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HomeMy WebLinkAbout1987-06-26 - City Commission Budget Workshop Meeting Minutesr] MAIL REPLY TO P.0, BOX 25010 TAMARAC. FLORIDA 33320 5811 NORTHWEST 88TH AVENUE TAMARAC, FLORIDA 33321 TELEPHONE (305) 722-5900 NOTICE OF CITY MANAGER BUDGET WORKSHOP MEETING There will be a City Manager Budget Workshop meeting on Friday, June 26, 1987, at 9:00 A.M. in the Council Chambers of City Hall, 5811 N.W. 88 Avenue, to discuss the proposed budgets of the following departments for Fiscal Year 1987/88: 1. Public Works Department/Recreation Department 2. Building Department 3. Personnel Department 4. Finance Department 5. Department of Community Development 6. Engineering Department 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 FRIDAYr JUNE 26, 1987 City Manager John P. Kelly opened the Budget Workshop Meeting at 9:00 A.M. on Friday, June 26, 1987 in the West Conference Room at City Hall. PEESENT: John P. Kelly, City Manager Ken Burroughs, Finance Director John montalvo, Finance Department Yvonne E. Snyder, Secretary Mr. Kelly announced the meeting would be adjourned at 11:00 A.M. due to the fact he had another meeting to attend, but would be reconvened at 2:00 P.M. 1. Public Wo-r-k-a-Department - Presented by Mike Couzzo Mr. Kelly said there was a substantial increase throughout the Public Works Department, and he asked Mr. Couzzo what new personnel he was requesting for Public Works Administration. Mike Couzzo, Public Works Director, said he was requesting one part time individual and one full time individual, with one being a clerical position and one being an operations position. Mr. Couzzo said the gasoline and diesel was going up $2,000.00 over last year's budget. He said the gas report which indicated this calculation they were using was based on approximately 1,300 gallons per month. He said they calculated it, with the additional machinery, to go up to 1,400 gallons per month. Walter Rekuc, resident of Tamarac, asked Mr. Couzzo how many persons in his department take vehicles home and Mr. Couzzo replied only one person does. Mr. Couzzo said regarding special supplies, this included computer software, specialized drafting supplies, office calculators, phone equipment, typewriter equipment, postage and petty cash. Mr. Kelly asked Mr. Couzzo why the data processing services had a significant drop and he replied that was due to the additional use of their own equipment. Mr. Kelly asked why the purchasing account had gone up so much and John Montalvo replied that was because of the increase in time the Purchasing Department was spending on the amount of requisitions coming through. Mr. Couzzo said the Fleet Maintenance Account had gone up approximately $1,600.00 due to the increased manpower the Fleet Maintenance was proposing at that time and also the number of vehicles Public Works had. Mr. Couzzo said the fleet totals included approximately 175 vehicles and approximately 150 miscellaneous pieces of equipment. Mr. Kelly asked where the $10,000.00 made from the auction went and Mr. Montalvo replied most of it went into the general fund, but anything that was utilities was applied to that fund. 1 6/26/87 Mr. Couzzo said the Auto Repairs Account dropped $500.00 because there were only two vehicles which get charged out of this account. Mr. Kelly asked Mr. Couzzo what the reaction was from the various departments regarding the janitorial services and Mr. Couzzo said the reaction had been excellent. Mr. Kelly said the Printing and Binding Account stayed the same, with them estimating to be using $337.00. He said through April there had been no expenditures and he felt that was strange. Mr. Montalvo said that was the way the computer picks it up and it was not a totally accurate estimate. Mr. Kelly said the Office Supplies Account had dropped from $3,400.00 to $2,700.00 and he asked Mr. Couzzo if he would be able to maintain on that amount if there is additional personnel and Mr. Couzzo said he could. Mr. Kelly said in the Public Works Buildings and Beautification Account there was a salary breakdown increase of about $153,000.00 additional and he asked what the personnel breakdown was, Mr. Couzzo replied this would be to hire a landscape crew leader, a senior maintenance person and four (4) maintenance I positions. He said this would be to develop a landscape crew for the expanded areas that were assumed this year. Mr. Couzzo said regarding Special Supplies, $1,500.00 of that account would have to be relocated to a capital machinery account, so that would drop the amount of that account to $3,000.00. Mr. Couzzo said the Professional Services Account would go from $1,500.00 to $1,550.00 and this covered consulting professional services as in architect, structural engineers, and mechanical engineers. I Mr. Couzzo said Other Contractual Services was for plumbing, air conditioning, pest and electrical services which could not be handled in house. Mr. Kelly asked Mr. Couzzo what buildings the Building Repair Account covered and he replied this covered all municipal buildings. Mr. Couzzo said the Material Account had increased due to the increased desire for beautification projects throughout the City, and this included all planting materials. Mr. Kelly said the big jump was the Beautification and special Projects, which had jumped from 0 to $310,000.00. Mr. Couzzo said this was partly due to Council's acceptance of beautifying Nob Hill Road. He said another part of this increase was to develop Commercial Boulevard and to reactivate the irrigation system there. He said they would also have to install an irrigation system on Nob Hill Road. Ms. Vickie Beech, resident of Tamarac, asked Mr. Couzzo why the City would spend money to beautify Nob Hill Road since there was nothing out there. Mr. Couzzo replied the City had entered into an agreement with the County that if the County develops the road, the City would install irrigation and landscaping and maintain them. Mr. Kelly said he would like to have a breakdown of these costs because he felt some of them could be pro rated due to the time frame. 2 6/26/87 Mr. Walter Rekuc, resident of the City, expressed concern as to whether or not the City could afford this increase for beautification. Mr. Kelly said a closer look would have to be taken at some of the increased areas before he made a recommendation to City Council. Mr. Kelly said the Capital Machinery Equipment went from $8,700.00 to $46,000.00 and he asked Mr. Couzzo to address that issue. Mr. Couzzo said this would include one crew cab to provide space to carry five or six men in one truck, as opposed to using two trucks. He also said one of the heavily used grass cutters had to be replaced, which would stabilize the repair costs. Mr. Kelly said in the Streets Divisione the salary costs went from $285,000.00 to $347,000.00 and he asked Mr. Couzzo if this included new personnel. Mr. Couzzo replied he was requesting two (2) maintenance I positions. Mr. Walter Rekuc, resident of the City, expressed concerns regarding the City maintaining private canals within the City. He said it was not the City's property and he did not feel the City should maintain them. Mr. Kelly said $410,000.00 was in Mr. Couzzols budget for electricity for the street lights. Mr. Burroughs said this amount had been moved into the Street Accounte but had previously been in the G & A Account. Mr. Kelly asked why the Propane Gas Account had gone from $12,000.00 to $20,000.00 and Mr. Couzzo said they were rebuilding the eight pumps and installing two new engines and they were trying to get away from the utilization of the electric motors as have been used in the past. He said using the propane gas would be more efficient. Mr. Kelly asked Mr. Burroughs if any other department within the City had an account for asphalt and paving and Mr. Burroughs replied no. Mr. Couzzo reviewed the list of vehicles which needed to be replaced. TUE 2 Mr. Kelly advised Mr. Couzzo he would like to have all the monies identified that relate to drainage. He also said he would have to meet with Mr. Couzzo within the next few weeks to go over these items. He said he noticed a couple of areas that needed to be addressed. Mr. Kelly announced that overall he had received many good comments from the public regarding the performance of the Public Works Department. 2. arks and.,Begreation Department - Presented by Mike Couzzo Mr, Kelly said in the salary area there was an increase from $270,000.00 to $444,000.00. He asked Mr. Couzzo what the increased number of personnel would be and Mr. Couzzo said in the Recreation Division they were requesting one athletic leader and one clerical position. He also said he was requesting two positions in Parks Maintenance, with one of the positions being split into two part time people'to facilitate the opening of the facility at night. He said the other position would be for a Maintenance I position. Mr. Kelly asked Mr. Couzzo about the Professional Services Account covered under Parks and Recreation. 3 6/26/87 Mr. Couzzo replied that covered professional consulting architects and engineers. Mr. Kelly said the Seminars Account had almost doubled and he asked Mr. Couzzo who would be attending those seminars. Mr. Couzzo replied as the Parks Division was expanding, he was trying to get the personnel trained to maintain the irrigation systems which are highly technical. Mr. Burroughs said there appeared to be two separate functions, one being Parks Maintenance and one being the Recreation Division. He said he felt it would be more identifiable to separate the costs and set up a Recreation Activities Budget and a Parks Maintenance Budget. Both Mr. Kelly and Mr. Couzzo agreed that would be the proper way to handle this. Mr. Walter Rekuc, resident of the City, expressed concerns over the budget for Parks and Recreation. He said he did not feel the City could afford this. He also said he did not feel the Parks and Recreation should be under the Public Works Division and he gave his views on the matter. Mr. Kelly asked what the Rentals and Leases Account covered and Mr. Couzzo said this was for the contract services for the bus. He also said these costs would be offset by the cost of the trips. Mr. Couzzo said this also covered the rental of the copy machine, the portolets, the race clocks, trenchers and other miscellaneous items. Mr. Kelly asked Mr. Couzzo to explain the increase in Recreational Activities from $51,000.00 to $126,000.00. Mr. Couzzo said these costs would be offset, and included the dances, the adult trips, the children's trips, Summer Recreation, Fourth of July Celebration, the art show, the bikeathon and several other activities. Mr. Kelly said he had received requests for more dances for the adults and the children. Mr. Kelly asked Mr. Couzzo how the Office Supplies Account could be substantially reduced if he was planning to add additional people. Mr. Couzzo replied the items that were purchased last year would not need to be purchased again. Mr. Kelly asked about the Capital Machinery Equipment Account and Mr. Couzzo said that he was requesting $96,924.00. He said this would cover the field renovation at Tamarac Park, the resurfacing of the tennis courts, improvements to the entranceway and some building improvements. He also said this was to purchase one five gang reel mower, which would significantly reduce the amount of man hours currently spent to cut the athletic fields. He said they were requesting to replace one eleven year old truck and several miscellaneous items. Mr. Kelly thanked Mr. Couzzo for his presentation on the Public Works Department Budget and also for the presentation on the Parks and Recreation Department budget. 3. Bu 1dins Deoartment - Presented by Robert Jahn, Chief Building Official. Mr. Jahn opened by saying that as of the previous day he had projected to the former Finance Officer that there would be revenues of $935,232.00 for this budget year, which was what this budget was based on. He said as of the close of the previous day, they had exceeded that amount of money by $196,113.00. He said by his estimation at the end of this fiscal year, his department would have generated for the City approximately half a million dollars. I 4 Iz 6/26/87 Mr. Jahn said he had not made a projection for the coming fiscal year. He also presented backup for safety equipment which had not been included in the proposed budget. He said he was requesting $1,370.00. Mr. Jahn advised Mr. Kelly that he was very conservative in his requests and that he always included backup to outline each request he made. He informed Mr. Kelly there was no area which could be cut, and there was a possibility he would have to come back and ask for more if the growth trend continues. Mr. Jahn said he had requested additional employees, which he felt would be needed. He said as long as he could maintain with his current employees, he would do so, but he wanted to make the request so the money would be available if he needed it. Mr. Kelly asked Mr. Jahn What his communication expenses covered and Mr. Jahn replied this covered car radios and the base station and this would be to cover four additional cars which have no radios at this time. Mr. Kelly said the books and publication account had increased and he asked Mr. Jahn to explain. Mr. Jahn said this account was up because he did not buy any publications the previous year. He said they must keep current on many of the books and publications in order to perform their jobs. Mr. Jahn said he was requesting six vehicle replacements and seven additional vehicles. Mr. Walter Rekuc, resident of Tamarac, questioned the amount for Fleet Maintenance and Mr. Jahn replied that was the Building Department's percentage to keep the garage running so the vehicles could be repaired as needed. TAP E 1 Mr. Kelly thanked Mr. Jahn for his presentation of the Building Department Budget. 4. Personngl DeRartment - Presented by Larry Perrettif Personnel Director, and Judy Deutsch, Risk Manager. Mr. Kelly asked Mr. Perretti if he was requesting any additional personnel for the coming year and Mr. Perretti said the only addition he was requesting was for a person to start when the move is made to the new City Hall. He said this would be a full time receptionist position. Mr. Walter Rekuc, resident of Tamarac, said the City should make use of the one receptionist they currently had and not try to put a receptionist in every office. He said the City would run out of money if they try to do that. Mr. Perretti said the Labor Relations had increased for this budget because there was a split budget last year. He said some money was put into the City Attorney's budget and some in the Personnel Department, but that Mr. Applegate felt all of it should be included in the Personnel Department's budget for the coming year, He said the same idea applied to Professional Services Account. Mr. Kelly asked Mr. Perretti or Ms. Deutsch to explain the area of insurance pertaining to the $50,000.00 figure. Ms. Deutsch said if the City does decide to go self insured in any area she would need some backup professional services. She said in the event the City ends up fully insured, the $50,000.00 would not be needed. 5 \J 6/26/87 Mr. Walter Rekuc, resident of Tamarac, expressed his views on the City being self insured and said he did not feel it would be wise for the City to do this. A lengthy discussion followed regarding whether it would be in the best interest of the city to go self insured. Mr. Burroughs advised that regarding the Advertising Account, it had previously been in the G&A Budget but since most of the advertising expenses in that budget were related to Personnel he moved it to Personnel's budget. Mr. Kelly asked Mr. Perretti about the employee incentives and employee awards. Mr. Perretti said he thought this was synonymous and that one of the figures was not necessary. Mr. Burroughs said this had previously been in the G&A Account, but he moved it to the Personnel Budget. He said he would combine the two accounts and adjust the costs accordingly. Mr. Kelly asked Mr. Perretti what he was requesting in the office Equipment Account and he replied he was requesting two computers and a copier. He said if they could not get these items at the start of the new yearr they would definitely need them when they moved into the new City Hall. Mr. Walter Rekuc, resident of Tamarac, brought up the fact the Personnel Department should be doing background checks on prospective employees. Mr. Kelly thanked Mr. Perretti and Ms. Deutsch for their presentation and he then recessed the meeting until 2:00 P.M. Mr, Kelly reconvened the Budget Workshop Meeting at 2:10 P.M. on Friday, June 26, 1987 in the West Conference Room in City Hall, THQSE PRESENT; John P. Kelly, City Manager Ken Burroughs, Finance Director John Montalvo, Finance Department Yvonne E. Snyder, Secretary 5. ELinance DepartMent - Presented by Ken Burroughs and John Montalvo. Mr. Kelly asked Mr. Burroughs to explain the increase in salaries for the Finance Department. He said last year's budget was $262,000.00 and this year the figure was $315,060.00, with $11,500.00 being for the Benefits option Plan which was not previously identified. Mr. Burroughs said he was requesting an additional accountant to assist in the State Reports and the Pension Board Reports. He said he was also requesting a Clerk Typist to assist in the clerical work, which he said was badly needed. He further said at the present time there was no room to put that person, so he was requesting it for when the move is made to the new City Hall. Mr. Burroughs further said the City was in dire need of an Internal Auditor and he said he felt it would pay for itself in the second year, but he said he did not request one in this budget but he hoped to be able to request one next year. Mr. Kelly asked Mr. Burroughs when he wanted to have the new accountant on board and he replied October lst. Mr. Walter Rekuc, resident of the City, said he felt the City should have a budget financial analyst. J I 6 6/26/87 Mr. Kelly said serious consideration would be given to an Internal Auditor in the future. Under Professional Services, Mr. Burroughs said this was primarily for PC Programs. He said he was looking at a Past G Program which cost $2,500.00 and would be capable of doing all the work sheets and financial sheets. He also said he was requesting to purchase a Budget Forecaster at a cost of $1,000.00 and a Lotus Program. TAPE 4 Mr. Burroughs also said previously the G&A Account carried auditing, bank services and armored car services. He said he felt these accounts should be in the Finance Department so they were now included in his budget. Mr. Burroughs said the Rentals and Leases Account was primarily for the copy machine they now have and will be taken to the new City Hall. He also said due to the layout of the new City Hall there would be a need for additional copy machines so he was budgeting for three machines. Mr. Burroughs said under the Office Equipment Account, he was requesting a check protecter which is the check signer. He said the one they now have is five years old and has had to have many repairs. He said if it broke down, all the checks would have to be signed by hand. Mr. Burroughs also said he was requesting a slave printer so documents could be at hand when they are needed. He said when the move is made to the new City Hall, the Data Processing will no longer be in his office, and it would take longer to retrieve a document unless he has a slave printer. Mr. Burroughs said new typewriters were also badly needed and he was requesting to replace two typewriters and add two, for a total of four new typewriters. Mr. Walter Rekuc, resident of Tamarac, said from what he has heard the new City Hall was going to be less efficient than the existing one. Mr. Kelly said the difference in the Finance Department budget from last year was a difference of approximately $231,000.00, with $83,000.00 of that being in the salary area. Mr. Kelly thanked Mr. Burroughs and Mr. Montalvo for their presentation. 6. Department of Community Dev!gjgp=.0:L - Presented by Thelma Brown. Mr. Kelly asked Ms. Brown to explain the $217,630.00 which was proposed for salaries. Ms. Brown said she was requesting an Assistant City Planner and an Associate City Planner. She said she also requested a part-time Planning Technician and a full time Planning Technician and one Zoning Technician and one Zoning Inspector. Ms. Brown said she would need an Occupational License Supervisor, a Growth Management Technician, a full time Administrative.Secretary and a part time Clerk Typist. Ms. Brown said four of these positions were new ones, the Assistant City Planner, the Associate City Planner, the Planning Technician and the part time Clerk Typist. Ms. Brown also said she was requesting to upgrade three positions, one being the Occupational License Inspector, one being the Zoning Aide to go to Zoning Inspector, and one being for the Administrative Secretary to go to a 17-B, which would put her one step under the Executive Secretary. 7 6/26/87 The population of the City was then discussed and Mr. Rekuc said he felt an accurate study needed to be made so the City could be eligible for more funding. He suggested an Ordinance be drawn up which would require all residents to register with the City. Ms. Brown said in calculating the recovery, as of seven months they had. collected $129,432.72 just for Site Plan Review and for Occupational Licenses, they had collected $234,713.25. Ms. Brown also said she was proposing some increases on the Limited Waivers from $150.00 to $350.00, the Rezonings from $150.00 to $700.00, the Special Exceptions from $150.00 to $300.00 and Variances from $150.00 to $600.00. She said this was calculated by a comparative study of what other cities are charging. She also said this would have to be approved by the City Council. She said this would bring in approximately $27,000.00 additional monies. Mr. Kelly asked Ms. Brown if she felt her projected revenue for the last five months of the year would be as steady as what was brought in during the first seven months and Ms. Brown said she felt it would increase during the months of October, November and December. Mr. Kelly asked Ms. Brown what was covered under her Professional Services Account. Ms. Brown said last year they had to hire an attorney to help with the Land Use Amendment Packages and also an outside Planner to help with Land Section 7. She said she assumed that this year there would be more situations needing an attorney. Mr. Kelly asked Mr. Burroughs if he was aware of the projected revenue for Ms. Brown's department and he said he was not, but that he would meet with her to go over the figures. TAEE--5- Mr. Kelly thanked Ms. Brown for her presentation. 7. Mctinggring Department - Presented by William Greenwood Mr. Kelly asked Mr. Greenwood to explain the $40,000.00 difference in the salary area from last year's budget. Mr. Greenwood said with the Engineering Budget the Engineering Department was a service orientated department and was self supporting through permits. He said all permit fees support the entire department. Mr. Greenwood said he had seven personnel and that was what he was remaining with for the new budget. He said his anticipated revenues for this year has been approximately $400,000.00 and that as of this date he had collected $290,000.00. He said he also anticipated to collect $400,000.00 next year. He said the increases reflected in the salary area were mostly for other departmental charges for services. He said he was requesting no additional personnel. Mr * I Greenwood said capital items which were included in this years budget were much needed capital improvements. Mr. Greenwood said the anticipated budget which he had would be approximately $15,000.00 greater because several items that were submitted were omitted by the computer. I Mr. Greenwood said one item out of the $15,000.00 figure was to replace a 1981 Datsun pickup truck. Mr. Greenwood said in the operational area he was requesting that the monies allocated in the 522 account be transferred to office Supplies, the 510 account. He said in the 516 account, $1,500.00 for offical maps was requested but was not entered on the printout. 8 6/26/87 A I Mr. Kelly said the projected revenue was $400,000-00 and the expenditures were approximately $357,000.00, with a balance of approximately $43,000.00 going into the general fund. Mr. Walter Rekuc, resident of the City, asked Mr. Greenwood if he was recommending any change in rates and he replied he was not. Mr. Rekuc said it appeared that many of the departments within the City required the need for outside engineering services and he said he felt it should be cleared through Mr. Greenwood to see they are getting the best people for the job. Mr. Greenwood said that would be the decision of the City manager. Mr. Kelly thanked Mr. Greenwood for his presentation. There being no further budget presentations, Mr. Kelly adjourned the meeting. CAROL E. BARBUTO CITY CL ERK This public document was promulgated at a cost of $153.9Q or $4.28 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. 9 6/26/87