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HomeMy WebLinkAbout1994-07-20 Budget Workshop City Commission Meeting MinutesROLL CALL: Present: MINUTES DANIA CITY COMMISSION BUDGET WORKSHOP MEETING JULY 20, 1994 Bob Mikes Bobbie Grace John Bertino Bill Hyde Albert Jones Robert Flatley Wanda Mullikin Marie Jabalee Absent: City Attorney:Frank Adler 1. Ciry Manager Flatley advised that assessment and valuation is pretty much the same as last year and that the City is gradually coming out of the recession. Even though the City has not grown in terms of value and since there has been a continuation of an annual 2o/o to 3o/o inflation factor, the City has maintained a constant millage figure around 5.9olo. Mr. Flatley advised that positions have not increased aside from 10 new Law Enforcement Officers and ten new Firefighters due to the expansion west of the City. He felt that it is important for the City to keep their millage rate in line with Ft. Lauderdale and Holl).wood in case the City wants to annex additional propenies. Salary Increases: City Manager Flatley reminded the Commission that salary increases were held off last year for the promise that they would be addressed this year. The budget has factored in a 6.4"/o employee increase effective October 1, 1994 and the purchase of a Vac-Con Sewer Truck to clean sewer and water lines. Mr. Flatley's recommendation was to hold off on filling vacant positions until there is a clearer view of the City's financial situation. 1BUDGET WORKSHOP JULY 20, 1994 Mayor: Vice Mayor: Commissioners: City Manager: City Clerk: Finance Director: Vice Mayor Grace mentioned that the millage rate may need to be increased based on rhe City's financial needs and recommended ro have conrracrs prepared for City Manager Flatley and City Attorney Adler. Vice Mayor Grace didn't feel that department raises were possible this year but that the employees will receive a percenrage increase in October. Funher thoughts related to cross training personnel ro cover for employees who go on vacation and to hire Nanci Denny full-time as Purchasing Agenr. Vice Mayor Grace mentioned rhe high rate of overtime for police and fire and the need for this to be approved by the City Manager or Commission only. Her recommendation was to consolidate the Public u(orks and \Vater/Sewer Depanment under Bud Palm's direction, to have all employees work the same shift from 9:00 a.m. to 5:OO p.m. and to review the budget before hiring anyone ro operate the Vac-Con Sewer truck or new Fire truck. Commissioner Bertino felt that reorgrnization and downsizing is needed and rhat the City must be run as a business. He advised the Commission that he prepared an organizational chart for the Utility Depanment with Bud Palm and that the reorganization can save the City $63,000. Commissioner Benino felt that a secretarial pool type sysrem may expedite the clerical work faster than the present procedure where each depanment head has their own secretary. He recommended to reduce the airport line item by leaving a small portion ro cover costs as needed and to stay with last years ad valorem tax rate. Commissioner Jones felt that the Commission should sit down with staff to set goals for the City instead of just at budget sessions. He felt that the City should be fair with employees if its in a financial position to do so and that the ad valorem tax projections are too high. He felt that diversity training is needed starting v/ith the Commission to executives and down and that there is a need to project a pro people atmosphere with the public. Commissioner Hyde agreed to consolidated Public Works under Bud Palm's direction and to change the Data Processing Department to an MIS (l\4anagement Information Services) Department under Administration or Finance as is traditionally done in private enterprise. He thought that the employee who was freed up from meter reading duties could be trained to operate the Vac-Con Sewer truck. Mayor Mikes mentioned that there was only one increase in millage over the past six years and that the {inancing to rebuild the pier and debt service was handled well. He agreed that the line item for the airpon could be pulled because no airpon action is expected this year but that the City needs to continue to proted the 4,000 residents impacted by the airpon expansion. He stated his opinion that it is not the one shot costs like legal fees to fight the airport or buying a new pool that is the biggest impact but rather salary and benefits that cost municipalities. He mentioned the need to reorganize for better operaring efficiency and expressed concern for the costs that keep growing in the Fire Department. REVENUE Marie Jabalee, Finance Director, advised that the budget provides fior a 6.20/o ad valorem tax increase and that the additional $100,000 gas tax was from the new 2 cents imposed by the BUDGET WORKSHOP ,uLY 20, 19942 County. It was noted that the 2 cents is restricted to capital elements of the City's Comprehensive Plan and transportation. City Manager Flatley advised that the Fire reinspection fees have been increased to $35.00 and that there are plans to tie the fees to Occupational Licenses for better control. Commissioner Jones asked the Commission to allow time for the Area Agency on Aging to make a request for donations from the City before funher review of the budget. Mayor Mikes mentioned that the City doesn't want to be the only City that is not contributing to the Area Agency on Aging and that $1,000 was set aside last year from travel to donate to this organization. The Commission thanked the representative from the Area Agency on Aging for their presentation and agreed to take the request under advisement. After review of the local option gas and ad valorem tax, Mr. Flatley advised that FPL franchise fees are down by $15,000, Southern Bell is up by $5,000 and Peoples Gas is even. He mentioned that Cable TV rates are going down and the Commission agreed to add $5,000 for a line item for towing franchise fees. City Manager Flatley advised that electric and telephone services have increased and that water and propane gas are the same from last year. Commissioner Bertino asked City Manager Flatley to check into whether funds are being recouped on utility taxes for properties in the annexed area. Mr. Flatley advised that Dania was the only City to jump on the new legislation for Occupational Licenses which increased revenues by $160,000 so far this year and that $425,000 is projected for fy 94/95. Marie Jabalee advised that the agreement with the State provides sales tax information on businesses so the City can ensure these businesses have an occupational license. Further comments were made regarding permit fees, cigarette tax, and State Revenue Sharing. Marie commented on the problem with defining Mobile Home license registrations for Dania when Ft. Lauderdale is down {or the address in the annexed 1rea.. BSO and Library - Mr. Flatley advised that the figures are down on utilities because the Library will be moving out in Odober. Lot Mowing - Commissioner Bertino questioned why large lots are being mowed by the City and revenues are only $15,000 for this line item. Marie mentioned that some of these properties have liens recorded against them for mowing and trash violations. The Commission generally agreed to workshop this item based on the need to press for title so properties being maintained by the City can be resold. Parking fees - City Manager Flatley commented on the lack of parking revenues with free parking at Seafair and the pier being closed. Discussion followed on bus fees being budgeted for senior citizen field trips, recreational fees and court fines. Further comments related to lease renewals for Selkirk and Arcade Gaming and revenues expected on bus shelters. Marie explained the formula used to figure the water and sewer assessments and advised that rates are 3BUDGET WORKSHOP JULY 20, 1994 being reduced in the sewer fund budget. She mentioned that there was a decrease in borrowed money under debt service because $239,000 was not used this year from the $400,000 borrowed for airport litigation. EXPENDITURES COMMISSION The Commission added $5,000 to their Travel & Training budget and Marie advised that the City will be picking up the pension contribution amount for Commissioners and Depanment Heads. The Commission agreed to increase the expense account by $100 a month for each Commissioner. CITYMANAGER Marie Jabalee advised that the City Manager's budget is incorrect as salaries were omitted and that $103,397 needs to be added. City Manager Flatley recommended a 5olo increase and change in classification {or Nanci Denny as she is fully certified as a Purchasing Agent and the cost would be $1950.00. Mayor Mikes felt that a workshop meeting should be scheduled to address employee upgrades and for the Commission to allocate a certain amount of money to set aside in the budget. Discussion followed on it costing roughly $17,000 for the upgrades as presented by Mike Smith, Personnel Director. ADMINISTRATION City Manager Flatley mentioned that money has been provided for engineering and the cost of applying for grants. Marie Jabalee, Finance Director, advised that the $239,000 has not been drawn from the bank from the $400,000 borrowed for airport litigation. She suggested that the Commission may want to remove the line item if they don't expect to use the money this year. The Commission agreed that the County won't be processing the DRI this year and to leave $50,000 in the event funds are needed. Marie didn't know how long the bank will allow the City not to draw on the loan as the first quanerly principal payment of $21,000 is due in December. She advised that this budget reflects a payment of $88,000 for the year and that the schedule in the note in based on the entire $400,000. Discussion followed on the audit fees, debt service amounts and interest from two notes and $7500 expected from bus bench revenues. The Commission agreed to donate $ 1000 to the Area Agency on Aging and give $6500 to the Chamber of Commerce from the bus bench revenues. 4BUDGET WORKSHOP JULY 20, 1994 Commissioner Bertino thought that a secretarial pool would be a more efficient v/ay to ger the clerical needs of the City accomplished. Marie Jabaiee and Vanda Mullikin commenred on how they do their own typing because their secretaries are doing more than typing. City Manager Flatley stated that Dania's staff is very thin compared with the number of employees per population in other cities. He mentioned that Christy Blocker, Secrerary, has a medical condition that has limited her in her duties for the City Attorney but that all ofthe secreraries are working to their capacity. Commissioner Benino expressed his opinion that there are persons making $30,000, $31,000 to $32,000 a year with a benefit package provided who only have a high school degree and no real education. He stated his opinion that these individuals would be lucky to make $21,OOO or $22,000 in private industry. Mayor Mikes mentioned that the City has a low turn over rate and that private industry does not provide the benefits that the City provides. Commissioner Hyde felt that there is a need to conserve energy in an effort to reduce electricity costs in the City and Commissioner Benino suggested to use timers on lights at the parks. Mr. Flatley agreed that there is a need to have FPL evaluate the City's electrical costs. Marie explained that $10,000 has been budgeted for remodeling the offices once the Library moves out so the Building Department can move in and that the $6,000 is for any miscellaneous maintenance of building and grounds during the year. The Commission removed the $10,000 for remodeling until such time as the entire moving projecr is ready to go forward. CITY CLERK \(anda Mullikin, City Clerk, mentioned that $20,000 has been budgeted for elections this year and that cost is difficult to determine when there is no way of knowing if a Primary Election will be needed. City Clerk Mullikin requested the Commission to consider Charlene Saltalamacchia for an upgrade from Secretary II to Administrative Aide as her job involves administrative work. FTNANCF, Marie Jabalee, Finance Director, advised that employees in the Finance and Utility Depanment have worked very hard this past year to adjust to the new computer system and the change to monthly billing. The Commission compared private and public sector job security and opponunities and the possibility of reorganizing depanments. Mr. Flatley recommended to freeze vacant positions by not hiring any new employees and expressed his feelings that Dania is under staffed compared to other Broward cities. THE COMMISSION RECESSED FOR LUNCH LTNTIL 1:30 P.M MAYOR MIKI,S READJOURNED THE MEETING AT 1:30 P.M. AND \(ANDA MULLIKIN, CITY CLERK, CALLED FOR THE FOLLO\ING ROLL: 5BUDGET WORKSHOP JULY 20, 1994 Present: Commissioner Benino Commissioner Hyde Commissioner Jones Vice Mayor Grace Mayor Mikes City Manager Flatley City Clerk Mullikin Finance Director Jabalee Commissioner Bertino advised that he worked with Bud Palm, Utilities Director, to come up with a proposal to place Public Works under Bud Palm's direction for a savings to the City of $63,418.00. He advised that Cliff Taylor, Public W'orks Coordinator, would be cut from the department which would also reduce costs to maintain the Boisy Waiter's Center. rVanda Mullikin mentioned that the City provides the front part o{ the Boisy Waiter's Center for the DEDC and Alcoholic Anonymous Center and that the front room of the Boisy Vaiter's Center is used for city records storage. Commissioner Benino suggested to consider contracting out some maintenance services in the Public Works Depanment for a possible savings. City Manager Flatley commended the Public $(orks crew for their hard work effons. Marie Jabalee advised that Freeman Gaines, Crew Leader, will be leaving on disability retirement and that another position was recently vacated by Johnnie Wyche in the Public Vorks Department. Commissioner Benino mentioned that the City contraced with a professional company for trash pickup over the past few years which co$ the City money and that no one in the Public lWorks Department was layed off. Commissioner Jones stressed the need to maintain the Public Works compound as it has been an eyesore for years in his neighborhood. Marie Jabalee clarified that the operator position for the Vac-Con Sewer Cleaning Truck is being funded half in Public Works and half in the Sewer Depanment. Discussion followed on how ovenime s/as cutback this past year when the Utilities Mechanic was freed up for other work because the City contracted with a private vendor for meter reading services. The Commission agreed to cut the one supervisor position which would reduce other costs related to that position. \7anda advised that the maintenance costs could be cut slightly for the Boisy \i(aiter's Center but that maintenance costs are still needed. Discussion followed with Bud Palm on the reorganization of positions in the two departments for a final savings of $64,241 from depanment 1100. The two positions (Freeman Gaines and Johnnie \7yche) will remain vacant and Bud Palm agreed with Commissioner Bertino to reduce the $147,450 budgeted for y/ater resale by $50,000 to bring that line item to $97,450. Commissioner Hyde brought up the need for an Energy Conservation Program and Bud Palm commented on areas where a savings could be attained. 6BUDGET WORKSHOP JULY 20, 1994 Marie Jabalee explained the interest income projected in line items 3611 and 3614 in the Vater and Sewer Funds and that funds are invested constantly. She advised that $113,000 from prior year surplus is being used to balance the budget and that there is still $400,000 wonh of utility deposits. Commissioner Bertino recommended a rate decrease since the City has $7OO,OOO in the Sewer Fund and $400,000 in the S(ater fund. Marie explained that a Sewer rate decrease is being considered but to remember that Hollywood will probably increase their sewer bond in 1996 which will impose an increase on the City. Bud Palm felt that the City is providing something back to its citizens with the improvements and repairs being made to the q/ater lines. The Commission generally agreed to consider using sewer surplus funds for a significant sewer rate decrease. SAI-ARIF,S Vice Mayor Grace recommended to cut the $32,000 a year Secretary salary in the City Attorney's Department and to reorganize the secretaries in Administration. The Commission decided to pay Norma Signore's salary and the $3,284 ponion of Kevin Cook's salary from the Sewer Fund for a total savings to Public Works of $106,717. It was agreed to [eave the Vac-Con Sewer Truck Operator salary half in Sewer and half in Public Vorks. DATA PROCESSING City Manager Flatley explained that Travel &Training, software and computer equipment requests were cut from the Data Processing Department. Commissioner Hyde recommended to change the Data Processing Department into an MIS (Management Information Services) Department. Vern Johnson, Data Processing Manager, explained that costs are decreased in his depanment based on the higher cost to contract out for the services that he provides. Commissioner Hyde expressed his opinion that Noval is a better network system than Lantastic and that Lantastic is costing the City more to maintain. Mr. Johnson explained that Lantastic was chosen over Noval based on it being 20o/o cheaper and more user friendly. Funher comments related to computer down time being almost non-existent vrith the new PC systems, difficulties encountered with integrating new software packages within depanments and benefits attained with the system change over. Commissioner Hyde questioned the need for individual maintenance contracts for software packages. Mr. Johnson mentioned that the software contracts include upgraded versions of the programs that could be very costly and that costs could be higher in the long run if a system breaks down and is not covered under a maintenance contract. Mr. Johnson expressed his opinion that printing costs could be lowered if the City purchased their own printing equipment. PERSONNEL 7 JULY 20, 1994BUDGET WORKSHOP City Manager Flatley mentioned that the Personnel Department is remaining as is and that the $4,000 for copies of the Human Relations booklet has been cut to $1,000. PERSONAL SERVICES Mike Smith, Personnel Direcror, advised that liability insurance costs did come down this year ard that health insurance wiil remain the same. Inflation in rhe medical area has increased slightly but the City has been successful with the use of the Preferred Provider Network. CITYATTORNEY Vice Mayor Grace mentioned the need ro reduce the salary for Christy Blocker, Secretary for the City Attorney, based on her medical illness which does not allow her to perform at the standard of a legal secretary. Discussion followed on whether or not ro offer her disability retirement at this time and Marie Jabalee advised that Christy Blocker is not vested and cannot qualify for retirement. Discussion followed on considering Christy for a less stressful position with less responsibilities and to speak with Frank Adler concerning rhe matter. BSO - POLICE SERVICES City Manager Flatley mentioned that contract negoriarions have been ongoing with BSO in an attempt to reduce the 5olo increase to 4olo without any progress. Discussion followed on the need for CSA's (Community Service Aides) to assist officers with paperwork so they can be available for more road patrol. It was agreed to remove t'wo CSA positions for a total of four and accept a 3.5olo increase in the contract. FIRE DEPARTMENT Jim Mulford, Battalion Chief, advised that 10 new firefighter positions have been included in the budget to cover the fire rescue services in the Griffin area since the County contracr is being canceled. Discussion followed on the shift needs rhat have increased overrime and Battalion Chief Mulford's recommendation to postpone the 6.40/o increase for the 10 new firefighters until the 6th yerr of employment to save around $33,000 a year. He menrioned that rescue transport revenues were $195,000 tn the 93/g4Ilscalyear ar,.d that the projeoion is $240,000 for 94/95 fiscal year. Commissioner Bertino questioned whether costs for telephone services in the City could be reduced. Vern Johnson, Data Processing Manager, explained that costs are imposed on the City for offsite extension lines for the Fire Department, Beach, Public Vorks and City Parks. Commissioner Hyde suggested to look into the possibility of taking out direct line extensions and put in an out-dial line for an auto forward from City Hall and Mr. Johnson agreed to research the idea. IBUDGET WORKSHOP JULY 20, 1994 Funher comments related to efforts by the depanment to apply for grant funding to meet additional needs ofthe Fire Depanment and action ro remove $1800 from line item 60643 in Expenditures. Marie Jabalee questioned the increase for firefighrer Mike Cassano who was promoted to Division Chief to fill Roben Hess's position. Mike Smith, Personnel Director, advised that Mike Cassano was a paramedic which made him 1Oolo more and possessed a college degree that warranted the increase. SANITATION Marie Jabalee suggested to continue the discussion on decreasing rates until fufther information is received from Broward County, IWS and Reuter Recycling and Wanda Mullikin advised that rate information would also be brought back on Sanitation, Sewer and'W'ater. STREETS & PARKS/GARAGE Marie Jabalee removed $35,160 in Garage based on the position remaining vacant. Mike Smith explained that one position is being dropped due ro a person leaving and that the Vac- Con driver is a new position. Commissioner Benino recommended to look at buying long term service contracts on vehicles that are purchased and to seli the vehicles when the service contracts expire. Commissioner Bertino questioned the need to pay a mechanic in the Garage such a high salary when they are not servicing Police or Fire vehicles and are only handling small engine maintenance. Discussion followed on lease purchase arrangements for a beach cleaning machine at $8800 and rental costs for a front end loader of $4OOO. GRO\TTH MANAGEMENT \(zill Allen, Growth Management Director, presented his requests from last year in the professional services category and costs for his department to be relocated in the library building. Mr. Allen advised that file cabinets are needed to store documents in his depanment and that his depanment continues to microfilm documents to reduce the paper trail. Vern Johnson, Data Processing Manager, explained that there are other document storage techniques but that the City has to use microfilming based on State Statute requirements. Mr. Allen mentioned that clerks in his depanment were reorganized this past year and that Eula Gardner was assigned just to handle Occupational Licenses. He felt that the increase in revenues was based on the added personnel follow-up and the Commission's action to increase rates over the past year. Vice Mayor Grace recommended to cut a requested clerk position at an annual salary of $16,421 and Mr. Allen advised that the position is needed for anticipated data entry work needed in his depanment. Discussion followed on the pros and cons to using temporary services for this type of work and the Commission agreed to increasing ovenime by $5,OOO so that a depanment employee could input the work. An additional $5,000 was added for Professional Structural Engineering fees and discussion followed on the need to record liens 9BUDGET WORT€HOP JULY 20, 1994 against properties to recover demolition costs. Mr. Allen recommended an increase in minimum building fees from $27 .50 to $35.00 to increase revenues and commented on the possibility of increased revenue from a project proposed for 144 units. Mike Smith, Personnel Director, explained that worker's compensarion is a salary based benefit and that the increase in sick leave accrual is due to an increase in long term employees. Mr. Allen explained that the $22,250 increase under Professional Services was for the demolition of 6 houses and the new Structural Engineering Services. An additional $5OO was taken from Travel & Training and discussion followed on whether developers should be charged for using the laser scan services in the Building Depanment. ECONOMIC DEVELOPMENT Vice Mayor Grace questioned the overtime request by Dan Oyler for $2,500 in the Economic Development Budget. City Manager Flatley advised that Mr. Oyler's landscape projects require the additional overtime and agreed that professional services could be reduced by $7,000.00. Dan Oyler, City Planner, commented on the Building & Grounds budget and agreed to an $18,000 reduction in the budget. CEMETERY City Manager Flatley mentioned plans to close the rVestlawn Cemetery and open up the area west of the cemetery over to Chester Byrd Park which will involve sprinkler system work, mapping work and landscaping. Discussion followed on money that is reimbursed for ovenime to handle Saturday funerals and the need to schedule this as a regular day for the employee to cut down on overtime. The Commission removed $10,000 and left $1,000 for minimum overtime. PARKS & RECREATION Vice Mayor Grace questioned the need for a Recreation Coordinator at a salary of $32,500 plus a year when other park employees could be used for his duties. Mr. Tapp disagreed that the field preparation work could be done by just anyone without the proper supervision and that Many Hollaway has the technical expertise to keep the fields in shape. Discussion followed on 4 vacant part-time Recreation Attendants and Recreation Aide I positions that could be cut from the budget. Mr. Tapp explained the program needs to provide the recreation activities in the budget that amount to $75,000. The Commission reduced salaries by $15,459.00 and took $18,974lrom Meli Park in the Recreation budget. Discussion followed on the $600,000 due the County for rescue services that is under negotiations at this time and the After School Program at Frost Park. The Commission BUDGET WORKSHOP JULY 20, 1994 Mr. Allen advised that there is a grant from the State of Florida that may be obtained ro cover costs to update the Dania Comprehensive plan and that he would like to present the Budget for the 90th Binhday Celebration at the next workshop meeting. 10 reduced the electrical needs by 1Oo/o for each park and changed the Recreation Aide position to Recreation Maintenance lWorker. BEACH Marie Jabalee, Finance Director, mentioned that $25,000 has been requested for a matching grant for beach erosion control and Mr. Tapp explained that $5,000 was requested for expanded part-time to watch the nonh side of the pier on weekends and holidays. The Commission removed $10,000 that was budgeted for a landscape island because it was duplicated under Dan Oyler's budget. Vice Mayor Grace mentioned that the Commission needs to address salary increases for Marie Jabalee and Tim Tapp to bring them up to par with other Department Heads. Mayor Mikes didn't agree that all depanment heads should be paid the same salary as there is different levels of responsibility. The Commission agreed to continue discussion of upgrades and reclassifications at a workshop meeting. fhis budget workshop meetinEl was adloumed. MayorGomm City Clerk Auditor BUDGET WORKSHOP 11 /Z/-- ,uLY 20, 1994