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HomeMy WebLinkAbout1987-06-25 - City Commission Budget Workshop Meeting MinutesA, MAIL REPLY TO: r,U, DUA ZOUIU TAMARAC, FLORIDA 33320 E 5811 NORTHWEST 88TH AVENUE 6 TAMARAC, FLORIDA 33321 TELEPHONE (305) 722-5900 NOTICE OF CITY MANAGER BUDGET WORKSHOP MEETING There will be a City Manager Budget Workshop meeting on Thursday, June 25, 1987, at 2:00 P.M., in the West Conference Room of City Hall, 5811 N.W. 88 Avenue, to discuss the proposed budgets of the following departments for Fiscal Year 1987/88: 1 . City Clerk 2. Police Department 3. Fire Department 4. City Attorney 5. City manager 6. All Board and Committees The public is invited to attend. Carol E. Barbuto City Clerk AN EQUAL OPPORTUNITY EMPLOYER POLICY OF NONDISCRIMINATION ON THE BASIS OF HANDICAPPED STATUS CITY MANAGER BUDGET WORKSHOP MEETING JUNE 25, 1987 PR&SENT: John P. Kelly, City Manager A. Bryant Applegate, City Attorney Carol E. Barbuto, City Clerk Ken Burroughs, Finance Director John Montalvo, Accounting Supervisor Yvonne E. Snyderr Secretary John P. Kelly, City Manager, announced the purpose of this Workshop Meeting was for the respective departments to summarize their proposed budgets so a better evaluation could be made regarding their needs. I- City—Attorney!j5 DeRartMent—Presented by A. Bryant Applegate. Mr. A. Bryant Applegate, City Attorney, said he was there to answer any questions regarding the proposed budget. He said he was happy to announce he was not increasing his budget from the previous year, and if anything, there was a reduction. Mr. Applegate said he was reducing the Professional Services Account from $60,000.00 to $50,000.00. He said he was asking that the Professional Services be broken down into two line items, one being Professional Services and one new line item being created as municipal Prosecutions, which would be for prosecution costs for the City. Mr. Applegate said he was not asking for any increase in Staff and he was not asking for an Assistant, although he said he felt one could be justified. He noted the reason he was not asking for an Assistant was he did not feel the City could afford the $40,000.00 in salary and benefits at this time. Mr. Applegate said he did not feel the ESM Litigation Line Item should be included in his budget. He said he had talked with Ken Burroughs, Finance Directorr regarding having that Line Item removed from the City Attorney's Budget. Mr. Kelly said it should be clarified that regarding the benefit options plan in the past years there had been no specific identification in the departmental budgets, but now it would be showing. Mr. Kelly asked Mr. Applegate to explain the Professional Services Account. Mr. Applegate replied that account had been reduced from $60,000.00 to $50,000.00, with $32,000.00 being for Professional Services and $18r000.00 being for Municipal Prosecutions. He also stated the $18,000.00 for Municipal Prosecutions was below average as to what other cities have spent on prosecutions. Mr. Applegate also stated another major decrease in his budget was for office equipment. He said last year's line item was for $1,250.00 and he was reducing it to $500.00 this year. He said the only anticipated cost would be for a dictaphone for the additional secretary. Mr. Applegate said regarding the Books, Publications and Library Account, the budget for last year was for $14,500.00 and he was asking for the same amount this year. He said that was primarily 6/25/87 for West Law. There being no further questions or explanations, Mr. Applegate was excused. 2. Police Department --Presented by Chief McIntosh and Larry Leiman. Chief McIntosh said he was not asking for any additional positions in the Police Department for the coming year. He said the only thing he was asking for regarding Personnel changes was two title changes, which he indicated were very minor. He said he was asking that one CSA position be changed to a Crime Scene Technician. He said the other change was for the woman who works in the Detective Division because of her various duties he felt her title should be changed to a Records Technician. Mr. Kelly stated that the Benefit options Plan for the Police Department showed a figure of $107000.00. He said these were costs that had been paid out before but had never been reflected on a specific account. He said this had caused problems for the Finance Department in the past, but that now it was outlined the way it should be. Chief McIntosh stated the Bonus Pay was Salary Incentive Payt which is provided by the State to the City to be paid to the individual officers who have degrees and have met other requirements in education. He said he wanted to point out that it is not a cost to the City since it is paid by the State. Chief McIntosh pointed out that regarding the Special Detail Account, this was for off duty police officers who are hired by various companies who require off duty policemen for police services. He said the company hiring the off duty police officer pays $17.00 per hour and the City keeps $3.00 of that money. He said this was not costing the City, but they were making a profit. Mr. Kelly asked Chief McIntosh if he was satisfied that the level of manpower he had was what the City needed and Chief McIntosh replied he was. He said there were four positions still open from last year's budget and he had four people out on disability. He said he felt if he got the four people back to work and was able to fill the four openings he now had, that there was no reason to ask for additional officers. Mr. Kelly said he had recently negotiated with the owner of Holiday Inn on 441 regarding putting an antenna on top of their building for police communications. He said this would cost $60.00 per month and he asked Mr. Burroughs where that money would be assigned. Mr. Burroughs replied that would come under Rents and Leases. Mr. Kelly asked Chief McIntosh if he felt the $7,500.00 for ammunition was sufficient. Chief McIntosh replied he felt that amount would be sufficient for the coming year. He said there had been a change in the insurance laws and the insurance was very costly for those companies who provide the reloaded ammunition, which had resulted in an increase in price. He said the Firearms Training was mandated by State Law as part of the police officers training and that each officer had to qualify three times per year. Chief McIntosh reported that according to the new police contract they were not to have any vehicles which have over 100,000 miles on them. He said they now have twelve vehicles which needed to be replaced since they have over that amount of miles. 2 6/25/87 Regarding uniforms, Chief McIntosh reported there was quite an increase in that line item. He said the reason for this was because of the police contract which gave the officers an increase in uniform allowance per officer and also because they had to add in the cost of bullet proof vests, which was approximately $17,000.00. He said the City had never purchased bullet proof vests for the police officers and for the sake of liability, the City should issue one to every police officer. Chief McIntosh -said regarding the Communications Account, it covered the contract to Mobile Communications for the repair of radios, which was a standard monthly fee, and amounted to approximately $10,200.00 per year. He said this also covered the beeper service and stated they were increasing the number of beepers because of the number of on call detectives. He also added this cuts down on amount of overtime to be paid out. Mr. Kelly asked Chief McIntosh what the Bookst Publications and Subscriptions Account covered and why it had doubled. Chief McIntosh replied they had to purchase the State Statute Books and the cross reference books and several other important books which were necessary. He also said they had to purchase the Florida Law Enforcement Handbooks which the police officers had not received for the past two years, and the cost of these was $7.00 each. Chief McIntosh reported the amount for office equipment included the much needed computer and set up. He said this would include the hardware, the software, two PCs and two printers, one being a line printer and one being a letter quality printer. He said this would also include the first year maintenance. He said this would not include the wire and the wiring process. Larry Leiman reported with the new communication system, they could not convert any of the radios they now have. He said they would be going to an ultra high frequency. He said fifty radios would come with the system but he was asking for $25,000.00 to purchase another twelve or thirteen radios for that system. He said fifty radios simply would not be enough. Larry Leiman also explained some of the small items which needed to be purchased under capital expenditures. one of the items was a new ID camera for the detective bureau, which he explained would pay for itself. The cost for, the camara would be approximately $1,000.00. There being no further questions or explanations, Chief McIntosh and Larry Leiman were excused. 3- Fire DeRartment—Presented by Chief Raymond Briant Chief Briant said he was asking for two additional,personnel, one Clerk Typist and one Fire Inspector. He said ' thp generation of Fire Inspection Fees would pay for both positions. Chief Briant said regarding the Bonus Pay, this was for Incentive Pay for the Fire Inspectors and was paid by the State at no cost to the City. Chief Briant reported that the Holiday Pay was a part of the Union Contract and they had negotiated eleven paid holidays per year. He said this was twelve hours per man per holiday. He said this was paid the first payday in December each year. Chief Briant said regarding the Uniform Account, he was asking for $13,000.00 to upgrade uniforms and gear. 3 6/25/87 Mr. Kelly said he and the City Council had taken a tour of the Fire Department and that he was impressed with the fact that the Fire Personnel pitches in to upgrade their stations. He said the personnel were willing to do most of their own work when something needed to be done. Chief Briant said he was asking for $700.00 for First Aid, and he felt that was a minimal fee for that service. Chief Briant said he was asking for $1,350.00 for paint because the floors have to be painted twice per year and floor paint was expensive. Chief Briant said regarding the Education Account, he was asking for $3r000.00 due to the fact they have to maintain certifications. Regarding Fire Apparatus, Chief Briant said he was requesting $42,000.00 for replacement of three pieces of equipment which were purchased in 1975, 1976 and 1977 and were in bad need of repair. Chief Briant said the Printing and Binding Account was to cover the expense of hand outs and educational programs. Chief Briant said the Outside Services Account covered the medical bills for the doctors for new personnel. He said they were increasing this to include a Stress Test and Drug Testing and that this would possibly save in the Workers' Compensation area, Chief Briant said he was asking for $500.00 to purchase two good maps of the Cityr one for each station. He said they had not spent anything on maps in the past five years and were in need of a good updated map. Chief Briant stated the supply hose needed to be replaced and they could not take a chance on the hose going out on a major fire. Regarding the Minor Tools Account, Chief Briant said he was asking for $2,750.00 to upgrade the tools which are carried on the trucks. Under the Building Account, Chief Briant said he was requesting $32,000.00 and that $25,000.00 was to rebuild the bathroom at Station 2. He said it was built in 1980 and only had one commode and one shower and there were titnes when five People wergoworking there and it was not adequate, He said the other $7,0 .00 was to replace all the glass in Station 1 with aluminum plates and only have one row of glass windows for viewing in the front. Chief Briant said the $11,000.00 for Landscaping was to resurface the blacktop at both Fire Stations. Chief Briant said he had asked for the last three years for $130,000.00 to replace the pumper at Station 2. He also stated it would take at least ten months to build one. Under Restoration, Chief Briant reported he was asking for $25,000.00 to refurbish Engine 324, which was a very good piece of equipment, but did need this work done on it in order to save money in the future. He also said the other $12000.00 was to budget for a vehicle. Regarding communications, Chief Briant said he was asking for replacement of six portable radios at $1,000.00 each and one battery charger at $500.00. 11 4 J 6/25/87 Chief Briant said he was requesting $4,500.00 for self contained breathing apparatus. Chief Briant also stated he was asking for $1,000.00 for two meters to detect gas leaks, one to be kept on each pumper. There being no further questions or explanations, Chief Briant was excused. 4. City C12&k De2AKtmpnt--Presented by Carol E. Barburo Carol E. Barbuto, City Clerk, said she was not asking for any additional staff, she had eight people now and would remain at that number. Mrs. Barbuto stated the big jump was under Professional Services and she explained this was for attending Board and Committee and City Council meetings and producing minutes of same. She stated this was now being contracted out rather than being done in the office. Mrs. Barbuto said regarding other Contractual Services, this covered the recodification of the Code, quarterly supplements and Bestway Archivial Services for vital records storage. Mrs, Barbuto reported the Data Processing Services and Central Stores Services were billed in by the Finance Department. Regarding the Fleet Maintenance and the Gasoline and Diesel Accounts, Mrs. Barbuto said Mr. Burroughs would be inserting figures in those accounts. Mr. Burroughs stated the expenses for the pool car would go in the 179 budget, which was reflected in the City Manager's Budget. Mrs. Barbuto reported a $100.00 difference in the Meetings and Seminars Account and stated the Travel/Other Account would remain the same. Mrs, Barbuto said under the Rentals and Leases Account there was an increase because she was requesting a new postage meter. She stated the one being used now was very small and it did serve the purpose when they were only using $1,000.00 in postage a month, but she reported they are now uq - j -.ng--approximately $2,000.00 per month. She said a bigger one was now needed to handle the volume, along with a bigger scale. Mrs. Barbuto said the Office Equipment Repairs Account remained the same and the Duplicating had been taken out and put into the G&A Account. Mrs. Barbuto said she was requesting $25,000.00 for Advertising. She said they were averaging about $2,000.00 per month and they did the advertising for almost all departments in the City, except Personnel. Regarding the Filing and Recording Account, Mrs. Barbuto said previously there was $50.00 in the account because it was set up as a reimbursable account. She said anything that came from a developer through the Council that needed to be recorded at the County, she would record it and back charge the developer. She said the developer's payment would then go back into the account to be reused. She explained the Finance Director was not happy with that situation and that it was changed. Mr. Burroughs, Finance Director, said expenses had to be recorded as expenses, and that it was not reimbursable. 5 V 6/25/87 Under Elections, Mrs. Barbuto said it now cost approximately $17,000.00 to conduct a City Election, one that Jane Carroll's office was not involved in at all. She said this would be for any special election that would be planned. Mrs. Barbuto said Jane Carroll would be conducting the election in March, and she was budgeting $6,000.00 to cover Tamarac's proportionate share. Under Photographic, Mrs. Barbuto reported a $750.00 increase. She said this was for a maintenance agreement on the equipment which was going to increase 5% and for small increases in supplies for the microfilming. Regarding Books, Publications and Subscriptions, Mrs. Barbuto reported a $250.00 increase due to the Florida Statutes coming out this year. She said this also included all the newspaper subscriptions so the legal ads could be checked for accuracy. Under Dues and Memberships, Mrs. Barbuto reported a slight decrease because some of the memberships were being allowed to lapse. Mrs. Barbuto said she was requesting $200.00 under Office Equipment and this would be for a new calculator and a second hand held recorder. Mr. Kelly said overall the City Clerk's budget was down about $40r000.00. There being no further questions or explanationsr Mrs. Barbuto was excused. 5. City ManNer's Department --Presented by John P. Kelly Mr. John P. Kelly, City Managerr said there was an increase in the salary levels because it provided for three new positions when they move into the new City Hall. He said these would be part time positions and were being proposed as of April, but he did not feel they would be on board at that time. He said he felt the earliest they would be in the new facility would be July, so the salaries would only be for a couple of months. Mr. Kelly reported the Gasoline and Diesel Account would be taken out of the City Manager's budget, so there should be a zero on that line item. Mr. Kelly also reported that Professional Services may be needed in looking at the issue of annexation. 6. Boards and CgMMjttee& Mr. Louis Silverman was present on behalf of the Public Information Board. Mr. Silverman said since he had been appointed Chairman of the Public Information Board he had held no meetings. He also indicated he had never handled the budget phase of the Public Information Board. Mr. Kelly said at a meeting a short time back the Board had proposed a budget of $9,000.00. Mr. Silverman replied the Board would have to reconsider that figure because when they had decided on that amount they were only considering the publication of the Tam -A -Gram. He said they would be involved in more activities in the coming year and would need additional money, but he did not know how much. 6 6/25/87 I I Mr. Kelly advised Mr. Silverman to meet with his Board within the next few weeks and discuss the matter so a figure could be proposed which all members would agree with. Mr. Silverman stated a meeting was scheduled for the following week and the matter would be discussed and a figure submitted as soon as possible. There being no further questions or explanations, Mr. Silverman was excused. There being no further department budgets to be discussed on the agenda, Mr. Kelly closed the meeting at 2:50 P.M. CAROL E. BARBUTO CITY CLERK This public document was promulgated at a cost of Sinfi-2n or $2.95 per copy to inform the general public and public officers and employees about recent opinions and considerations by the City Manager's Budget Workshop Meeting of the City of Tamarac. 7 6/25/87