HomeMy WebLinkAbout1984-07-20 - City Commission Budget Workshop Meeting MinutesMAIL REPLY TO:
P.O. BOX 25010
TAMARAC, FLORIDA 33320
5811 NORTHWEST 88TI-I AVENUE 4 TAMARAC, FLORIDA 33321
TELEPHONE (305) 722-5900
July 19, 1984
N O T I C E
BUDGET WORKSHOP MEETING
CITY COUNCIL
TAMARAC, FLORIDA
There has been a City Council Workshop meeting scheduled
for Friday, July 20, 1984 at 8:00 A.M. in the West Con-
ference Room at City Hall to review the General Fund Budget
for FY 1984/85. This Workshop meeting will recess at 10:00
A.M. and reconvene immediately following a closed executive
session of the City Council.
The following Budgets are anticipated to be discussed at
this Workshop meeting:
Police
Recreation Department
Charter Board
Committees and Boards
Finance
City Clerk
City Attorney
Further Budget Workshop meetings will be scheduled at a
later date.
The public is invited to attend.
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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.
"An Equal Opportunity Employer"
CITY OF TAMARAC, FLORIDA
CITY COUNCIL BUDGET WORKSHOP MEETING
July 20, 1984
Tape CALL TO ORDER: Mayor Kravitz called the meeting to order at 8:00 A.M.
1 on Friday, .July 20, 1984, in the West Conference Room at City Hall.
ROLL CALL:
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ALSO PRESENT:
Mayor Philip B. Kravitz
Vice Mayor Sydney M. Stein (at 8:50 A.M.)
.........
C/M Jack Stelzer at 11:00 A.M.I.
C/M Raymond J. Munitz
C/M John J. Dunne
Finance Director, Steve Wood
Deputy Finance Director, Linda Baker
Secretary, Carol Thrasher
Mayor Kravitz read the notice of the Budget Workshop Meeting which was
called to review the General Fund Budget for FY 1984/85.
At the Mayor's request, Finance Director Steve Wood read his memo dated
July 19, 1984, which listed modifications to the 1984-85 General Fund
Budget with amounts Recommended by the City Manager. Mr. Wood explained
that the present recommended amount for Ad Valorem Revenue is the maximum
ad valorem proceeds that the City can have, equalling 114% of the rolled back,
and is below the 115% cap. He added that the State has indicated that it
is anticipated that Tamarac will receive more State Revenue Sharing, and
that amount has been increased to reflect that increase. He stated that
the County does not intend to make payments on the County Road & Bridge
Tax and that amount reflects a zero revenue for next year. He concluded
that the balancing figure for the budget is reflected as Receipts Trans-
ferred into the Capital Reserve Fund, as listed in Present Recommendation.
Mr. Wood continued on Expenditures, explaining that the first two items
have been removed from the budget and placed in Capital Reserve; and the
Contingency Fund has been decreased as shown.
Mayor Kravitz asked what the millage will be, based on this budget. Mr.
Wood advised that it is 2.25 now and will go to 2.48, which is the maximum
millage allowed.
C/M Munitz asked for the time schedule on the budget and asked when it must
be submitted to the County. Mr. Wood advised that Council will act on a
Resolution at its meeting on .July 25th, to set the preliminary ad valorem
millage. He continued that the property notices to the taxpayers will include
that amount as a proposed millage for Tamarac and that millage will be set
at Council's first meeting, and cannot be increased after that time.
Council reviewed the Budget, as revised 7/19/84, for the following Depart-
ments, using the amount in the column Recommended by the City Manager as the
budget figure. Mayor Kravitz advised that his question each each Department
will be whether they can live with the recommended budget, whether it can
be reduced, or whether it is too low.
POLICE (Pages 42 - 44) - In reply to the Mayor's question, Police Chief
McIntosh replied that his requested amount has already been reduced and
cannot be reduced further. He reviewed the budget by line item with Council.
Mayor Kravitz questioned the Uniform expense and
that uniforms are included in the Fraternal Order
there has been an increase to that contract.
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the Police Chief replied
of Police contract and
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C/M Munitz questioned the Office Equipment expense and Mr. Wood advised
that that amount is for four typewriters and Kodak microfilm equipment.
C/M Munitz also questioned the Communications expense and Mr. Wood stated
that that is for a low -band radio base station.
C/M Dunne questioned the Vehicle expense as opposed to no expense for the
previous year. Mr. Wood advised that vehicles were purchased previously
under the Federal Revenue Sharing Fund.
Council recommended no changes to the Police Department budget.
RECREATION DEPARTMENT (Page 59 - 61) - Mayor Kravitz questioned the
increase in the Regular Salaries expense and the Recreation Director,
Sharon Ellis explained that she is requesting one additional Parks Mainte-
nance employee; one part-time Recreation Leader; and is upgrading the Park
Supervisor position. Mayor Kravitz confirmed, with Ms. Ellis that Parks &
Recreation will now be maintaining the parks rather than Public Works and
mentioned that with this change and the decrease in overtime for the Depart-
ment, the request for additional personnel would be balanced.
The Mayor also questioned the decrease in premiums for Workman's Compensation
and the Deputy Finance Director, Linda Baker, replied that last year's figure
was a miscalculation due to a misclassification of employees in the Parks &
Recreation Department. He questioned the decrease in the expense for Special
Supplies and Ms. Ellis advised that some of their supplies will be changed to
different accounts next year.
Mayor Kravitz questioned the expense for Instructors - Other Activities and
Ms. Ellis explained that outside instructors are required for some activities
and the expense would be offset by registration fees as revenue. The Mayor
questioned the expense for Electricity and confirmed with Ms. Ellis that
this is required because of the park lighting. Ms. Ellis added that each
of the four parks will also be under an irrigation system and the pumps will
require electricity. She stated her feeling that this amount was cut down
too far by the City Manager and in reply to the Mayor's question, she
advised that the $15,000.00 would be more accurate for this expense. She
continued that Tamarac Park averages between $500 and $700.00 per month
and when the lights are added, there will be a major increase.
Mayor Kravitz questioned the increase in the expense for Water & Sewer.
Ms. Ellis advised that this is also because of the irrigation system and
added that with the Recreation Building and the new Concession Stand, there
will be an increase in water usage. When asked by the Mayor which figure
would be more realistic, Ms. Ellis replied that they could live with the
$2,000.00.
In reply to the Mayor's question regarding the total budget, Ms. Ellis
advised that the recommended amount cannot be cut further. C/M Munitz
clarified with Mr. Wood that the last three items totalling $33,000.00
were not recommended by the City Manager and Mr. Wood added that this will
be provided in the Federal Revenue Sharing Budget. Mayor Kravitz stated
that considering the new additions to Parks and Recreation, the expenses
are reasonable and Ms. Ellis agreed that the increases are in support of
the increased facilities.
C/M Munitz asked for clarification for the expenditures from the Parks &
Recreation account as opposed to the facilities provided for the residents
within their own developments. He questioned if the residents needed or
Tape wanted these facilities in addition to their own clubhouses, and suggested
2 that this subject should be included in the referendum.
NOTE: Vice Mayor Stein entered the meeting at 8:50 A.M.
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Vice Mayor Stein stated that $1,000,000.00 was set aside for Parks &
Recreation use and to use it for anything else would be a violation of
the Charter. He continued that it is only necessary to go to referendum
if more than this amount is used. He advised that if he can do anything
to bring younger people into Tamarac, he will do it and added that these
facilities could help in that effort. He suggested that this subject be
addressed at a future Workshop for discussion with representatives of all
Districts.
Council recommended no changes to the Parks & Recreation Department budget.
CHARTER BOARD (Page 30) - Mayor Kravitz questioned the increase in the
expense for Regular ^Salaries and Mr. Ben Lieber advised that the secretarial
position will be upgraded.
Mayor Kravitz questioned the expense for Professional Services and reminded
Mr. Lieber that Council had previously authorized $5,000.00. The Vice Mayor
suggested that there was no agreement for the Charter Board to hire outside
counsel by the year; the authorization was for a specific reason. Mr. Lieber
stated that the Board is contemplating a thorough investigation that will
not be finished by October lst, and also request that an attorney be used
as the Board needs the services; therefore they will need the $10,000.00.
The Mayor questioned whether there is a legal right for that privilege
and stated that whether or not an attorney may be needed during the year
does not justify including the expense in the budget. The Vice Mayor
stated that Council was asked for $10,000.00, and for the period beginning
in October, there would be a balance of $5,000.00. C/M Munitz advised
that he intends to recommend that the entire amount be eliminated from
the budget.
Council recommended no other changes to the Charter Board budget.
COMMITTEES AND BOARDS:
BEAUTIFICATION COMMITTEE (Page 28) - Mayor Kravitz recommended no changes
to the Beautification Committee budget. C/M Munitz questioned the expense
for Travel and the Mayor advised that this was for inspection of sites by
Committee members.
PLANNING BOARD (Page29) - Mayor Kravitz questioned the total budget
which includes only two items. Mr. Wood advised that the majority of the
expense is for reimbursement to the members for lunches. C/M Munitz stated
his opposition and the Vice Mayor suggested that a rule be established to
cover these expenses for all committees.
C/M Munitz questioned the expense for Office Supplies and Mr. Wood advised
that this is for tapes to record their meetings. The Mayor advised that
the Board wants business cards and other items which he is opposed to.
BOARD OF ADJUSTMENT (Page 31) - Mayor Kravitz recommended no changes to
the Board of Adjustment budget other than whatever rule is established for
all committees regarding travel.
PUBLIC INFORMATION COMMITTEE (Page 32) - C/M Munitz questioned the
expense for Printing and Binding and the Mayor explained that this expense
is for the brochures published by the committee. C/M Munitz questioned the
total budget and the Mayor agreed that it is high. The Vice Mayor advised
that the PIC has decided that the President of each condo should receive
public information and the City Manager deducted the postage expense. He
stated that they did not anticipate any Advertising expense. The Mayor
suggested that the Vice Mayor review this budget with the Committee and
report to Council.
WELCOMING COMMITTEE (Page 52) - Mayor Kravitz recommended no changes
to the Welcoming Committee's budget.
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CONSUMER AFFAIRS (Page 53) - Mayor Kravitz mentioned that the City
is anticipating a joint effort with the County for Consumer Awareness Week
and the Board may need more money for this. He suggested that he come
back to Council with more information this committee's budget.
SOCIAL SERVICES BOARD (P�e 58) - C/M Munitz suggested that Council
consider increasing the expense for Area Agency on Aging by $5,000.00
and stated that he would recommend this at the proper meeting. Council
recommended no other changes to the Social Services Board's budget.
FINANCE DEPARTMENT (Page 12) -- At Mayor Kravitz's request, Mr. Wood
explained to Council the reasons for dividing the Department into two
functions. He advised that Central Stores in Purchasing and Data Pro-
cessing were broken out into their own inter -service funds and are
charged to each of the budget items seen in every Department.
Mayor Kravitz questioned the increase in Regular Salaries and Mr. Wood
advised that it is only being increased by i2 person. Ms. Baker advised
that there are several people working in Finance, but their salaries
are not yet charged to the Finance budget.
Mayor Kravitz questioned the increase in Data Processing Services and Mr.
Wood explained that the terminals in Finance are used for the development
of programs for other Departments that cannot be allocated to those budgets.
The Vice Mayor stated that he would like to know what each Department
spends and suggested that the Department using the equipment and time
should be charged for that. Mr. Wood stated that until the development
stages are complete, the data is entered in Finance and the machine keeps
track of the hours for history purposes. He added that this item will
vary every year in every Department according to the different stage of
Tape development of the Departments' programs.
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C/M Munitz stated that approximately $90,000.00 has been..s_pent to update.__..
the equipment and asked where the resulting savings are reflected. Mr.
Wood referred to a reduction of personnel in Utilities West, from 19 to 14.
Mayor Kravitz confirmed with Mr. Wood that the original intention with the
equipment was not to increase Staff and Mr. Wood explained that Finance has
actually been decreasing its Staff.
Mayor Kravitz questioned the expense for Meetings and Seminars and Mr. Wood
stated that attendance has not been possible in the past due to the develop-
ment of new programs and he plans to be able to attend such this next year.
The Vice Mayor asked that this be cut from $2,000.00 to $1,000.00 and Mr.
Wood agreed.
C/M Munitz questioned the expense for Printing and Binding and the Mayor
assumed that this was due to the increase in workload. Mr. Wood added that
new forms and checks will also be printed during the next year.
Mayor Kravitz referred to the new budget item on Page 37 for Finance -
Insurance expense and Mr. Wood explained that this was previously under the
Personnel budget and includes one Insurance Manager and half of an Accounting
Clerk 11. The Vice Mayor advised that Judy Deutsch will handle the Risk
portion of the insurance per a memo to Council and questioned the expense
for Regular Salaries. Mr. Wood stated that he has not seen that memo and
agreed with the Vice Mayor that this item should not be addressed until
they recompute the amount based upon that division of workload. C/M
Munitz asked that the budget include a cross-reference to explain items
such as this.
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The Vice Mayor and the Mayor questioned the expense for Insurance.
Mr. Wood explained that this item cannot be compared because policies
normally do not expire on October lst. He added that he believes that
the City is underinsured in some areas and will need to obtain additional
coverage because of sovereign immunity. The Vice Mayor questioned the
amount of the increase for that additional coverage. Ms. Baker stated
that the City will need to go out to bid for that insurance and Mr. Wood
added that they also anticipated some deductible coverage with that. Mr.
Wood suggested that the amount could be decreased from $125,000.00 to
$95,000.00 and the Mayor asked that it be shown as $90,000.00. Mr. Wood agreed.
Council recommended no other changes to the Finance Department's budget.
Mayor Kravitz called a recess at 9:50 A.M., to reconvene immediately
following a closed executive session of the City Council.
Tape Mayor Kravitz reconvened the Budget Workshop at 11:00 A.M.
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ROLL CALL: PRESENT: Mayor Philip B. Kravitz
Vice Mayor Sydney M. Stein
C/M Jack Stelzer
C/M Raymond J. Munitz
C/M John J. Dunne
ALSO PRESENT:
Finance Director, Steve Wood
Deputy Finance Director, Linda Baker
Secretary, Carol Thrasher
Mayor Kravitz advised that Council would continue to review the budget
and intended to complete the review of City Clerk and City Attorney at
this meeting.
CITY CLERK (Pages 9-11) - Mr. Wood advised that the budget needs to be
amended to include one Secretarial position that will be acted upon by
Council at its July 25th meeting, for the remainder of this Fiscal Year.
C/M Munitz asked for a dollar amount on that and Mr.. Wood estimated at
$13,500 - $14,000.00.
C/M Munitz questioned the additional increase in Regular Salaries and Mr.
Wood explained that the current authorization is for 11 employees, which
is being amended to 12, and the City Clerk has requested a total of 15 for
next year. He continued that the City Manager has recommended 143�, which
includes a part time Records File Clerk. City Clerk Marilyn Bertholf added
that the office has a tremendous amount of files in City Hall and other
buildings that will need to be inventoried prior to any move, which cannot
be accomplished with the personnel on board. Mr. Wood continued that the
City Clerk plans to reclassify a File Clerk I to a Data Entry Operator,
fill the File Clerk I position; and hire a Microfilm Operator plus the
part-time Records Clerk.
Ms.. Baker pointed out that the Estimated Actual figure on the budget does
not include 3z people because the Secretarial position has not yet been
approved. C/M Munitz asked if the figure included increases for existing
personnel and Ms. Baker advised that 4% has been added across the board to
cover increases of those employees under Union contract.
C/M Dunne asked if the additional personnel would be added now or in the
next Fiscal Year. Mr. Wood stated that the Secretary asked for in the
amended budget to be acted upon by Council on July 25th, would be added
as soon as possible, and action on the remainder will be after October lst.
Mayor Kravitz asked if additional personnel are actually needed in the
City Clerk's Office or if existing personnel could be assigned additional
duties. Ms. Bertholf stated that the Secretaries are currently six meetings
behind and it is impossible for them to take on additional duties and
continue to accomplish the work already assigned.
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The Mayor stated his concerns over the increase of $50,000.00 in the
City Clerk's budget. C/M Stelzer suggested that Council consider each
position individually and pointed out that additional duties could not
be given to the License Inspector or the Receptionist. Mayor Kravitz
questioned whether the License Inspector spent a full day on these duties.
The Vice Mayor suggested that this position does not require five days of
full-time work.
Ms. Bertholf advised that without the additional personnel, the City Clerk's
Office will not be able to accomplish the work anticipated to be done next
year. She explained that one Records Management Technician spends full
time with City Clerk, Building Department and Police Department microfilming.
She continued that the records for the Finance Department or Engineering
have not yet been microfilmed and it would not be cost-effective to contract
that work out. She stated that there is no way to accomplish these tasks
without an additional operator and if Council eliminates the position, the
work cannot be done.
Mr. Wood suggested that the duties of the License Inspector could be dele-
gated to other Departments and continued that the Police Department has
requested three Code Enforcement officers. Mr. Wood suggested that Mr.
Glynn be transferred to that Department. Ms. Bertholf pointed out that
the City Clerk's Office is responsible for licenses and agreed to split
the position part-time without relinquishing the duties. The Mayor
confirmed that one salary would be saved by this action, with the Police
Department and the City Clerk's Office each budgeting for 12 of this position;
and the addition of only 24� Code Enforcement officers rather than 3.
C/M Munitz questioned the expense for Other Contractual Services and Ms.
Bertholf advised that that was for codification. C/M Munitz also questioned
the expense for Travel and Ms. Bertholf replied that it is for meetings and
seminars.
C/M Munitz questioned the expense for Office Equipment and Ms. Bertholf
explained that current equipment is beyond repair. She added that some of
the transcribing equipment is 10 and 11 years old and several typewriters
are 11 years old.
Council recommended no other changes to the City Clerk's budget.
CITY ATTORNEY_ (Pages _3 &_4) - Mayor Kravitz referred to the expense for
Professional Services and C/M Munitz asked who is authorized to engage
outside counsel. The Mayor advised that the City Attorney has that
authority, as long as it is within the budget. The Vice Mayor pointed
out that there are two people presently working with the City Attorney
and requested that this item be decreased.
C/M Stelzer asked if there were any outstanding legal fees for such
services and Ms. Baker advised that there is nothing unusual, only the
recurring expenses. The Mayor stated that he confirmed this with the
City Attorney.
The Vice Mayor suggested that more legal work could be done in-house and
C/M Stelzer pointed out that the Charter Board is getting an attorney,
which should make more of the City Attorney's time available for other
purposes. The Vice Mayor suggested that the budget for this service be
decreased from $70,000.00 to $50,000.00 and Council agreed.
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C/M Munitz questioned the expense for Office Equipment and Mr. Wood
advised that this includes a new typewriter.
Council recommended no other changes to the City Attorney's budget.
Mayor Kravitz closed the Workshop Meeting at 11:40 A.M.
Carol A. Evans
Assistant City Clerk
This public document was promulgated at a cost of $ /.26.,J2 or $
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.
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