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HomeMy WebLinkAbout2004-06-21 Workshop Meeting City Commission Meeting Minutes MINUTES DANIA BEACH CITY COMMISSION WORKSHOP MEETING MONDAY, JUNE 21, 2004 1. Call to Order Mayor McElyea called the workshop to order at 4:00 p.m. 2. Roll Call Present: 4 Mayor: C.K. McElyea Vice-Mayor: Bob Mikes Commissioners: Bob Anton Robert Chunn Pat Flury City Attorney: Tom Ansbro City Manager: Ivan Pato City Clerk: Louise Stilson ITEM 4 WAS HEARD BEFORE ITEM 3 3. Broward Sheriff's Office (BSO) Contract Chief Bryan Cowart, Broward County Sheriff's Office (BSO), noted that this was the fourth five-year renewal the County had sought with the City of Dania Beach. He indicated that the new contract remained virtually the same as the previous agreement and outlined the following modifications: Section 1.2 — addressed staffing — reduced by one position for a cost saving Section 4.4 — addressed City's intent to add five deputies on or after July 1, 2005 Section 8.1 — dealt with compensation for services Section 9.1— returned control of Law Enforcement Trust Fund back to the City Section 13.5 — increased BSO's responsibility for repairs to facility to $1250 Section 13.7 — addressed janitorial and water services Chief Cowart noted that with the staff reduction, the front desk and Community Center staffing hours will be reduced. Section 23.2 — provided for traffic and security for three City events per year at no additional cost to the City and included a fourth event for the 2004-2005 year for the Centennial Celebration. MINUTES 1 JUNE 21, 2004 WORKSHOP MEETING — BSO CONTRACT, CIP, INVESTMENT PLAN In response to Commissioner Flury's question regarding who conducted the citizen satisfaction surveys, Chief Cowart explained that his staff randomly polled residents. In response to Commissioner Flury's question, Patricia Varney, Finance Director, clarified that the trust funds would come to the City as a restricted fund. Commissioner Flury stated that her comments had nothing to do with the operational portions of BSO, expressed her affection for their work, and noted that she did not like the wording in the contract that allowed the Sheriff to have anyone removed. She stated that her most serious problem with the contract was that it increased the City's costs 29%, which was approximately $10 million, and felt the City could not afford that increase. Chief Cowart noted that he was not involved in the budget process or negotiation. Commissioner Flury felt it was irresponsible to sign a contract that was almost 30% higher at the end than what was currently being paid. She understood that it included five new positions that could be added when the City Manager wanted, but felt that new employees should require Commission approval. She did not doubt that the western areas required additional services, but noted that no business operated the same way for 10-20 years without renegotiating the contract. She wanted to see zero-based budgeting. • City Manager Pato explained that the projected costs were actually 5.1% each individual year plus the initial costs of the additional five deputies. He noted that personnel costs were going up at a much higher percentage and indicated this was the best that could be done. Director Varney clarified that currently the City was paid $7.1 million without the additional staff. Commissioner Flury reiterated that she could not vote for this because of the 30% increase over the life of the contract and repeated that it had nothing to do with her appreciation of BSO City Manager Pato assured Commissioner Flury that had he found a way to negotiate a lower contract, he would have done it. He explained that it was a contract with an agency that passed its cost of service on to the City. Commissioner Flury felt they needed to know the base salaries of the people working for the City or they had no control over the contract. Director Varney explained that the City had added wording to the contract where they agreed to pay budgeted costs each year and that if the actual costs were lower, the City paid the lower rate. MINUTES 2 JUNE 21, 2004 WORKSHOP MEETING — BSO CONTRACT, CIP, INVESTMENT PLAN • In response to Commissioner Anton's question about the comparison of the Fire Department budget, Director Varney explained that staff increased five percent (5%), COLA increased three point five percent (3.5 %), and the total increases reached 40% plus operating expenses (four percent - 4%) over five years. Chief Cowart noted that additional staff included cars, radios, uniforms, etc. City Manager Pato reported that other cities were experiencing an eight percent (8%) increase. He noted the City was able to keep its costs down because it began negotiations last year. He assured the Commission that they had done the best they could. He stated that if they wanted the Sheriff to answer questions, they would ask him to return when the contract was approved. Commissioner Flury wanted a requirement added to the contract to have Commission approval for new positions. ITEM 4 WAS HEARD BEFORE ITEM 3 4. Capital Improvement Program (CIP) (Patricia Varney, Finance Director) Patricia Varney, Finance Director, presented the CIP for Fiscal Year 2005 to 2009. She noted that department heads were present to answer questions. She defined CIP projects as any fixed assets or any infrastructure improvements that cost more than i $25,000 and explained that any amount below that was incorporated in the operation budget. She also noted that replacement projects, such a vehicles and street resurfacing, over $25,000 were also included in the CIP. Director Varney listed the following projects under City Administration: NW Community Outreach Center Expansion of City Hall Computer Replacement Program (in its third year) ADA Transition Plan Vice-Mayor Mikes asked whether or not the expansion of City Hall included opportunities for shared office space in the CRA district and felt that it might be premature to do anything in this area until these opportunities were identified. He also questioned whether or not staff had reviewed the study that resulted in the NW Outreach Center project. City Manager Pato explained that this project was tied into the CDBG grants that had been applied for and noted that the funding for the expansion of City Hall was scheduled for 2006, not 2005, in order to have time to have the shared office space opportunities identified. Commissioner Flury wondered if the relocation of BSO had been considered. • MINUTES 3 JUNE 21, 2004 WORKSHOP MEETING — BSO CONTRACT, CIP, INVESTMENT PLAN • City Manager Pato answered affirmatively and indicated that it was directly tied into the NW Community Outreach Center. He stated that when that was built, the plan was to have BSO relocated, but noted it might be two or three years down the road. He acknowledged that although moving BSO created additional space, it would not be until 2006 and immediate needs would not be alleviated. He noted the necessity to have the expansion of City Hall included in the plan in the event that some of the other options did not materialize. In response to Commissioner Flury's question about the $450,000 budgeted for 2005, City Manager Pato replied that was incorrect and stated that only $55,000 had been budgeted for City Hall expansion. Director Varney explained that the other money was a lease-option that was not funded and explained that it was included because it showed the Commission all of the plans being considered. Commissioner Flury noted that it seemed to be a year of pubic utilities expenses and wondered what was left for the rest of the City. Director Varney clarified that they were only considering governmental funds at this time and that these other things would be discussed later. She explained the summary sheet for Commissioner Flury's understanding. • Vice-Mayor Mikes stated that he had discussed with Bonnie Temchuk the possibility of completing the NW Center in two phases and questioned if the conference room planned for the back of that building was necessary. He wondered if the City could have obtained more grant money if the project was completed as two projects. City Manager Pato stated that he would check with Ms. Temchuk and noted that the CDBG grant would not pay for construction of buildings and facilities and that other sources of construction funding needed to be explored. Director Varney now considered the Fire Rescue Department and noted the following projects: Fire engines/rescue vehicles/command vehicles replacement program Construction of the new fire station. Commissioner Flury inquired as to when it was decided to build a new fire station. Vice-Mayor Mikes explained that this had been originally held off because of the pending airport expansion and noted that a site was acquired a long time ago when he was Mayor. He felt that it was premature to commit to development until the status of the airport was known. City Manager Pato reported that $78,000 per year was set aside to lease Fire Department space in Hollywood. MINUTES 4 JUNE 21, 2004 WORKSHOP MEETING — BSO CONTRACT, CIP, INVESTMENT PLAN • In response to Commissioner Flury's question about the location of the Fire Station, Fire Chief Kenneth Land, explained that a study had indicated building a station three or four blocks to the west of the currently owned property. He explained that the City had been told to build this fire station for several years and it had just never happened. He stated that the land had been plotted and zoned for the fire station, as well as, additional City space and stressed the increased calls in that area. Commissioner Flury noted that the density had not increased and agreed with Vice- Mayor Mikes to wait to build. City Manager Pato noted that the end result would not just be a fire station, but it was planned to bring some other City services to the western residents. Chief Land noted that if the proposed station were built, the City would break even with what was paid to Hollywood and felt it was better to build than to lease. Vice-Mayor Mikes felt the cost of building would not have gone up significantly because the land had already been acquired. He also noted that the County was trying to restrict residential growth in the area and felt that there was too much uncertainty to move ahead with construction. Chief Land wanted to keep the property and continue to build funds. He felt they would • know in a year or two what the call volume was in the area. City Manager Pato inquired if the figures should be moved to 2006. Mayor McElyea felt the station should be built and the City should not lease from anyone. He questioned if a BSO satellite could be moved out there, as well. Commissioner Anton wondered what detrimental aspects would be felt if the project was delayed. Chief Land noted that he was aware of no major negative impact and felt the current response times were acceptable. In response to Commissioner Anton's question, Director Varney explained that the debt service was currently $78,000 to lease and would be $271,968 per year to build, but noted that money coming in each year helped to defer that cost. Chief Land explained for Vice-Mayor Mikes that response times to the Estates of Fort Lauderdale would remain unchanged, but Marina Mile should see decreased response times. Commissioner Chunn agreed with Mayor McElyea and felt Dania Beach should be • independent. MINUTES 5 JUNE 21, 2004 WORKSHOP MEETING — BSO CONTRACT, CIP, INVESTMENT PLAN • Vice-Mayor Mikes wondered if taller buildings justified the costs associated with fire services. City Attorney Ansbro stated that at the Commission's request, the City had contracted the services of an experienced consultant from the University of Florida who has considerable experience in updating impact fees. He mentioned this report was to be available in about three to four weeks. Chief Land noted that an aerial truck and extra personnel was needed for taller buildings. Vice-Mayor Mikes felt that single-family homeowners should not pay for additional costs in the redevelopment areas. Director Varney moved the focus to the following Parks & Recreation Department projects: Beach Improvements Site #449 Resource Management & Conceptual Plan (grant) Frost Park renovation of West building Overhang roof on patio area CW Thomas Park Recreation Center Aquatic Center Equipment • Meli Park Recreation Building improvement Chester Byrd Park improvement. She noted that, at this time, staff had not recommended aquatic center equipment because they felt they could have acquired sponsorship funds and noted that they were not pursuing the Chester Byrd Park improvements at this time. City Manager Pato questioned whom the headquarters (mentioned on page 31 of the Five Year Capital Improvement Report) were for. Kristen Jones, Director of Parks and Recreation, stated that Captain Morris and his beach lifeguards were currently in very tight quarters and needed the headquarters. She noted that they needed more space for treating rescue victims, as well. City Manager Pato suggested a partnership with FAU about space. Director Jones stated that this type of negotiation was currently underway. Vice-Mayor Mikes felt that the City needed to refrain from construction on the beach and plan for the future instead. Commissioner Flury noted that the lengthy process for making improvements to CW Thomas Park and its construction would not be completed in 12 months. MINUTES 6 JUNE 21, 2004 WORKSHOP MEETING — BSO CONTRACT, CIP, INVESTMENT PLAN • Director Varney stated that the construction was moved to 2006 and clarified which funds were isolated for project management costs and contingency. She explained that the Operating Budget for 2005 proposed establishing a project management engineer position for Public Services and, if approved, eliminated some of the 2006 costs. Director Varney then focused on the following Public Services — Streets projects: Annexation lighting program Seawall repairs Citywide sidewalk repair Roadway repaving Dania Beach Boulevard Extension Main Corridors Landscape Neighborhood sidewalks/ greenways/ gateway signs Director Varney noted that of these projects, Dania Beach Boulevard extension and Neighborhood sidewalks/ greenways/gateway signs were not funded. Commissioner Flury wanted to know the status of the studies that the Commission had approved. City Manager Pato stated that the CDBG grant paid for the study and was not scheduled to begin until November 2004. He anticipated it would take three to four • months to complete and reminded all that the study included surveys, lighting, and traffic calming. Fernando Vazquez, Director of Public Services, felt that construction could possibly begin mid-year 2005, but noted it depended upon approval from Florida Power and Light and presentation to the community. Director Varney announced the following Public Services — Garage projects: Vehicle replacement program Equipment additions or replacement program Since there were no questions, she listed the following projects for Water Utilities: Water Plant Upgrades Water Main looping upgrades Water Main replacement Abandon existing plant site wells (that have been decommissioned for several years) Chlorine system upgrades Refurbish existing water treatment plant Construction of well Director Varney noted the urgency to initiate the water storage facility while interest rates were low. MINUTES 7 JUNE 21, 2004 WORKSHOP MEETING — BSO CONTRACT, CIP, INVESTMENT PLAN • Commissioner Flury confirmed with Director Vazquez that they could have four million dollars worth of work completed in 2005. Director Varney stated for Vice-Mayor Mikes that the fixed interest rate for the State Revenue Loans was good for a maximum of 20 years, but would not be locked-in until they made application and acquired approval. Commission consensus was to get the water tank project underway in order to get the lower interest rates locked in and to have the infrastructure in place for redevelopment. City Manager Pato stated that he was trying to secure grant money for some infrastructure issues. Director Vazquez clarified for Commissioner Flury that SRF funds were not available for the water storage tank removal and discussed with Vice-Mayor Mikes the pressure of the water system. Director Varney listed the following Sewer Utilities projects: Sanitary Sewer infiltration/inflow program Lift Station upgrades Security fence Since there were no questions from Commissioners, Director Varney turned her • attention to the following projects for Stormwater Utilities: Repairs of catch basins/covers/minor drainage improvements Construction of Stormwater infrastructure in SE section and Federal Highway Corridor Director Varney reiterated that the following projects were not funded: Aquatic Center equipment Chester Byrd Park improvements Dania Beach Boulevard extension Neighborhood gateway signs Director Varney explained the costs and funding for Governmental and Enterprise Funds for each year and noted that Enterprise funds included water, sewer and storm water funds. She reported that CIP funding came from Gas tax, recreation impact fees, fire reserve, and State Revolving Funds. She expected that millage rates needed to be increased in 2006 for capital projects in the general fund. She explained that construction projects were projected for 10 years, equipment replacement was projected over five years, and vehicle/computer replacement and building improvements were projected over three years. The Commission discussed with the City Manager the option of extending the building plan projections to 15 years. • (MINUTES 8 JUNE 21, 2004 WORKSHOP MEETING — BSO CONTRACT, CIP, INVESTMENT PLAN Commissioner Mikes left the meeting at 5:23 p.m. Director Varney noted that there was no increase in debt service for 2005, but in 2006 the debt service was estimated to increase to $319,000; for 2007 the debt service was projected to be $516,000 (including the $319,000 from the previous year); for 2008 the debt service was raised to $555,000; and in 2009 the debt service was projected at $528,000. She noted that fire services were not included in the debt calculation. She asked for direction from the Commission as to whether they wanted to increase millage rates and prioritize projects; eliminate or delay projects; or fund projects through Government Obligation bonds. Commissioner Flury felt that no one approved an increase in ad valorem taxes and wondered what percentage of the past millage rate belonged to the CIP. She inquired as to how much could be budgeted in order to keep the millage rate the same. Director Varney explained that she could not calculate that figure until after the operating budget was approved and noted that no adjustments were planned for 2005 General Fund. City Manager Pato felt that the City needed to live within its means in 2005, but that in 2006 there was a considerable impact that needed to be addressed. Commissioner Flury inquired as to whether or not this had been done because it was an • Election year. City Manager Pato replied in the negative. He felt it was good business practice to hold a conservative line on the 2005 budget and assumed that once 2006 projects were identified and planned revenues were considered, theycould work on the plan for 2006. 5. Investment Plan (Patricia Varney, Finance Director) Patricia Varney, Finance Director, presented Commissioners with a book "Elected Officials Guide to Investing." She stated that Florida Statute required cities to have an investment policy and Dania Beach had never had one. She explained that the investment policy was needed because it limited liability, defined rules, defined accountability, and was required by State Statute. She explained that the policy was intended for general, special revenue, CIP, enterprise, and future funds. She stated that pension and bond funds were not included and the policy provided safety, liquidity, and yield. Director Varney said that the policy would be adopted by the City Commission and noted that investment parameters were diversified. She reported that authorized investments were Florida Local Government Surplus Trust (maximum 85%), Florida Municipal Investment Trust (maximum 50%), US Treasury Securities (maximum 75%), Federal Agencies (maximum 60%), and Certificates of Deposits (maximum 30%). She indicated that quarterly reports would be submitted to the Commission and performance would be compared to benchmarks. MINUTES 9 JUNE 21, 2004 WORKSHOP MEETING — BSO CONTRACT, CIP, INVESTMENT PLAN Commissioner Flury confirmed with Director Varney that no investments fell outside of this program at this time. 6. Adjournment Mayor McElyea adjourned the workshop at 6:21 p.m. C.K. N CE A MAYOR-66IMMISSIONER ATTEST: LOUISE STILSON CITY CLERK Respectfully submitted by Jill Fiorentino APPROVED: July 27, 2004 MINUTES 10 JUNE 21, 2004 WORKSHOP MEETING — BSO CONTRACT, CIP, INVESTMENT PLAN