Minutes 07-27-93 NINUTES OF THE CITY COI4NISSZON BUDGET WORKSHOP NEET~NG HELD
COHN[SS~ON CHAHBER$, CITY HALL, BOYNTON BEACH, FLORIDA, ON
TUESDAY, JULY
PRESENT
.... Edward Harmening, Mayor J. Scott Miller, City Manager
Jose Aguila, Vice Mayor Carrie Parker, Assistant City
Lynne Matson, Mayor Pro Tem Manager
Robert Walshak, Commissioner Wilfred Hawkins, Assistant to
the City Manager
Grady Swann, Finance Director
Mary Munro, Budget Coordinator
CALL TO ORDER
Mayor Harmening called the budget workshop to order at 6:37 p.m.
Page 143 - Fire Department
City Manager Miller advised that the Fire Department will continue with ninety-
eight (98) full-time employees.
Mayor Harmening directed attention to the statement on Page 138 regarding
increasing fire flow calculations to update more areas in the city with
available water flow information. He pointed out that there is a severe lack of
hydrants in several areas of the City. He inquired if there are plans to
improve that situation. Chief Allen advised that many new hydrants have been
..... installed in both new and old areas. At the present time the City has good
coverage. '
In reviewing the estimated expenditures on Pages 144 and 145, it was noted that
there are very few changes since last fiscal year.
Mayor Harmening questioned the difference between Line Item 145, Pension Reserve
and Line Item 147, Firemens' Pension. Mr. Swann explained that Line Item 145
covers the clerical help who are members of the general plan, and Line Item 147
is the Firemen's plan.
There is a significant change in Line Item 468, Professional Service. This
$46,000 is the fee the City will pay based on collections from ALS transports of
approximately $300,000. If more than $300,000 is collected, there will be a
slight increase in that figure.
Vice Mayor Aguila questioned Line Item 629, Building and Grounds Improvements.
City Manager Miller directed the Commissioners to Page 148 for an explanation of
the request. Funds will be used from the Capital Improvement Fund for the com-
bination door lock at Station #3, the extinguisher system in stove hoods at
Stations #1 and #3 and the vehicle emissions capture system at Stations #2 and
#3. City Manager Miller pointed out that Station #2 requires renovation.
Commissioner Walshak feels the building should be demolished.
Vice Mayor Aguila inquired as to whether it would be possible to acquire the lot
~.~ to the south to build a new station. Mr. Gulbrandsen reported that improvements
on that lot have recently been noticed. Mr. Gulbrandsen advised that renovation
plans which were done would significantly change the layout of the station.
'-- Extensive renovations were planned.
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City Manager Miller explained that a decision should be made as to whether or
not to invest the $20,000 in renovations. When the City begins annexing further
west, there will be a need for a larger station. It might be more beneficial to
invest the $20,000 toward:a new station. He asked that the Commissioners think
more about this when the CIP Fund is reviewed.
City Manager Hiller stated that the Vehicle Service Account contains requests
for replacement of two vehicles; one for the Fire Command and one for the
Paramedic Supervisor. There is also $175,000 set aside for the new pumper which
was approved by the Commission several months ago. That funding will come from
the proceeds of the 1993 PST refunding.
Commissioner Walshak questioned whether any grant money would be available for a
fourth ALS transport vehicle. Mr. Ness reported that the City does have a
fourth vehicle, but Commissioner Walshak said it is not acceptable. Mr. Ness
advised that there is still time to apply for grant funds for another vehicle,
and at the suggestion of the Commission, Mr. Ness agreed to submit the necessary
application.
Commissioner Walshak referred to the July 13, 1993 letter and reported that he
had discussions with someone who is knowledgeable about the pension fund. He
was advised that the firemen are paying the unfunded liability. Therefore, they
are paying $60,000 from their own pockets and providing the City with a $3,000
savings. Commissioner Walshak requested clarification.
Mr. Shemwick provided a copy of the actuarial report. City Manager Miller said
that according to the actuarial report, the actuarial present value of future
contributions before change is $1.550 million; after the change, it will be
$2.389 million. That represents an increased cost to the City.
Mr. Shemwick said that while it may be an unfunded liability, the firefighters
will be paying for it through their extra contributions. The actuary was asked
to provide something for the firefighters at no cost to the City. Mr. Shemwick
claims this is no cost to the City and further, it is a savings of $3,000 per
year. Mr. Miller pointed out that this would not be paid for fifteen to twenty
years. He questioned the outcome if something goes wrong within five years.
Mr. Shemwick suggested handling that situation by eliminating the benefit. The
City's contribution to the fund would be $60,000 less.
Mr. Shemwick stated this will reduce the percentage of payroll the City must
contribute from 11.06% to 9.27%, for a savings of $60,000. This percentage rate
is the lowest in Palm Beach County.
Mayor Harmening stated this situation will be investigated.
Mayor Harmening referred back to Page 143 and questioned the Deputy Fire Chief
position shown in the 1992/93 current budget. He had not been aware that the
City had a Deputy Fire Chief. City Manager Miller advised that this is a posi-
tion which was authorized with the approval of last year's budget.
Page 157 - Building
There are twenty-five (25) positions authorized in the three divisions of this
department. Those divisions include Administration, Plan Review & Permitting
and Field Inspection. It is anticipated that one Clerk I position will be eli-
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minated in Plan Review & Permitting. That position is currently vacant. That
would result in the reduction of staff to twenty-four (24) full-time positions.
Vice Mayor Aguila asked if there is enough plan reviewing to keep the personnel
busy. Mr. Jaeger stated there is an average of six ($) plan reviews per person
per day which is an increase of one (1) per person per day from last year.
Further, revenue has increased.
Vice Mayor Aguila asked for an explanation of the typical turnaround. Mr.
Jaeger said the first review is being done within one week. When the plans
return, they are usually completed within two to three days.
The decrease in Personnel Services listed on Page 159 is the result of the
elimination of the Clerk I position. There are no significant increases in
Materials & Supplies or Operating Expenses from fiscal year 1992/93.
Mayor Pro Tem Matson met with Gini Price, Executive Director of the Chamber of ,
Commerce. There was discussion centered around Chamber of Commerce memberships.
Mayor Pro Tem Matson suggested that instead of the City paying for four depart-
ment heads to be Chamber of Commerce members, the City would pay a flat rate
similar to what Bethesda pays. Instead of $300 for four people, it would be
$200 or $225 and every department head in the City would be included. Every
department head would then be able to go to Chamber functions.
There was a consensus of the Commission that the four memberships be removed and
Mr. Miller will speak with Gini Price to arrange for the City to pay a flat rate *
so that every department head will be considered a member of the Chamber of Com-
merce. In this way, they will go, at member prices, to all Chamber functions.
Mr. Jaeger agreed that this was a good idea and advised that he had not budgeted
for Chamber membership.
Mayor Harmening noted an increase in Line Item 470.07, Business Meetings. This
increase is due to the Annual SBCCI hearings in Little Rock. Mr. Jaeger advised
that the mid-year hearings are i~ Birmingham, but the annual hearings vary.
Vice Mayor Aguila questioned the progress of microfilming in the Building
Department. Mr. Jaeger reported that the Building Department is not very
current. Mr. Jaeger pointed out that he has been requesting $20,000 for the
past three years, but has only been given $5,000 for that project.
Vice Mayor Aguila questioned the need for two speaker phones. These phones will
be for the Deputy and Chief Plans Inspector for the purpose of conference calls
with staff members and architects.
Mayor Harmening clarified that there are seven Plans Check Inspectors who do six
plans per day for an average of forty-two plans checks each day. Mr. Jaeger
explained that that figure is not plans because each area must review the plan.
He questioned how many are done over a one-year period. Mr. Jaeger reported
that the plans reviewed during this current fiscal year totaled 5,565. About
half of them were of a minor nature. He said 400 turnarounds are done on a
monthly basis. The remainder required more extensive reviews.
- 3 - *should read, ,, Gini Martin"
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Page .1.65 - Occupational Ltcense$
This department will continue with three (3) full-time employee. Personnel
Services shows a slight decrease, while Materials & Supplies increased.
Computer Supplies increased to reflect the ordering of forms. There was an
increase in Operating Expenses based on postage. However, there is an overall
decrease of $4,000+ in this budget.
Page 172 - Code Enforcement
There is an increase in personnel in this department as a result of the
Construction Coordinator position which is being 50% funded through Community
Improvement. This employee will be working in the northeast section of the City
dealing with housing rehabilitation, inspections and assistance in housing
programs.
Page 173 shows no significant changes except the increase in Personnel Services.
There is a slight increase in Operating Expenses.There is a capital outlay pro-
posal for a microcomputer with emulation board.
Page 176 - Anlmal Control
This budget reflects a slight increase relative to personnel. It is posposed to
add a part-time Kennel Maintenance Worker in order to provide more continuous
service to the public.
Vice Mayor Aguila questioned whether or.not the citation powers are being used
and whether or not they are effective. Mr. Eichorst explained that a problem
has surfaced with the court system. Lt. Yannuzzi is working to get that
resolved. The system favored at this time will not allow any funding to come
back to the City. Depending on the outcome of Lt. Yannuzzi's investigation, a
recommendation will be presented to the Commission.
Commissioner Walshak questioned why the request for $2,500 in Line Item 347,
Animal Shelter Supplies, was decreased to $1,500. Mr. Eichorst stated that the
request was made for $2,500, but it is doubtful that $1,500 will be used. The
animal shelter has had a good source of donations. The $2,500 was included in
the event those donations stop.
Commissioner Walshak questioned why a washer and dryer have not been purchased
for the shelter. Mr. Eichorst explained that the reason no washer or dryer has
been purchased is because there is no room to locate them at the facility.
Commissioner Walshak disagreed and suggested putting it on the west side of the
kennel as you enter the facility. Mr. Eichorst also feels the method of
cleaning the facility would result in the washer and dryer rusting in a short
period of time.
Mr. Eichorst feels a washer would be of assistance if a location can be found
for it. The funds for such a purchase could come out of the money made at a
recent auction.
City Manager Miller reported that this budget shows a slight increase because of
the increase in personnel.
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Page ,185 - Public Works
There is a decrease in Personnel Services in this department. The CLerk III
position is being transferred to Sanitation and will be funded through that
Division. Materials & Supplies has decreased and there are no other significant
changes. The overall budget reflects a decrease. The capital outlay is shown
on Page t86 for a five-drawer file cabinet and a secretarial desk.
Page 192 - Roads & Steers
In response to a question from Vice Mayor Aguila, Mr. Eichorst reported that the
streetsweeper is working well. It is on the road from 4:00 a.m. until noon
every day.
The number of people retained in the Roads & Streets Division has not changed
since fiscal year 1992/93.
Vice Mayor Aguila inquired as to whether or not road resurfacing is proposed for
fiscal year 1993/94. City Manager Miller reported that program is included in
the Local Option Gas Tax. Vice Mayor Aguila wants restriping included as part
of the budget.
There is an increase in Line Item 340.01, Street Repairs & Maintenance.
Materials & Supplies shows a slight increase and Operating Expenses remained the
same.
With regard to the capital outlay item of a LineLazer Dual Gun Paint Striper,
Mr. Eichorst explained that there are several projects which warrant the use of
this equipment. This equipment would be used throughout parking lots in the
City and other areas the City resurfaces. The equipment will be used by the
person who takes care of the road signs.
Page ~20 - Local Option Gas Tax
It is anticipated that the Local Option Gas Tax will come in at approximately
$720,000~ The interest income will be approximately $100, and there is a fund
balance appropriation of $50,400 which will be carried forward.
In reviewing Page 421, Vice Mayor ~Aguila wondered whether $100,000 for street
improvements Would be enough. During this fiscal year, $142,766 was required
and that figure included the railroad grade crossing. Vice Mayor Aguila
suggested raising this figure to $150,000. City Manager Miller said the addi-
tional $§0,000 would require an increase in the millage or would have to be
taken from CIP funds.
Vice Mayor Aguila recommended waiting to see if the revenue comes in higher and
then applying those funds, up to $30,000 or $40,000, to this area. He suggested
doing the same for sidewalk repair.
Pages 203 & 204 - Llbrar~
Personnel Services will remain at seventeen (17) full-time positions and
eighteen (18) part-time positions for a total of thirty-five (35) positions.
MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING
BOYNTON BEACH, FLORIDA Ouly 27, 1993
Materials & Supplies shows a slight decrease. Operating Expenses reflect a
slight increase due to an increase in electric service. City Manager Miller
advised that the increase was due to the installation of the heat strips. A
determination will have to be made regarding whether or not to change that
system. Vice Mayor Aguila suggested finding an alternative to the use of
these heat strips because of the ongoing costs involved.
Vice Mayor Aguila noted that Line Item 661, Books, was reduced by $20,000. He
is opposed to lowering the amount to $100,000 and would prefer they be given at
least $105,000. '
Mayor Harmening asked if there is any organization that puts out an index on the
average increase of the cost of books. Ms. Farace stated they are done by every
category, but did not have the information on hand to provide the cost of an
average category.
Commissioner Walshak supported giving the Library the requested $120,000 and
feels the budget will be balanced with ideas from the Commissioners without
having to sacrifice books for the Library. Vice Mayor Aguila suggested
including the additional $20,000 for reconsideration on Wednesday.
There was a consensus of the Commission to allocate $120,000 for books.
The capital outlay appears on Page 207. City Manager Miller advised that the
theft detection system will be funded from the Capital Improvement Fund and will
cover the reference materials. That system will be monitored for one year. If
it works well, it will be expanded to other books.
Pages 217 & 218 - Recreation
Page 218 delineates the full-time positions in the Recreation Department. There
is a decrease of one position, Recreation Supervisor III. The number of part-
time positions will remain at twenty-four {24), and seasonal positions will
decrease from twenty-four {24) to six {6). This decrease is a result of a new
Recreation Program Contractual Fund.
Mr. Frederick stated that the Recreation Department has attempted to establish
an enterprise fund for all of the fee-charged recreational programs which
generate revenue over and above expenses. It is felt that a minimum of 25 per-
cent over the cost of the programs can be generated and it would be possible to
return $50,000 to the General Fund at the end of the fiscal year. This program,
along with other cuts, reduced the General Fund operation by $228,000 from last
year.
Mayor Pro Tem Matson directed attention to Page 27 of the Recreation and Park
Department Revenue Policy Manual and Fee Schedule for lg93. She suggested
increasing the in season motel/hotel beach parking to $3.00 per day or a flat
rate of $15.00 per week. Further, under temporary beach parking, increase the
fee for four consecutive weeks to $10.00. There were no objections from the
Commissioners.
On Page 29, under Racquet Center membership, Mayor Pro Tem Matson suggested
increasing the reduced fees from $140.00 to $150.00, and the family memberships
to $250.
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Mr. Frederick explained that he has attempted to keep these fees in line with
other public facilities in the general area. We are on line with the facilities
in Delray Beach. Raising the fees could result in the loss of some memberships.
He is comfortable with the fees currently being charged at the Racquet Center
and pointed out that they are generating substantial revenues. Mayor Pro Tem
Matson deferred to Mr. Frederick.
City Manager Miller pointed out that there is a decrease in Personnel Services
because of the decrease in the full-time personnel. Mayor Harmening pointed out
that the $419,325, which is due to the adult volunteer program, is a significant
enhancement which the City would be hard pressed to duplicate. He feels the
concept is excellent, well thought out and well utilized. Mr. Frederick advised
that the Department is continuing to develop more volunteer programs.
Commissioner Walshak questioned Line Item 341, Consumable Tools. It was
explained that they include batteries, paint, padlocks and hand tools.
City Manager Miller pointed out that most of the object accounts remain the same
as fiscal year 1992/93, although there are some decreases. Line Item 384,
Program Fees/Supplies and Line Item 469, Program Fees/Instructions, are now
covered in the Program Activity Contractual Budget.
Vice Mayor Aguila inquired as to whether Line Item 472, Printing and Binding,
covers Funfare. Mr. Frederick advised that Funfare is covered along with flyers
which are distributed to schools. However, the majority of the money goes to
Funfare, Vice Mayor Aguila feels Funfare is very worthwhile. He suggested
other City activities receive more advertisement in Funfare. Mr. Frederick
explained that Fu.nfare is making a difference in the Recreation Department's
registration and enrollment fees.
Mayor Pro Tem Matson suggested an item be run in Funfare advertising the fact
that a four-week pass is available. Mr. Frederick will take care of that as
well as an advertisement regarding the seasonal decal.
City Manager Miller pointed out that the amended 1992/93 budget figure of
$2,102,551, which appears on Page 221, is a true figure. However, when that
column is compared with the 1993/94 proposed budget, it is important to remember
to delete Program Fees/Supplies and Program Fees/Instructions which appears on
Page 220. This budget has decreased approximately $72,000.
Commissioner Walshak questioned Line Item 411, Water & Sewer Service. He noted
that the figure for 1992/93 "Expended as of 7/13/93" appeared too low. Mr.
Frederick will check the figures in that line item.
The majority of the items for capital outlay will be funded with CIP Funds;
however, several items will be purchased with funds from the Recreation Donation
Account.
In response to Vice Mayor Aguila's question, Mr. Frederick reported that the
Recreation Donation Account consists of funds which have been donated by groups
such as the Cast-off Square Dancers, the Rotary Club, etc. That account con-
tains approximately $35,000. One large item still to be considered is
reflooring the Civic Center. The majority of the money in that fund would go
toward that project.
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City Manager Miller reminded the COmmissioners that a program to include an
acoustical system and stage for Ezell Hester Center would cost $32,384. Vice
Mayor Aguila asked if any studies had been done on the acoustical system and
wondered how the figure of $32,384 had been obtained. Mr. Frederick advised
that the number was provided by Bill DeBeck. A study has not been done, but it
will be necessary to have an acoustical consultant analyze the facility to
advise what is needed. City Manager Miller will get the information from Mr.
DeBeck on how he arrived at the figure of $23,000 for acoustics.
Commissioner Walshak referred to Page 218 and the number of Recreation
Supervisor IIIs. He asked for clarification on the job responsibilities. Mr.
Frederick explained that each supervisor is in charge of a major section of the
department.
Page 234 - Parks
Currently, there are thirty-four (34) full-time and two (2) part-time employees
in this department. Those same figures are proposed for fiscal year 1993/94.
A slight increase in Personnel Services is evident in this budget as outlined on
Page 235. There are increases in Materials & Supplies. Chemical & Lab Supplies
and Sprinkler/IrrigatiOn are responsible for that increase. These areas will
increase because of the areas the City will be maintaining during the coming
fiscal year.
Operating Expenses have also increased slightly because of the increases in
Water & Sewer. This is a result of irrigation. Two new parks, Boynton Lakes
and Meadows II, will come on line in early 1994. Mr. Wildner confirmed for Vice
Mayor Aguila that water sensing devices will be in place.
City Manager Miller directed the Commission's attention to the increase in Line
Item 430.15, Parks Maintenance. The City is currently spending $120,000 per
year for contractual services. That figure is being increased by $40,000 to
cover the maintenance of Boynton Lakes Park, Meadows II, the Old Wastewater
Treatment Plant, the new West Water Treatment Plant, Federal Highway and
Woolbright Road from I-g5 to Congress Avenue. Mr. Frederick pointed out that
there will also be additional medians on Congress Avenue and Hypoluxo Road.
Vice Mayor Aguila also added Ocean Avenue to that list.
Vice Mayor Aguila reminded Mr. Frederick that the contract with Tare is running
out and questioned how the new contract will be handled. Mr. Frederick said the
entire contract will be rebid by units. The City has the potential to decide to
award to more than one contractor.
Mayor Harmening feels the contract should have an escape clause so that if they
are not performing, we can terminate. Mr. Frederick advised that the contracts
entered into have that ability based on performance.
Mr. Frederick said the quality of the service will be addressed; however, he
advised that Tare was the low bidder. The next bidder was $70,000 to $80,000
higher than Tare when the City was bidding on a contract worth $80,000 to
$90,000. He further explained that the level and amount of maintenance required
also affect the quality, Attempts will be made to improve the system. Mr.
Frederick said he requested the position of Field Supervisor to address the
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maintenance situation. That request was denied. He explained that it is very
difficult for the current Field Supervisor to handle all of his current respon-
sibilities and add the supervision of this maintenance.
Page 238 delineates the capital outlay proposed. Recommendations have been
proposed from the Capital Improvement Fund and the Recreation Donation Account.
The maintenance equipment involves mostly replacement equipment. The total of
$10,765 would be funded through the General Fund.
No appropriation was made for Melaleuca tree removal. Mr. Frederick said an
initial study was done of a half-mile radius of City Hall. The study located
318 trees. The $10,000 request would only cover the removal of approximately
100 trees. Commissioner Walshak feels that the removal of 100 trees per year
would be a good eradication program.
With regard to Item 629 on Page 238, Mayor Harmening pointed out that backstop
work will be needed at the Little League field. Mr. Frederick advised that the
City is working with Little League in an attempt to do some funding in conjunc-
tion with the City to make the necessary repairs. Mr. Munro said Little League
has been looking at the wire which is beginning to turn out. Mr. Munro has been
talking with the Board and is seeking their assistance.
Page 239 - Debt Service Fund
City Manager Miller advised that this is the 1992 General Obligation Bond Issue.
It was a refunding of Series 1983, 1985 and 1988 Bonds. The debt service on
this would be .6172. It is an increase of ten cents {10¢} from last year.
Page 243 - Public Service Tax
This is the refinancing recently undertaken by the City. The debt service on
this is 57 percent {57%) of the Public Service Tax the City collects. When this
money comes in, it goes to the debt service for the Public Service Tax. The
remaining 43 percent {43%) goes into the General Fund.
MAYOR HARMENING DECLARED A FIVE-MINUTE RECESS.
Page 422 - Capital Imnprovement Fund
In reviewing Page 422, it was noted that the City Commission approved projects
totalling $2,941,915. Mr. Miller pointed out that the Commission has made a
commitment on six of the proposed expenditures for 1993/g4. They include a bus
transportation system, Costa Bella Drainage, Old School, Acquisition of Schools,
Casa Loma Resurfacing and the acquisition of the Seascrest Scrub. Those proj-
ects amount to $678,000.
Vice Mayor Aguila said he has heard that City Clerk Sue Kruse has found a
commitment in the records regarding the Acquisition of the Schools which might
allow the City to be exonerated from that expense. City Manager Miller feels
the funds must be included in case a problem surfaces. Ms. Parker advised that
the packet of research information was sent to the School Board this morning and
the City will follow up on this item next week.
The remainder of the projects listed, beginning with Wilson Center Re-roof
through Transfer to the General Fund on Page 424 are covered through the General
Fund.
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The fifteen-passenger van is for the Police Department along with the replace-
ment of eight (8) cruisers and two (2) motorcycles. Funds have also been
appropriated to refurbish one (1) Police van in order to keep it in service for
several more years. The two (2) light utility vehicles for the Fire Department
are replacements and were discussed earlier in the meeting.
Mayor Harmening questioned whether the fifteen-passenger van for the Police
Department can be paid for from Confiscated Funds. Mr. Miller advised that one
van is being purchased out of Confiscated Funds, but the fifteen-passenger van
will not be utilized for the special uses defined by Confiscated Funds.
The two fifteen-passenger vans for the Recreation Department are replacement
vehicles. A cargo van will be replaced for the Parks Department and a Cushman
Riding Mower for the Parks Department will be purchased. The recommendation to
replace the two Recreation vans was made by Vehicle Maintenance. The original
requests for vehicle replacements totalled $542,000. Staff has worked to cut
that figure to $247,000.
City Manager Miller reiterated that the proposed expenditures total $1,200,956.
The $2,476,539 must be added to that figure. Unless the revenues on the
Capital Improvement side are increased, the total falls short. Mr. Miller
directed the Commission to Page 425 and explained that interest income amounts
to $50,000, the transfer from the Public Service Tax Fund, Series 1993 will be
approximately $350,000, the fund balance appropriated is $3.1 million.
Additionally, staff proposes releasing the Reserve Requirement in the amount of
$950,000. If the Reserve Requirement is not released, we will be short.
Therefore, projects will have to be cut from the CIP. No funds have been
included for the construction of an HRS center. If the Reserve Requirement is
released, and all expenditures are taken care of and there will be a reserve for
future appropriations of $778,368. That would allow the City to fund the
construction of the HRS center.
Vice Mayor Aguila referred back to Page 424 and asked for clarification on the
$11,000 expenditure for S.E. Candella. City Manager Miller advised that this
was for plans for the Civic Center. The City owes this money to Candella;
however, they agreed to ]et this payment go for one year to see if the City
decided to go forth with the construction of a civic center. If that happened,
they would forego the $11,000. They have not come forward with a request for
payment.
City Manager Miller and Mr. Swann advised the Commission that a decision is
required by August 4th on the release of the $950,000 Reserve Requirement. If
the City does not take advantage of this opportunity prior to August 4th, re-
negotiations will be required.
In response to Commissioner Walshak's question, Mr. Swarm advised that the last
surety cost the City $26,000, and a new surety would cost the same. After doing
some calculations, Mayor Harmening advised that the Reserve Requirement should
contain approximately $955,000.
Commissioner Walshak supports releasing the reserve. Vice Mayor Aguila
questioned the implications of releasing the reserve. Mayor Harmening said
there would be no problem unless there is a shortfall in the utility taxes. The
General Fund will be affected in that case. Mr. Swann advised that the surety
will be in place in case of a shortfall.
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Mayor Pro Tem Matson expressed her concern that programs amounting to over
$100,000 have been added. No cuts have been made and every penny is being
spent. Vice Mayor Aguila supports releasing the reserve; however, he feels
adjustments should be made tomorrow night.
City Manager Miller will bring back a request for release of the reserve at the
August 3rd City Commission meeting.
Page 426 - Warehouse Fund
Wilfred Hawkins explained that the Warehouse Budget is not showing any signifi-
cent increases. The current level of personnel services will be maintained
during fiscal year 1993/94. The overall budget reflects a 1.7 percent decrease.
Commissioner Walshak asked for clarification on the figures shown on Page 428
with regard to the 1992/93 Current Budget as opposed to the 1992/93 Revised
Budget as of 7/13/93. Ms. Parker advised that the Warehouse Fund is similar to
the Vehicle Service Fund in that everything in supplies moves into the account
at the end of the year as it is expended. She used Line Item 92D.50,
Warehouse-Sanitation, as an example and explained that the $10,427 is the amount
in the Sanitation Supplies account which they have spent to date, whereas the
$1,245 is 10 percent of that. The budget the Commission sees is the cost to
operate the Warehouse because the costs to purchase the items are contained in
the individual accounts of each budget. When the costs are merged at the end of
the year, the budget becomes much greater.
Page 455 - Self-Insurance
This budget provides for a Risk Management Specialist, an Administrative
Assistant I and a part-time Risk Manager, up to twenty hours per week. The
largest items are enumerated on Page 457 under Line Item 440.01, Self-Insured
Loss, Line Item 440.02, Auto Liability, Line Item 440.03, Auto Physical, Line
Item 440.04, Computer Valuables, Line Item 441, Auto Liability Excess, and Line
Item 441.01, Auto Premium. Larger items involve Line Item 447, Workers'
Compensation, and Line Item 448, Professional Service.
Mayor Pro Tem Matson noted that the figure for Business Meetings doubled and
inquired as to how that occurred since the position is part time. Vice Mayor
Aguila feels twenty hours per week for a Risk Manager are sufficient. He feels
the Department heads should be in a position to manage the risks within the
Departments. It is his opinion that twenty hours per week is generous and Pay
Grade 39 is also generous. Mayor Harmening and Mayor Pro Tem Matson agreed.
City Manager Miller reduced Line Item 470.05, Business Meetings, to $500. He
reduced Line Item 470.07, Memberships, to $1,000 to cover the Safety Council and
Public Risk Management and Risk Insurance Management. Line Item 47D.10,
Training, was reduced to $1,150 to cover half-day training sessions for the
Safety Coordinators and Workers' Compensation. Line Item 474,
Periodicals/Magazines/ Books, was reduced to $500 to cover OSHA rules and upda-
tes.
Line Item 911, Contingencies, covers equipment, supplies and training for
compliance with OSHA regulations. City Manager Miller suggested leaving this
amount in the :budget. Any funds not utilized will remain in the fund.
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BOYNTON BEACH, FLORIDA ,3uly 27, 1993
Vice Mayor Aguila is of the opinion that the Risk Manager Pay Grade 39 should be
lowered a few notches. Mayor Harmening was in agreement. Commissioner Walshak
recommended leaving the decision regarding the Risk Manager's hours to the City
Manager.
Page 459 - Mass Transit
City Manager Miller explained that this page deals with the revenues the City
is expecting. There will be a transfer from the General Fund in the amount of
$10D,000. Interest Income will be $1,500 and $1,5,000 has been included for
Transportation Fees. When the City becomes involved with a transportation
system, a small fee will be charged. The $15,000 is a low ball estimate of how
much revenue will be collected. The City of Lake Worth has been collecting
$30,000 to $35,000 per year for their trolley service and they charge 50¢ to
$1.00 for ridership.
Page 461 deals with the expenditures. The City is contemplating three bus
drivers at Grade 16.
Mayor Harmening suggested contracting out the bus service. City Manager Miller
reminded him that a decision had been made to do this in-house; however, he will
investigate the possibility of using contract employees.
The total expenditure would amount to $116,500.
Page 389 - Sanitation
Carrie Parker distributed two memoranda to the Commission which reviews the two
main programs Sanitation.will deal with. One memorandum lists the seventy-two
{72) commercial accounts the City will be picking up in October. The City has a
total of 245 commercial recycling accounts which are possible. The City will
work towards getting all 245 accounts on line within a few years.
The other major program which will begin will be the multi-family recycling. A
memorandum dated July 15th from the Solid Waste Authority outlines the program.
The multi-family units are divided into categories. The City will begin with
the quick-start units. There are 3,914 units at sixty-eight locations where the
City can begin without problems.
Bethesda Park, Palmland Villas, Post Landing, Sterling Village and Village
Royale on the Green are currently recycling.
In response to Mayor Harmening's question regarding Waste Management handling
Palmland Villas, Ms. Parker said Palmland Villas was in an area the City
annexed. They stayed with Waste Management when they were annexed. Mr. Eichorst
advised that the City will probably take over Palmland Villas on October 1.
With regard to the multi-family with trash shoots, the City does not have the
equipment to handle those units and has no plans to purchase the required equip-
ment, Some other problems we will encounter are units with space limitations,
units with compactors, and some with in-ground cans.
The residential fees for single-family units and multi-family units will remain
the same. Commercial fees will be restructured. The City will be changing from
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HINUTE$ - CITY COI4HI$$ION BUDGET ~:)RKSHOP HEETING
BOYNTON BEACH, FLORIDA duly 27, 1993
six categorical rates to three. They are operating, rental and disposal. This
corresponds to the Solid Waste Authority's categories. It is anticipated that
the City will realize an increase of $52,000 in revenues with the addition of
the seventy-two (72) commercial accounts.
It is proposed that three new positions will be added; one (1) Equipment
Operator III and two (2) Refuse Collectors. These three positions will form a
route. The additional Clerk III is the position which was transferred from
Public Works; therefore, the total increases by four (4).
Major expenses in this department include Line Item 490.01, Landfill-County.
This is the tipping fee. The County has increased the fee from $43 per ton to
$46 per ton. Line Item 490.06, Landfill Closure, is for the monitoring well
reports which are required and Line Item 490.07, Landfill Long Term Care, is an
escrow account which must be funded.
Line Item 499.07, MLK Blvd. Cleanup, is a new account. It will be for the
street and Heritage Park.
Ms. Parker advised that a great deal of capital will be purchased this year.
There is a proposal to replace two (2) rear-end loaders for residential service
which are eight years old, a self-contained trash loader which is nine years
old, a clam bucket which is ten years and a clam bucket which is eleven years
old. Line Item 973, Transfer to Vehicle Service, reflects the cost of these
vehicles. Line Item 971, Transfer to General Fund, has increased $25,000 this
year.
The total Sanitation Fund is $5,122,163.
Page 400 - Vehicle Service Fund
Wilfred Hawkins explained that an extensive replacement program will take place
this year. Ms. Parker already reviewed the Sanitation Department proposal.
The proposed purchases for replacement vehicles is $714,100 or 94 percent of the
total of $758,615 for the vehicle purchases from all departments. New vehicle
purchases use only $44,515.
The Police Department will be replacing eight Police cruisers, and two motor-
cycles. They will also be purchasing one new van and refurbishing one van.
The Fire Department proposes to replace two suburbans. Their original request
was denied and a recommendation was made for a more economical purchase of a
smaller vehicle. Mr. Hawkins referred to earlier discussions regarding the
fire pumper.
The Recreation Department proposes replacing two vans. They will also fund one
additional van from the Donation Account.
The Parks Department will replace one van and two Cushman riding mowers.
The Utilities Department proposes to replace nine vehicles which include half-
ton trucks, several three-quarter ton trucks, a heavy truck with an auto crane
and a one-ton step van. Utilities further requests two new purchases of a one-
ton flatbed truck and one electric forklift. New or replacement vehicles for
Utilities total $162,115.
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HINUTES - CITY COMMISSION BUDGET WORKSHOP HEETING
BOYNTON BEACH, FLORIDA July 27, 1993
Page 400 outlines the revenues in the Vehicle Service Fund. Each department
within the City contributes to cover the cost of maintenance of the vehicles.
With regard to Personnel Services, it is requested that one Mechanic II position
be unfrozen in anticipation of the Mass Transit Program. Vice Mayor Aguila
pointed out that there is a discrepancy on Page 406 with regard to the number of
Automotive Mechanic II positions. It was clarified by City Manager Miller that
the 1992/93 Current Budget should :have five (5) Automotive Mechanic IIs rather
than six. The total of that column should be eleven. The 1993/94 City Manager
Recommended number of Automotive Mechanic IIs should be six (6).
Mayor Pro Tem Matson asked for clarification on Line Item 361, Chemicals & Lab
Supplies. Mr. Fisher explained that certain items were budgeted for, but to
date, the funds have not been expended. He advised that Safety Clean bills the
City annually. They have not as yet been paid; however, they will send a bill
prior to October 1. In response to a question from Mayor Harmening, Mr. Fisher
advised that an accounting procedure is in place to keep track of how much they
are due. Safety Clean has not changed the price since the inception of service.
Mayor Pro Tem Matson questioned what makes Line Item 361 different from Line
Item 460.19, Disposal of Hazardous Materials. Mr. Fisher said one is disposal
of materials and one is for disposal of chemicals. In response to a question
from Mayor Harmening, Mr. Fisher reported that recycling of antifreeze is not
cost effective. Antifreeze is now~purchased at Sam's Wholesale Club in fifty-
five gallon drums at a cost of $1.50 per gallon.
With regard to Line Item 470.10, Training, there is a slight increase because of
the computer system for maintenance and warranty.
Line Item 670.01, Computer Software, involves the purchase of a basic system,
used by many large corporations, to track expenses, expenditures and warranties
on vehicles. The present system is good for tracking inventory, classes and
vehicle types. However, it is not possible to track tires, batteries and
radiators. On many of these items, the City would be able to claim a warranty
if it were possible to track it. Mayor Harmening questioned whether these items
are entered into the system by serial number. Mr. Fisher said many replacement
parts do not have serial numbers.
City Manager Miller advised that the budgets for Utilities and the Golf Course
will be discussed tomorrow.
ADJOURNMENT
There being no further business to come before the Commission, the meeting
properly adjourned at 9:40.
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THE CTTY OF BOYNTON BEACH
Mayor
Vi ce Mayor
Cityd~lerk ....
~ey~ordi ng Secretary
orflmi
ssioner
(Three Tapes) ~
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