HomeMy WebLinkAbout1989-08-10 - City Commission Budget Workshop Meeting Minutes7525 NORTHWEST 88TH AVENUE 0 TAMARAC, FLORIDA 33321.2401
TELEPHONE (305) 722.5900
August 9, 1989
NOTICE OF
CITY COUNCIL
BUDGET WORKSHOP MEETING
for FISCAL YEAR 1989/90
There will be a Workshop Meeting of the City Council on
Thursday, August 10, 1989 at 9:30 A.M. in Conference Room #1,
7525 NW 88 Avenue, Tamarac, Florida.
The purpose of this meeting is to review the budgets for the
following Departments for Fiscal Year 1989/90:
City Attorney
City Clerk
City Manager
Police Department
Social Services
• All meetings are open to the public.
CAE/pm
Carol. A. Evans
City Clerk
AN EQUAL OPPORTUNITY EMPLOYER
POLICY OF NONDISCRIMINATION ON THE BASIS OF HANDICAPPED STATUS
CITY OF TAMARAC
CITY COUNCIL BUDGET WORKSHOP MEETING
THURSDAY, AUGUST 10, 1989
CALL TO ORDER: Mayor Abramowitz called this meeting to Order on
Thursday, August 10, 1989 at 9:30 A.M. in Conference Room #1 (City
Clerk's Office).
PRESENT:
Mayor Norman Abramowitz
Vice Mayor ,fir. H. Larry Bender
Councilman Jack Stelzer
Councilman Bruce Hoffman
Councilman Henry Rohr
ALSO PRESENT:
John P. Kelly, City Manager
Ken Burroughs, Finance Director
Carol A. Evans, City Clerk
Dina McDermott, Assistant to the
City Manager
Pauline Walaszek, Special Services
Secretary
The purpose of this meeting was to review the budgets for the
following Departments for Fiscal Year 1989/90:
City Attorney
City Clerk
City Council
City Manager
Police Department
Social Services
C/M Stelzer said he was not present at the City Council
meeting where the tentative millage rate was approved;
however, he informed Mayor Abramowitz that if the City
Council approved the proposed tentative millage rate of
6.70, he would not object. He said he listened to the
tapes of that meeting and Mayor Abramowitz indicated that
the tentative millage rate should be 4.8910 and a Motion
was made to accept this millage.
C/M Stelzer asked how Mayor Abramowitz arrived at a
reduction of 4.983 mills. He said the City Manager did
an excellent job on the Budget; however, he informed City
Manager Kelly that Mayor Abramowitz would be deciding the
net millage rate.
Mayor Abramowitz said he recommended less than 4.8910 and
C/M Hoffman said it was necessary for C/M Stelzer to
discuss this matter at this time.
Mayor Abramowitz said when he reviewed the proposed
Budget he found several items that were questionable.
C/M Hoffman said the discussion was out of order because
the meeting was called to review the Budget and the City
Council should stick to the Agenda.
C/M Stelzer said the City Council locked themselves into
a figure, which was done last year and Mayor Abramowitz
said there may be things that the City Council knew and
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C/M Stelzer did not know. Mayor Abramowitz said if this
was so, he would be very upset.
Mayor Abramowitz said he arrived at his tentative millage
rate by reviewing certain items in the Budget. He said
his recommendation was approved by the City Council. .
C/M Stelzer asked what items were considered when Mayor
Abramowitz recommended the decrease in the millage rate
and Mayor Abramowitz said these items would be discussed
during the review of the Budget.
C/M Rohr suggested that the items be pointed out while
the City Council was reviewing Budget.
C/M Stelzer said he would agree with the approved
tentative millage rate if the figures were pointed out
during the review. He said the Debt Service was set at
the same meeting.
C/M Stelzer said C/M Hoffman indicated that the Debt
Service should be .7240 and Ken Burroughs, Finance
Director, stated that the actual Debt Service rate should
be .7187. He said when the Broward Sheriff's Office was
being proposed, the residents were concerned about the
Debt Service for the new Police Facility. He said the
City arranged with the Broward Sheriff's Office to pay
the City $20,000.00 per month for rent, which was
$240,000.00 per year. He said these funds were to pay
for the Debt Service for the new Police Facility. He
said the City was to receive $70,000.00 from the Broward
Sheriff's Office for maintenance of the new Police
Facility. He said these costs would total the entire
Debt Service for the new Police Facility.
C/M Stelzer said the rent figures were not in the General
Fund but in the Debt Service; therefore, $.24 was
eliminated from the Debt Service. He asked why $.24 was
placed back into the Debt Service causing the residents
to pay twice.
Mayor Abramowitz said if $.24 was decreased from the
taxes, the residents would be receiving it back.
C/M Stelzer disagreed. He said if $240,000.00 was placed
into the General Fund as income, it would have to be
transferred into the Police Facility Budget; however,
this was not done. He said $240,000.00 was immediately
applied to the Debt Service and he asked why this figure
was added to the Debt Service making it .7187.
Mayor Abramowitz said C/M Stelzer's concern was on the
record and C/M Stelzer said Mayor Abramowitz stated that
the rent from the Broward Sheriff's Office for the new
Police Facility would pay for the Debt Service.
Mayor Abramowitz said he stated that it would not cost
the City one penny, which was true because the same
dollars would be applied to lowering the taxes. He said
this procedure would submit the funds back to the
residents.
C/M Stelzer said the City Manager's proposal for handling
this matter was correct and Mayor Abramowitz disagreed.
Mayor Abramowitz said the figures were only moved from
one area to the other.
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C/M Stelzer said Mayor Abramowitz was not an accountant;
therefore, the accounting professionals should make this
determination.
Mayor Abramowitz said he was tired of looking at the
accounting procedures and finding things that he did not
agree with. He said when he stated his concerns, he was
informed that the procedure was general accounting
methods. He said he did not agree with this. He said
there was nothing taken away from the residents; however,
there was a difference of opinion as to where the funds
should be placed.
Mayor Abramowitz said there was nothing wrong with where
the City Manager placed these funds; however, the City
Council did not agree with the City Manager's procedure.
C/M Stelzer said the City Council was presently charging
the people $.24 for Debt Service as well as .4757. He
said $240,000.00 was not being applied to the proposed
Debt Service of .7187.
Mayor Abramowitz said the residents were receiving every
penny of the funds and C/M Hoffman said the funds were
being applied to the cost of the Broward Sheriff's Office
protection.
Mayor Abramowitz said the funds were being applied to
something that would cause the taxes to be raised. C/M
Stelzer disagreed and Mayor Abramowitz said C/M Stelzer's
concerns were on record.
Mayor Abramowitz asked what the taxes would have been if
the funds were applied as it was proposed and C/M Stelzer
said the original tax rate would have been 5.865.
C/M Stelzer said after the changes that tax rate
decreased to 5.66, which was only $.20; however, a
reduction of $.50 was not on the Ad Valorem tax because
the Debt Service was being increased by $.24.
Mayor Abramowitz said the City Manager submitted a
proposed Budget; however, the City Council ran the City
and they would make the final determination. He said
half of the time C/M Stelzer wanted the City Council to
listen to the City Manager and half of the time he did
not.
C/M Stelzer said he informed the City Manager that Mayor
Abramowitz would be making the final decision on the
Budget. He suggested that Mayor Abramowitz review the
finance procedures.
Mayor Abramowitz said the Pension Board Budget would be
discussed at which time C/M Stelzer's finance figures
would be noted.
C/M Stelzer said he was only a member of the Pension
Board not the financial advisor and Mayor Abramowitz said
the Pension Board looked to C/M Stelzer for guidance and
there was money wasted by doing this.
City Attorney Budget - Page 14
City Manager Kelly said the overall estimated Budget for
Fiscal Year 1988/89 was $203,156.00; however, the Budget
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8/10/89
would, hopefully, be $175,208.00. He said the final
actual Budget for Fiscal Year 1988/89 could not be
determined until the final calculations were done.
City Manager Kelly said the City Attorney requested
$229,000.00 which included an Intern position; however,
the recommended Budget was $202,880.00, which was less
than last year's Budget. He said the Budget for Fiscal
Year 1989/90 did not include salary increases; however,
the health insurance was expected to be increased which
was not known at this time.
City Manager Kelly said the City Attorney requested
$55,000.00 for legal services this year and he would be
recommending $35,000.00 which was last year's legal fees.
He said this figure would eliminate the Intern position.
City Manager Kelly said the prosecution costs would be
maintained at $20,000.00 and meetings and seminars, at
$940.00, would allow the City Attorney's attendance at
the Florida Attorney meetings.
City Manager Kelly said the Budgets for data processing,
purchasing, workers' compensation and health self -insured
were figured by past experience and were fixed costs. He
said these costs were allocated by the Finance Department
to the various Departments based on the previous year's
experience.
City Manager Kelly said the City Attorney knew that a
request for office equipment would not be approved
because there was no capital outlay for the Department.
C/M Hoffman asked where the Consulting Attorney funds
were allocated and Ken Burroughs said it was itemized in
Account 312, Legal Services.
C/M Hoffman asked if this included the Intern position
and City Manager Kelly said the Intern position was
$20,000.00 and was cut. City Manager Kelly said the
balance in Account 312 was to cover consulting and legal
fees.
Mayor Abramowitz said he was not interested in the
requested Budgets versus how much the City Manager
recommended. He said he publicly commended the City
Manager and Finance Director for their job with the
Budget. He said his outlook on the Budget was different
from last year. He said he had a lot of questions on the
Budget and everyone would have to bite the bullet. He
said there were things that the City Council and staff
would like to do and things that would be a benefit to
the City if done; however, there was an emergency;
therefore, certain cuts had to be made.
Mayor Abramowitz said the amount requested for Account
540, Publications, was $12,400.00 and the recommended
amount was $10,500.00. He said Publications seemed to
concern updates on law books and court cases. He said
the City Attorney's Office had a very good law library,
Broward County had an excellent law library and Nova
University had an up-to-date law library. He asked what
could be cut from the proposed Publications Account. He
said he was not interested in what everyone would like to
have but what the City must have.
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City Manager Kelly said the present problem in the City
was that there were professionals that were not getting
comparable rates on the salaries; therefore, because
there would not be any salary increases, the City should
at least allow the professionals to have the opportunity
to interact with their peers by attending meetings and
conferences to keep current on their professions. He
said this was extremely important.
Mayor Abramowitz said the professionalism that existed in
the City versus one year ago was like night and day. He
said it was his pleasure to work with staff and City
Manager Kelly said an empty pat on the back was not going
to make things right.
Mayor Abramowitz said City Manager Kelly thought like a
City Manager, C/M Stelzer thought like an Account and he
thought like a business man. He said the staff, with a
few exceptions, were new Department Heads. He said there
was nothing in the world he would like better than to give
the Department Heads an executive staff as well as a
salary increase. He said the word "emergency" did not
allow this. He said the existing executive payroll was
less than it was one year ago contrary to the criticism
the City was receiving.
Mayor Abramowitz said he would be recommending, if it was
legally feasible, that there be a 6 month review of the
Budget to determine if there could be salary increases.
He said he felt that the Budget would be different in 6
months; however, with the existing Budget, there were
things that had to be eliminated. He said if the City
Manager was indicating that travel or publication fees
being reduced would make a difference in a Department
Heads performance, he was not correct in his outlook of
the professionalism in the City.
Mayor Abramowitz said the City had an emergency situation
and he wanted to do everything possible to handle the
emergency. He said the existing problem was an
accumulation of 15 years of neglect and political
expediency.
C/M Stelzer disagreed. He said there was a surplus of
$600,000.00 when Mayor Abramowitz became Mayor.
Mayor Abramowitz disagreed and said the money could not
be used.
C/M Stelzer said there was a surplus of $600,000.00
unappropriated funds and he asked Mr. Burroughs if this
was correct.
Mr. Burroughs said he did not have those figures with
him; however, he could review this matter.
Mayor Abramowitz said the previous actions such as ESM
would be heard in the near future.
C/M Stelzer said Page 11 indicated a surplus of
$600,000.00; therefore, Mayor Abramowitz's statement
regarding 15 years of neglect was incorrect.
C/M Rohr said he was called to this meeting to review the
Budget and, if the City Council continued to argue and
bicker as opposed to reviewing the Budget, he would
withdraw himself from this meeting. He said previous
years should not be rehashed.
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C/M Hoffman suggested that the City Council continue
reviewing the Budget. He said the City Attorney Budget,
Publications, was being reviewed and he suggested that
$5,000.00 be cut from the recommended $10,500.00.
City Manager Kelly said the Publications included updates
with Callahan and Cohen at $500.00, West Publishing
Company at $2,500.00, D&S Publishers at $500.00, Lawyer's
Co -Op at $500.00, Sheppard's McGraw Hill at $500.00 and
the remaining costs included several publications
required for the City Attorney's continuing education,
which was $7,500.00. He said these publications totalled
$12,400.00; however, he reduced this request to
$10,500.00.
Mayor Abramowitz said the City Attorney had an extremely
excellent law library; however, there have been several
occasions during the year where the City Attorney went to
Broward County to research matters.
Mayor Abramowitz said he approved of reducing the
publication costs by $5,000.00 and City Manager Kelly
said the City Attorney agreed to eliminate his West Law
Computer in order to keep his publications.
C/M Hoffman asked what the cost was for the West Law
Computer and City Manager Kelly said this information was
not available at this time.
Mayor Abramowitz asked how much was spent last year on
publications and City Manager Kelly said approximately
$5,000.00. Mayor Abramowitz said he approved of the
$5,000.00 reduction because the City Attorney was
presently operating on a $5,000.00 level. He said this
cut would reduce the Publication Budget, Account 540, to
$5,500.00.
Mayor Abramowitz said the City Attorney was very
conservative and he asked if the travel expenses could be
reduced.
City Manager Kelly said the request included three
conferences, the attendance at the Florida Municipal
Attorney's Association, attendance at the Florida Bar
Association/Local Government Seminar and attendance at
the National Institute for Municipal Legal officers.
*Mayor Abramowitz asked what the City Attorney expended
last year and City Manager Kelly said approximately
$928.00. Mayor Abramowitz suggested that the Travel
Account be reduced to $1,200.00.
V/M Bender said in 1989/90 the projected prosecution
services was $20,000.00; however, it was estimated that
approximately $15,000.00 would be used. He asked if the
prosecution fees for 1989/90 could be reduced by
$5,000.00.
Mayor Abramowitz said the Code Enforcement Department was
being revamped and there may not be a need for as much
prosecution services. He suggested that the prosecution
fees be reduced to $1,500.00.
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C/M Rohr asked if it would save the City money by having
an outside Attorney as opposed to an In-house Attorney
and C/M Hoffman said the Charter required the City to
have an In-house Attorney.
Mayor Abramowitz said the City Attorney indicated that he
would be willing to resign from the Attorney position if
the City wanted to have an outside Attorney.
C/M Hoffman said this could be reviewed providing the
Charter was amended.
** The total reduction in the City Attorney's Budget was $11,000.00.
City Manager Budget ! Page 15
TAPE 2
City Manager Kelly said the Budget for 1988/89 was
$195,712.00 and the estimated Budget was $192,191.00. He
said the requested Budget for 1989/90 was $168,460.00;
however, he was recommending $167,200.00. He said there
would be an increase for an employee after testing.
Mayor Abramowitz asked if there was a savings in the
salaries and City Manager Kelly said a previous employee
was replaced which lowered the salaries by approximately
$9,000.00.
City Manager Kelly said there would be an increase in the
FICA taxes, Pension Contributions were reduced and the
remaining personnel costs were calculated by experience.
City Manager Kelly said the travel expenses were reduced
by $1,500.00. He said he did not like to travel;
however, there were obligations that he would have to
attend. He said the office supplies increased from last
year; however, they felt that $2,500.00 would be
sufficient. He said he was requesting $410.00 for
publications, which were approximately $696.00 last year.
City Manager Kelly said the capital outlay, Item 641,
Office Equipment, would be $1,630.00 and Dina McDermott,
Assistant to the City Manager, said this cost would be
for a time stamper and transcriber.
Mayor Abramowitz asked if the transcriber would be used
by the City Attorney's Office as well and City Manager
Kelly replied, yes.
Mayor Abramowitz said there was an employee in the City
Attorney's Office who would be having a baby shortly. He
said there was discussions that the position may be
vacated after the baby was born.
City Manager Kelly said this decision was that of the
employee because there were employees who did return
after pregnancy; therefore, plans had to be made for
this.
Mayor Abramowitz said he did not see anything that could
be deducted from the City Manager's Budget. He said the
City Manager seemed to have covered the Department very
well and City Manager Kelly said he may not have. Mayor
Abramowitz said when funds were scarce, everyone had to
pinch their Budgets.
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** There were no deductions from the City Manager's Budget.
City Clerk Budget - Page 16
City Manager Kelly said the City Clerk's Budget,last year
was $320,692.00 and it was estimated to be $287,743.00 at
the year's end. He said the request was for $334,650.00
and he recommended that $300,970.00 be allotted.
Carol Evans, City Clerk, said stem 140, Overtime Pay, was
for the elections work.
Mayor Abramowitz asked what Item 161, Longevity Pay, was
for and City Manager Kelly said Longevity was in the
Contractual Union obligation.
Mayor Abramowitz asked who received Longevity Pay and Ms.
Evans said Belle Vitrofsky, Pat Marcurio and herself.
Mayor Abramowitz asked if these employees were in the
Union and Ms. Evans said Belle Vitrofsky was in the
Union.
Mayor Abramowitz asked if the Longevity Pay was by City
Council action as opposed to Union negotiated and City
Manager Kelly said for two employees.
Mayor Abramowitz asked if this pertained to the various
Departments and City Manager Kelly replied, yes. Mayor
Abramowitz asked if the majority of the employees were
covered by the Union and City Manager Kelly said there
were several people under Management/Supervisory that
were not covered by the Union.
Mayor Abramowitz asked why the City Council was asked to
mandate Longevity Pay after the Union negotiations and
City Manager Kelly said this was done to provide the same
type of benefits to the Management/Supervisory personnel
who did not form their own Union.
Mayor Abramowitz asked when Longevity Pay began and Ken
Burroughs, Finance Director, said after 7 years of
employment and Mayor Abramowitz said he did not object to
this.
Mayor Abramowitz asked if Longevity Pay could be reduced
and C/M Hoffman said Longevity Pay could be reduced by a
Resolution.
Mayor Abramowitz asked if Benefit Options were a Union
obligation and City Manager Kelly said this was like the
Longevity Pay.
Mayor Abramowitz asked what Item 340, Other Contractual
Services, was for and Ms. Evans said this Item included
codifying Ordinances, storage fees for the City's records
and the Special Services Secretary fees for the
preparation of Minutes.
Mayor Abramowitz asked if the Special Services Secretary
fees were included in the salaries and Ms. Evans replied,
no, this function was done on an outside contractual
basis.
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Mayor Abramowitz said when he became Mayor there was a
charge for services performed by the City Clerk, such as
copies of documents, etc. He said he understood that the
law only allowed a specific charge. He asked if there
were any fees collected by those individuals who wanted
copies of information.
Ms. Evans said the City Clerk's Office was not a revenue
producing Department and Mayor Abramowitz asked if the
City Clerk charged time for their services. Ms. Evans
said the Department could charge time if it was unusual
time, such as retrieving files from Miami.
City Manager Kelly said this charge applied in other
Departments when information in storage was requested.
Mayor Abramowitz asked what was considered normal time
and City Manager Kelly said approximately 15 to 20
minutes.
Mayor Abramowitz asked if unusual time was requested
often and Ms. Evans said the storage charge was the only
unusual time the City Clerk's Office experienced.
C/M Hoffman asked if this pertained to individuals who
came to the City 5 days per week asking for information.
He asked if this was unusual or considered as accumulated
time. He asked if a person should be required to place
their requests in writing and submit it to the City
Clerk's Office for accumulation when the Department had
the time as opposed to a clerk standing at the counter
for 15 or 20 minutes.
City Manager Kelly said this matter would be reviewed and
changed, if possible.
C/M Stelzer said the City had to provide public documents
if the public wanted them. He said Melanie Reynolds,
resident, could come in as many times she wanted to
review public records.
C/M Hoffman said this matter should be reviewed because
it took time for the clerks to get the information. He
said it did cost the City money for this service and the
laws should not be ignored; however, the privilege should
not be abused.
Mayor Abramowitz asked what Item 401, Meetings and
Seminars, were and Ms. Evans said this Item included the
State Conference, various Desktop Publishing Conferences
and other job enhancement seminars for the employees.
Ms. Evans said travel covered airlinefares, car and
hotel expenses. She said she would be sending the Office
Manager to the State Conference this year. She said it
would benefit the Office Manager to attend this meeting.
C/M Hoffman said the City Clerk's Budget seemed to be
very lean and Mayor Abramowitz said he had questions
regarding Items 463, Office Equipment Repairs and, 492,
Elections.
Mayor Abramowitz asked what the Elections included and
Ms. Evans said this included the pay to the poll workers,
cost of the polling areas, printing of the Ballot,
Supervisor of Election's Office costs, such as trucking,
etc.
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Mayor Abramowitz asked why $21,000.00 was expected for
1989/90 when only $13,075.00 was expended for elections
in 1988/89. Ms. Evans said the Supervisor of Elections
ran the Elections last year; therefore, the City had to
pay their share of the election as opposed to the entire
cost.
Mayor Abramowitz asked if the City would have to pay the
entire cost for the March, 1990 Election and Ms. Evans
replied, yes, providing the Supervisor of Election's
Office did not have an Item on the Ballot.
V/M Bender asked if it was unusual to have $19,000.00
last year and $19,000.00 this year for advertising and
Ms. Evans said most of the high cost advertisements came
at the end of the year because of the Budget.
V/M Bender asked what the cost for the Budget
advertisements were estimated at this year and Ms. Evans
said she had approximately $6,000.00 remaining in the
Account.
Ms. Evans said the Comprehensive Plan was expected which
required two quarter page advertisements and the Budget
required approximately two quarter page advertisements.
She said the Charter required another advertisement 14
days prior to the Public Hearing for the Budget.
Mayor Abramowitz asked if the advertisements were
mandated by the Federal, State or County Governments or
the City Charter. Ms. Evans said the advertisements were
mandated by the State and the City Charter.
V/M Bender asked if Ms. Evans felt that the remaining
$6,000.00 would be used before the end of the year and
Ms. Evans said the Comprehensive Plan would cost
approximately $1,600.00 to advertise.
Mayor Abramowitz asked if the advertisement was mandated
to be placed in a specific publication and Ms. Evans said
the section of the paper was mandated because of the
daily circulation.
V/M Bender said it seemed that the Budgeted amount could
be reduced and Ms. Evans said the amount of funds also
depended on what type of land development advertisements
were needed during the year. She said if anything
amended Chapter 28, advertisements had to be submitted,
which were usually two quarter page advertisements per
amendment.
C/M Hoffman asked if the Petitioner was charged for
advertisements of a Public Hearing and Ms. Evans replied,
yes, as much as possible was collected.
Mayor Abramowitz asked if Item 59C, Purchasing/Stores
Services, pertained to the proportionate share of the
Purchasing Department and City Manager Belly replied,
yes.
C/M Rohr asked why the proportion was increased from
$1,287.00 to $4,270.00 and Mr. Burroughs said the
allocations were redefined for each Department. He said
the bottom line was not different; however, the
allocations were different in the Departments.
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Mayor Abramowitz said he was aware that the Finance
Director was directed to inform the Departments that the
Budget for 1988/89 would have to be decreased. He said
the Finance Director did a good job in accomplishing the
reductions. He said he did not see a detrimental affect
in the operation of the City and City Manager Kelly said
he saw the affect.
Mayor Abramowitz asked what happened to the excess funds
at the end of the Fiscal Year and Ken Burroughs said
notices were recently sent to the Departments regarding
the cut off date being August 21, 1989. He said the
Departments could not process purchase orders after this
date unless there was an emergency approved by the City
Manager.
Mr. Burroughs said if there were unexpended funds or
over -collected revenue at the end of the year, the money
was placed into the fund balance. He said he tried to
project what these funds may be which was listed on the
Budget as an estimated amount.
Mayor Abramowitz said there was a big difference between
need and desire; therefore, he would like to address the
financial situation of the City at this time. He said he
did not care what was cut from the Budget to avoid an
excess of funds at the end of the year.
City Manager Kelly said Items 641, Office Equipment and,
647, Special Equipment, indicated a -0- amount and this
would be seen throughout the entire Budget because
capital outlay was not allowed. He said unless the old
City Hall was sold, etc., capital outlay would not be
allocated. He said there was equipment needed in the
City Clerk's Office to assist in the filing procedures;
however, the equipment could not be purchased. He said
the requests were listed in the Budget in case there were
funds available within the year to purchase the
equipment.
Mayor Abramowitz asked if the equipment needed was
calculated to figure the tax rate and City Manager Kelly
replied, no. Ken Burroughs said the funds would be
offset from the tax rate.
V/M Bender asked when the City Council would be informed
of the unexpended funds from last year and Mr. Burroughs
said when the Audit was completed in December, 1989. He
said there was $107,000.00 estimated to be available at
the end of July, 1989; however, there may be changes
during August and September, 1989.
City Manager Kelly said the surplus of $107,000.00 was
already calculated in the Budget.
Mayor Abramowitz asked if the Non -Departmental
appropriation in the amount of $1,117,860.00 was offset
from the operation of the City.
Mr. Burroughs said approximately $700,000.00 was offset
as indicated on Pages 64 and 65 of the Budget. He said
these Pages broke down the operating expenses. He said
the only two expenses offset were the capital outlay and
the Grant matching funds.
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8/10/89
Mayor Abramowitz asked if $417,860.00 was computed into
the tax rate and Mr. Burroughs agreed. Mr. Burroughs
said this figure included contingency, judgement
claims and settlements and special Counsel fees for
litigation.
Ms. Evans suggested that Item 542, Dues and Memberships,
be reduced to $150.00 as opposed to $1,460.00.
City Manager Kelly asked if there was a need for
something else in the City Clerk's Budget.
Mayor Abramowitz asked where the Item was for the Copy
Machine in the City Clerk's Office and Mr. Burroughs said
this cost was listed under General Services, Page 62.
Ms. Evans said the Personnel Department Budgeted for the
costs of the City Sundial Newsletter; however, this Item
was supposed to be transferred to the City Clerk's Office
in the amount of $2,000.00 because this function would be
performed in the City Clerk's Office. She said this Item
was not included in the City Clerk or the Personnel
Department Budgets.
Mr. Burroughs said this cost should be placed in the
Personnel Department Budget.
Mayor Abramowitz said this matter would be discussed
during the Personnel Department Budget review.
** There was a reduction of $1,310.00 in the City Clerk's Budget.
-----------------------------------------------------------------
Police Department - Page 36
Mayor Abramowitz asked if the bottom line figure of
$5,191,350.00 included the contractual obligation with
the Broward Sheriff's Office.
City Manager Kelly said this figure included Regular
Salaries for an employee presently working in the
Personnel Department handling fines, traffic violations,
etc.
Mayor Abramowitz asked if the employee worked with the
Broward Sheriff's Office and City Manager Kelly said this
employee worked for the City only. City Manager Kelly
said this employee monitored the fines, etc., from the
Broward Sheriff's Office for the City.
City Manager Kelly said Item 155, Temporary Employees
Wages, in the amount of $55,380.00 included the School
Crossing Guards.
C/M Hoffman had concerns regarding what Budget the
employee should be allocated from and V/M Bender asked
how long the City Manager felt that this position would
be needed.
City Manager Kelly said this employee would be holding a
full-time position.
C/M Hoffman had concerns with a column being provided for
an employee in the Police Department Budget when there
was no longer a Tamarac Police Department.
Page 12
8/10/ 89
C/M Stelzer suggested that the Budget be referred to as
"Police Functions" as opposed to "Police Department".
V/M Bender asked if the payment to the Broward Sheriff's
Office in the amount of $5,082.650.00 was expended
throughout the year as opposed to one lump sum and Mr.
Burroughs said the payments were given one month in
advance.
Mayor Abramowitz asked who determined where the School
Crossing Guards were located and who would the Guards be.
City Manager Kelly said the School Board informed the
City of the intersections being crossed, etc.
Mayor Abramowitz asked if the City was obligated to
provide the Guards and City Manager Kelly said the City
disagreed with areas that only had two or three children;
however, the areas with a high volume of children had
Guards.
Mayor Abramowitz asked if there was a study to determine
where the Guards were needed and the City Manager Kelly
said the areas presently secured with Guards were very
important.
Mayor Abramowitz asked if crossing Guards were assigned
to University Drive and the rental establishment. He
said he hoped that there was not one in that area because
there was only one child in the area. City Manager Kelly
said there was a recent request for a crossing Guard in
that area; however, the City did not honor that request.
C/M Hoffman said there was only one School in the City
and he asked why and where Guards were needed in the
City. City Manager Kelly said a list of this information
would be submitted to the City Council.
Mayor Abramowitz suggested that Dina McDermott, Assistant
to the City Manager, be directed to investigate if there
was funding available to offset this expense. He said he
would contact the City of Coral Springs regarding the
amount expended each year for their Crossing Guards
because they had 14 Schools.
City Manager Kelly suggested that the cost compared
between the City of Coral Springs and the City of Tamarac
not be made public because it was a totally different
instance.
V/M Bender said the City of Tamarac had students that
were bused to School's outside of the City.
V/M Bender asked what Item 220, Pension Contribution, in
the amount of $2,190.00 was for and Mr. Burroughs said
this was for the employee discussed during Item 120,
Regular Salaries.
TAPE 3
C/M Hoffman asked what Item 440, Rental and Leases, in
the amount of $1,450.00 was for and Mr. Burroughs said
this amount was for Identification Cards, Communications,
etc.
Mr. Burroughs said he recently received the telephone
charges for the Communication Repeater Lines which would
increase this Budget by $14,000.00.
Page 13
8/10/89
C/M Hoffman asked if these Communication Lines were to be
placed in the Police Department.Budget and City Manager
Kelly said the funds would be placed appropriately in the
Budget; however, Mr. Burroughs was informing the City
Council that the funds were not included in the Budget at
this time.
Mayor Abramowitz asked why Item 59A, Data Processing
Services, was in the amount off $7,310.00 and Mr.
Burroughs said the Word Processor was the only change
since the Broward Sheriff's Officer merger. He said the
Burglar Alarm and Violation Systems remained in the Data
Processing System.
C/M Hoffman asked if the City was receiving revenue from
the Handicapped Parking Violations and Dina McDermott
said the City received a percentage from those
violations.
Mayor Abramowitz asked where the revenue from Fines and
Forfeitures was allocated in the Budget and Mr. Burroughs
said approximately $200,000.00 from revenue for Fines and
Forfeiture was placed in the General Fund.
C/M Stelzer said during his review of the Budget, he
accumulated all of the Data Processing charges for the
Departments and the total was approximately the same
amount spent for Data Processing. He said the allocation
in the Departments did not affect the Budget.
Mayor Abramowitz said he did not want one Department
overloaded at the expense of another Department and Mr.
Burroughs said the allocations were fairly distributed.
Mr. Burroughs said C/M Hoffman asked what the revenue was
for Fines and Forfeitures and the projected amount was
$285,000.00.
Mayor Abramowitz asked what Item 735, Repay Advance from
Other FDS, in the amount of $76,200.00 was for and Mr.
Burroughs said this was the repayment to TUW.
Mayor Abramowitz asked when the payment would be made and
Mr. Burroughs said on October 1, 1989. Mayor Abramowitz
asked if the payment would be made in its entirety and
Mr. Burroughs replied, yes.
Mayor Abramowitz suggested that the entire payment be
made within a 2 to 3 year period and Mr. Burroughs said
this could be done providing the City Council directed
him to do this by Resolution.
Mr. Burroughs said when the Communication System was
discussed, he was concerned with how the information
would be recorded. He said after his calculations, these
figures were the end results.
Mayor Abramowitz asked if the repayment of the funds
could be paid back within three years and City Manager
Kelly said staff needed the appropriate direction from
the City Council.
Page 14
8/10/ 89
C/M Stelzer said the Accountants may want this figure
shown in full because it was a liability and Mr.
Burroughs said the cost would be shown as a liability.
C/M Stelzer said the figure had to be shown in the Budget
as a disbursement and a receipt if it was not paid in
full.
Mr. Burroughs said the receipt was shown in the TUW
Account; however, the figures would have to be changed
accordingly. He said the Financial Statements would
indicate a liability in the General Fund and a Receivable
in the TUW Fund. He said this matter would be handled
like a Bond Fund if there were payments approved by the
City Council.
Mayor Abramowitz suggested that this issue be discussed
at the next Budget Workshop after further information was
received.
Mayor Abramowitz said he scheduled meetings for the
upcoming week.
** EDITOR'S NOTE: The City Council called for Budget Workshop
meetings to be held in Conference Room #1
(City Clerk's Office);
August
14,
1989
-- 9:30
A.M.
August
15,
1989
- 1:00
P.M.
August
16,
1989
- 9:30
A.M.
August
17,
1989
- 9:30
A.M.
Mayor Abramowitz had concerns with Item 470, Printing and
Binding. He said he did not want the City to be in a
money making business; however, he was concerned with the
funds being spent on procedures without receiving
revenue.
Mayor Abramowitz said when he attended a Code Enforcement
meeting, he found several high paid professionals
attending fhe meeting when the Petitioners did not show
up for the meeting. He said when the Petitioners did
attend and no action was taken, he found this to be a
waste of funds. He said he was assured that this
changed; however, he would like to know what was being
spent for Fines, Notifications, etc.
Mr. Burroughs said the Budget included the entire Police
Department and the Budget was reduced accordingly. City
Manager Kelly said the original request was for
$12,100.00 and there were items that had to be maintained
by the City.
Mayor Abramowitz said the City did not have a Police
Department and City Manager Kelly disagreed. City
Manager Kelly said there were items that had to be
maintained by the City.
Mrs. McDermott said the City estimated that the revenue
for Burglar Alarms would be $19,000.00 and Mayor
Abramowitz asked how much was actually collected to date.
Mr. Burroughs said he did not have this information
available; however, he would submit it to the City
Council. Mayor Abramowitz suggested this information be
submitted to the City Council at the next Workshop
meeting.
Page 15
8/10/89
City Manager Kelly said information regarding Items 735
and 470, would be submitted to the City Council at the
next Workshop meeting.
Social Services Board - Page 59
V/M Bender said he requested there be a vehicle allotted
for the Social Services Board, which was given. He said
the Budget should reflect this increase.
City Manager Kelly said Item 59E, Fleet Maintenance
Services, was reduced to reflect the addition of the
vehicle.
V/M Bender said the vehicle was being transferred from
the Police Department to the Social Services Board.
C/M Stelzer said the funds for the vehicle were expended
in last year's Budget; therefore, should not be expended
again.
Mayor Abramowitz said the vehicle•was being given to the
Social Services Board for use and Mr. McDermott said the
car was considered a City vehicle.
C/M Stelzer asked if the Police Department Budget
purchased the vehicle and was giving the vehicle to
another Department, should it not be deducted from the
Budget which was receiving the vehicle.
Mayor Abramowitz said he would like the vehicle to
register as an asset and City Manager Kelly said this
would not occur in the Social Services Budget.
C/M Hoffman suggested that the Police Department Budget
be credited for the cost of the vehicle with a debit to
the Social'Service Board Budget.
C/M Stelzer said the vehicle was purchased last year;
therefore, it should not appear in this year's Budget.
Mayor Abramowitz said it was strange that a Department
receiving valued property from another Department did not
reflect the value in their Budget.
Ken Burroughs, Finance Director, said all of the
equipment in the General Fund was listed in the Fixed
Asset Fund.
C/M Stelzer asked if the City received revenue from a
vehicle confiscated by the Police and City Manager Kelly
said the Courts made a determination on this matter.
C/M Stelzer asked if the Social Services Board would be
charged for this type of vehicle if it was given to them
and Mayor Abramowitz said the vehicle should be on their
list of assets.
C/M Stelzer said the vehicle could not be placed in the
Budget as an expenditure.
V/M Bender said the vehicle would be used by the Social
Services Board which would be one car more than last
year. He said the vehicle would require additional
gasoline and maintenance.
Page 16
8/10/89
C/M Stelzer said the additional costs were in the Budget
and V/M Bender disagreed.
City Manager Kelly said the total cost of $25,000.00
would cover all costs for the Social Services Board,
which included the additional vehicle.
V/M Bender asked if the Fleet Maintenance costs would be
higher and Mrs. McDermott said the car was new and under
warranty.
V/M Bender asked Helen Sobel, Chairwoman of the Social
Services Board, what the mileage was on the vehicle and
Mrs. Sobel said she did not know. Mrs. Sobel said
vehicle, #800, was a big expenditure because it
consistently needed repairs.
Mayor Abramowitz asked if vehicle #800 was needed and
Mrs. Sobel replied, yes. She said many of her drivers
would not drive their own cars because they were not
insured by the City.
Mayor Abramowitz asked if the City had a vehicle similar
to #800 that would eliminate some the Fleet Maintenance
costs and City Manager Kelly replied, no.
C/M Hoffman asked what was done with the four vehicles
from the Police Department and City Manager Kelly said
the vehicles were allocated to Departments that needed
them.
Mayor Abramowitz said if there was a vehicle costing the
City money, it should be replaced. He asked how many
vehicles the Social Service Board had.
Mrs. Sobel said the Social Services Board had three
vehicles, one van which held 14 people, one van which
held 12 people and a new car which held 4 people.
Mayor Abramowitz said the car was new; therefore,
maintenance was not needed and he asked if the two vans
required Fleet Maintenance in the amount of $8,650.00.
Mayor Abramowitz suggested that the vehicles in the City
be reviewed to see if there was a vehicle available to
replace #800 so that the repair costs could be reduced.
He said $10,917.00 was spent last year in Fleet
Maintenance costs and he suggested that this matter be
reviewed.
C/M Stelzer said there was nothing available in the City
for 12 people and Mrs. Sobel said she could utilize a
smaller vehicle because it was used primarily for doctor
appointments.
C/M Rohr asked if it would be cheaper to lease a vehicle
and Mrs. Sobel replied, no. She said the expenditures
for Fleet Maintenance last year was a combination of all
of the vehicles; however, #800 was a big problem.
C/M Stelzer asked if #800 could be eliminated without a
replacement and Mrs. Sobel said this would be a handicap
because the drivers did not want to use their own cars
because of the insurance involved.
C/M Hoffman asked Mrs. Sobel to explain the concerns
regarding the insurance and Mrs. Sobel said the City
Page 17
8/10/89
vehicles were covered by insurance; however, when the
drivers were using their own vehicles, they were not
covered by the City.
C/M Hoffman said his wife used their car to transport
residents; therefore, the transportation was not covered
by the City's insurance and Mrs. Sobel agreed. Mrs.
Sobel said Mrs. Hoffman would be covered if she drove the
City's vehicles.
C/M Hoffman said he would discuss this matter with Mrs.
Sobel after the meeting.
Mayor Abramowitz asked how many trips were made per month
to doctor appointments and C/M Hoffman said his wife took
approximately 4 people per week to doctor appointments.
Mrs. Sobel said she would submit this information to the
City Council if they desired.
Mayor Abramowitz asked if the City had a vehicle
available to replace #800 and City Manager Kelly replied,
no. City Manager Kelly said if there was a vehicle
available to replace #800, it would have been replaced a
long time ago.
Mayor Abramowitz had concerns with the cost of $10,917.00
for Fleet Maintenance on two vehicles last year and Mr.
Burroughs said Fleet Maintenance included the operations
of the City garage. Mr. Burroughs said the costs were
pro -rated to the Departments based on a percentage that
each Department used the garage. He said he did not know
the percentage off hand; however, the information was
available.
Mayor Abramowitz said the amount of $10,917.00 was not
necessarily spent by the Social Services Board and Mr.
Burroughs agreed.
C/M Rohr asked if the Social Services Board investigated
the use of the Broward County Transportation Service and
Mrs. Sobel said she used this service because the
residents paid the County for the services; however, the
Service was not reliable and very inconvenient for the
residents.
City Manager Kelly said he discussed this matter with
Mrs. Sobel and they tried to get the services corrected;
however, nothing was done.
Mayor Abramowitz asked how much was received for the
residents from the Area Council on Aging and City Manager
Kelly said approximately $38,000.00 directly to the.
residents from the Agency.
City Manager Kelly said Tamarac as well as a few other
Cities heavily relied on the services from the Area
Council on Aging. He said the proposed share of
$10,000.00 was far less than the City's fair share.
Mayor Abramowitz asked if scheduling for
appointments was made every day and Mrs.
yes. Mayor Abramowitz said it may lessen
requiring that notice be given a few days
appointments and Mrs. Sobel said this was
unless there was an emergency.
doctor
Sobel replied,
the trips by
before the
the procedure
I
A
Page 18
8/10/89
Mayor Abramowitz asked what Item 402, Travel -Other, was
and Mrs. Sobel said this was the cost for the driver's
gasoline and mileage when they were using their cars.
** The City Manager was asked to investigate the possibility of
replacing van #800 with a better vehicle.
At 11:45 A.M., C/M Rohr WITHDREW from the meeting.
City Council Budget - Page 13
Mayor Abramowitz asked if Item 120, Regular Salaries, was
for the Secretaries in the City Clerk's Office and City
Manager Kelly replied, yes.
Mayor Abramowitz asked if Item 270, Benefit Options, was
for the Secretaries and City Manager Kelly replied, yes.
C/M Stelzer said there was discussion regarding the City
Council being entitled to $1,000.00 in Benefit Options.
He said if the City Council wanted to eliminate costs,
they should reduce the $1,000.00.
C/M Hoffman asked if the deal C/M Stelzer was working on
was not accepted and C/M Stelzer said the City Council
should cut the additional $5,000.00 for the Benefit
Options this year.
TAPE 4
C/M Stelzer said this was the first year that the Benefit
Options were offered and Mayor Abramowitz said C/M
Stelzer was in favor of the Benefit Options until he
found that he could not receive what he wanted.
C/M Hoffman asked if C/M Stelzer would be
recommending
$5,000.00 be cut if his deal was accepted and C/M Stelzer
replied, yes.
C/M Hoffman asked what Item 440, Rentals and Leases, was
for and Mrs. McDermott said this included the copy
machine and the water machine.
C/M Hoffman said the City Council Office should have a
better copier for this type of money and Mrs. McDermott
said a new copier was supposed to be provided. She said
she would investigate this matter.
Mayor Abramowitz asked how much the lease was for the
water machine and City Manager Kelly replied, $650.00 per
year.
Mayor Abramowitz suggested that Item 440, Rental and
Leases, be reduced from $2,150.00 to $1,500.00.
Mayor Abramowitz said last year he spent approximately
$800.00 from his expense account and C/M Hoffman said the
Expense Account for the City Council was provided in the
City Charter.
City Manager Kelly said there were several publications
that could be eliminated from Item 540, Publications. He
said the Account included the Fort Lauderdale News/Sun
Sentinel, Miami Herald and a Health and Safety Report.
Mayor Abramowitz asked what this publication was for and
V/M Bender said he paid for this publication in the
amount of $170.00 from his Expense Account.
Page 19
8/10/89
Mrs. McDermott said the publications Budgeted to the
Expense Accounts were placed in the Publications Accounts
and V/M Bender said this publication was to come from his
Expense Account.
Mayor Abramowitz said he cancelled the subscription to
the New York Times and the Wall Street Journal and City
Manager Kelly said this was not on the publications
listing. C/M Hoffman said the previous Mayor subscribed
to the magazines.
Mayor Abramowitz said there were several requests
submitted to the City Council for their attendance to
certain meetings. He said attendance at the meetings was
important because the City Council had to mingle with the
Legislators. He said it was important for the people to
understand the need for the Expense Account.
City Manager Kelly said he felt that this provision in
the Charter was not appropriate and Mayor Abramowitz said
it was ridiculous to spend money to monitor an $11,000.00
expenditure for. the City Council.
City Manager Kelly said the expenditure should be paid
out on a monthly basis and Mayor Abramowitz agreed.
Mayor Abramowitz said it cost the City more money to
monitor the expenditures than having the expenditures.
City Manager Kelly said $170.00 for the Heath and Safety
Report would be deducted from the Publications Account.
tie said the City Council received Florida Statute Books
and Mrs. McDermott said the Library Account was
eliminated and combined with the Publications.
C/M Stelzer said the majority of the publications came
from the Expenditure Accounts and Mrs. McDermott said
technically, the publications should have been in the
Publications Account.
After reviewing the Publications Account, the City
Council agreed to reduce Item 540, Publications, from
$720.00 to $300.00.
Mayor Abramowitz had concerns with Dues and Memberships
for the Florida League of Cities being $2,375.00. He
said the City Council was being forced to go to the
Florida League of Cities meetings and he suggested that
this review be suspended until he investigated what the
costs were for. He said if the City needed the
membership he would not object.
C/M Stelzer said the charge from the Florida League of
Cities was determined by the population of the City and
the total Budget prepared by the Florida League of
Cities. He said this was a membership without benefits.
Mayor Abramowitz said if the membership was needed to
benefit the City, he would not object to it; however, he
wanted more information on this matter. He said he would
like to discuss the City Council's Budget after this
investigation.
C/M Stelzer asked if the Florida League of Cities would
insure the City if it was not a member and Mayor
Abramowitz said he would like this matter investigated.
Page 20
8/10/89
rl
Mayor Abramowitz said he would like the Office Supplies
in the Departments investigated because the costs were
very high. He said the Office Supplies, Item 510, in the
City Council Budget was very high. He said the business
cards ordered cost $89.00 per 500. He said the cards
resubmitted to the City Council were $36.00 per 500,
which were different cards. He said there seemed to be
something wrong with the purchasing procedures in the
City.
Mayor Abramowitz suggested that this matter be discussed
thoroughly when the Purchasing Department Budget was
being presented to the City Council. He said he would
like new procedures for the purchasing of office
supplies.
C/M Hoffman asked what Item 490, Advertising, in the
amount of $600.00 was for and Mrs. McDermott said it was
for Journals, etc.
** The City Council's Budget was reduced by $1,070.00; however,
further discussion will take place regarding the Membership
Fees with the Florida League of Cities.
With no further business, Mayor Abramowitz ADJOURNED this
meeting at 12:05 P.M.
CAROL A. EVANS, CITY CLERK
"This public document was promulgated at a cost of $172.60 or $21.58 per
copy to inform the general public, public officers and employees of
recent opinions and considerations of the City Council of the City of
Tamarac."
Page 21