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HomeMy WebLinkAbout1981-07-07 - City Commission Budget Workshop Meeting Minutes5811 N0F"iTHWLS-.i. 881-H AVENL)E TAMARAC, FLORIDA 3:3321 TELEPHONE (:305) 722-5900 June 24, 1981 N 0 T T C F. BUDGET WORKSHOPS CITY COUNCIL OF TAMARAC, FLORIDA Please be advised the Mayor and City Manager have set the following dates for Budget Workshops to be held in the Council Chambers at City Hall, 5811 N.W. 88th Avenue, Tamarac, Florida. The purpose of the Workshops is to discuss the 1981-1982 Budget for the City of Tamarac. Tuesday, July 7, 1981 Thursday, July 9, 1981 Friday, July 10, 1981 Wednesday, July 1.5, 1981 ,,--Friday, July 24, 1981 C't4ncair--� Tuesday, July 28, 1981 - Thursday, July 30, 1981 130 to 4:00 PM 10:00 AM to 12:30 PM 10:00 AM to 12:30 PM 1:30 to 4:00 PM 10:00 AM to 12:30 PM 10:00 AM to 12:30 PM 10:00 AM to 12:30 PM The City Council may consider such other items as may come before it. The Public is invited to attend. Pursuant to Chapter 80-105 of Florida Law, $enafe bill No: j6& 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 the proceedings and for such purpose, he may need to ensure that a verbatim record includes the testimpny sod evidence upon which the appeal is to be bates, /lc Ma-eilyn Beftholf, City C er 6/24/81 CITY OF TAMARAC, FLORIDA CITY COUNCIL BUDGET WORKSHOP July 7, 1981 CALL TO ORDER: The Meeting was called to order at 1:30 P.M., Tuesday July 7, 1981, in the Council Chambers at City Hall. ROLL CALL: PRESENT: Mayor Walter W. Falck Vice Mayor Irving M. Disraelly Councilman Philip B. Kravitz ABSENT: Councilman Irving Zemel Councilwoman Helen Massaro ALSO PRESENT: City Manager Laura Stuurmans Finance Director Steve Wood TAPE Mayor Falck stated the meeting was a Workshop Session to discuss the #1 1981-82 proposed budget. He indicated he would like to commend City Manager Laura Stuurmans and the Staff for a very good job of putting together a budget which appeared to have some realistic approaches that could be followed by Council in their reviews and deliberations. The Mayor said in looking over the materials that reached his office,he feels they are on the right track. Mayor Falck told the Council that he would like to spend a good deal of the time at the outset in discussing what they want to accomplish and how to do it. A number of dates have been set for budget deliberations, and he said he would like to have the departments built into the schedule since Council has an interest in the various departments. City Manager Stuurmans indicated she had tentatively made some projections and if it is agreeable with Council she would propose that the Legislative, City Attorney, Community Development, City Manager, City Clerk, Finance Department, Personnel and Insurance and all of the Boardsand Committees be discussed at.the present meeting. On Thursday, July 9th, the City Manager suggested they review all divisions of Public Works and the Recreation Department. On Friday July 10th, the Fire Department would be reviewed and Wednesday July 15, the Police Depart- ment and City Engineer would be discussed. At the Meeting of July 24, the City Manager indicated she believed the balance of Budget Items, including Contingency, Sanitation Services, Debt Service, Capital Reserve, Indepen- dent Audit, General and Administrative, and the overview of the Revenues could be reviewed. There was no objection to the schedule. Mr. Ray Munitz asked for clarification regarding the ground rules insofar as any input from the Legislative Aides or the Public. Mayor Falck said basically the same general format as followed in most sessions, would be followed. The presentation would be made and Council would par- ticipate as they see fit. At the conclusion of the presentation and the observations made by Council, the Aides and anyone else are invited to participate or provide any input they feel might be of help to the Council. The City Manager reviewed the Summary of Expenditures of the various departments with the Council. LEGISLATIVE DEPARTMENT: In the Council area the general items are projected at a'continuation amount, except in the area of travel and office equipment and supplies. Due to normal inflation factors more cost is anticipated. Also, the budget takes into account the increase in salary approved by the electorate for the Council officials. The budget as reflected in the summary sheet for 1980-81 was $74,000. The amount recommended by the City Manager is $94,588. for the 1981-82 fiscal year, maintaining the current level of personnel staffing in the Council area. The amount budgeted for Dues and Memberships has increased from $4,000. to $5,000., recognizing the Census figure for 1980 may increase the dues and membership request of the City that the Legislative area of the Government pays for. Florida League of Cities and the Broward League of Cities base the dues upon the population level. -1- 7/7/81 /lc SOCIAL SERVICES: Ray Munitz commented that at a meeting that morning he recommended that part of a $100,000 grant be used to re-establish a Social Service Dept. such as the City had a few years ago with a professional team, rather than volunteers. Mr. Munitz recommended that the Council give serious consideration to using grant money for the Social Service Department. The City Manager commented that the suggestion made by Mr. Munitz will be followed up and a report made on the subject. The amount for gasoline has been increased in the Social Services budget because of inflation. Also, travel reimbursement for the volunteers has been increased, and auto parts cost has been projected upward for next year, because of the age of t0he Van. With reference to Mr. Munitz' suggestion concerning a paid staff for the Social Services Department, City Manager Stuurmans commented that a paid director with a volunteer clerical staff, in addition to space requirement, would cost in the area of $60,000. to $80,000. That would include contractual services and use of equipment. The overall budget for Social Services was $5500. and is projected up to $6400. for the next fiscal year. Mayor Falck observed that the City can get a second Van for $2300. He said the Veterans Organizations are promoting this, to some extent, as they need transportation for their people. The Mayor indicated he had hoped to have a recommendation to make to Council on this subject. COMMUNITY DEVELOPMENT: City Manager Stuurmans commented that the Community Development Department after revisions was budgeted for 1980-81 at a level of $66,820. and next year are projected at $66,447. The downward amount is a reflection of the amount that would be paid to the new City Planner being different from the previously allocated amount for a Planner who had built up some tenure and seniority. It was pointed out if the Planner was on a consultant basis the amount would be switched from Salaries into Outside Services, which would reduce the benefits. CITY MANAGER BUDGET: After revisions, the City Manager Budget was at a level of $124,100. for the 1980-81 fiscal year. The 1981-82 Budget is projected at $84,079., primarily the result of the reduction of an Assistant City Manager and a Secretary which was shared by the Personnel Department and City Manager's office. Ms. Stuurmans indicated there has been some change within line items; the Outside Services reflects not only the continuation of services now provided by Mitch Ceaser, but a renewal of the Florida Innovative Membership Group that was approved by Council earlier in the year. Auto Allowance has been removed from the Budget and the Supply Items have been increased. There is a request for legal -sized filing cabinets under Capital. Expenditures and also for some furniture. Funds were taken from areas where there are less expenditures and put into areas of increased funding, such as Meetings & Seminars. Auto and Travel Other are a combined figure, which is a reduced figure. Also, it was pointed out by the City Manager that during the present fiscal year the Travel Other accouht has.been used by Mitch Ceaser for those expenses, and may have been utilized by Mr. Gross earlier in the fiscal year for expenses that may have been connected with the City. HalkM.twk am Finance Director Steve Wood indicated the 1980-81 Budget after revisions was $201,260. The Department requested and City Manager recommended, $235,484. for the 1.9.81-82 fiscal year. The primary increase is in the area of salaries. Office equipment repair and maintenance is increased to allow for a computer maintenance contract. Office equipment under Capital outlay is to replace office equipment items that are wearing out. Mr. Wood said he has provided for the funding for the computer in the 1981-82 budget under Debt Service Requirements, if an agreement is entered into. -2- 7/7/81 /lc If those funds are not used in the present fiscal year they will lapse, and the Finance Director noted that is why they have bought the asso- ciated peripherals out of the money that was budgeted this year. The Finance Director indicated that the Computer Programmer position was budgeted, but not filled since the City did not purchase a computer. There is no increased personnel reflected in the 1981-82`Budget. CITY CLERK: The Budget, after revisions, for 1980-81 was a total of $213,070., the Department request, and City Manager recommendation is $195,430. for the 1981-82 fiscal year, which is down $17,006. from the current fiscal year. The changes reflect increases in the area of supplies and those areas that have been decreased are the areas of advertising and gasoline consumption. The travel allowance has remained the same as the previous year, although the full amount had not been used, because there are Seminars which the 'City Clerk hopes to be able to attend during the 1981-82 fiscal year. The travel account will be used for travel to the Meetings and Seminars. The City Clerk indicated that she hopes to become more active in the Association of City Clerks and to be able to attend more of the Association Meetings. The 1981-82 amount budgeted for Elections is less that the 1980-81 fiscal year. There was discussion concerning some method of allocating the cost of the micro- IkPE filming back to the departments. Vice Mayor Disraelly suggested that /�2 should be considered. Office Supplies reflected a decrease, the City Clerk explained certain supplies had been eliminated that were not being used, and a method of charging back paper usage to each department to come out of their office supply account. The office equipment maintenance account was increased to $5000. for the 1981-82 fiscal year. The City Clerk explained that the account reflects the amount of the maintenance contracts for the copying equipment, the transcribers and typewriters, the microfilming equipment, and the sound and recording systems in the Council Chambers. BEAUTIFICATION: The 1981-82 Budget after revisions was $350.00, the City Manager recommended $350.00 which is a continuation of the prior year's budget. Councilman Kravitz stated the Beautification Committee is proposing a budget of $1500. They are proposing to do work in several areas around the 88th Street area, to make the City more beautiful. The City Manager indicated there are beautification related projects being contemplated, however the request might be more appropriately considered within the Public Works Department area under Streets, Grounds, Streams, etc. Ms. Stuurmans said she has earmarked that and will look al: the amount already provided for in the Public Works budget. The Vice Mayor stated that the Vice Chairman of Beautification had brought the matter up as an item of discussion, and he indicated it might be otherwise handled. The Vice Mayor said he feels that Public Works does the work that the Beautification Committee is interested in and they can recommend, but he does not feel the money should be allocated to the Beautification Committee. Mayor Falck said the matter will be resolved at a.later time. PLANNING COMMISSION: The Planning Commission has been budgeted at $1200. which reflects no change. The City Manager explained the amount budgeted for travel includes inspections made by the Commissioners as well as travel to and from Meetings. The Professional Services account is to cover the possible necessity of a Public Stenographer at a Meeting of the Commission. CHARTER BOARD: The Charter Board is allocated an amount of $3950. for the 1980--81 fiscal year, and has been reduced to $2370. for the 1981-82 fiscal year. The reduction is in the area of personal services, which was projected higher the previous year because of a higher Level of evening meetings. than will be experienced in the next fiscal year. BOARD OF ADJUSTMENT: The Board of adjustment reflects no The amount budgeted is $400.00 , which 1980-81 budget. change for the 1981-82 fiscal year, is the same as reflected in the UNSAFE STRUCTURES BOARD: Since there is no Unsafe Structures Board at the present time, it is '1- 7 /7 /Q1 /1 - felt that there is no need to continue that budget for the 1981-82 fiscal year. PUBLIC INFORMATION COMMITTEE: The Public Information Committee for 1980-81 has been budgeted at $5650. and is continuing at that amount for the 1981-82 fiscal year. Councilman Kravitz, at the request of the Public Information Committee Chairman, stated they have requested an increase in the Budget to $7500. due to additional things they want to do, such as reprinting the six booklets on City information; and also the film on the City which is presented to the various Sections in the City. The City Manager indicated that she had told Mr. Bass it would be considered. Mr. Ray Munitz discussed the mailing of the Agendas to the Presidents of the Sections and to the members of the various Committees. He requested that the program be re -instituted so the people will know what is going on at the City Council Meetings. He stated the Presidents Council wishes to have that item put back into the Budget. Mayor Falck indicated the matter of the Agendas will be given consideration. Councilman Kravitz said the matter should be taken up under the City Clerk's Budget, rather than with Public Information. He noted now that the Neighbors newspaper has taken over, they want to be paid a double fee to print the Newsletter, so the question of postage is a big item. Councilman Disraelly said he would like to see a breakdown on the $7500. figure which was suggested. He said the matter of Agendas will have to be readdressed. Councilman Kravitz said a breakdown of the $7500. figure will be presented showing how Mr. Bass arrived at that figure. CITY ATTORNEY: City Attorney Arthur Birken commented some numbers were projected under Salaries, and he thought there should not be a regular budgeted item since the matter would come under discussion if an increase were considered for the City Attorney. Mr. Birken stated he had tried to hold the line on everything, in an effort to conserve money. He said the only significant increase is cost of equipment and maintenance and repairs which applies to the Word Processor. Councilman Kravitz suggested the outside services amount should be reduced to a much smaller figure. He said he would rather see an amount for additional help in the office put into the budget. The City Manager said an amount was already in the budget for an additional person at 1/2 time. It was generally agreed by the Council to reduce the Outside Services Account to $50,000. Mr. Ray Munitz suggested a breakdown as to where the City Attorney's responsibility ceasesand the outside services of other Attorneys become necessary. The City Attorney indicated he did not know there was any question in that regard. He said he has always had Council authority to engage special council for any item. He noted that Mr. Ruf has a continuing relationship with the City at a set hourly rate, and there are labor consultants who are engaged on a continuing basis as needed, at a set rate. Other than that, he has come before Council to ask for specific authorization to engage special Council. City Manager Stuurmans questioned whether they should look into increasing the amount budgeted for Codification. Mr. Birken explainedin 1980/s1 the City adopted 130 Ordinances, and it was his hope that would not happen. CONSUMER AFFAIRS: The City Manager stated that Consumer Affairs is projected at the same spending level as the previous fiscal year, at the amount of $650.00. TAPE There have been no special requests for the Consumer Affairs Division. #3 WELCOMING COMMITTEE: The City Manager explained the initial Budget for the Welcoming Committee is $300.00. -4 - 7/7/81 / 1 r, PERSONNEL AND INSURANCE: Steve Wood, Finance Director, said the figure on the Insurance Only section is down from the prior year, from $330,200. to $103,250. The reason is that Workman's Compensation, which amounted to $165,200. has been allocated to the departments which are affected rather than being charged specifically to one division. Also, the Self-insurance Plan has reached its maximum so no money is allocated in that fund in the 1981-82 Budget. The previous year an amount of $5,000. was budgeted. The amount of insurance is also less for the 1981-82 Budget, an amount of $103,000 has been budgeted. The previous year $153,000 was allocated for Insurance. PERSONNEL: The City Manager discussed the area of Personnel. She explained the amount for the 1980-81 fiscal year was $62,810. and the City Manager is recommending an increase to $76,810. for the 1981-82 fiscal year. The increase of $14,000. is attributed, primarily, to outside services and the transfer from Insurance to Personnel for actuarial evaluations and employee certificates in the Pension Plan, actuarial calculations and the consultation fees. Also provided for is professional services for pre -employment physicals for general employees. The City is negotiating with The County Health Department to provide this service at an annual fee of $1800. based upon sixty examinations a year. The amount for Meetings and Seminars has been increased, the cost of attending the functions is up. Printing and binding is down since a good inventory has been established. Advertising costs are down. The advertising for Police, Fire and General employees should be more appropriately budgeted under the General Administrative area. Mr. Ray Munitz recommended that there be an additional column on the summary sheet showing the amount expended to date. There was no further discussion and the Meeting was adjourned at 3:45 P.M. City C-1 er This public document was promulgated at a cost of $ .p or $ �-Vc per copy to inform the general public and public officers and employees about recent opinions and considerations by the City Council of the City of Tamarac. --5- 7/7/81