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HomeMy WebLinkAbout1984-07-20 - City Commission Budget Workshop Meeting Minutes (2)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: PRESENT: Mayor Philip B. Kravitz Vice Mayor Sydney M. Stein (at 8:50 A.M.) C/M Jack Stelzer (at 11:00 A.M.) 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 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 1.15% 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 the Police Chief replied that uniforms are included in the Fraternal Order of Police contract and there has been an increase to that contract. -1- 7/20/84 /cmt 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. -2- 7/20/84 /cmt 1 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 1st, 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 (Page 29) - 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 (PM a 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. 7/20/84 /cmt CONSUMER AFFAIRS(P@,ge_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 (Page 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 z 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. 3 _ stated that approximately has been spent to up at C/M Munitz t_ - 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 II. 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. -4- 7/20/84 /cmt F7 L .1 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. 4 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 141, 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 311 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. -5- 7/20/84 /cmt �r r, 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 � of this position; and the addition of only 21� 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 (PaSes 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. 7/20/84 /cmt C 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 $ /.2S 52 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. -7- 7/20/84 /cmt