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HomeMy WebLinkAbout1984-07-27 - City Commission Budget Workshop Meeting Minutes (2)CITY OF TAMARAC, FLORIDA CITY COUNCIL BUDGET WORKSHOP MEETING July 27, 1984 Tape CALL TO ORDER: Mayor Kravitz called the meeting to order at 2:00 F.M., 1 on Friday, July 27, 1984, in the Council Chambers at City Hall. Mayor Kravitz read the notice of the Budget Workshop Meeting which was called to review the General Fund Budget for FY 1984/85. ROLL CALL: PRESENT: ALSO PRESENT: Mayor Philip B. Kravitz Vice Mayor Sydney M. Stein C/M Jack Stelzer C/M Raymond J. Munitz (at 2:45 P.M.) C/M John J. Dunne City Attorney, Jon Henning (at 3:00 P.M.) Finance Director, Steve Wood Deputy Finance Director, Linda Baker Secretary, Carol Thrasher 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 Lb hud"f f-1 a„ro- - - - --- - --- PUBLIC WORKS (Pages '14 - 2-o_ - Public Works Director Greg Turek presented a flip -chart presentation indicating the Department's budget, manpower and responsibilities in providing service to the City and its residents. Mr. Turek stated that four -additional positions are requested for the overall Department, with decreases in some Divisions, and transfers within the Department; the total increase being from 32 positions to 36. Mr. Turek advised that certain positions have been eliminated in lieu of outside contractual services and added that services that cannot be provided effectively in-house will be contracted. He stated that the Department cannot become involved with special projects for an excessive number of manhours but smaller jobs may be programmed into the schedule. He referred specifically to the guard rail at Commercial Boulevard and recommended against in-house services for that project. Mr. Turek continued that with only maintenance related activities, there has been a decrease in non- productive Sick Time, better safety procedures, and curbing of past abuse of overtime. Mayor Kravitz asked Mr. Turek if the budget could be reduced on any item and still permit efficient operation of the Department. Mr. Turek stated that there is the possibility of reclassifying some positions but overall the Department suffers even when one man is out on Sick Leave. C/M Stelzer asked what the total increase is since last year and Mr. Turek advised $42,000.00. C/M Dunne asked if most of that was for wages and Mr. Turek confirmed that it is. Mayor Kravitz questioned the expense for Automobile Allowance which the City Manager is not recommending. Mr. Turek stated that the City car is ready for replacement and if it is replaced, he would not need the allowance for using his own car. The Vice Mayor referred to the item on Vehicles for $10,000.00, which the City Manager also deleted. Alice Norian, resident, questioned the increase by the City Manager in the Regular Salaries on page 17. Mr. Turek advised that it was to cover Janitorial services proposed on that same page. Sam Pizzarello, resident, asked why Public Works would need four additional people and a higher budget if contractual services were going to be increased. Mr. Turek stated that Public Works personnel will not be able to perform tasks for special interest groups and will be contracted out except in minor cases. C/M Dunne confirmed with Mr. Turek that resurfacing of streets would be contracted. -1- 7/27/84 /cmt r The Vice Mayor referred to the stipulation for Public Works to do the work at the Villas and Mr. Turek stated that if the task could be done in increments, they will be able to manage it. Vickie Beech, resident, asked if patch work would be done by Public Works and Mr. Turek confirmed that it would. Alice Norian referred to an overall increase of 25% for salaries across the board and Mr. Turek advised that total personnel costs for Public Works is $678,000.00 on last year's budget and $797,000.00 proposed for next year. Ms. Norian asked if that is based on an increase in number or salaries and Mr. Turek replied both. Council recommended no changes to Public Works Department's budget. LEGISLATIVE _(Pages 1 & 2) - Mayor Kravitz questioned the expense for Travel and Mr. Wood advised that this is the maximum amount, which is always budgeted for that office. He added that this will also cover the pending amendment. C/M Stelzer questioned the effect of the recent action of removing 1� personnel from the office staff and asked if there will be enough to do the work for four Council members. He added that Lucy is constantly doing Committee minutes and only 31 of Honey's time will be for Council members. Mayor Kravitz advised that if two full-time people are needed for Council, they could call back the other half of Honey's time. The Vice Mayor agreed that with Luc�7 copGtan.tly doing minutes, four Council members are left with jj person. He stated that the minimum that Council could operate with is two girls and if time is available they could do extra work. C/M Stelzer asked what would happen to Lucy's duties. Mr. Wood confirmed with Council that the office would be staffed by three people, with one bein.¢ the Mavor's Secretary and the other ti-o being full time for the four Council members. He explained that Pearl would be reassigned right away and Lucy's duties would be allocated elsewhere. /M Mn it z . entered_.. the mee tiny at 2 .45. P-ems - CITY MANAGER (Pales 7 & 8) - Mayor Kravitz confirmed with Mr. Wood that this was based on the present salary of the City Manager and suggested that this be held for later review. CITY ENGINEER (Pages 26 & 27) - Mayor Kravitz referred to the same problem Tape with the City Engineer's Department. Mr. Wood suggested that the two 2 Assistant City Engineers operate this Department next year, with the services of a PE and that a Utility Director be hired. The Vice Mayor agreed and asked that Mr. Wood propose that in the budget and report back to Council. PERSONNEL (Pages 3$ & 39) - The Vice Mayor suggested that only one Secretary be authorized for this Department and that they use Honey for any extra work. Council made no other recommended changes to the Personnel Department's budget. GENERAL ADMINISTRATIVE (Pa es 40 & 4l) - The Vice Mayor questioned whether there was a change to account for this large increase and C/M Stelzer stated that this was moved from other Departments. Vickie Beech asked which Depart- ment this came from and C/M Stelzer stated that it was from many small Departments. C/M Munitz stated that so many changes from Department to Department have been discussed that Council does not have a fair comparison for this budget. He added that Mr. Wood was asked at the previous workshop to indicate a cross-reference for these changes and C/M Munitz stated that he is not satisfied. Mr. Wood advised that he will provide Council with a report on these changes. -2- 7/27/84 /cmt C/M Munitz questioned the expense for Professional Services and Mr. Wood advised that it includes engineering work done for the City relating to streets and other charges. C/M Munitz asked if that could be provided by in-house professionals. Mr. Wood could not answer the question but assumed that the services included development type items and could be provided more efficiently by outside professionals. The Vice Mayor disagreed because most of these services are paid for by the developer. Mr. Wood advised that there is a revenue item for engineering fees that offsets much of this expense. Both C/M Stelzer and C/M Munitz agreed with that. Sam Pizzarello asked if the Grants person was covered under the General Administrative budget and Mr. Wood advised that that came from the City Manager's budget. Vice Mayor Stein advised that this will not be in the budget for next year. City Attorney Henninglentered the meeting at 3:00 P.M. C/M Munitz questioned the expense for Rentals and Leases and Mr. Wood advised that this is for the Kodak Copying Machine in the City Clerk's Office. C/M Munitz asked if the purchase of that equipment had been considered. Mr. Wood advised that the maintenance of the machine was also included in that amount. The Vice Mayor disagreed with the amount and asked what was included. Mr. Wood advised that he will provide Council with the back-up for this item. FIRE DEPARTMENT (Pages 45 -,48) - Assistant Fire Chief stay Briant advised that the majority of the increase in salaries for the Fire Department are covered under contractual agreement. The Vice Mayor questioned the expense for Holiday Pay and Assistant Chief Briant explained that this started under last year's contract and is a sum paid to the Firemen with the first paycheck in December. Mr. Wood advised that it was paid last year but was reflected with Regular Salaries. He suggested that the line item for Holiday Pay not be used in the budget and Council agreed. C/M Munitz stated that the Department is requesting an additional employee and questioned the need for Overtime expense. Assistant Chief Briant explained that the contract reduced the work -week from 52 to 50 hours and for the safety of the people another Fireman will be added to remain at strength. He continued that Overtime is required to cover possible loss of time following fires in the City. C/M Munitz questioned the expense for Incentive Pay - Ambulance Service and Assistant Chief Briant advised that .this is a total of 4 men a day for 365 days per year and 4% incentive pay for those men. C/M Munitz confirmed that this is assuming that the City approves that service and that there was revenue to offset that expense. C/M Stelzer clarified that there would be $5,000.00 in ambulance revenue and the only expense would be for the maintenance of the two ambulances and the extra salaries. Assistant Chief Briant continued that with this service, less fuel will be used than with the Fire Trucks at an estimated savings of $3,000.00. Mayor Kravitz questioned the expense for Uniforms and Assistant Chief Briant explained that the State Fire Marshal has recommended new fire -fighting equipment for the Firemen. In reply to the Mayor's question, he advised that it is a one-time purchase. He added that the Workers;Compensation endorsed this as the latest protection and it could avoid costly claims against the City. C/M Munitz questioned the expense for Fire Apparatus and asked what new equipment will be purchased. The Assistant Chief advised that this item was for maintenance of the equipment and agreed with C/M Munitz that the item should be reflected properly as Maintenance of Fire Apparatus. -3- 7/27/84 /cmt L.-3 E —J Mayor Kravitz questioned the total budget increase and C/M Stelzer pointed out that the total increase is less than the increase for personnel because everything else has been reduced. Assistant Chief Briant stated that the operating expenses have been reduced by main- taining the level of service by adding the new personnel. Mayor Kravitz asked if there was anything that could be reduced on the budget and still operate the Department. The Assistant Chief stated that he had intended to ask for an increase and added that nothing could be reduced. C/M Dunne questioned the increase in the Department's proposed budget over the last two years and the Assistant Chief stated that the 5-year capital plan included plans to increase Station 2 capabilities and space, which amounted to $228,000.00. C/M Dunne disagreed with the need for additional space at Station 2. Assistant Chief Briant explained that additional space is needed somewhere in the City and must be provided for proper storage. C/M Munitz suggested that it would be easier for each Department Head to review the budget and voluntarily suggest cuts before Council cuts the budget. He stated that Council would not take any action that would endanger the health, safety and welfare of the people but added that cuts must be made somewhere. Assistant Chief Briant advised that the Depart- ment's budget has already been cut by the City Manager and he believes that it is a bottom -line amount. He suggested that consideration be given to the savings in Fire Insurance rates for the City in view of the high rating given to the Fire Department. C/M Stelzer pointed out that the increases covered by contract cannot be changed. Vickie Beech questioned why the motor is kept running on a truck when answering emergency calls and Assistant Chief Briant'replied that it is recommended to keep diesel engines running to avoid using extra fuel and oil. Ms. Beech complained that she has observed misuse of Department apparatus by Department personnel and the Assistant Chief explained that this has happened with Station 2 because of the shortage of personnel and when something is needed, they felt it was better practice to take the truck for quick response to calls. He apologized for this practice as it evidently offended the residents and stated that it would not happen in the future. C/M Munitz referred to the possibility of converting to a Public Service Department to include Fire and Police and asked if any study had ever been done on this subject. Assistant Chief Bryant explained that this Depart- ment started as a Public Safety Department in 1975 under a Federal Grant; however each time an officer was cross -trained to a higher level, the officer went to another City for more pay at that level. He concluded that it has been tried and there were too many problems. Council recommended no changes to the Fire Department's budget. SANITATION SERVICES (Page 54) - Mr. Wood suggested that even with this increase, it may not be enough and the City will be going out to bid on this service. The Vice Mayor agreed and stated that the cost of garbage removal is increasing. Vickie Beech suggested that waste be separated with paper items being bagged separately and asked if the new contract is being negotiated by weight. Mr. Wood advised that the collections Tape are by units serviced, not by tons of garbage. He continued that the 3 collector adjusts fees upward based on tonnage tipping charges that the County levies on them. Mr. Wood stated that there is newspaper and maga- zine collection in the City for which the City collects revenue. John Lachmann, resident, referred for these contracts, which was to advised that the current contract has the right to ask for increases budget could be cut by $850,000.00 collection. EE42 to his question at the time of renewal consider two-year contracts. Mr. Wood is for four years and the Contractor yearly. C/M Stelzer suggested that the if residents paid for their own garbage 7/27/84 /cmt F Council recommended no changes to the Sanitation Services budget. CONTINGENCY (Page 62) - Council recommended no changes to this budget. BUILDING AND COMMUNITY DEVELOPMENT (Pa_&ees 49 - 51) - Chief Building Official Sam Stevens advised that the budget is practically the same as last year but he has cut out a few items. Mr. Wood advised that the current year budget was amended at the last Council meeting and that amount would provide a better comparison for next year's budget. Mr. Stevens added that as demands increase, so will the services and he anticipates that the Department will improve its revenue next year because some fees have been raised to offset the expenses. He added that the Department is self-sufficient and he intends to keep it that way by hiring employees only when he needs them, rather than laying off regular employees. Mayor Kravitz agreed that a good portion of revenue comes into this Department. Alice Norian pointed out that the increase in salaries amounts to over $100,000.00 and the Mayor advised that the amount reflected is not a true figure because the amended budget amount for 1983/84 is not included. Mr. Stevens advised that the developers pay fees for services provided and those fees are used to operate his Department. Ms. Norian asked why the salaries are increasing and Mr. Stevens advised that it takes more people to do the work. John Lachmann asked how many employees were in this Department and Mr. Stevens replied 183-�. Mr. Lachmann asked if that included part-timers and Mr. Stevens confirmed that it did, adding that he intends to request more for this next year. He explained that this is more economical because he can hire what he needs for the time that he needs it. He continued that he is upgrading and modernizing the Department's records and will need part-time employees for microfilming and operating the computer, for the time required to accomplish these tasks. Sam Pizzarello questioned the expenses for Professional Services and Mr. Stevens advised that the City Planner's salary is included in his budget as well as part-time inspectors. Council recommended no changes to the Building Department's budget. REVENUES (Pages 1 - 6) - Mayor Kravitz referred to the Revenues portion of the Budget for Council's review. Vice Mayor Stein questioned the proposed amount for Revenue on Page 1 and Mr. Wood advised that this amount is needed to meet the proposed budget of the Departments; and added that it is a legal impossibility. The Vice Mayor agreed and asked if the amount recommended by the City Manager was the maximum. Mr. Wood confirmed that it was and added that it is for 2.48 mills. The Vice Mayor confirmed with Mr. Wood that the budget must stay within that figure. Mr. Wood added that this is the maximum millage that the City can generate. C/M Stelzer questioned the revenue for Newspaper Collection and stated that they have not been able to get Durbin to establish a collection schedule throughout the City. Mr. Wood advised that collections are being made in several sections and the City is realizing revenue for that. C/M Munitz asked if the total assessed value in the City has decreased and Mr. Wood advised that it has remained flat. He added that the millage rate was 2.25 and the rolled back rate to generate the same amount of money would be 2.16 which shows approximately 5% increase. C/M Munitz asked what the amount recommended by the Manager was based on and Mr. Wood replied that it was 2.48 mills. C/M Munitz pointed out that the figure for Previous Year Actual was higher and Mr. Wood advised that the millage that year was 2.98 mills. -5- 7/27/84 /cmt The Vice Mayor referred to an addition of $1.6Million to the total revenues and Mr. Wood pointed out that amount on Page 4 in the Appropriated Fund Balance. He added that he has been informed of an additional decrease in State Revenue sharing, so approximately $55,000.00 will be lost there. He referred to that item on Page 2 and stated that that figure will fluctuate by the State's actions. The Vice Mayor referred to the total revenue amount on Page 6 and asked where this leaves the City with the proposed budget by Depart- ments. Mr. Wood advised that this is for a break-even budget, with using the $1.6Million from surplus and levying a millage of 2.48 mills. The Vice Mayor confirmed with Mr. Wood that any reduction would then be reflected back as surplus. Mr. Wood added that Council would have the option of returning that to surplus or reducing the millage. Alice Norian referred to deposits made by residents for utilities and asked what happens to the interest on those deposits. Mr. Wood advised that those amounts are used in the Utilities budget to keep the rates down. The Vice Mayor suggested that residents should compare their rates with the surrounding Cities and continued that rates are increasing everywhere. C/M Dunne stated that the residents East of 441 have been paying double the water and sewer rates than those West of 441. Sam Pizzarello asked how much profit the City generates from the water and sewer rates East of 441 above actual costs. C/M Munitz advised that the reserve in Utilities -East has been increasing each year and the Vice Mayor advised that some of that will be returned to the residents this year by a reduction in their bills. The Vice Mayor asked that Mr. Wood provide a report to Council indicating the average City rate collected in each year for comparison purposes. He suggested that the City should not be separated into two areas. He referred to C/M Stelzer's suggestion that it would be easy to balance the budget if the City did not supply garbage collection, and stated that his reply to that was that Council would not be able to face their people if that were done. Vice Mayor Stein stated that he did not specify any certain area in his comments. He asked that the record show that discussions in these Budget Workshops concerned this potential possibility. He added that if this could be done, either all would be taken or it would be subsidized since the ad valorem tax cannot be increased, and it is against the law to have a deficit budget. He suggested that such discussions could be reported as his comment being to recommend that Council take the East off garbage collection and leave the West on such collection. He continued that these discussions concern the entire City, with no distinction between East and West. Mr. Wood advised that he has reviewed the average as well as the cumulative taxes collected for the East side of the City. He added that the City encounters a deficit by providing the services, based on the ad valorem taxes generated from that area. Mr. Pizzarello stated that his question was on the water rates and the Vice Mayor advised that the budget shows a reduction for the East because of the money in the fund. C/M Munitz clarified that the rates are being reduced because they were overcharged in previous years and the Vice Mayor agreed. 'NOM 7/27/84 /cmt W W John Lachmann suggested that such presentations be prepared on audio- visual for Public Hearings. Council agreed with the suggestion. Mayor Kravitz adjourned the meeting at 4:05 P.M. Carol A. Evans Assistant City Clerk This public document was promulgated at a cost of $ /O ?.gD or $ 3-0 A 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-- 7/27/84 /cmt