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HomeMy WebLinkAbout1983-07-26 - City Commission Special Meeting Minutes5811 NORTHWEST 88TH AVENUE TAMARAC, FLORIDA 33321 TELEPHONE (305) 722-5900 July 22, 1983 NOTICE OF SPECIAL MEETING CITY COUNCIL OF TAMARAC, FLORIDA Please be advised that the City Council will hold a Special Meeting in lieu of the previously announced Budget Workshop Meeting on Tuesday, July 26, 1983, at 1:00 p.m., in the Council Chambers of City Hall, 5811 NW 88 Avenue, Tamarac, Florida. The items to be considered are as follows: 1. Budget for FY 1983/84 - Conclusion of reviews for any portions not discussed at prior workshop sessions. 2. Preliminar Miller e/First Hearin Date - Temp. Reso. #2820 - Discussion and possible action setting an initial mill.age rate and establishing date of first public hearing. 3. Architect Negotiations - Discussion and possible action. The City Council may discuss such other business as may come before it. The public is invited to attend. Carol A. Evans 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. CITY OF TAP?ARAC, FLORIDA SPECIAL CITY COUNCIL MEETING July 26, 1983 Fape CALL TO ORDER: The meeting was called to order at 1:00 P.M. 1 July 26, 1983, in the Council Chambers in City Hall. ROLL CALL: PRESENT: Mayor Walter W. Falck Councilman Philip B. Kravitz Councilman Jack Stelzer ABSENT AND EXCUSED: Vice Mayor Helen Massaro Councilman David E. Krantz ALSO PRESENT on Tuesday, Laura Z. Stuurmans, City Manager Steve Wood, Finance Director Linda Schreiber -Baker, Deputy Finance Directo Secretary, Patricia Marcurio Mayor Falck read the notice of the meeting into the record. 1. Budget for FY 1983/84 - Conclusion of reviews for any portions not discussed at prior workshop sessions. >YNOPSIS OF ACTION: Reviewed budgets for the lepartments of Finance, City Engineer, City ;lerk, Personnel, Recreation and the General -und. FINANCE DEPARTMENT The City Manager referred to the sub total under Personnel Services which is projected at an amount down from the current fiscal year. She said this is attributable to the development of the Central Stores and Data Processing activities and the allocation of those personnel costs to those divisions, as well as a position of one Accounting Clerk I that has been cut. She referred to the sub total under Operating Costs and said there is a very small difference between the $38,120 from the current year to the $39,525 projected for next year. She said for Capital, the request has been for $1,000 in additional files in the upgrade of office equipment. CITY CLERK Laura Stuurmans said the subtotal for Personnel Services is $236,930 and this is an increase of one position for a Mail/Printing Clerk. There is an increase in the educational allotment which is predicated on the increase of attending seminars. In the Operating Cost sub total, the amount budgeted for next year is $54,900 which is increased from the current budgeted amount of $37,350. The areas of increase have been in the move from the City Attorney's office to the City Clerk's office of the cost for codification which is found in Other Contractual Services. The Data Processing cost of $7,950, Central Services and the cost of advertising have been increased. In Office Equipment there is a budgeted amount of $950 for a typewriter. C/M Kravitz questioned the figure budgeted for Pensions and the actual figure used was more and Laura Stuurmans said Pension correlates with the type and tenure of employee and this department has experienced some transitions which may have an effect on the actual at the close of this year. He questioned why the budget was almost doubled for Advertising and the City Manager said this is a necessary amount. C/M Stelzer questioned what is covered by Contractual Services and the City Manager said that is the code company. She said Minutes and Tapes have been reduced because those costs have been charged to each department. 7/26/83 /pm BUILDING AND COMMUNITY DEVELOPMENT The City Manager said this budget reflects a merger of the costs that were previously budgeted separately under Building Department and Community Development. The projected salary costs for 83/84 are $442,841 which is an increase from $285,415.34 which takes into con- sideration the transition of an employee from the Community Development Department and an additional employee to be assigned to that department. She said under Operating Costs the sub total for the current fiscal year is $25,458 and for next year is $65,550. She said the major portion of that increase is attributable to the Professional Services account which includes the cost for Richard Rubin's services, $5,000 for an update of the Land Use Plan next year and also additional monies for the utilization of outside part-time inspection services rather than projecting the employment of full-time inspection personnel next year. The City Manager said in the area of Capital, there had been no pro- jection for the current fiscal year, however, for next fiscal year the recommendation is for $17,700 which includes $12,000 for two new vehicles, $1,200 for new office equipment and upgrade of existing equipment, $4,500 for radio communication equipment for building inspector calls. C/M Stelzer asked how many vehicles are used by the Building Department now and Mr. Stevens said there are eight and he is trying to rotate them. C/M Kravitz questioned why the amount for Professional Services is so much higher than last year and Mr. Stevens explained that this is the area where $7,500 was added for part-time inspectors. C/M Kravitz said Printing/Binding was estimated last year for $610 and this budget is projected at $1,500; Mr. Stevens said Permit Applications and Cards are needed and they expect to need this amount. CITY ENGINEER The City Manager said salary costs have increased in this budget from $129,145.06 to $221,582 because of the effect of bringing back fully within the General Fund the,cost that previously were attributed 50/50 between General Fund and the Utilities. Under Operating Costs, current budget is $14,480 and projection for next year is $16,490. Areas of increase are an additional $1,000 in.Professional Services, which include the services of Williams, Hatfield & Stoner, which are not attributable to either of the utility functions. D.P. Services, Central Stores, Auto Parts and Office Supplies are all increased. For Capital Purchases, $500 has been requested for Office Equipment and $500 for Office Furniture. RECREATION DEPARTMENT Laura Stuurmans said the salaries are projected at $158,871 which is an increase from $88,588.52 which represents the transfer of three employees from the Public Works Department to perform maintenance functions for the Recreation Department under the supervision of the Recreation Director. It also includes the hiring of one initial maintenance worker to round out the crew needs. She said in Operating Costs, the projection for the next fiscal year is $90,400 which includes the $1,500 the City will provide under the category of Recreational Activities for the July 4th co -sponsored event with the Veterans Alliance. She said the areas where there has been an increase are the cost for instructors and other activities in the amount of $22,000. She said this is the first year this has been indicated as an expenditure of the General Fund and is balanced by the revenue side of the budget because the cost for these individuals is reflected there. - 2 - 7/26/83 /pm The City Manager said the Central Stores Services is an addition to this budget. The Recreational Activities has increased from $8,800 to $11,400 and the Parks Maintenance cost, which were previously shared between Public Works and the Recreation Department,have been increased from $10,500 to $25,000. In Capital Equipment, the Recreation Director has requested $30,800 worth of equipment and machinery needs, she said she advised the Director that there would be no cost reflected in the Manager Recommended column. However, when Council reviews the Parks and Recreation Fund Special Budget in the month of September, these Capital Costs will be reflected as expenditures from that fund. C/M Kravitz said the Recreation Director has requested an additional $500 be included in the Meetings/Seminars area to allow the Parks Commissioner to attend and he recommended adding this amount. The City Manager said they discussed this and she felt this should be decided by Council. The City Manager said as additional modifications are made to this budget, they should be reflected before the first hearing date but in terms of the bottom line amount being discussed today, she requested it remain status quo. PERSONNEL INSURANCE Laura Stuurmans said the Insurance portion of the Personnel Insurance budget is reflected at $175,000 in general policy coverages for next fiscal year over $115,000 for the current year. She said in Personnel Services, the current year budget is $89,738.70 and the projected for next year is $109,993. She said in the current fiscal year there are three and a half individuals and the half person has been upgraded to a full time position. Under Operating Costs, currently $112,338.70 to $135,148 and the impact is primarily in the area of D.P. Services and Central Stores operation. GENERAL FUND BUDGET Laura Stuurmans said the amount in the Expenditure Area total is $9,787,142 and the Expenditure Summary does reflect the increase of $1,400 in the area of Charter Board, $1,500 requested in Parks and Recreation and in the area of Capital Reserve it has been decreased Tape by the amount of $75,000. 2 Mayor Falck said he would recommend the amount given as a contribution each year to the Area Agency for Aging Fund be increased by $500. Ray Munitz said he would recommend that the City contribute at least $1,000 because of the percentage of use within the City. The City Manager continued reviewing the Ad Valorem projection at $2,441,000, Franchise Tax/Electric - $1,100,000, Franchise Tax/Telephone - $37,000, Franchise Tax/CATV - $25,000, Franchise Tax/Solid Waste - $35,000, Newspaper Collection - $1,000, Burglar Alarm Permits/Fees - $100,000, Aquatic Weed Control - $12,000, Cigarette Tax - $75,000, State Revenue Sharing - $863,000, Alcoholic Beverage License - $13,500, Gas Rebate/City Vehicles - $9,000, County Road/Bridge Tax - $50,300, County Occupational License Returns - $55,000, Local Option Gas Tax Returns - $252,000, Protective Inspection Fees which represents the return to the City for fire protection service cost that will be initiated in the new fiscal year - $90,000, Ambulance Fees - $55,000, Police Special Detail Fees - $75,000, Parking Lot/City - $4,500, Parks/Recreation Program Activity Fees - $22,000, Summer Recreation - $10,000, Interim Service Fees - $90,000, Engineering Fees Unrestricted - $250,000, Planning Fees/Revenues - $75,000, Parking Violations - $12,000, Fines/Forfeitures/County - $140,000, Police/General/Miscellan- eous - $12,000, Miscellaneous Revenue Receipts - $50,000, Interest Income Earnings - $270,000, Appropriated Fund Balance - $1,500,000, Receipts Transferred in D.P. Services/Utilities East - has been merged in the inner service fund. Transfers of Vehicle Maintenance/Utilities West - $71,300, Receipts Transferred in from Capital Reserve - $427,382, Transferred in Administrative Services/Utilities West - $80,000, In Lieu of Tax/Utilities East - $7,260, Receipts Transferred in D.P./ Utilities West - will be reflected in the D.P. account. - 3 - 7/26/83 /pm In Lieu of Tax/Utilities West - $153,000, Total Revenues projected for the current budget are $8,625,639.83 and for next fiscal year the amount is $9,787,142. She said last year's budget was funded by a millage levy of 3.076 per $1,000 and this year the projection is 2.98 per $1,000. C/M Kravitz questioned why there was a drop in Summer Recreation from the estimated actual of $14,806.44 to the $10,000 projected and she said this is just a guess predicated on the past budgets. C/M Kravitz questioned the Engineering Fees Unrestricted and the City Manager said this figure of $250,000 was derived in consultation with the Engineering and Planning Departments and is a matter of speculating what projects will be coming in and the rate of activity in the course of the next fiscal year. Mr. Wood said many of the funds have been collected already. C/M Kravitz questioned the Interest Income figure which is projected at $270,000 and Mr. Wood said the base is being depleted and will not be as large in the following year because some of the fund balance is being used. Ray Munitz questioned the Appropriated Fund Balance shown as $1,500,000 and Mr. Wood said there is an operating deficit of approximately $700,000 and this would reduce this to approximately $300,000. 2. Preliminary Milla e/First Hearin Date - Temp. Reso. #2820 - Dis- cussion and possible action setting an initial millage rate and establishing date of first public hearing. SYNOPSIS OF ACTION: APPROVED. RESOLUTION NO. R PASSED. C/M Stelzer read the Resolution by title and the City Manager said she added a Section 2 which gives the Mayor and City Manager the authority to name an alternate date if the County turns down the City's first selection. C/M Kravitz MOVED the ADOPTION of Temp. Reso. #2820 setting an initial millage rate of 2.98 per $1,000 and establishing the date for the first public hearing on Tuesday, September 6, 1983 at 7:00 P.M. SECONDED by C/M Stelzer. VOTE: ALL VOTED AYE 3. Architect Negotiations - Discussion and possible action. SYNOPSIS OF ACTION:- Discussions were held with Council and representatives from Miller & Meier & Assoc. and the meeting was recessed to a future date subject to call. Jon henning said that the initial interviewing procedure is over and the method specified in the Statues which states, in Professional Services such as architects, Council should hear the credentials of three or more professionals and afterward, specifically not negotiating fees, the Council should rank them. He said the next stage, which is where Council is now, they have submitted their vote to the City Manager, votes were tabulated, and the ranking was established. There is nothing in the Statutes that states how soon the experts must be interviewed. He said the next step is negotiations with #1, which is Mi11er & Meier & Assoc. and negotiations must be concluded with them, either by rejecting or accepting them, before Council may go on to #2. Ile said once #1 is rejected, however, Council cannot co back to them until they have moved on to #2 and then #3 respectively. If, after negotiating with both #2 and #3 an agreement cannot be reached, Council may go back to #1 and start over again or begin the process by obtaining three new professional applications. Jordan Miller, President of Miller & Meier said they came prepared to show Council ways the project can be phased as well as planned for the best use possible for the City's needs. 4 - 7/26/83 /pm Mr. Miller gave the fee schedule for the five parts of each project: 15% 1. Schematic Design 20% 2. Design Development - which means taking those schematics and developing the building and all of its parts to the design, i.e. taking the air conditioning and deciding how it will be done. 40% 3. the Contract Document 5% 4. Bidding Phase 20% 5. Supervision Mr. Miller said all of these five phases are budgeted individually and each one is a generally accepted percentage of their fee. Mr. Miller said they get paid monthly to a maximum of those percentages, for example, schematic design is 15% of the total. Mr. Henning said the scope of the job is the location of the building on the site along with the design of the Police Department facility and the renovation of this building after that is built. Mr. Henning questioned whether Council wants Miller & Meier involved in the site planning, layout of the parking area, etc.)of the other two buildings on this site and Mayor Falck said it seems logical to do that. Mr. Kenyon said they could schematically design all of this as a master plan in order to determine the cost of the complete concept and then go on with the parts the City wants to bold now. He said they would take the budget of that total project and just get 15% of the fee were they to do that total project. Mayor Falck suggested recessing the meeting to a future date to be determined later to finalize the details. Mr. Henning said in lieu of Performance Bonds, the City might desire to keep a certain amount out until the service is completed. The meeting was recessed at 4:45 P.M. subject to call. ATTEST: ASSIST CITY CLERK This public document per copy, to inform recent opinions and was promulgated at a cost of $ dye', ems, or $ 67 t 7 the general public and public officers and employees about considerations by the City Council of the City of Tamarac. 6 - 7/26/83 /pm CITY OF TAMAR C APPROVED AT ME� G OF 8 City Clerk The City Manager said there has been a great deal of discussion con- cerning the proposed Police facility as well as a City Hall complex. She and the Finance Director discussed, in terms of financing these major capital City improvements, the possibility of one bond issuance to cover the new Police facility as well as the renovation of this building. She said there has also been discussion concerning a pro- jected need within the next ten years of a new City Hall building, in addition to that, a Public Works facility and Community facilities. She said the bond issuance could cover all of those items mentioned with the work being done in phases, however, one of the prerequisites, if that was Council's intent in terms of financing, would be to have conceptual plans for all the facilities that would be covered under that bond issuance. Mr. Miller said they have done conceptual plans for other cities and as an approximation, if Tamarac were to build a $1,500,000 Police facility, it would come out to almost exactly 7%. If it were a $2,000,000 facility, the fee would go down slightly. Mr. Miller said the Police Chief is considering roughly 18,750 square feet and they would have to meet with him to determine exactly what his needs are. Mayor Falck questioned how much it would cost to put something of this size on the City property and Mr. Miller said it is difficult to estimate with just square footage as a guide but in other facilities with the same square footage, it was about $100/square foot. The City Manager asked if that was inclusive of major mechanical type Fape equipment and Mr. Miller said yes. 3 Mr. Miller said a $500,000 remodeling project would come out to a little more than 8%. C/M Stelzer asked if this would include supervision and Mr. Miller said yes. Craig Kenyon, representative of Miller & Meier, said there are two types of supervision, one is a Clerk of the Works who would be here full time every day that a contractor is here and this is usually provided on a very complicated project but in con- struction of the type requested here, this would not be necessary. He said a. Superintendent would be provided. Mayor Falck asked about the possibility of getting a grant and Mr. Kenyon said the possibility exists that is called Discretionary Funds which is 20% of the Federal amount which works,out to several million dollars state-wide. He said Lauderdale Lakes was the only City in aroward County to his knowledge that sought this. Mr. Miller said they have a Consultant that works with them and he could investigate the possibility of this further. Mayor Fal-ck asked how long this might take from beginning to end and Mr. Miller said it would probably take a little over a year for the Police facility. Mr. Henning said it has not been determined as yet whether all three buildings will fit properly on this property or whether or not they will be one floor buildings or may have to be two or three floors. Mr. Miller said they would master plan the land so that the City could accomplish all three buildings. C/M Stelzer asked if all architects deal with these fees and Mr. Kenyon said if it is a State project they must use these charts. In discussing the fee schedule further, Mr. Miller said for the re- modeling portion of the project, it would cost 8.C% which would include a supervisor as well as supervision that must be furnished by the General Contractor. Mr.'Miller said they will be present to insure that the General Contractor does his job properly. C/M Stelzer asked to what extent they become involved in the bids and Mr. Miller said they review them and advise whether they are receptive to the City's needs, as well as write the specs and plans. He said the combination of the specs, plans and contract make up the agreement with the City. Mr. Kenyon said the percentage �luideline is a safety factor in planning as well since their fee range is a percentage of the construction, as it goes up and down, it must still meet the City's budget needs. Ray Munitz asked if there is a procedure of how payment will be made and Mr. Miller said their work is broken up into five parts. - 5 - 7/26/83 /pm