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HomeMy WebLinkAbout2000-04-17 Budget Workshop Discussion of proposed Budget for FY 2000/2001 City Commission Meeting Minutes ® MINUTES DANIA BEACH CITY COMMISSION BUDGET WORKSHOP MEETING JUL Y 14, 2000 1. MAYOR MCELYEA CALLED THE MEETING TO ORDER AT 9:25 A.M. 2. ROLL CALL Present: Mayor: Charles McElyea Vice Mayor: John Bertino Commissioners: John Etling Bob Mikes City Attorney: Thomas Ansbro City Manager: Mike Smith Finance Director: Marie Jabalee Deputy City Clerk: Charlene Johnson Absent: Commissioner: Jim Cali ® City Manager Smith presented Mayor McElyea with a plaque recognizing him for preserving the history of the City by donating several historical pictures of Dania Beach and working with Linda Fry, Administrative Assistant, to complete the historical pictures displayed on the western wall of the Conference Room. Mayor McElyea was pleased to work on the project and thanked Linda Fry for her help. The plaque is mounted on the History Wall as testament to Mayor McElyea's lifelong dedication to the City_ Vice-Mayor Bertino suggested that copies of the pictures be made and offered for sale to the public as a promotion of the City's 100th Birthday. 3. Discussion of proposed budget for fiscal year 2000-2001. City Manager Smith mentioned his efforts to keep costs down and presented a proposed millage increase from 6.1 to 6.4% for the 2000/2001 fiscal year. He provided the following overview of the budget: BSO —6 officers were added last year through the COPS Grant. One deputy is currently used as a motorcycle deputy and a secretary was added for the Nuisance Abatement Board to handle the implementation of the Alarm Ordinance. Fire Department-4 paramedic positions were requested to assist with the minimum manning on fire engines to three personnel at all times. Broward County has proposed agreements with • Dania Beach and Hollywood to split the revenue to provide Fire/EMS services in the proposed MINUTES 1 JULY 14, 2000 CITY OF DANIA BEACH ® annexation areas until the election in November when the voters decide which areas go to each city. Growth Management Department— Request for one part-time Secretary to be upgraded to full- time and the addition of one part-time file clerk. Beach — Request for one part-time Marine Safety Officer to be upgraded to full-time. Water Distribution/Public Works — Discussion followed on maintenance of landscaping throughout the city and the need to hire individuals with landscape architecture and/or horticulture backgrounds in the future. Commissioner Mikes stressed the need for better supervision of the Public Works employees on planning and implementing projects within the City. Water Billing —A water meter reader is being hired due to the inaccuracies and errors with outside contract employees. City Manager Smith advised that all employees are receiving a 4% increase and that out-of- pocket expenditures are needed to remodel portions of City Hall and the Chamber. Grants—The city has been awarded some $2.4 million in grant dollars for 1999. Staff has advertised RFP's for consulting services to implement a Business Improvement District and CRA (Community Redevelopment Agency) to improve the downtown district. The City has received a $500,000.00 ISTEA (TEA 21) grant providing landscaping improvements to Dania Beach Boulevard and U.S. #1. Donations: Area Agency on Aging/ Family Central will split $18,000.00 from bus bench revenue. Main Street will continue to receive the City's support and State assistance next year with the hope that the program will eventually be subsidized by businesses. Revenue: -Total property values have increased in the amount of$78 million dollars. Commissioner Mikes requested that the City Manager contact Attorney Ron Mastriana regarding plans for possibly selling Bass Pro to Tanger and determine whether there are plans for a small motel to be built on the site. ,In summary, City Manager Smith advised that the spread between the 6.1 and 6.4 millage rate is only $300,000.00, which would only increase taxes on a $100,000.00 home by $22.50 year. He advised that all extras have been cut from the budget and in order to operate departments and move forward the additional increase in millage is recommended. Marie Jabalee, Finance Director, requested direction from the City Commission on scheduling the public hearing dates in accordance with TRIM Notice requirements and advised that the dates must be provided to the Broward County Property Appraisers Office by August 4th. Discussion followed on setting the public hearing dates at a later time. Finance Director Jabalee explained that the roll back rate of 5.78 will provide the same revenue to the City that was received last year. A 6.1 millage will provide a 6% increase in ad valorem revenue or $481,000 over last year and a 6.4 millage would provide an additional $600,000 over last year's budget. MINUTES 2 JULY 14, 2000 CITY OF DAINIA BEACH ® Commission Goals: Commissioner Mikes stressed the importance of holding the millage rate at 6.1 based on this being the last year for Dania Beach to obtain land through annexation. He suggested a better position in the annexation referendum election in November if the City did not exceed Hollywood's tax rate. Further comments related to Hollywood's interest in annexation areas near the Seminole Casino on 441 and Stirling Road. City Attorney Ansbro mentioned that Hollywood has a chance of receiving some $9 million dollars from Broward County in a settlement relating to private lands that were taken off the tax rolls and turned into public land in the Port Everglades area. City Manager Smith mentioned that Hollywood is currently $7 million dollars short in this year's budget. Commissioner Mikes mentioned his review of budgets over the past ten years and that public safety costs have doubled and salaries for Fire personnel are moving toward $100,000.00. He recommended holding off on purchasing an additional fire rescue truck and the hiring the four additional paramedics until next year. City Manager Smith clarified that even if the City receives the areas desired in the annexation, the revenue from the annexation would not be received until October 2002. Commissioner Mikes expressed dissatisfaction with the condition of streets in the City as there are streets in Melaleuca that are cracked and he expected ongoing pot hole problems because street paving projects are not supervised for proper completion. Finance Director Jabalee clarified that gas tax funds can only be used for road resurfacing and street lighting projects. ® City Manager Smith mentioned that Public Works has a five-year plan for paving in the City. Commissioner Etling questioned what appeared to be_significant discrepancies in the revenue amounts projected in the budget for franchise fees, special licenses, solid waste fees and cost recovery, amongst others, when considered in comparison to year-to-date figures. Finance Director Jabalee explained that FPL and others would be making substantial payments in August and cautioned the City Commission on over-projecting revenues as the City will not have the benefit of surplus funds as it did in last year's budget from projects like FAU/SeaTech and the Airport Expansion Agreement. Discussion followed on using the Tactical Crime Unit for traffic control and removing the motorcycle policeman in the BSO budget since the grant will end next year. At this time, City Manager Smith was given a fax from Government Services Group stating that they under-projected revenues from Fire/EMS Special Assessments by $400,000.00. City Manager Smith thought that the fees would assist in balancing the budget if the millage remains at 6.1. City Manager Smith mentioned that City Attorney Ansbro and himself are currently reviewing the Harbour Towne lease as Harbour Towne has requested an extension. He mentioned that an appraisal in needed to determine the actual value of the development. City Manager Smith mentioned that Dania Beach does not have as many bus benches as Hollywood because people began using them as mini-billboards for advertising purposes. The City Commission generally agreed that the Human Relations Board would decide how to MINUTES 3 JULY 14, 2000 CITY OF DANIA BEACH disperse the budgeted $18,000.00 bus bench revenues between the following agencies: Area Agency on Aging, Family Central, and the Visiting Artists Program at the library. Vice-Mayor Bertino suggested that although City Manager Smith hires and fires department heads in accordance with the 1998 Charter change that he understood that the City Commission sets the salaries for department heads. City Attorney Ansbro read Article 3, Section 4 (b) and (c) of the Charter to the City Commission. City Attorney Ansbro thought it to be understood that the City Manager would set salaries since he was provided the power to hire and fire department heads. DEPARTMENT REVIEWS: RECREATION: Randy Wilkinson, Parks & Recreation Director, stressed the need to increase part-time lifeguards to full-time for the Marine Safety Division so that all five lifeguard stands at the beach would be covered to reduce the City's exposure to liability claims and for better leadership over part-time personnel. Commissioner Etling thought that the parking meter revenue was projected low in the proposed budget as these revenues would likely increase due to the efficiency of the new meter system and a further increase would probably occur at some point in the coming fiscal year with the opening of the Pier Restaurant. City Manager Smith agreed that the new master meter system is working better at the beach and pointed out that parking revenues drop between September and November. City Attorney Ansbro advised that negotiations should be completed for an agreement with Tarpon Bend on the restaurant at the Pier by the next budget workshop meeting. The City Commission generally agreed that the contract should provide for the City to receive parking revenue from Tarpon Bend. Commissioner Etling advised that the County Bond issue may provide funding for staffing aquatics lessons at the C.W. Thomas Park pool. City Manager Smith advised that the pool is not big enough for the community needs as the pool only holds 30-35 kids and that the pool was built for the purpose of providing swimming instruction. Vice-Mayor Bertino mentioned that Meli Park is leased to the City by Broward County and that the City does not own the land. He suggested a cooperative partnership be pursued with Broward County School Board for building an aquatic center at Meli Park and vacating the street near Collins Elementary and C.W. Thomas Park for expanding the park. Randy Wilkinson, Parks & Recreation Director, agreed to check with the Broward County School Board on these two proposals. However, the City Commission generally agreed that they should stay out of the pool business for liability reasons. Mr. Wilkinson advised that the expenditures are roughly projected the same for each park in the City. GROWTH MANAGEMENT DEPARTMENT: Laurence Leeds, Growth Management Director, advised that the Building Division will have its own budget section so that issues relating to permits, plan review, occupational licenses and MINUTES 4 JULY 14, 2000 CITY OF DANIA BEACH inspections are separated from Growth Management. Growth Management will encompass areas of Code Enforcement and Planning & Zoning Administration. Mr. Leeds explained the areas covered by each Code Enforcement Officer and advised that William Johnson, Chief Code Officer, works with him on plan reviews and deals with the more complicated code cases. Code Enforcement's major priority is dealing with complaints and Mr. Leeds advised that 50% of code complaints are resolved without citations and that paperwork management consumes most of the costs. Mr. Leeds explained that he is working with Jason Nunemaker, Assistant to the City Manager, on economic development and the creation of a new CRA (Community Redevelopment Agency) and that site plan reviews take a significant portion of his time. Mr. Leeds advised that planning and landscaping consultants have been hired on a cost recovery basis. He mentioned that 95% of the costs for the consultants have been recovered and that his salary is also included in cost recovery, but zoning issues and code enforcement are not. Mr. Leeds advised that additional attention is needed to review commercial uses in the downtown area, traffic planning, the tree regulation ordinance and street modification plans for east/southeast area. Mr. Leeds expected the IROM (Industrial Research Office Marine) and the IROC (Industrial Research Office Commercial) zoning districts to be established by August 8tn Adult Entertainment Ordinance City Attorney Ansbro advised that the City adopted the County Ordinance on Adult Entertainment and that he is researching the law to update the Code. Discussion followed on the City's inability to refuse the issuance of permits for viewing booths at the A to X Video Store on Stirling Road. Ken Koch, Building Official, advised that the Broward ® County Ordinance on Adult Entertainment requires the use of the Broward County Building Department and is not practical. In regards to A to X Video, he explained that staff was told by past city attorneys from Brinkley McNerney that the booths are like fixtures and that the City would not deny the issuance of permits, however, the office areas of the store have not been permitted. Commissioner Mikes stressed the need for the City Commission to be notified and alerted to these types of issues in departments. Vice-Mayor Bertino mentioned that adult entertainment will continue to be a problem because there is so much money that fuels the industry. Mr. Leeds advised that the Historic Preservation Plan is still being worked on and that the City cannot stop owners of historic properties from demolishing historic structures. He expected variance and site plan requests to become more complex as areas in the City are becoming more difficult to develop. Discussion followed on the types of uses being approved for Occupational Licenses and actions by the department to require a letter explaining the intended use by each applicant. Commissioner Mikes thought that some of the uses need department head review and signature approval and he questioned how the dumpster storage business was allowed at the site near the Rustic Inn Restaurant. Mr. Leeds explained that it was most likely approved under the M-1 and M2 County zoning designated uses and he agreed that zoning needs tightening. Ken Koch, Building Official, clarified that the Occupational License Clerk does not have the responsibility of determining the appropriate use for issuing an Occupational License and that he reviews each request to ensure that all laws and regulations are met. Mr. Leeds also mentioned that William Johnson does an excellent job of reviewing business uses for ® Occupational License issuance. MINUTES 5 JULY 14, 2000 CITY OF DANIA BEACH Ken Koch, Building Official, advised that the Ordinance requiring a license fee for duplex and single family home rentals was an unfunded mandate and in order to implement the Ordinance, he would need another clerical employee to handle filing and research. Mr. Koch advised that properties will have to be researched to determine primary residences and homestead exemptions, which will be time consuming. He clarified that the City most likely will not profit from implementing the rental ordinance. Finance Director Jabalee suggested that some rental information may be obtained through the Utility Billing system. Discussion followed on the complications of obtaining an Administrative Service court order to inspect homes and the possibility of using the guise of the Unsafe Structures procedures to determine exactly which properties are being used as rentals. Mr. Koch advised of his responsibilities involved in plan reviews, demolitions, inspections, new construction and hurricane preparedness and the difficulty dealing with members of the public who are uncooperative. Mr. Koch explained the need to reduce repetitive losses in regards to Flood Insurance requirements with the Federal Government and his efforts to ensure that the City complies with state law regulations. Mr. Koch advised that building permit fees are supposed to offset services provided to the public. He advised that through the actions of the Florida Building Association, a new State Building Code will be effective July 1, 2001 and that the South Florida Building Code will be abolished. The City Commission generally agreed with the requests of the department. Mayor McElyea adjourned the budget session at 12:35 p.m. for lunch. After lunch, Mayor McElyea continued the budget meeting at 1:30 p.m. Growth Management Department--Salary increase -Vice-Mayor Bertino recommended a salary increase for Laurence Leeds, Growth Management Director, based on Mr. Leeds efficiency on the job as well as his efforts to keep the City Commission apprised of important issues. He suggested that Mr. Leeds receive an additional 5% on top of the 4% increase granted to all employees. FIRE DEPARTMENT: Ken Land, Fire Chief, advised that Medicare will be increasing EMS fees in January for transporting patients and that the Florida Fire Chiefs are looking into a way of collecting PILT (Payments in Lieu of Taxes) on some tax exempt state, county, and federal properties. Chief Land advised that over the past four years, revenues have increased 20% per year and calls have increased by 30% and that only four people and one secretary have been hired in that timeframe. Chief Land mentioned a need to increase fire inspection fees and he provided the following statistical information regarding the fire department's budget: Budgets: (Increase of 7.5% per year for a total of 30% over four years) 1997/98 4.2 million 1998/99 4.5 million 1999/2000 5.0 million 2000/2001 5.99 million • Total Revenues (Increase of 20% per year for a total 80% over four years) MINUTES 6 JULY 14, 2000 CITY OF DANIA BEACH 1997/98 1.3 million • 1998/99 1.5 million 1999/2000 1.5 million 2000/2001 2.3 million Total Calls for Service (increase of 7.5% per year for total of 30% over four years) 1997/98 4,500 1998/99 4,750 1999/2000 5.000 2000/2001 5.500 Commissioner Mikes expressed concern for the pension changes imposed by the State and potential for abuse of the disability benefits in the Fire Department. He stressed the need to keep costs down in the Fire Department so that the City can afford to provide other employee groups better benefits like insurance for retirees. City Manager Smith advised that the General Employees Pension Board is expected to be presenting an ordinance to the City Commission in regards to insurance benefits being provided as long as the plan does well with investments from the stock market. Finance Director Jabalee expected the ordinance to be submitted for the July 25th meeting. Mike Brown, Deputy Fire Chief, advised that Fire employees are only receiving a 4% increase and that the operating budget for the Fire Department has decreased from $636,000.00 to $612,000.00 this year. Commissioner Mikes pointed out that it's not just a simple 4% increase as there are other step increases provided to fire personnel for training. He mentioned concern • that the City is subsidizing Fire/EMS services in airport areas and commented on the additional detail that was supposed to be paid by Grand Prix Race-a-Rama to reduce Fire Rescue calls at the site. Chief Land reported that Broward County is proposing to provide two technical rescue teams in the north and south portions of the County with transport helicopters, which should benefit smaller cities. He mentioned that the City cannot expect to drastically reduce its ISO_(Insurance Service Offices) rating because of the City's water main infrastructure and size of buildings. Discussion followed on the number of hazardous chemical material accidents on 1-95 that impact the department and the need to reduce the use of rescue trucks for accidents in order to save costs. Chief Land advised that Broward County is getting out of the Fire/Rescue business. He suggested the idea of contacting Hollywood on a joint proposal to split the $1,400,000 in revenue currently being charged by Broward County to provide Fire/Rescue services in the proposed annexation areas until after the November annexation vote determines which areas go to Dania Beach and which might go to Hollywood. He agreed to bring a proposal back to the City Commission on providing services beginning October 1. Chief Land agreed to hold off on hiring the four requested paramedics until the 2001/2002 budget year. PUBLIC WORKS/UTILITIES DEPARTMENT: • Bud Palm, Utilities/Public Works Director, explained that costs for the department have been carefully scrutinized to cut down on costs for this year's budget. He reported that the street MINUTES 7 JULY 14, 2000 CITY OF DANIA BEACH cleaning machine is working very well and that he would like to purchase a smaller version in the future that would pick up leaves and free up the catch basins and drains after storms. Commissioner Mikes mentioned that the City receives most of its taxes from commercial properties. Mr. Palm advised that Elan Landscaping is working out well and is freeing up Public Works crews for other jobs like cleaning drains, code enforcement, and paving projects. Commissioner Mikes stressed the need for Mr. Palm to do a better job of supervising street and paving projects for better quality work and to reduce the cost of redoing projects. Mr. Palm advised that BFI seems to be working towards doing a better job of picking up garbage in the City and that he is trying to get BFI to trade-out the larger cans for the smaller cans in the Oakbridge Condominium project. He advised that no vehicles have been requested in this year's budget and that all new trucks have diesel engines to reduce pollution. Vice-Mayor Bertino recommended an increase of 5% on top of the 4% overall increase for Bud Palm. Mr. Palm explained that he is planning to go into the DROP (Deferred Retirement Option Plan) in October and that he has 7 years before he would retire. City Manager Smith stated that he would like to take Mr. Palm's increase under advisement. Commissioner Mikes agreed with City Manager Smith because Mr. Palm needs to supervise his staff better and based on many complaints from residents that they are not able to reach Mr. Palm. • Leo Williams, Public Works Supervisor,,advised that the City would continue to piggy-back off other City or County bids for completing paving projects within the City. BSO — Chief Robert Anton, District II Chief, explained that he is not asking for additional personnel even though calls continue to escalate. The last hired personnel was paid from a matching grant from the COPS program, which is how the motorcycle policemen is also paid, and there is a need to hire an Administrative Support Specialist to handle the City's recently adopted ordinance on alarms. Chief Anton advised that the City of Dania Beach ranks#6 on crime compared to two years ago when the City ranked #1 in the County. He cautioned the City about removing the motorcycle policemen as the position is also used to monitor speeding throughout the City and in school zones. Discussion followed on the use of speed bumps and the Smart Cart to reduce speeding. Chief Anton expected the wooden roller coaster at Grand Prix to increase calls because it will attract young people and the potential for car thefts, purse snatching and drugs. Chief Anton advised that the two deputies are not yet moved in at the C.W. Thomas Park, YMCA Center for Success. The City Commission generally agreed that the presence of marked cars at that location would be a deterrent for crime activity in the area. Annexation Areas: Chief Anton advised that it would take 10 deputies to properly service the proposed annexation areas and that the Tactical Response Team is used for burglaries, fighting • crime and drug dealing. MINUTES 8 JULY 14, 2000 CITY OF DANIA BEACH 1 Chief Anton advised that Deputy Bob Drago has been promoted and that he will be able to select his replacement. Mayor McElyea was dissatisfied that the District has a high turn over rate and that BSO uses deputies who do not live in the City and that, thereby, he felt that they do not care about the City. Chief Anton explained that he cannot stop people from being promoted and that he has many other deputies that are very familiar with Dania Beach and who were original Dania Police officers when BSO took over services. Chief Anton advised that two deputies are needed on each alarm call because the deputies do not know how serious the call is until they arrive. He advised that there are over 350 calls a month for false alarms and that this is where a lot of the City's police service costs are going. City Manager Smith advised that staff is working on better procedures for administering the Alarm Ordinance. Chief Anton concurred with Commissioner Etling that there are many defective alarms out there because there are so many companies selling poorly designed alarm systems to residential property owners. Vice-Mayor Bertino stressed the need to not make the procedures too restrictive so as to keep people from having alarm systems. Chief Anton agreed that he would not include the motorcycle policemen for next year and reminded the City Commission that he has not increased the number of zones in the City since 1991. ADMINISTRATIVE DEPARTMENTS: At this time, City Manager Smith reported that Hollywood increased its millage to 6.55. City Commission: • Commissioner Mikes suggested a salary increase of$2000.00 each for the Mayor and City Commissioners and the purchase of a new T.V. in the Commission Office with a VCR so that each regular meeting can be videotaped. The City Commission agreed. Finance Director Jabalee confirmed that the millage rate would remain at 6.1 and that the public hearing dates would be determined at a later workshop meeting. This meeting adjourned at 3:45 p.m. r MAYOR-COMMISSIO . ACTING CITY CLERK Respectfully submitted: Charlene Johnson Deputy City Clerk Minutes approved: July 25, 2000 MINUTES 9 JULY 14, 2000 CITY OF DANIA BEACH