Loading...
Minutes 07-28-93 MINUTES OF THE SPECIAL CITY COM#ISSION MEETING HELD IN COI~ISSION CHAHBERS, CITY HALL, BOYNTON BEACH, FLORIDA, ON NEDNESDAY, ~ULY 28, 1993, AT 6:30 P. M. PRESENT Edward Harmening, Mayor J. Scott Miller, City Manager Jose Aguila, Vice Mayor James Cherof, City Attorney Lynne Matson, Mayor Pro Tem Robert Walshak, Commissioner CALL TO ORDER Mayor Harmening called the meeting to order at 6:33 P. M. GOLF COURSE (Pages 360 - 388) City Manager Miller directed the Commission's attention to page 17 of the budget message, which covers the increases proposed for the upcoming fiscal year rela- tive to the Golf Course. A 6 percent increase is proposed for the annual permit fee, which has not been increased in four years. This increase will generate approximately $34,000.00. With regard to green fees, a $2.00 increase is pro- posed for the Championship Course and a $1.00 increase is proposed for the Executive Course. These increases would only be for the winter season (November through April). Cart fees are proposed to be increased by $1.00 for the winter season only. It is proposed to increase range balls a quarter, which would generate $6,000.00. All these proposed increases would generate approximately $110,000.00, which is needed for increased expenses pertaining to maintenance, personnel, fertilizer and chemicals. The greens alone increased 30 percent on the red and white courses due to the greens renovation project. Vice Mayor Aguila asked how our fees compare with other golf courses. Joe Sciortino, Manager of the Golf Course, advised that as far as the permit is con- cerned, we are still extremely competitive with all the neighboring courses. City Manager Miller pointed out that snack bar rental decreased. Overall, the total budget increased from $1,980,940.00 to $2,087,320.00. Golf Course Administration No changes in personnel are proposed. Materials and Supplies increased slightly. Capital Outlay decreased. This budget increased by $17,000.00. Golf Course Maintenance An additional greenskeeper position is being proposed due to the increase in the greens. Soils, chemicals and lab supplies, fertilizer supplies, and sprinkler/irrigation have increased; the biggest increase being fertilizer supplies due to the greens being increased by 30 percent. - 1 - MINUTES - SPECIAL CZTY COMMISSION MEETING BOYNTON BEACH, FLORIDA JULY 28, 1993 Go f Course Carts City Manager Miller advised that there are very few significant increases in this budget. The budget for the Golf Course Carts was $186,099.00 for 92/93 and is $187,172.00 for FY 93/94. UTILITIES (Pages 245 - 359) Ms. Parker stated that the rates on page 245 include a projected 2.8 percent growth factor. She also pointed out that the West Water Treatment Plant will be on line and fully operational in mid October. Page 252 lists the projects the City is going to be doing this upcoming year out of the R&R Fund. Page 253 details the projects the City is going to be doing out of the Capital Facilities Fee Fund. Water Distribution With regard to personnel, one person is being transferred to Meter Reading to assist with turn ons and turn offs. Capital Equipment is for a one ton flat bed truck ($11,500.00). Mayor Pro Tem Matson inquired why fire hydrant supplies have decreased by $500.00. Mark Law, Deputy Director, explained that over the last several years the older fire hydrants in the system have been replaced. Therefore, the Department does not anticipate spending as much on repair parts. Meter Reading A title change only to Utilities Customer Service Supervisor is being proposed for the Supervisor since she handles more than just meter reading. A new employee is proposed to handle the turn ons and turn offs. Therefore, this division is increasing by two people (one new person and one transfer). Two replacement vehicles are being recommended for this division. Mayor Pro Tem Matson asked what the contractual services are for. Ms. Parker explained that sometimes the ITRON information has to be sent off to be read. Mr. Swann added that this cost $1,052.00 per quarter. Publtc Water Operations Ms. Parker advised that this is a new division. It will consist of three per- sonnel (two transfers and one new employee). This is being done to have twenty hour service with two employees at both plants for all shifts. A title change only is being proposed for the Assistant Supervisors of Water Operations to Chief Operators. Materials and Supplies have increased due to the purchase of chemicals and chlorine for the new plant. - 2 - HINUTES - SPECIAL CITY COMMISSION t4EETING BOYNTON BEACH, FLORIDA ~lULY 28, 1993 In response to Vice Mayor Aguila, Bob Kenyon, )eputy Director, advised that line item 470.02 {licenses, fees and permits} is fo permits for the diesel and fuel tanks, and that the City has more tanks now. Public Water Systems Maintenance Two positions were transferred to Public Water Operations. One new hire is recommended for this department. A one ton alJminum step van was requested and the City Manager recommended the City purchase a reconditioned one instead of a new one. Commissioner Walshak would rather sp,~nd more money for a new truck than to spend the money on maintaining a recon,~itioned truck over the next couple of years. City Manager Miller stated t)at the vans that UPS uses can be acquired at a relatively low price and a new e~gine can be installed. He has done this previously and it has worked very we 1. Sewer Collection One replacement truck for $14,000.00 is recomm~ nded for this division. Utility Pumping Stations A utility truck with an auto frame and a 3/4 t(~n truck is recommended as replacement vehicles. Laboratory Services No major changes were made in this division. In response to Mayor Pro Tom Matson, Mr. Kenyor advised that line item 460.05 {laboratory tests} pertains to the injection w(ll. For the first six months, the City has to do testing. Utility Construction A replacement vehicle {3/4 ton truck} is being recommended for this division. Utility Administration Personnel in this division has decreased by one person due to the retirement of the Assistant Supervisor, Joe Mikel. This position is not being replaced. Recommended purchases include office furniture a new blueprint machine, some ladders and tools, and a forklift for the util ty warehouse. Engineering Recommended purchases include plan filing cabi et, plan holder and a word processor printer. In response to Commissioner Walshak, City Manager Miller advised that the broken chair in this Department will be replaced. -3- HINUTES - SPECIAL CITY COHHISSIOH HEETING BOYNTON BEACH, FLORIDA JULY 28, 1993 Uttllt~ Billing It was recommended to change the part-time CBE Clerk (a student position) to a part-time Clerk I. The purchase of a new forms burster was also recommended. Utlllt~General Administration This account basically handles transfers to the General Fund and transfers to the various insurance and warehouse funds for the utility system. Non-Departmental This account handles the depreciation and the bad debt allowances for billing. Debt Service This page shows the debt service on the R&R funding. Mayor Pro Tem Matson recalled discussing collections last year and asked what was being done about this. Mr. Swarm advised that collections are being turned over on a quarterly basis. It cost the City about $4,000.00 but about $7,000.00 has been collected to date. ENGINEERING (Pages 338 - 345) City Manager Miller advised that five positions are shown; however, only four of them are filled. The City does not yet have a City Engineer and is utilizing Gee & Jenson as consultants. Resumes for City Engineer have been reviewed. An oral board will be interviewing the top six to ten applicants. City Manager Miller hoped to forward the top applicant selected to the City Commission at the second meeting in August or the first meeting in September. Mayor Pro Tem Matson asked why only $2,000.00 of the $11,783.00 requested for Business Meetings was recommended by the City Manager. Vincent Finizio, advised that this was for computer design drafting training for a CADD system. In response to Vice Mayor Aguila, Mr. Finizio indicated that all community improve- ment projects that are now drawn by hand could be drawn with the CADD. Mr. Finizio stated that the Engineering Department did the Boynton Beach Boulevard Beautification Program and the sidewalks on Boynton Beach Boulevard and have assisted other departments in doing drafting work, specifically the Recreation and Park Department. The majority of the work can be done on CADD and then can be fine tuned by the City Engineer when he comes on board. The training is a six month course. Mr. Finizio feels it would be advantageous to train staff on the CADD so that when the City Engineer does come on board, staff can handle his demands. Mr. Finizio stated that the Engineering Department did a redesign of the beach, which took many hours by hand. The Engineering Department also revised the DOT plans about five times by hand. If it had been done on CADD, it would probably have been done in a week instead of the four months that it took. - 4 NZNUTES - SPECIAL CITY COI4MI$S[ON NEETING BOYNTON BEACH, FLORIDA JULY 28, 1993 City Manager Miller said he knocked this out of the budget based on use of the CADD in other cities. He also felt that once a City Engineer comes on board, this should be investigated by him. He also pointed out that when you get involved with training, you have a loss of an employee at work. In response to Mayor Harmening, Mr. Finizio stated that the $2,000.00 allocated for business meetings is for training on the new word processor and computer that the Department is getting. City Manager Miller advised that training for the word processor will be done in-house. However, there will probably be con- ferences and seminars when the City Engineer comes on board. Mr. Finizio added that a seven hour seminar has to be attended yearly to upgrade certifications. This is required by the State. At the request of Mayor Pro Tem Matson, City Manager Miller indicated that a line item for training will be provided in the future. Even though a new chair was not requested in the budget, Commissioner Walshak wanted a new one purchased for the one that is broken. Mr. Finizio pointed out that the drafting machine used to draft by hand is also broken. A new one would cost approximately $800.00. Vice Mayor Aguila felt the employees should have equipment that works, whether or not it was requested in the budget. He requested City Manager Miller to look into this matter. 1, REVIEW OF PROPOSED 1993/94 BUDGET City Manager Miller stated that he met with Gene Lusk and Bob Eichorst and suggested hiring four additional custodians. Mayor Harmening stated that the Commission has added about $145,000.00 to the budget and that a decision needs to be made to either fund this with a tax increase or ask the City Manager for his recommendations regarding cuts. Commissioner Walshak stated that the month of August will probably bring in a truer picture of the revenue stream and that the picture is a little rosier than it was last month. City Manager Miller agreed. He said there is a possibility that there will be a fund balance at the end of this fiscal year; however, he did not anticipate it would be more than $200,000.00 to $300,000.00. On the other hand, if the sales tax is good and building picks up in the next month, that is a plus. Mayor Harmening felt it was long past time that government in this country needs to live Within its means and his idea of living within its means is not trying to confiscate the wealth of its citizens in order to spend it for any number of purposes for which somebody thinks is good. Mr. Swarm reviewed the 1992/93 Estimated Fund Balance distributed by Ms. Parker. The actual revenue anticipated is $28,608,814.00 and expenditures are antici- pated at $28,753,301.00. Therefore, expenditures over revenue for the year -5- MINUTES - SPECIAL CITY CONN]:SSION MEETING BOYNTON BEACH, FLORIDA ,,1ULY 28, 1993 total $144,487.00. The fund balance of $1,150,924.00 at 9/30/92, less fund balance expenses leaves an estimated fund balance at 9/30/93 of $851,681.00. Mayor Harmening pointed out that one of the components of the fund balance (the long term note receivable of the Woman's Club for $125,356.00) is worthless. It was determined that the only cash in the components is the reserve for emergency, in the amount of $323,485.00. Vice Mayor Aguila stated that the difference between last year's budget and this year's budget totals $667,000.00. Two thirds of this figure represents a cost of living increase in wages. He suggested cutting the percentage of the pro- posed cost of living increase or making cuts elsewhere. City Manager Miller advised that a 4 percent increase in wages is proposed. Cutting it to 3 per- cent would decrease it to $200,000.00. Vice Mayor Aguila suggested the recommended four custodians for Facilities Management be cut back to two custodians; the Public Information Officer be cut; the cost of living increase be cut back from 4 percent to 3 percent, and the cost of Project Management be cut in half. Mayor Harmening agreed with Vice Mayor Aguila's suggestions. City Manager Miller advised that this would amount to approximately $325,000.00. In response to Mayor Pro Tem Matson, Vice Mayor Aguila said he thinks the posi- tion of Project Manager should be deleted entirely, the Administrative Assistant moved elsewhere, and a Construction Specialist be hired at grade 34. This amounts to $50,460.00. Mayor Pro Tem Matson referred to last month's Departmental Activities Report and noticed ten projects under construction, seven under the ADA Act and seventeen under property management. She felt that if these projects are filtered out to other people, it would be lessening their utilization. Vice Mayor Aguila pointed out that the City may be using them more efficiently. Commissioner Walshak did not see the logic in hiring a replacement for Mr. DeBeck. He pointed out that a new employee would be unfamiliar with what is going on in the City and suggested transferring Mr. DeBeck and his operation to an already existing administrative support facility so as not to loss the expertise the City invested in over the last few years. The Assistant can be transferred elsewhere; however, another Administrative ,Assistant with less seniority would have to be removed from the payroll. City Manager Miller advised that this would save $45,000.00. Commissioner Walshak suggested setting the cap on the millage rate tonight and waiting a month to see if the revenue stream picks up before making cuts in the budget. City Manager Miller pointed out that the roll back rate increased this year for the first time. The roll back rate is 7.9977. Motion Mayor Pro Tem Matson moved to set the millage rate for 1993/94 at 7.9518. Vice Mayor Aguila seconded the motion, which carried 3-1. Commissioner Walshak cast the dissenting vote. 6 - *Vote not taken; however, Mayor Pro Tem Matson was not particularly in agreement with Commissioner Walshak's suggestion. (See Item III.A.4 of the Minutes of the August 3, 1993 City Commission meeting.) HINUTES - SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA JULY 28, 1993 A disagreement broke out and the Commission decided to adjourn the meeting shortly. City Manager Miller stated that he has direction to cut $326,000.00, which leaves $341,000.00 to go. The meeting for the first pubic hearing was scheduled for Friday, September 10, 1993 at 6:30 P. M. 2, RESOLUTION ADOPTING A PROPOSED MILLAGE RATE (FISCAL YEAR 1993/94) AND SETTING FORTH THE DATE, TIME AND PLACE OF THE FIRST PUBLIC HEARING TO CONSIDER THE PROPOSED MILLAGE RATE AND THE TENTATIVE BUDGET City Attorney Cherof read Proposed Resolution No. R93-110 by title only: A RESOLUTION OF THE CITY COMHISSION OF THE CITY OF BOYNTON BEACH, FLORIDA, ADOPTING A PROPOSED MILLAGE RATE OF 7.9518 FOR GENERAL OPERATING BUDGET PURPOSES FOR FISCAL YEAR 1993-94 AND SETTING FORTH THE DATE, TIME AND PLACE OF THE FIRST PUBLIC HEARING; PROVIDING FOR SEVERABILITY, CONFLICTS AND AN EFFECTIVE DATE. Motion Commissioner Walshak moved to approve Proposed Resolution No. R93-110. Mayor Pro Tem Matson seconded the motion, which carried 4-0. ADJOURNMENT There being no further business, Vice Mayor Aguila moved to adjourn the meeting at 8:13 P. M. Commissioner Walshak seconded the motion, which carried 4-0. THE CITY OF BOYNTON BEACH / Vice Mayor ATTEST: ~/x~ Mayor Pro Tem Recording Secretary (Two Tapes) ~ Comm~sioner - 7 -