINISTRATIVE BUDGET With no further questions or discussions on Boards and Committees BudgOt, C/M Stelzer referred to Page 58, General Administrative BuJget. He said $335,000.00 for lighting had been deducted and placed into an account of its own. lie said Professional Services had been reduced $5,000-00 and the Auditors were being deducted from this account and placed into the Finance Department. PAGE 16 8/17/87/pw SANITATION BUDGET With no further questions or discussions on Page 58, General Administrative Budget, C/14 Stelzer referred to Page 77, Sanitation Budget. Ile said a new contract was presently in negotiation and it had been estimated the cost would be $1,350,000.00 which would be the same amount as last year, 1­1,�_, said the actual expenditure last year had only been $1,136,000.00. RDS AND COM14ITTEES BUDGET with no further questions or discussions on Page 77, Sanitation Budgat, C/M Stelzer referred to Page 87, Social Service Board. Mayor Hart said being Social Services would not be using buses, there would not be a need for travel, gas or auto part expenses, He said with the child care program, the City of Tamarac would have had to pay $1,333-00 but the State said the City would only pay $1,000.00 and he recommends the child care be put into the budget. C/14 Stelzer asked what would happen if the buses were not used and John Montalvo, Finance Department, said the fleet maintenance would be deducted. City Manager Kelly said if the buses wore given to Parks and Recreation, the costs would be put in the Parks and Recreation Department Budget. C/M Rohr said he did not feel the City should provide the services of taking residents to the supermarket or the hospital for visits. Ile ask�,_d if the Parks and Recreation Department could use the vehicles and City Manager replied, yas. CAI Stelzer aska�d what the ordinance stated regarding transportation for the social services and City Managor Kelly said the ordinance did not men- tion transportation. 7 It had been agreed Upon that the Social Services Board would have the following costs in their budget: $5,000-00 for the aging 1,000.00 for child care 850-00 for travel' 150.00 for office supplies All other expenses would be transferred to the Parks and Recreation Dopart- m3nt. With no further questions or discussions on page 87, Social Services Board, VIM Stelzer referred to Page 67, Consumer Affairs Board. He said the only money requested was for $10o.00. CONTINGENCY BUDGET With no further questions or discussions on Page 67, Consumer Affairs Board, C/M Stelzer referred to Page 100, Contingency Budget. Ken Burroughs, Finance Director, said the item for $45,800-00 had been for an actuarial evaluation in accordance with the States Statute on the self health insurance fund and the City had been $96,000.00 short. He said the State wrote the City and said the fund had to be brought up to par with 2 years, which would be the current yaar and the next budget year. He said he had chose to put $41,151.00 into this year's budget and $45,800.0o into next year's budget. He said the $39,000.00 for the First Aid Claim$ Fund would be the amount of deficiency in that fund. Ile said he recommends $5,000.00 be kept in the budget for the deficiencies. PAGE 17 3/17/87/pw DATA.PROCESSING BUDGET With no further questions or discussions on Page 100, Contingency Budget, C/M Stelzer referred to Page F-3, Data Processing Budget. He said there would be an addition of one Program Analyst, $46,000.00 for repairs and $47,000.00 would be for new equipment. He said the costs would be pro rated to each department. John Montalvo, Finance Department, said at the end of the fiscal year, there would be a need for a program analyst. He said the program analyst would help assist with any problems from other departments and develop programs each department would need. He said an additional tape drive was needed and additional terminals were needed also. M.Ayor Hart asked how much would be able to be reduced from the budget and Ken Burroughs, Finance Director, said the budget at this point, had been reduced from 3.28 to 3.15 and it could be reduced .20. With no further questions or discussions, Mayor Hart Recessed this meeting until Tuesday, August 18, 1937, at 10:00 A.M. in the West Conference Room. CAROL E. BARBUTO, CITY CLERK This public document was promulgated at a cost of $307.80 or $8.55 per copy to inform the general public and public officers and employees of recent opinions and considerations by the City Council of the City of Tamarac." I PAGE 13 V/ 8/17/87/pw