HomeMy WebLinkAboutMinutes of Meeting - Budget Workshop - August 21, 2012 MINUTES OF MEETING
DANIA BEACH CITY COMMISSION
BUDGET WORKSHOP
TUESDAY, AUGUST 21, 2012 — 6:00 P.M.
1. Call to Order/Roll Call
Mayor Flury called the meeting to order at 6:00 p.m.
Present:
Mayor: Patricia A. Flury
Vice-Mayor: C. K. "Mac" McElyea
Commissioners: Anne Castro
Walter Duke
Bobbie H. Grace
City Manager: Robert Baldwin
City Attorney: Thomas J. Ansbro
City Clerk: Louise Stilson
2. Presentation by Finance Director
Mark Bates, Director of Finance, presented a PowerPoint overview of the proposed budget,
which is attached to and incorporated into these minutes.
Mr. Bates noted the General Fund budget is built around the existing property tax rate and
therefore there would be no increase in the rate. The Undesignated Fund Balance was not used
to balance this budget and he spoke about the components of the Public Safety portion of the
General Fund. Additionally, the Commission Contingency of $500,000.00 is budgeted for
unforeseen costs and grant matching funds.
Mr. Bates addressed the Capital Projects balances, noting money set aside for the US-1 Bridge
project could be reallocated if the Commission so chooses.
Commissioner Castro questioned Canal Dredging (confirmed it is not anticipated to start in the
next calendar year), Solar Street Lighting (if there is $94,000.00 in remaining dollars available,
she would like it allocated elsewhere and confirmed CDBG Funds are included in the total
amended budget), Neighborhood Improvements (confirmed no funding is available for
neighborhood improvements other than the Oasis Program and solar lighting), Dugout
Replacement (confirmed it will move forward), Marina Improvement Phase II (confirmed we
need to keep the $2.5 million budgeted even with grants of$4.5 million), and PJ Meli Restroom
(confirmed it will be started this year).
Finance Director Bates noted the Undesignated Fund Balance is currently at approximately $9
million and out of that, between $2-3 million will likely need to be taken in the coming year.
The amount of money left is getting down to a level that staff feels should be preserved.
Mayor Flury commented this is an unacceptable level and we need to figure out a way to
increase it.
Commissioner Duke commented that the $480,000.00 for the US-1 Bridge could be moved to the
Undesignated Fund Balance or left where it is since either way, it would remain as assets of the
City.
Commissioner Castro noted money taken from the CRA needs to be moved back and
$180,000.00 from US-1 Landscaping could be moved to Unassigned Fund Balance.
Finance Director Bates spoke about the staffing level for the coming year, which remains
substantially the same, with the exception of hiring part-time summer program personnel and an
evenings/weekends park ranger. Additionally, he spoke about the list of Capital Purchases and
Capital Projects, and described the planned stormwater project for the area in the west and the
next phase of the water main looping project.
Commissioner Castro questioned the SE Stormwater Drainage Improvements project. Dominic
Orlando, Director of Public Services, explained Phase I and II would be bid and should start by
the end of the year. Finance Director Bates noted the funds allocated for this project would be
brought forward to the next fiscal year.
Finance Director Bates spoke about the Enterprise Funds, noting the Water Fund is seeing a
significant increase in the debt cost from capital loans and therefore, approximately 17% of the
existing budget will go toward paying the debt service. He also noted approximately $4.2
million is paid out of the Sewer Fund to Hollywood for treatment costs and accounts largely for
increasing sewage rates.
Finance Director Bates concluded by noting the budget is balanced and the existing millage rate
is maintained at 5.9998 mills.
3. Budget Discussion
Mayor Flury questioned the fluctuations in the Other Sources line item. Finance Director Bates
referenced page 26 of the budget, and explained the administrative allocation costs and the
transfers made to and from the various funds.
Mayor Flury asked why the line items for both the CityCommission and the City Manager have
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increased significantly. Finance Director Bates referenced page 30 and noted capital outlay
accounts for the increase in the City Manager line item. Referencing page 28, he noted the
Commission's operating expenditures are $60,000.00 higher due to a mistake made relating to
consulting fees.
Minutes of Budget Workshop 2
Dania Beach City Commission
Tuesday, August 21,2012—6:00 p.m.
Mayor Flury questioned the 9% increase in police services and consideration of any vacancy
credit. Finance Director Bates explained there is a $100,000.00 increase in the pension
contribution to the City retirement plan and a 5% increase, amounting to $500,000.00, in the cost
of the contract with BSO.
Commissioner Castro confirmed Chamber of Commerce funding at $30,000.00 is included and
noted they are looking for an increase. She requested $25,000.00 be allocated for the Creative
Arts Council and Finance Director Bates suggested it be taken from the $500,000.00
Contingency.
Mayor Flury felt this funding should come from somewhere else.
Commissioner Castro confirmed the Melaleuca Gardens wall plantings was funded this year and
will be brought forward. Regarding the CRA, she commented that the contingency funds taken a
few months ago should be put back since there is no reserve included, as there should be in case
of emergency, and half of the bridge money should be moved over to the CRA with the other
half going to reserves.
Mayor Flury has no problem with this suggestion, however she feels it is unnecessary as the
CRA has reserves. She spoke about the CRA budget, commenting that Executive Director Earle
and Finance Director Bates are not on the same page, and the Commission deserves to know
where the money is.
City Manager Baldwin said he views it as all City money for the good of the whole City.
Commissioner Castro commented she is looking forward to the CRA Executive Director and
Finance Director meeting as her understanding was that the CRA had no reserves.
Finance Director Bates explained the money appropriated for US-1 came out of the CRA's
reserve account and there is $750,000.00-$1 million that has not yet been spent, approximately
half of which is for the City Center project.
Commissioner Castro felt funding for the CRA should stay at $822,000.00 per year, however the
overhead cost allocation needs to be reassessed before the public hearing.
Commissioner Castro asked Jeremy Earle, CRA Executive Director, to address the City Center
funding.
CRA Executive Director Earle explained the funding from Broward County and how the funds
could be used, confirming that the City Center money is attached to the County.
Commissioner Castro reiterated she would like some reserves in the CRA budget and the cost
allocation to be reviewed as it cannot continue to go up.
Minutes of Budget Workshop 3
Dania Beach City Commission
Tuesday,August 21,2012—6:00 p.m.
Commissioner Duke addressed the US-1, Phase 2 project and suggested meeting with the County
regarding relocation of fiber-optic lines. He noted this may require an extra $100,000.00 for the
project in order to avoid an unnecessary delay. He suggested keeping potential debt service on
the radar should the grant turn into a loan.
Commissioner Castro stressed the importance of reserve funds for the CRA.
Commissioner Castro questioned whether the exact expense for BSO Fire Rescue this year or
next year is known.
Finance Director Bates explained a proposed contract cost sent by BSO under the agreement for
their services was approved in June.
City Manager Baldwin commented that we know what the budget is for this year and the next.
Commissioner Castro addressed the Pension Board payment included in the services agreement,
noting that the $912,000.00 payment was not paid by BSO this year; instead the City paid it on
their behalf. She questioned whether the cost this year is going to be reduced by this same
amount.
Joe Fernandez, Deputy Fire Chief, Broward Sheriff's Office, commented on the focus of the
discussions so far with the City and noted legal language issues are still to be resolved.
Commissioner Castro summarized the costs incurred by the City, noting that in essence, the BSO
contract is currently $1.7 million over what it was last year. BSO needs to advise what is coming
in order for the City to determine where it is going to get the money from. Additionally, we need
to know where the funds are going. She recommended that upon receipt of the proposed cost
letter next year, the City Manager ask for line item detail as to where the funds are going.
BSO Deputy Fire Chief Fernandez assured they will continue to work out the issues.
Mayor Flury noted a two to three year contract should be sought in order to avoid going through
this again next year.
4. Adjournment
Mayor Flury adjourned the workshop at 7:11 p.m.
ATTEST: CITY OF DANIA BEACH
)fS FIRST
/ ) OLu
LOUISE STILSON, CMC = PATRICIA A. FLURY
CITY CLERK MAYOR
Approved: September 11, 2012
Minutes of Budget Workshop
Dania Beach City Commission
Tuesday,August 21,2012—6:00 p.m.
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General Fund Expenditures by Function
$2,407,359 $1,511,448
6% 4%
$11,135,356
$4,935,101 29%
13%
■Police
■Fire Rescue
■General Government
■Public Services
■Parks&Recreation
■Community Development
$8,311,841
22%
$10,066,222
26%
TOTAL BUDGET $38,367,326
General Government includes: Mayor and Commission, Office of the City Manager, General
Administration, City Attorney, Office of the City Clerk, Department of Human Resources
& Risk Management, and the Department of Finance.
Community Development includes: Planning and Zoning, Code Compliance and Parking
Public Services includes: Public Services Administration, Construction&Maintenance, Cemetery,
Streets, Fleet Management and Solid Waste
Parks&Recreation includes: Parks Maintenance, Beach and all Recreation Facilities
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Personnel Complement
DEPARTMENT FY 2010 FY 2011 FY 2012 FY 2013
City Commission 5 5 5 5
r City Manager 4 _ 4 3 3
City Attorney _ _ 2 2 2 2
#City Clerk _ 2.5 1 2.5 2.5 2.5
Finance(exlcudes 4 Utility Cust.Serv.) 8 �3 8 8 9 +1 from Code(BTR)
Human Resources& Risk Mgmt 3.5 �i 3.5 2.5 2.5
Fire-Rescue 59 _ 68 Contract Contract
Community Dev./Code Compliance 5 4.25 4.25 4.25
Code Compliance 9 9 8.9 8
Finance(-1 for BTR);+.1 Parking staff
Building 6 5.75 _ 5.75 5.75
Recreation 19.91 20.19 20.19 22.09 Includes Temp Camp Counselors
(previously contracted)
Parkin Division - 2.62 1.10 1.00 -0.1 to Code(Parking Sup.replaced
9 by Code Officer)
'Public Services 21.00 16.80 19.45 19.45
Water Utility 14.5 16.7 16.95 16.95
Sewer Utility 7.5 _ 7.9 5.05 5.05
Stormwater Management 5 5.6 6.55 6.55
Dania Beach Marina 0.15 0.15 Contract Contract
Community Redevelopment Agency 2.5 3 3 3
Total City Full Time Equivalent 174.56 184.96 114.19 116.09
Contract- Police& 1 Park Ranger 75.00 79.00 79.00 80.00
Contract- Fire Rescue see above see above 61.00 61.00
'Grand Total Including BSO- Public Safety 24 263.96 2 4.1 2 -7 p9
Total Full-Time Equivalent Positions
Fiscal Years 2003-2013
250
200 73.66 73 8 174.56 184.E 178.39 188.93 187.16 181.78 184.96
1 .9
150
114.19 116.09
100
50
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FY 03 FY 04 FY 05 FY 06 FY 07 FY 08 FY 09 FY 10 FY 11 FY 12 FY 13
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Water Fund Expenditures by Category
$1,240,696I
20% $1,573,660
25%
$145,978
2%
■Personal Services
■Operating Expenses
■Capital Outlay
■Debt Service
■Contingency
■Interfund Transfers
$1,028,666
17% $1,314,275
21%
$934,200
15%
Total Budget $ 6,237,475
15 of 17
Sewer Fund Expenditures by Category
$632,942 $274,273 $590,634
11%
4% 10%
$172,295
3%
$114,000
2% ■Personal Services
■Operating Expenses
■Capital Outlay
■Debt Service
■Interfund Transfers
•Contingency
$4,165,731
70%
Total Budget $ 5,949,876
16 of 17
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