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HomeMy WebLinkAbout1986-04-22 - City Commission Special Meeting MinutesL� 9 5811 NORTHWEST 88TH AVENUE TAMARAC, FLORIDA 33321 TELEPHONE (305) 722-5900 April 17, 1986 MAIL REPLY TO: P.O. BOX 25010 NOTICE OF SPECIAL MEETING TAMARAC. FLORIDA 33320 CITY COUNCIL TAMARAC, FLORIDA There will be a Special Meeting of City Council Tuesday, April 22, 1986, at 9:00 A.M. in the Council Chambers of City Hall, 5811 NW 88th Avenue, Tamarac, Florida. The subject of the meeting is a six month review of the budget for Fiscal Year 1985/86. The City Council may consider and act upon such other business as may come before it. The public is invited to attend. Carol E. Barbuto Assistant City Clerk Pursuant to Section 286.0105, Florida Statutes If a person decides to appeal any decision made by the city Council with respect to any matter considered at such meeting or hearing, he will need a record of the proceedings and for such purpose, he may need to ensure that a verbatim record includes the testimony and evidence upon which the appeal is to be based. AN EQUAL OPPORTUNITY EMPLOYER POLICY OF NONDISCRIMINATION ON THE BASIS OF HANDICAPPED STATUS 0 5811 NORTHWEST 88TH AVENUE 6 TAMARAC, FLORIDA 33321 TELEPHONE (305) 722-5900 April 17, 1986 MAIL REPLY TO: RECORD OFCOUNCIL-DI I D CTIONS P.O. BOX 25010 TAMARAC. FLORIDA 33320 NOTICE OF SPECIAL MEETING CITY COUNCIL TAMARAC, FLORIDA There will be a Special Meeting of City Council Tuesday, April 22, 1986, at 9:00 A.M. in the Council Chambers of City Hall, 5811 NW 88th Avenue, Tamarac, Florida. The subject of the meeting is a six month review of the budget for Fiscal Year 1985/86. FINAL ACTION: Authorization was given to the Chief Building Official to investigate the cost of increasing his facilities. APPROVAL was given for the annual budgets, as . recommended by the City Manager, for both TUW and TUE and the General Fund. jo The City Council may consider and act upon such other business as may come before it. The public is invited to attend. Carol E. Barbuto Assistant City Clerk Pursuant to Section 286.0105, Florida Statutes If a person decides to appeal any decision made by the city Council with respect to any matter considered at such meeting or hearing, he will need a record of the proceedings and for such purpose, he may need to ensure that a .varbatim record includes the testi-ony and evi�ee upm Wt!i �, 80=1 �W `^ AN EQUAL OPPORTUNITY EMPLOYER POLICY OF NONDISCRIMINATION ON THE BASIS OF HANDICAPPED STATUS CITY OF TAMARAC, FLORIDA SPECIAL CITY COUNCIL MEETING April 22, 1986 Tape 1 CALL TO ORDER: Mayor Hart called the meeting to order at 9:00 A.M. on Tuesday, April 22, 1986 in the Council Chambers. ROL�� CALL : PRESENT: Mayor Bernard Hart Vice Mayor Sydney M. Stein Councilwoman Helen Massaro Councilman Jack Stelzer Councilman Arthur H. Gottesman ALSO PRESENT: Larry Perretti, City Manager Myrna Shapiro, Secretary City Manager Perretti said he requested this meeting to present the half year budget because of the restraints that were put on various Department Heads at that time. He said last year they cut back the manpower and Capital Expenditures to 1984 statistics. He said at that time the Department Heads felt some of the things the Council was requesting restraint on were impossibilities and he hoped this would be a preview and forecast of what to expect. Mr. Perretti said the Department Heads met the task of a stringent budget and should be congratulated. He said the Department Heads are now making requests to help them through the remainder of the Fiscal Year. He said the Department areas of great concern are the following: Utilities, Building, City Planning and Public Works. He said these departments, because of the growth in the City, have been working to full capacity. Mr. Perretti said he is requesting Council to take note of needs of additional manpower in these departments and he noted that Mr. Etheredge has made necessary changes within intra-departmental accounts so that there are not a great deal of additional monies being requested. He said on 3/31/86, the Contingency Fund was at $107,000.00 and, because of the decrease in the amount of monies that had to be put into the Pension Fund, the Contingency has now been increased to $327,000.00. V/M Stein said the estimated income was $10,490,000.00 and he questioned what the total expenditures would be if Council granted everything requested by the City Manager. Mr. Etheredge said the figure is on Page 57, Section B and the figures are identical. C/M Stelzer said he researched this thoroughly and he asked if this 6-month review is actually required. He said he would like to see this done permanently. Mr. Perretti said it was done by his request to Council at the last Fiscal Year. C/M Gottesman noted that this is more work for the City Manager and he asked if it was worthwhile. V/M Stein said this could be discussed further with the City Manager and Finance Director to determine its merits. C/M Stelzer noted that there are a great deal of intradepartment transfers made during each Fiscal Year and this was always left to the discretion of the City Manager and Department Head. He said is there was a Resolution adopted on 11/27/85 which prohibits that and he questioned why this should have to come before Council. He read, "The City Manager may transfer funds within a department and, with the approval of Council, may transfer funds between departments." He said he does not approve of transfer of funds between departments but it should be allowed within a department. 1 4/22/86 /pm C/M Stelzer said he would like to rescind this Resolution and allow the Department Heads to work with the City Manager regarding intra department transfers. C/W Massaro said this should be addressed 6 months from now. e nues - C/M Stelzer continued on the budget noting that there was an increase in Revenue of approximately $580,000.00. He said the City lost approximately $130,000.00 of Interest that was expected but will not be realized. He said, therefore, the increase in the income is $452,000.00. V/M Stein noted that one of the reasons the City is ahead is because of half a million dollars in garbage fees. C/W Massaro asked where the Interest came from and C/M Stelzer said all Massaro the extra money the City has is invested and the Interest that is earned is prorated to each particular budget and department. He said the share that should have been realized in the General Fund was originally contemplated at $180,000.00 but is now reduced to $50,000.00. C/W Massaro asked if that includes the various accounts such as Drainage, etc., and Mr. Etheredge said no, that is only the General Fund. He said every fund has its own interest income and it gets posted to those funds. He said the only funds they would be taken from would be the Street Resurfacing Fund, the Sidewalk Project Fund, the Capital Reserve Fund and the City Hall Construction Fund, all of which are being closed out. C/W Massaro said funds such as the Traffic Light, Drainage, Road Improvement, etc. stay untouched and Mr. Etheredge said yes. Disbursements - C/M Stelzer said the Legislators of the City just received an adjustment of the salaries with a total request of $1,080.00. C t o e - C/M Stelzer noted there was a request for personnel, one secretary, and he suggested this be held until a new City Attorney is selected to better determine the personnel needed in that office. Mr. Perretti said since the last secre- tary has left, there has been an interim person there handling the word processing on a part-time basis. C/W Massaro asked if she has been funded in that department and Mr. Etheredge said she was being charged to Professional Services. Judy Deutsch, Personnel Director, said there is enough money in Salaries now to make the adjustment. C/M Stelzer said there is an additional $21,000.00 in the Profess- ional Services and he noted that Alan Ruf and his Associates are doing a great deal of work that could be done by a full time City Attorney. Mr. Perretti said even with a City Attorney, because there is no Assistant such as a Law Clerk, the City has to pay outside help at a higher rate. C/M Stelzer referred to Page 5 and said the City Manager added $26,000.00 in salaries to pay the salary of a new City Manager and Mr. Perretti said also an Assistant. He said the additional amount of $4,000.00 concerns payroll. ity__Cle,rk - C/M Stelzer noted there is a request for office equipment for the portable file and a reduction in the salaries and pension totals $6,400.00. 44 C/M Stelzer said they have received approximately $180,000.00 income that the Pension Fund has made which has reduced the City's contribution considerably to all departments. Mr. Etheredge said the budgeted numbers are based on an item on the Council agenda for 4/23/86 to adjust the City's contribution rates. He said if that is not approved, all of the numbers change back. F 4/22/86 /pm C/M Stelzer said the City Clerk has a reduction of $4,000.00 in Election Expenses, therefore, her net request is a negative figure of $9,000.00. in nce De rtment - C/M Stelzer said they have not requested anything. PuU'c�W ks - C/M Stelzer referred to Page 12 and said they have asked for money because of extra costs for gas and diesel, electricity, water and sewer, machinery and equipment and propane gas. He said the total request is $5,450.00. V/M Stein said with the reduction of gasoline prices from $1.20 to approximately $.80 per gallon, he questioned why there is an increase. Mr. Etheredge said this is the first year that Mr. Couzzo was budgeted for gasoline in this fund and there was no estimate of what would be spent. He said this was done with the thought that this could be adjusted at mid -year. C/M Stelzer noted that they are requesting $12,000.00 be increased to $20,000.00. C/M Stelzer said the electricity has been increased $7,000.00 on Page 15, water increased $1,100.00 and they have reduced their building repairs by $1,000.00. He said they are requesting an amount of $2,200.00 added to Machinery and Equipment Repair. C/M Gottesman asked why the amount for Electricity has more than doubled in 6 months and Mike Couzzo, Public Works Director, said they had FP&L representatives analyze what was happening with the electric bills and the usage has increased over previous years. He said there has been more of a demand on the service and the costs are reflected. Mayor Hart noted that in order to get caught up in vehicle maintenance they have been doing night work which calls for more electricity for lights, etc. Mr. Couzzo said as far as usage of gasoline, last year the depart- ment used approximately $20,000.00 worth of gasoline, therefore, When $12,000.00 was originally budgeted this year, that was not practical. He said he was aware this would not be sufficient. V/M Stein noted that prices for gasoline have been reduced and Mr. Couzzo said that would apply if there were exactly the same amount of vehicles with the same amount of usage. C/M Stelzer referred to Page 16 and said this is a reduction of $22,000.00. He said there are many pluses and minuses in Public Works which are mainly due to reclassifications. n er - C/M Stelzer referred to Page 21 and noted there is an amount of $70,000.00 for additional salaries and, with the inclusion of Pension, Overtime, etc., it would total $82,000.00. He said there is an amount of $7,000.00 for Professional Services for the second half of the year. Bill Greenwood, Director of Utilities and Engineering, said the Personnel Summary that they submitted would indicate that they are requesting one additional Senior Construction Inspector for the department because of all the building activities within the City. He noted the extra construction is reflected in both the Building and Engineering Departments revenues for this year. He noted that amounts collected by the Engineering Department to date are $174,000.00. He said they were budgeted at $115,000.00; there- fore, it is a net increase of $59,000.00. 3 4/22/86 /pm Mr. Greenwood said a comparison to last year on income is that this time last year they were looking at $115,000.00 versus $174,000.00 for this year. He said this is directly related to the amount of activity of construction that is presently going on and the projection for the rest of the year and next year. Mr. Greenwood said the other increase on the Personnel Summary would be a request of another City Engineer to assist the depart- ment; therefore, the overall increase is a 1.5 allocation. He said the Engineer would be split 50% between Utilities and 50% with Engineering. C/W Massaro asked if Mr. Greenwood feels he needs another man to help him and Pete Procopio and Mr. Greenwood said yes. He said in October, 1985, they brought to Council's attention that the City cannot enter a Capital Expansion Program of approximately 25 million dollars without staffing. He said at that time, the memo requested that one additional Engineer be hired in October, 1985, with authorization for another Engineer to be hired in January, 1986. He said the authorization was approved by Council on 10/23/85; however, they did not implement the request for the additional assistant in January of this year but have waited until now to bring this before Council. He said it is presently includ- ed in this budget and the justification is dated in a memo from him dated 10/23/85, #6506. C/M Stelzer said Rentals and Leases total $1,900.00, $1,000.00 for Office Supplies, $150.00 for Office Furniture, with a total of $93,000.00. Personnel Department - C/M Stelzer referred to Pages 31 and 32, and he noted the largest item is Insurance at an increased amount of $140,000.00. V/M Stein asked why the previous year shows a zero balance and Mr. Etheredge said in previous years it was in 41 the Finance Department and this year it was transferred to Per- sonnel. C/M Stelzer said there is a reduction of $39,000.00 in Salaries and he asked why. Mr. Perretti said when the budget was first initiated, it called for a Personnel Director and an Assistant and Judy Deutsch has been Personnel Director without an Assistant since July, 1985. C/M Stelzer noted that Mrs. Deutsch has suggested that a Labor Relations Counsel be hired by the City at the time of negotia- tions, which can either be done on a consultant basis or, if there is an Assistant City Manager, he may be able to handle that. V/M Stein said Larry Perretti is versed in this field and he questioned why anyone else would be sought. Mrs. Deutsch said it would depend on how this would be handled when the time comes. C/M Gottesman asked if this would be a Consultant and Mrs. Deutsch said there are two negotiations coming up this Fiscal Year. C/W Massaro asked how the City Manager feels about this and Mr. Perretti said regardless of who is in the position of City Manager, a general rule is that the Chief Executive Officer is not at the negotiating table. He said there should be an individual for the negotiator to fall back on, who would be the Chief Execu- 4i tive Officer. He said the Chief Executive Officer would then go into closed session with Council. He said he would, therefore, recommend that the negotiator not be the Chief Executive. General Administrative Expenses - C/M Stelzer referred to Pages 33 and 34 and said they are requesting an additional amount of $40,000.00 for Street Electricity and $5,000.00 for Advertising. 4 4/22/86 /pm C/M Stelzer questioned what type of advertising is involved and Tape 2 Mr. Etheredge said this is advertising for various departments. C/W Massaro asked why there is not a requirement that the street lights that are burned out are reported by the Police and Chief McIntosh said the officers do report these instances to the dispatcher and a notice is then sent to the Engineering Department who notifies the appropriate people. Mr. Perretti said he would prefer that these notices be sent to the Public Works Department instead of the Engineering Department because he has a direct line with FP&L. Mr. Perretti said the City staff is giving excellent service to the residents when they complain whether regarding a road, traffic light or anything. He said the problem that exists is that the City can give one or two days service to detect whether they are right in their thinking but the big problem exists when the problem is turned over to the County. He said there are many County roads going through Tamarac and the lights are controlled by FP&L. He said when the County is called and told lights are out, the City is put on the entire County list and wherever Tamarac falls, that is when this will be repaired. He said this is where the delay is. C/M Stelzer said they have used $150.00 for the first 6 months and they want $150.00 for the second 6 months increasing the budget to $40,000.00. C/M Gottesman said he has called regarding a light problem by his home and he was told by FP&L that payments are made by the year whether the light is on or off. Mr. Perretti said Mr. Couzzo's department has been handling the complaints and working with FP&L to get repairs as quickly as possible. Polic D artment - C/M Stelzer said the largest amount of savings has been the fact that any of the policemen that have left have not been replaced. He said there is a reduction of $130,000.00 on Salaries and Mr. Perretti said the reason for a deficit is because of a gap between the replacements. He said at the present time, the City is short one police officer. C/M Stelzer said the City's contribution to the Pension Fund is now 1% instead of 6.5%. He said the Chief has asked for $1,500.00 for Services, and Printing and Binding. Chief McIntosh said the net decrease in the budget is $213,000.00. Fixe Department - C/M Stelzer referred to Page 39 and noted a large reduction of $36,000.00 in the Pension and Workmen's Compen- sation -has a $19,000.00 increase for Insurance. He said Chief,Simon has asked for roof repair and Mr. Perretti said the roofs of both Buildings 1 and 2 need repair. He said one of the key areas is in the compressor area where the emergency lights are on and this needs repair. Mayor Hart said he observed this with the City Manager and this should be repaired as soon as possible. Chief -Bernard Simon said on Line 466 of his budget, he requested $25,000-.00 to replace the area that is rusted and the rebuilding of engines and he still requires this amount. He said he needs $5,000.00 to replace 2 aerial ladder doors that are rusted from the inside out and $20,000.00 to rebuild the American La France Pumper which they purchased almost 10 years ago. He said he has a rusted booster tank that they want removed, fiberglassed inside and out and a tune up. He said this would be a restored spare for each station to allow for maintenance, breakdowns or recall during an emergency. 5 4/22/86 � /pm C/M Stelzer referred to Line 644 on Page 41, Communications, involving 6 portable radios, battery analyzer, amplifier, mobile radio units and battery chargers in the amount of $8,400.00. He noted that Chief Simon had requested $11,600.00 and he asked if the amount of $8,400.00 would be adequate. Chief Simon said he would prioritize what is needed. C/M Stelzer referred to Page 42, $23,000.00 for Other Capital Items. He said Chief Simon wanted $66,000.00 originally and it was cut to $23,000.00 and he asked if there is anything urgent in this group. Chief Simon said he would have to prioritize that list as well. C/M Stelzer noted that the net increase in this department would be $60,000.00. I u Iding and Cgmmunity Dgyglopment - C/M Stelzer referred to Pages 43 to 45. He said there were over $300,000.00 in additional Permit fees expected for the rest of the year. Bob Jahn, Chief Building Official, said he has requested 3 addi- tional people; however, he has obtained retired people from other departments and placed them on part time alleviating his problem. He said unless the need became greater, he would maintain this situation. He said he has a Chief Plans Examiner and a Clerk Typist on a part time basis. He said everything in the budget that the City Manager recommends is included with the exception of more space for his department. Mr. Jahn noted the tremendous ordeal his department works under regarding shortage of space and he said he believes he could build a building between the present trailer and City Hall without bothering the emergency exit. He said he has estimated this at approximately $30,000.00. C/W Massaro said she feels this is essential and she felt he should be authorized to do this as quickly as possible. C/M Stelzer MOVED to authorize the Chief Building Official to investigate the cost of increasing his facilities, SECONDED by C/W Massaro. STATE: ALL VOTED AYE C/W Massaro noted that the City Planner should have more room as well. Mayor Hart noted that there are space problems in every department throughout City Hall. Sanitatic_n - C/M Stelzer said there is a $21,000.00 increase in Sanitation on Page 48 and that is necessary. C/W Massaro asked if it has been determined how many rental units are accounted for in the City and whether they are paying for their own garbage collec- tion. Mr. Perretti said , through the printouts, he has reviewed as much as possible and they feel they have everyone on the records that is paying. C/W Massaro suggested a copy of all rentals records be submitted to each member of Council so that this can be reviewed and studied. She said if anyone knows of any that are not on that list, a memo could be submitted to the City Manager for his follow-through. Mr. Etheredge said he can give Council a list of who is paying by development and who the rental people are. C/W Massaro said she 44 is looking for a list showing the receipts for rental units showing whether the City is collecting from the approximate 2,500 rental units in the City. 6 4/22/86 /pm Charlotte Dressler, Accounting Office Manager, said the City Clerk has informed her that unless someone is renting a minimum of two or three units, they are not required to have an occupational license and she cannot keep track of the individual homeowners. C/W Massaro said she is referring to whole condominiums that are rentals. Mr. Etheredge said the City does not collect from rental units for the garbage service. Mr. Perretti said rental and commercial pay for their own garbage service and single family dwellings and condos are paid by the City. C/W Massaro said the City should not be paying for rentals. Mr. Etheredge said if the City knows they are rental units they do not pay; however, if it is not known they are rentals they are charged. Mayor Hart said, for instance, Versailles Gardens is techncially a condominium but 95% of their apartments are rentals. He asked if the City pays for picking up garbage there or is a private service used and C/W Massaro said the City should not pay. She said the City should be collecting $6.00 per year for each unit in addition to an occupational license. Mayor Hart noted that with several rental projects coming into the City, this should be settled so that a precedent may be set. Veterans Affairs Committee - Mayor Hart referred to Page 50 and noted that when the budget was devised last year it was originally set at $500.00 and, for some reason, it was increased to $3,400.00 He said he questioned this and C/M Stelzer said if this money is not spent it will go into the General Fund. C/W Massaro noted that they have spent $1,600.00 in 6 months and she determined who determines they can spend this money. C/M Gottesman said, as Liaison to this Committee, they are planning a Memorial Day function, a June 14th Flag Day function and a picnic for veterans from hospitals that are disabled. C/W Massaro said she does not feel this is a City -function. She noted that when the Festival of Lights is planned each Christmas season, the City raises the money for this. She said the City should not be paying for these things. Mayor Hart said when the Committees are merged at the 4/28/86 Council meeting, the funds which remain in their budgets will also be merged. Public Works - Parks gn-d_Hegxpat-ion - C/M Stelzer referred to Pages 52 to 54 with a reduction of salaries. Mr. Perretti said this is the first year that Parks and Recreation has become a division of Public Works and he congratulated Mike Couzzo, Public Works Director, for his department's performance. C/W Massaro and C/M Gottesman agreed. C/M Stelzer noted that the only thing the Public Works Department has requested is $2,000.00 for lights. Contingency Fund - C/M Stelzer referred to Page 55 which shows an increase from $107,000.00 to $328,000.00. C/W Massaro said although the Pension Fund has made money recently, that can change dramatically and this may be needed. Mr. Perretti said even with the Contingency in the range of $300,000.00, that is very low an amount. He said the basic formula for a $10,500,000.00 budget would be a $1,500,000.00 minimum Contingency Fund. C/M Stelzer said the City has determined a net increase in poten- tial income of $451,000.00. C/M Stelzer MOVED to ACCEPT the budget of the General Fund as recommended by the City Manager, SECONDED by C/M Gottesman. 7 4/22/86 /pm Mayor Hart said this is an approximate increase of $400,000.00 in the budget and C/M Stelzer said the net increase in disbursementE is $451,000.00, of which, $220,000.00 will go to Contingencies. He said that would leave additional expenditures of $230,000.00 with $140,000.00 of that amount being Insurance. Mr. Perretti said reclassifications are coming about because the last time the Federation of Public Employees and the City dis- cussed job classifications was when they petitioned the City in 1979. He said since that time, many additional titles have been put in and the City and the Union are now discussing title changes. He said within the next 6 month period, there will be n h el ma y c anges in titles and whether the positions will be union or non -union. He said when that is completed, he will report back to Council. (V/M Stein left the meeting.) C/M Gottesman commended the City Manager and staff in keeping expenditures as low as possible. Yam: Mayor Hart Aye V/M Stein Absent C/M Stelzer Aye C/W Massaro Aye C/M Gottesman Aye Tape 3 Tamarac Utilities East - C/M Stelzer referred to Page 25, Section A, of the computer printout regarding Tamarac Utilities East. He said the antici- pated income has been reduced by approximately $30,000.00 on all of the items. He said there are some expenditures they must make and they have appropriated $71,000.00 from the Appropriated Fund Balance. He questioned why the rates are down and Frank Etheredge, Finance Director, said the consumption for the first 6 months of the year is down from the previous year. C/M Stelzer referred to the disbursements of TUE on Page 98. He said they removed $27,500.00 from the Professional Services and added the same amount into Water Distribution Improvements. C/W Massaro asked where the cost that was imposed on Tamarac by Fort Lauderdale for the pump station is shown. Bill Greenwood, Utilities Director/City Engineer, said Fort Lauderdale was threat- ening to backcharge Tamarac on electricity. He said the City has not received a bill and it is presently questionable whether they will charge the City for that backcharge since they are still negotiating with them. He said it is not in the budget and if they do receive the bill it would come from the reserve. He said what has been budgeted for the Fort Lauderdale Pump Station is the anticipated expense for the electricity for the next 6 months. He said that facility was designed with a buried fuel tank and is now in violation of the recently enacted Wellfield Protection Act. He said they have $14,000.00 budgeted in the General Reserve Fund for installing the monitoring wells plus raising that particular fuel 41 tank above ground with installation in a concrete bathtub. C/M Stelzer asked Mr. Greenwood why the residents must pay more for water from Fort Lauderdale if the consumption is reduced. Mr. Greenwood said Fort Lauderdale had a rate increase. C/M Stelzer referred to Line 314 on Page 98 and Mr. Greenwood said the water had a consumption increase of approximately 3% for the first 5 months plus a 5% water purchase increase. 8 4/22/86 /pm C/W Massaro asked the percentage of reduction of Tamarac's income over there and C/M Stelzer said the residential water sales went down to $22,000.00 on the first 6 months. C/M Stelzer referred to Page 99 regarding repair of the lift station on the force main. He said they originally had a $10,000.00 budget and spent $17,000.00 already and need a $35,000.00 increase over the original budget. Mr. Greenwood said Line Item #500 is Repair Lift Station and Force Main and what is included in that item is Tamarac Utilities West labor and mat- erials costs for operating and maintaining those particular stations. He said previously, TUE was operated by the Finance Department and the Utilities Department has just received that assignment. He said previously there had been no records of how much money TUW has been spending on TUE. Mr. Greenwood said now all the materials and labor spent over there is backcharged to each particular account. He said if everything goes properly, it takes 2 people 2-1/2 hours per day. He said the backcharge rate, including miscellaneous fuel, the vehicle, equipment, pumps, etc., is approximately $24,700.00 just for monitoring and maintaining the stations on a routine basis. He said this type of backcharge, TUE did not carry it's weight as it should have. He said these expenditures are showing the actual cost for that system. C/W Massaro asked if there are accurate records being kept so that what is being charged back to them can be supported and Mr. Greenwood said they have detailed accounting each time they assign go a person or crew to the TUE area. C/W Massaro asked if there is supporting material being sent to the Finance Department and Mr. Greenwood said they submit a summary of the charges to the Finance Department and the detailed records are maintained in TUW with a separate file per month for auditing and review by the City Manager and Finance Director. Mr. Greenwood said TUW meter readers were reading the meters in TUE and TUW's Customer Service Department was preparing all the bills, postage, etc., and TUE never paid this cost. He said they are now taking the total number of meter readings in TUE versus the total number of meter readings in TUW and this amounts to approximately 7% of the entire Customer Service Department's budget being allocated to TUE. C/M Stelzer referred to Page 100, Utility Refunds of $118,000.00, and he noted $125,000.00 is being put into the budget. He said at the time these refunds were approved by Council there was no change in the budget; therefore, there was a Charter violation. C/M Stelzer said the next item is the reimbursement of the Utility Billing and the only increase in the prior budget would be $41,350.00 of which they took $70,000.00 from the Appropriated Fund. C/M Stelzer MOVED APPROVAL of the annual budget as recommended by the City Manager for Utilities East, SECONDED by C/W Massaro. TE: Mayor Hart Aye V/M Stein Absent C/W Massaro Aye C/M Stelzer Aye C/M Gottesman Aye 9 f 4/22/86 J /pm TamarAc Utiljties West - C/M Stelzer referred to Section A, Page 28, TUW, and he noted the first item concerns services rendered to TUE in the amount of $41,000.00. He said Residential Water Sales has a negative balance of $80,000.00, Commercial Water Sales will be up It $18,000.00, Multi -Family Water Sales are $50,000.00 and, on Line 24, they anticipate an additional $173,000.00 income from the Multi -Family Wastewater Sales. He said there is $175,000.00 from the Residential Wastewater and $105,000.00 from Commercial Waste- water. He said that totals $453,000.00 additional that the City will receive for the next 6 months over what was anticipated. C/M Stelzer said the other items are fund transfers with a loss of $55,000.00 in interest income on Line 0. He said they are reduc- ing the amount taken from Appropriated Earnings by $453,000.00. He said Disbursements are on Page 104 and there is nothing out- standing there. He said there are adjustments in the salary and the only large item involved is an increase of $10,000.00 in the Insurance and Multi -Peril, $53,800.00 on the Boiler Insurance and Product Liability of $3,400.00. He said on Line 42, they are reducing the chemicals by $11,000.00; therefore, the net increase for these two Pages is $5,500.00. C/M Stelzer said the Department has a minus balance of $29,000.00 on Page 108 and a $4,500.00 increase in Auto Parts on Page 110. He said most of this concerns line transfers, which can be done administratively. He said on Page 111, there are salary adjust- ments and Bond Acquisition Costs on Line 46 of $16,000.00. He said $8,000.00 has been spent for the first 6 months. He said on Page 112, the largest portion is Insurance at a $26,000.00 in- crease in the Multi -Peril and $5,300.00 in Auto. He said on Page 114 there is $136,000.00 less on the salaries, on Page 115, they have $5,000.00 for Lift Station and Force Main Repairs, Chemicals are reduced by $4,000.00. C/M Stelzer said on Page 117, there are salary adjustments and he noted that they are reducing $600,000.00 to $250,000.00. He said on Page 119, there is a $295,000.00 decrease for the entire department. He said on Page 120, the Sinking Fund Bond Service, the amount of $143,000.00, transfer to R & R of $52,000.00 and transfer to the General Reserve of $195,000.00. Mr. Etheredge said the Debt Service of $1,414,000.00 is the refunded bond of $1,271,000.00 plus the estimated cost for 3 months of the new bond. He said the transfers to the other funds are based on the projects in those funds and the estimated amounts needed. Mr. Greenwood said there are individual sheets with approximately 30 projects and they were allocated from the 5-Year Capital Improvement Plan prepared by Williams, Hatfield & Stoner. He said several projects would be University Dr. Utility Relocation and there are certain aspects of that which would require relocation and replacement of asbestos cement lines. He said that type of expense comes from the R & R Account. He said during the recon- struction of that road there are other interconnections to improve the system that are required. He said those will come from the General Reserve Account. 10 4/22/86 l /pm Mr. Greenwood said several projects will have two and three funding sources depending on whether they are classified under Renewal and Replacement Account, if an existing item that must be replaced or, a new Capital would come under General Reserve. He said if it is to supply additional capacity it will come from the Contributions in Aid of Construction Fund. C/M'Stelzer said the City has received close to half a million dollars in additional wastewater income and has saved approximate- ly $350,000.00 on the wastewater agreement. He said there is still discussion on a reduction of the rates and possible refunds for the coming period and he questioned when a study will be done on this. Mr. Greenwood said they cannot give guidance to Council until they know what the approved bottom line is. He said once it is known what will actually be approved in the budget, they can give a staff recommendation as to whether it is advantageous to consider revising rates or other options. Mr. Perretti said if there are going to be any recommendations for reimbursements from the administration, it will be done during this Fiscal Year. C/W Massaro asked how it is known what the costs will be on University Dr. and Mr. Greenwood said any particular estimate has its limit; therefore, they try to use similar type costing from other projects. He said if there is not a design, the confidence limit is plus or minus 20%. He said if they are into a planning stage with conceptual drawings, the confidence limit drops to 15% plus or minus. He said as the project is designed and before -it is bid, the confidence limit is further reduced to 10% plus or minus. He said if the contract is awarded, the confidence limit is pits or minus 5%. He said over..the last year they have a good _track r#.cord on the construction costs estimates on the large -projects which have been bid. VW.Massaro asked Mr. Greenwood if there is recent information on _.the `progress of University Dr. as far as the County is concerned ar-rd-Kr. Greenwood said they have a contract coming before the Council tomorrow to start the design and part of the contract is fast -tracking so that the existing County schedule can be met, which is construction plans completed by the end of June. He said they would go out for bid in August and construction would begin in October. Mr. Greenwood said as far as the City's proportionate share for the actual road construction, the City has not received any correspondence pertaining to an official contribution. He said they are allocating in the City's total cost for utility reloca- tion and replacement in conjunction with University Dr.; however, they have not included any estimates or budget requests in the City's budget for any reimbursement or cost for the actual road widening in this Fiscal Year's budget. C/M Stelzer said the widening of University Dr. would come from the bond issue and Mr. Greenwood said only pertaining to the utility pipelines, not the road. He said they are going to bid the pipelines several ways; first, including it into the County's contract and, second, bid it separately and have Council decide which is the best way for the City. C/M Stelzer MOVED to APPROVE the annual budget for the TUW Revenue Fund as recommended by the City Manager for the next 6 months. C/W Massaro said there are many dollars involved in the connec- tions at various intersections that must be made when University Dr. is widened in order to pick up where there is temporary drainage at the present time. 11 4/22/86 �- /pm C/W Massaro asked if the City may have an expense there that the County may want to impose on the City and Mr. Greenwood said the preliminary construction plans which they have received to date from the County indicate that the County will be disconnecting all drainage pertaining to University Dr. from the City's internal network. He said this will take a load off the existing system. 4t Mr. Greenwood said the County will install their own drainage system and will not be conveying their drainage from the roadway through Tamarac's pipelines which is presently occurring. He said the existing problem is located on University Dr. near the Hospi- tal and once University Dr. goes in they will be disconnecting from that system and that should alleviate the major flooding that occurs there when more than 2-1/2 inches of rain falls per hour. Mr. Greenwood said the County was using Tamarac's system to discharge their storm water and this will cease. C/W Massaro SECONDED the MOTION. yQTE: Mayor Hart Aye V/M Stein Absent C/W Massaro Aye C/M Stelzer Aye C/M Gottesman Aye Mayor Hart adjourned the meeting at 12:00 noon. " AAA /Lr,_071, A�V MAYOR f TTEST: CITY CL RK CITY OF TA All"AC A pROVED AT MEETING Of 1. City Clerk This public document was promulgated $3.15 per copy to inform the general and employees about recent opinions Council of the City of Tamarac. 1 6- at a cost of $142.10 or public and public officers and considerations by the City i 12 4/22/86 /pm