HomeMy WebLinkAbout1742 - MINUTES - City Commission MINUTES
DANIA BEACH CITY COMMISSION
BUDGET WORKSHOP MEETING
J U LY 26, 2001
1. Call to order
Mayor Flury called the meeting to order at 10:05 a.m.
2. Roll Call:
Present:
Mayor: Pat Flury
Vice-Mayor: Robert Chunn
Commissioners: John Bertino
C.K. McElyea
Bob Mikes (left at 10:30 a.m.)
City Attorney: Tom Ansbro
Acting City Manager: Jason Nunemaker
Acting City Clerk: Charlene Johnson
Other Present:
Finance Director: Dave Keller
3. Presentation and Discussion on the City Manager's Proposed FY 02
Operating Budget Appropriations:
Acting City Manager Nunemaker explained that the budget workshop would focus
on appropriations and that a forthcoming workshop would address revenues. Mr.
Nunemaker presented the following highlights of the proposed budget:
Population increase September 15, 2001, from 20,061 to 27,500 (37% increase).
The General Fund Budget has increased from $20.6 million to $24.8 million and is
balanced without the use of fund balance or reserves.
Substantial funding issues: increases in BSO police services and fire rescue
services due to the annexation, debt service for a Capital Improvement Program,
contribution to reserves, street and alley maintenance, new staffing increases and
a 4% Cost of Living increase for employees.
BSO - The total budget increase in the BSO Contract for police services is
approximately $1 million. Of this amount, $445,000 covers the contractual
increase in the current level of service (8.1% increase) and the balance of$618,000
is for 11 additional deputies. The personnel would be hired on a phased-in
schedule of half in October 1, 2001, and half March 1, 2002.
rMINUTES 1 JULY 26, 2001
BUDGET WORKSHOP MEETING
Fire Rescue —An increase of approximately $250,000 of which $225,000 would be
for six new firefighter/paramedics that would be phased in over the fiscal year.
Debt Service— Proposed increase of approximately $700,000. Previous debt
service is expected to decrease by $100,000.00. The new debt service is a little
over $800,000 and included in this amount would be $60,000 for repayment of a
loan for arbitration on the Ryan Eastern, Inc. litigation, a $382,000 repayment on a
$1.5 million loan from the water and sewer fund, $363,OOO for debt service to cover
the $4.5 million proposed Capital Improvement program.
CIP (Capital Improvement Program) Projects funded: $675,000 Pier Restaurant,
$1.8 for Fire Station, $300,000 City match for two FRDAP (Florida Recreation
Development Assistance Program) grants, $250,000 for improvements to the
Public Works facility, $250,000 for 803 NW 1st Street (BSO Substation), $100,000
for street closings.
Status of projects:
Pier Restaurant - Revised drawings have been received from Neal Aronson,
Architect, for the pier restaurant;
Fire Station- in platting process;
FRDAP grant-agreements approved 7/24/01;
803 NW 1st Street— Revised sketch was reviewed with Chief Anton and final
drawings forthcoming and two possible grants may be pursued for the substation;
Street Closings —beautification improvements of the southwest section (Dania
• Heights). Temporary closures for six months which would be followed with
permanent closures, including landscaped berms;
Parks — Improvements of$1.15 million to redevelop all three parks (Charlie Will
Thomas, Frost, and Patrick J. Meli).
Contribution to Reserve: $360,000 (common practice is to maintain a minimum 5%
of the budget at all times, which would be more like $1 million at the end of the
fiscal year. Current projection for end of the fiscal year is $590,000. Acting City
Manager Nunemaker pointed out that the City must have adequate reserves in
order to obtain the best rates on loans with lending institutions.
Streets & Alleys Maintenance-$300,000 to address the expanding size of the City.
The City has spent close to $500,000 in the current fiscal year when only $250,000
was budgeted.
New Staffing: 21 FTE positions to be phased in over the course of the year. One
position would be jointly funded from Sewer and Stormwater Funds. Individual
position requests to be presented with each department overview.
Cost of Living Increases: 4% increases for all employees ($304,000 cost and
includes the impact on longevity) and funded from General Fund ($271,500) and
Enterprise Funds ($32,500 distributed between Water, Sewer, Stormwater).
Enterprise Funds (Water, Sewer & Stormwater) —Total of all three funds is $5.5
million with an increase of approximately $300,000 over the current fiscal year.
MINUTES 2 JULY 26, 2001
BUDGET WORKSHOP MEETING
Commissioner Mikes requested an overview from the City Commission, prior to
hearing from the departments, on the support or lack of support for the proposed
millage rate of 6.8150.
Commissioner Bertino was not pleased with the way that the budget was
presented and thought that more information needs to be provided to the City
Commission in regards to personal services as each department is reviewed.
Commissioner Bertino requested that the cost of providing the building and the
cost°of maintenance for the BSO building be included in the budget like other
departments. Mayor Flury pointed out that the cost is included in the City Center
portion and that it would be difficult to change the method this year.
Commissioner Bertino mentioned that the City's major costs are for personnel
and that the departments are going to have to cooperate with the City
Commission as the proposed tax increase is inappropriate.
Commissioner McElyea expressed his dissatisfaction with the format of the
budget and suggested that a hiring freeze be implemented so that each position is
approved by the City Commission.
Mayor Flury pointed out that the proposed millage rate is not acceptable and
recommended a thorough review of the budget to clean up each line item for
future budgets. She mentioned that staff has been asked to provide extensive
information over the past 3 to 4 months and that Dave Keller, Finance Director,
has inherited a bookkeeping system, which needs to be an accounting system.
• Mayor Flury stressed the importance of having a strong Finance Department and
adequate staff in that department. She urged the City Commission to keep politics
out of the budget and encouraged each City Commissioner to focus on the issues.
Commissioner Mikes mentioned that in 1989 the City had the highest tax rate.
Previous budgets did not have much of a surplus fund and staff was usually
conservative with projected revenue numbers. However, the City's current
financial situation is due to staff's over projecting of revenues over the past
couple of years and it was not due to the City Commission's reduction in the
millage rate to 5.83 last year. He mentioned that the primary capital improvements
made to the City are from CDBG (Community Development Block Grant) funds for
the southwest section. Other areas of the City are not receiving any capital
improvements. The costs of the Fire Department have caused a tremendous
financial burden on the City; however, he agreed that there is a need for some
staffing in other departments. Commissioner Mikes stressed the importance of
viewing bar charts to show the rate of growth in certain departments and
recommended an across-the-board wage freeze for one year to get control over
future budgets.
Acting City Manager Nunemaker pointed out that the budget is a transitional
document and that staff was given a limited amount of time to assemble the policy
interests of the City Commission. He was confident that the budget included the
infrastructure needed for the City Commission to make wise policy decisions. He
stressed the importance of performance measurements for employees, however,
•
MINUTES 3 JULY 26, 2001
BUDGET WORKSHOP MEETING
he pointed out that departments had not been given the proper guidance or the
requirement to develop in this area.
In describing the current budget format, Dave Keller, Finance Director, explained
that a bar chart had been provided for each department showing the expenditures
for fiscal year 99/2000, a budget and projected expenditure for current fiscal year,
and the budgeted number as proposed for the next fiscal year. Additional pages
have been provided to highlight significant issues in each department. Mr. Keller
advised that each department includes a Cost Per Capita amount calculated by
taking the total cost of the budget and dividing that amount by the projected
population of 27,500. This is just an estimate as the City receives revenues from
other sources besides ad valorem taxes.
DEPARTMENTS FOLLOWING THE PROPOSED BUDGET:
CITY COMMISSION (Page 1 and 1 of 82 in the Account Detail):
Mayor Flury recommended that the City Commission travel budget be reduced by
50% and suggested that each travel budget be allocated appropriately. She
mentioned that the budget shows significant travel for some departments that
have not used the funds and that allocations should be provided in the
departments that really need to use travel funds.
Commissioner Mikes and Commissioner Bertino disagreed with reducing the City
Commission travel expense and stressed the importance of obtaining valuable
• information from conferences that benefit the City.
Vice-Mayor Chunn and Commissioner McElyea agreed that travel should be
reduced.
Commissioner Mikes expressed his dissatisfaction that travel costs are being
discussed when there are much bigger expenditures to be addressed.
Acting City Manager Nunemaker suggested that each department be reviewed
before making any final decisions.
Mr. Keller explained that Contingency is used for issues during the year that are
not budgeted and anything that is not spent during the year is not rolled over into
the next year but becomes part of the current fund balance.
Mr. Keller advised that it has been three years since an RFP was advertised for
auditing services and the costs are expected to increase due to GASB 34
accounting requirements. Discussion followed on sufficient funds being set aside
for the auditing firm to assist the Finance Department on the production of the
CAFR (Comprehensive Annual Financial Report). Acting City Manager Nunemaker
recommended retaining the current firm of Sean Davis & Associates for the next
year due to their experience with the City and based on the GASB 34
requirements. It was decided that this matter would be discussed at a later date.
• Mr. Keller agreed to bring back a travel plan by the next budget workshop.
MINUTES 4 JULY 26, 2001
BUDGET WORKSHOP MEETING
10:30 a.m.-Commissioner Mikes left the meeting.
CITY MANAGER (Page 3 and 4 of 82 in the Account Detail):
City Clerk Division: 1 clerical position starting January 1, 2002, at an estimated
cost of$19,500.
Mayor'Flury-recommended reducing the overtime amount given the fact that a
new position was being hired.
Acting City Manager Nunemaker advised that Charlene Johnson would be
promoted to the position of City Clerk and would be receiving a salary increase to
more adequately reflect her duties in the division.
Acting City Clerk Johnson explained that Annette Davis is currently working in the
City Clerk Division in the records area and that the City is in need of addressing
records management city-wide. The new Administrative Assistant li position
would assist in the more complicated matters of the division relating to the
completion of minutes, agenda and inputting commission actions, agreements
and leases into a computerized program to better organize the daily operations of
the division.
Insurance costs:
Mr. Keller explained that health insurance costs have been increased by over 10%
annually and that a 10% increase for 99/00 and a 10% for 00/01 has been allocated
for each position. Mayor Flury thought the projected amounts were overly
ambitious and that actual YTD figures should be provided before a final decision
is made. Mr. Keller advised that an independent study is currently being
conducted by Siver Insurance on health insurance costs and that he was being
conservative in his projections to ensure that funding was provided until further
information was available.
Sheryl Chapman, Administrative Services Director, advised that a
recommendation should be presented by Siver some time in August and that
Siver structured the RFP for the health plan to allow the City the option of
accepting a fully insured program or remaining self-funded. In addition, she
mentioned that several components of the self funding were separated in the RFP
for more options. As part of the current health plan, InterCorp conducts utilization
review and provides pre-certification of claims. Mayor Flury requested that Mr.
Keller review the health plan costs to determine if more reductions could be
accomplished.
Economic Development-Main Street:
Mayor Flury was very supportive of the Main Street Program but felt that the
program should be self-funded and phased out of City funding over the next three
years. She mentioned that the City should have the CRA in place by then. She
MINUTES 5 JULY 26, 2001
BUDGET WORKSHOP MEETING
suggested the following schedule: FY 01/02 -Main Street pays 1/3 and the City
pays 2/3, 02/03 - Main Street pays 2/3 and the City pays 1/3, 03104 - Main Street
pays 2/3 and the City pays 1/3. Acting City Manager Nunemaker agreed to discuss
the suggestion with the Main Street organization.
f
MINUTES 6 JULY 26, 2001
BUDGET WORKSHOP MEETING
Legal Expenses:
Commissioner Bertino suggested that the costs for administrative staff used to
assist the city attorney be charged back to the budgeted funds for the Legal
Division. Mr. Keller advised of his future plans to conduct a Cost Allocation
Overhead Study and mentioned that he is currently taking some basic steps
forward with the User Fee Study currently being conducted.
Mr. Keller was asked to check the figure allocated for insurance on page 7 of 82
and the $2,500 allocated for office equipment in the Capital Outlay on page 8 of 82
for City Center.
FINANCE (Page 10 and 14 of 82 in the Account Detail):
Mr. Keller requested two (2) positions: (1) A Budget Finance Analyst to develop a
monthly reporting system for the City Commission on the activities of the
departments that would be a performance based measurement system;(2) An
Information Services Program Technician to assist with the maintenance of PC's
and updating the City's website.
The City Commission approved the two positions with the understanding that the
Program Technician would start six months into the fiscal year.
ADMINISTRATIVE SERVICES (Page 15 and 23 of 82 in the Account Detail):
The City Commission removed the request for one FTE from the Personnel
Department.
Mr. Keller advised that the increase in Professional Services covers costs to
conduct an Insurance Study at an estimated $75,000 and a Pay and Classification
Study for $50,000 in accordance with union negotiations. Mr. Keller was asked to
check the figures on Page 23 of 82 in regards to Life and Health Insurance and to
remove the $8,000 from the Capital Outlay in Personnel.
Discussion followed on the need to do a better job of managing accrued leave so
as to reduce the buyback amounts that employees have been allowed to
accumulate over the years. Discussion followed on the need to encourage
employees to take vacation time during the year.
Mr. Keller explained that there are some significant increases in some of the
insurance lines on page 25 of 82. The actual costs for insurance are being
provided this year as this information was not available last year.
Discussion followed on amounts provided for department head expense accounts
and car allowances and the thought that the amounts should be included in the
salary figures. Mayor Flury opposed providing cars for any department heads
based on the cost for insurance and suggested car allowances instead.
MINUTES 7 JULY 26, 2001
BUDGET WORKSHOP MEETING
Mayor Flury recommended that all overtime costs associated with FTE positions
• be reduced in each budget. Mr. Keller explained that he did not add any amounts
for health insurance for any new FTE positions
BSO (Page 19 and 27 of 82 in the Account Detail):
Mr. Keller explained that there is an increase in the BSO Contract of$445,176.00
and a request for eleven (11) additional deputies to be phased in % in October and
1/2 six months later. The estimated cost of the 11 deputies ($75,000 each) is
$618,000.
Chief Robert Anton, BSO, mentioned his plans to implement two new zones in the
newly annexed area coming into the City September 15th. Chief Anton advised
that six deputies have been paid by the County since January 10, 2001, to cover
the 105 zone (annexed area). The six positions are one (1) criminal investigator
and five (5) patrol deputies and these positions are covered by County tax funds
until September 15. He mentioned that the police dog and dog handler positions
approved recently by the City Commission are not reflected in the six positions;
however, he could absorb the two positions with the addition of the 11 deputies.
Commissioner Bertino recommended that the cost of maintaining the BSO
building be included into the cost of the contract for a clearer figure on the actual
cost of police services. He reminded the City Commission and public that one of
the selling points for the City to change from its own police department to BSO in
1988 was the availability of specialized crime assistance to the City without
additional cost. Commissioner Bertino advised that a Neighborhood Response
Team, made up of five (5) deputies, was implemented through a grant a few years
ago and that the City is now being asked to absorb the full cost of those five
deputies.
Chief Anton explained that two of the deputies are currently working_full time on
narcotics crimes with the Federal government and that the other three work on
Part 1 crimes. The START initiative program focused primarily on the Charlie Will
Thomas Park area and BSO would like to expand the program further into
Hollywood and College Gardens areas. Chief Anton advised that the assistance
from the Neighborhood Response Team has reduced the need to pull deputies
from the road patrols. Chief Anton stated that BSO does provide additional
deputies to handle ancillary services involving special programs like sexual
predator sweeps and multiple robbery operations. Chief Anton agreed that it
would be better to cut back on the zones or take away marked cars before
removing the Neighborhood Response Team.
Commissioner Bertino recommended that Chief Anton look into the possibility of
realigning the zones in.the City to better utilize manpower and retain one district
in the newly annexed area.
Mayor Flury stressed the need to reduce costs in police services and suggested
reducing the FTE requests to 2.25 instead of 8.25, which would provide BSO with
two (2) deputies, instead of 11. Mayor Flury clarified that the costs of the contract
are separate from the position requests.
•
MINUTES 8 JULY 26, 2001
BUDGET WORKSHOP MEETING
Chief Anton was granted two deputies and was urged to reorganize his
department so as not to reduce police services anywhere in the City.
12:05 p.m. The City Commission took a 30 minute lunch break.
12:50 p.m. -The budget workshop meeting reconvened.
FIRE DEPARTMENT (Page 21 and 29 of 82 in the Account Detail):
Dave Keller, Finance Director, advised that the operating costs for the Fire
Department have increased from $5.9 million to $6.1 million and the most
significant change is the addition of six new firefighters/paramedics that would be
phased in as follows:
1 — October
2 —January
1 —April
2 - July
Mr. Keller explained that fire and rescue were initially separated in the budgets
and that he has combined the departments this year to provide a better overview
of costs and that pages 32 and 33 provide line item reductions.
Mayor Flury stated that the City cannot afford the new positions and
recommended that all fire personnel be reallocated for street duties to support the
same level of services. She mentioned that overtime cost is $107,000 over last
years use and that requested line item amounts are not justified by the YTD
expenditures. In addition to eliminating the positions, she requested a reduction
of 10% in the overall operating costs of the department. Mayor Flury stated that
everyone supports the Fire Department; however, all departments must work with
the City on the current financial situation.
Chief Ken Land agreed that the day personnel could be rotated to shifts to cut
down on overtime costs with the understanding that there would be a slow down
in the production of reports coming from the department. Chief Land requested
consideration of adding the personnel in the future as money becomes available
as he would like to provide a minimum manning of three (3) on the engines. The
current shift procedure provides two (2) men on engines and three (3) men on
rescue calls. He mentioned that the City also has mutual aid agreements with the
surrounding cities, which should be helpful in maintaining the current level of
service.
Mr. Keller requested that the City Commission allow Acting City Manager
Nunemaker and himself the opportunity to review the 10% reduction in operational
costs in each department based on the fact that some of the services are under
contract. Mayor Flury stood firm on the need to cut operational costs by 10% in
each department and stressed the importance of allowing Chief Land the
opportunity of finding the reductions in the Fire Department.
•
MINUTES 9 JULY 26, 2001
BUDGET WORKSHOP MEETING
GROWTH MANAGEMENT (PAGE 25 AND 37 OF 82 IN THE DETAIL)
Mr. Keller advised that four (4) new positions are being requested for an additional
cost of$90,000 as follows:
Chief Planner
Code Inspector
1 Secretary I
1 Receptionist
Laurence Leeds, Growth Management Director, advised that the Code Secretary is
more important than the Code Enforcement Officer at this time to keep up with the
current volume of paper work and forthcoming demands from the newly annexed
area as of September 15th. Mr. Leeds explained that Code Enforcement would not
be enforced until after the first six months of the next fiscal year, therefore, the
Code Officer position could be delayed for six months. He stated that the Permit
Receptionist would provide a better level of service to the public and relief for the
two (2) Permit Clerks who are handling the Building Division.
Mayor Flury recommended hiring the Secretary beginning October 1 and to hire
two (2) part-time employees to cover the receptionist position.
Mayor Flury requested a report on Code Enforcement fines including the dollar
amount on outstanding non-homesteaded foreclosures showing the oldest
property on record. She mentioned that any foreclosures five or six years old may
require a review the services being provided to the City by the law firm of Ryan &
Ryan, P.A. Mr. Leeds advised that State Representative and Attorney Timothy
Ryan has been asked by staff to proceed with legal action on all of the
outstanding non-homesteaded foreclosures.
Mr. Leeds advised that the overtime in the Building Department covers filing by
the Permit Clerks and costs for Code Officers to attend Code Enforcement
meetings on a monthly basis. William Johnson, Chief Code Officer, advised that a
minimum three (3) hours call back time is provided to employees who attend night
meetings whether they are there one hour or three hours in accordance with the
union contract. Discussion followed on whether or not it would be cost-effective
to utilize the services of a Special Master for day meetings. In regards to Saturday
hours, Mr. Leeds explained that Code Officer Dubisky is off on Mondays when he
works on Saturdays and that he is not paid overtime.
Mr. Keller clarified that each salary position shows an increase of 4%, which is
currently being negotiated with the union, and includes the steps for longevity.
Ken Koch, Building Official, advised that the Permit Receptionist position would
assist with greeting customers and the backlog of filing. Mayor Flury suggested
that part-time workers could be used for filing type duties and that proper
management and training should provide efficiency opposed to the City hiring
full-time help with high benefit costs.
MINUTES 10 JULY 26, 2001
BUDGET WORKSHOP MEETING
Commissioner Bertino suggested that senior citizens with experience in business
be utilized on a part-time basis for 20 hours a week and mentioned the possibility
of hiring two (2) senior citizens willing to split a 40 hour shift.
Mayor Flury recommended converting the Permit Clerk FTE position to two (2)
part-time positions to reduce benefit costs and to include $25,000 for the year to
cover the cost.
PUBLIC WORKS (37 AND 56.FO 82 IN THE DETAIL)
Mr. Keller advised that three (3) maintenance workers are being requested for a
nine (9) month period at an estimated cost of$52,300. A significant increase of
$300,000 has been provided for maintenance of streets and alleyways and $70,000
for a street sweeper.
Bud Palm, Utilities/Public Works Director, commented on the need for the street
sweeper and the need for residents to be educated on picking up their grass
cuttings to reduce the potential for clogging up the drains.
Mayor Flury expressed her dissatisfaction with the YTD overtime costs of
$150,000 in the department and recommended contracting out some of the
department needs.
Construction & Maintenance:
Leo Williams, Public Works Supervisor, explained that overtime is needed to
accommodate special projects on weekends and nights in the Construction and
Maintenance Division. Mayor Flury questioned staff on how over time could be
approved when funds were never budgeted and the need for overtime costs to
match up with ongoing projects. She recommended that the Acting City Manager
initiate a memo advising departments that all unbudgeted overtime would require
his approval.
Streets & Parks Division:
Commissioner Bertino mentioned that Public Works crews handled all grass
cutting until a few years ago when Code Teams were organized to work on trash
pickup in the neighborhoods. Elan Lawn Service was hired for mowing at an
annual cost of$170,000.00. Commissioner Bertino mentioned that there was no
removal of any full-time employees when the lawn service began and he couldn't
understand the need for more employees. Mr. Palm clarified that the three (3) new
employees would assist with the maintenance of the newly annexed area.
Mayor Flury mentioned that there is an additional $15,000 budgeted over the YTD
figure for overtime in the division when three positions are being requested. Mr.
Williams agreed that overtime could be cut back.
Vice-Mayor Chunn mentioned his own work experience and questioned whether
some of the Public Works employees are being as productive as they could be
when unsupervised. Mr. Williams advised that the City is broken down into four(4)
MINUTES 11 JULY 26, 2001
BUDGET WORKSHOP MEETING
major areas and that three people are assigned to a crew. As part of the Code
team, one person drives around twice a week to cite people for trash and debris
violations and the other two people pickup the trash. There are also times when
people are needed for special projects and the division picks up carts throughout
the City from the grocery stores.
Mayor Flury requested that Mr. Palm and Mr. Williams reorganize the department
to increase productivity and suggested two (2) people being assigned to a crew
instead of three.(3) people. Mr. Williams advised that he needs three people on a
trash crew: one-person to operate the front end loader twice a week; a driver for
the trash truck; a person picking up the trash.
Commissioner Bertino questioned whether the City receives a rebate from FPL on
street lights that are not working during the month. Mr. Williams was not sure
about the rebate and advised that a meeting is scheduled with FPL on street
lights. He mentioned that the City would like FPL to maintain lights on Federal
Highway that are currently being maintained by Public Works. Mr. Williams
advised that the water figure has been increased because irrigation systems have
been added on Dania Beach Boulevard and Griffin Road. Discussion followed on
Professional Services being used to pay for engineering services needed in the
department and high maintenance of street sweepers.
Commissioner Bertino mentioned the need for Broward County to reimburse the
City for money they collected on taxes over the years in the newly annexed area
earmarked for infrastructure improvements. Residents from the newly annexed
area are now expecting the City to construct roads in the area.
Acting City Manager Nunemaker explained that the County is taking a position
that the City chose to engage in the campaign for annexation without a Pre-
annexation Agreement and that the City should have been responsible for
surveying the area to ensure that it was in acceptable condition before proceeding
the annexation. Commissioner Bertino disagreed with this concept as the
legislature believes that the County should bring annexation areas up to par
before turning them over to municipalities. Acting City Manager Nunemaker
advised that departments are surveying the annexed areas and communicating
with the County in regards to street improvements.
Garage:
Mr. Palm advised that the City's mechanic changes tires, tunes up vehicles, fixes
brakes, replaces hoses and takes care of small tools and equipment. All vehicles
are under a five-year maintenance agreement with the dealerships.
Mayor Flury questioned why $750 was budgeted for telephone when zero dollars
were used YTD and Mr. Keller agreed to review the line item.
Cemetery:
Mr. Williams explained that overtime is provided for Public Works employees who
assist the Cemetery Custodian, Joanne Johnson, with the funerals on Saturdays.
MINUTES 12 JULY 26, 2001
BUDGET WORKSHOP MEETING
These workers also open and shut the cemetery gates. Mayor Flury stated that
those individuals that work on Saturdays must be given Monday off to save on
overtime costs. Mr. Williams advised that when the employees work the second
Saturday they get overtime and they have to be paid overtime because they work
a normal five (5) day week schedule.
Small Parks:
Mayor Flury mentioned that over time seems to be included in all divisions
without any YTD justification and questioned staff about the worker's
compensation budgeted amounts in the division. Mr. Keller advised that Worker's
Compensation is established by the State based on the position and that
employees using heavy equipment are calculated on a higher rate than clerical
workers.
Mayor Flury requested electricity amounts be budgeted more to the actual usage
amount. Mr. Keller agreed to check the line item.
Sanitation:
Mr. Palm explained that the Trash Dump Fees have been reduced by $45,000
because BFI has provided the City with three garbage containers that Public
Works uses when picking up trash in the City. This saves the City because BFI
disposes of the trash free of charge. Mr. Palm advised that citizens can also
utilize the extra trash containers at the Public Works Compound that are provided
by BFI.
PARKS & RECREATION (Page 28 and 43 of 82 in the detail)
Mr. Keller advised that three (3) new positions are being funded for 9 months at a
cost of$101,000 as follows:
2 Recreation Leaders at the parks
1 Marine Safety Officer at the beach
Commissioner Bertino questioned why there is a smaller amount being funded for
Frost Park opposed to Charlie Will Thomas Park. Randy Wilkinson, Parks &
Recreation Director, explained that Thomas Park requires higher maintenance and
more staffing because of the swimming pool.
Mayor Flury expressed dissatisfaction with the tennis courts at Frost Park. Mr.
Wilkinson advised that grant funds within the next few weeks should provide
improvements for resurfacing the courts and installation of new lights. Mr.
Wilkinson advised the City Commission that costs would increase for Patrick J.
Meli Park with the proposed swimming pool from the Swim Central Grant.
Mr. Wilkinson explained that Kristen Jones is Facilities Manager for Frost Park,
I.T. Parker Community Center and Nyberg/Swanson House, Mardie Holloway is
Sports Coordinator for all the parks and oversees Charlie Will Thomas Park,
0 Stacey Hoey is Parks Coordinator for Patrick J. Meli Park and manages the
MINUTES 13 JULY 26, 2001
BUDGET WORKSHOP MEETING
Summer Program. All employees work together and they have an office at City
t Hall. Mayor Flury stressed the need for the park managers to retain offices at the
facilities they manage.
Mr. Wilkinson explained that he budgeted 100 hours a week for part-time staff to
be at the parks to run program activities. Mr. Wilkinson explained the hours of
staffing provided at the parks and the operation hours of the YMCA Computer
Program at Charlie Will Thomas Park.
Mayor Flury recommended approving one position. Mr. Wilkinson mentioned the
need to determine staffing based on what the City Commission approves in the
Capital Improvement Program.
Mayor Flury agreed to leave the $132,000 budgeted for part-time assistance. She
asked Mr. Keller to check the YTD,amount for professional fees to see if it
matches the $22,000 budgeted and to reduce the Maintenance of Buildings and
Grounds amount due to forthcoming grant improvements. Mr. Wilkinson agreed
that the amount could be reduced.
Commissioner Bertino mentioned the high cost of electricity at the parks and
suggested that a break proof switch and timer be installed on the lights at each of
the parks to reduce costs.
Commissioner Bertino recommended that the City borrow money to cover Capital
Improvements at the parks and suggested that a generic set of architectural plans
be created for all the park buildings. Commissioner Bertino recommended
demolishing the buildings at Frost and CW Thomas Park.
Acting City.Manager Nunemaker explained that the Capital Improvement Program
would be addressed at the next budget session. Mr. Nunemaker mentioned that
there is a need to determine with the County on whether the City pays up front for
the Swim Central Grant before a decision could be concluded on Capital
Improvements at the parks. Mr. Nunemaker recommended an individual
assessment of each of the recreation buildings: Frost Park building is structurally
sound and there may be a possibility of accessing the restrooms internally; CW
Thomas Park building is obsolete; Meli Park building is in good condition but
needs rehabilitation. Mr. Nunemaker advised that $150,000 in grant funds has
been provided for each park and that more grant funding may be available
depending upon what is actually planned at the parks. The City Commission
generally agreed to provide the same dollar allocation for each of the parks.
Commissioner McElyea requested that the amount for Buildings & Grounds
Maintenance be reduced down to $6,000.
Civic Center
Mr. Wilkinson explained that the division covers the I.T. Parker Community Center
and Nyberg/Swanson House. He asked that no change be made to the amount
budgeted for Maintenance of Buildings & Grounds for these facilities.
MINUTES 14 JULY 26, 2001
BUDGET WORKSHOP MEETING
Commissioner Bertino recommended that a Sinking Fund be established to cover
• the maintenance costs of the I.T. Parker Center so that a percentage of the rental
fees could be allocated for the fund. Mr. Keller agreed to look into the fund
suggestion.
Patrick J. Meli Park
Mr. Wilkinson agreed to reduce the Maintenance of Buildings & Grounds down to
$25,000 to cover costs to operate the concession stand, ice machines, irrigation
equipment and misc.-equipment at the park. Mr. Wilkinson advised that
Hollywood Little League, which has nothing to do with the City of Hollywood,
provides the baseball and softball programs and that the BSO PAL program
provides football and assists with the baseball programs at the park.
Mayor Flury asked Mr. Keller to review the budgeted figures for utilities to see if
adjustments could be made.
City Attorney Ansbro clarified that the building project with the Optimist Club at
Frost Park fell through because the Optimist Club requested extensive use of the
building, which created tax ramifications for the City.
Beach:
Discussion followed on the need to leave the overtime amount at $10,000 to cover
the life guards during day light savings time.
Mayor Flury requested that the signage be reviewed to ensure that all opening and
closing times are consistent and requested a review of the parking meter revenue
near the Beach Grill. Mr. Wilkinson advised that a full-time Community Service
Aide issues the parking citations at the beach and also assists with mail and
deliveries at City Hall. Mr. Wilkinson agreed to provide the number of citations
that were issued for parking at the beach and stated that the City has increased
revenues from $150,000 to $250,000 with the installation of Master Meters at the
beach.
Mr. Wilkinson explained that the extra Marine Safety Officer would provide staffing
on all of the life guard stands five days a week and on weekends. Mayor Flury
asked Mr. Wilkinson to reduce the overtime since the new FTE would provide a
33% increase in staffing.
Commissioner Bertino suggested the idea of removing the northern life guard
stand and to create a Surfing Beach that would include proper signage advising
the public that the area would not be guarded. Mr. Wilkinson advised that surfing
has been tried in the northern area and that surfing is only good when the winds
are coming from the northeast. The winds cause the surfers to surf towards the
southwest and into the pier. He explained that the northern area is also a family
area used for volleyball and that the area would not be safe without life guard
protection. Mr. Wilkinson agreed to see if the stands could be placed 75 feet apart
and to determine if life guard coverage could be changed during certain off days
in the winter time.
MINUTES 15 JULY 26, 2001
BUDGET WORKSHOP MEETING
Mayor Flury recommended that the overtime be reduced by 50% and to leave it up
to Mr. Wilkinson to determine the best use of funds provided for staffing.
•
MINUTES 16 JULY 26, 2001
BUDGET WORKSHOP MEETING
Summer Program- No changes
Mayor Flury advised the public that a 20 minute break would be provided to allow
time for Dave Keller, Finance Director, to calculate the changes to the budget in
order to determine a revised millage rate to be addressed at the following Special
Meeting.
4. Adjournment.
This meeting adjourned at 2:45 p.m.
MAYOR-COMMISSIONER
JOHNSON
ACTING CITY CLERkJ
APPROVED: August 14, 2001
•
• MINUTES 17 JULY 26, 2001
BUDGET WORKSHOP MEETING