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Minutes 09-10-93 MINUTES OF THE BUDGET PUBLIC HEARING HELD IN COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA, ON FRIDAY, SEPTEMBER lO, 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 Sue Kruse, City Clerk David Katz, Commissioner Robert Walshak, Commissioner OPENINGS: A. Call to Order Mayor Harmening called the Budget Public Hearing to order at 6:30 p.m., and led the Pledge of Allegiance to the Flag. B. Agenda Approval: 1. Additions, Deletions, Corrections 2. Adoption Mayor Pro Tem Matson moved to approve. Commissioner Katz seconded the motion which carried unanimously. PUBLIC HEARING A. Proposed Tentative Budget and Proposed Aggregate Millage Rate for Fiscal Year 1993/94 Hayor Harmening advised that pursuant to Florida Statutes, which must be followed by the City, the governing body of each Taxing Authority shall hold a Public Hearing on the tentative budget and proposed millage rate. Prior to the conclusion of the Hearing, the governing body of the Taxing Authority shall amend the tentative budget as it sees fit, adopt the amended tentative budget, recompute its proposed millage rate, and publicly announce the percentage, if any, by which the recomputed proposed millage rate exceeds the rolled back rate. Mayor Harmening reminded everyone that three (3) Budget Workshops were held at the end of Ouly. The City Commission was able to set the proposed millage rate for the Genera] Fund at the identical rate which had been set last year. As a result of refinancing, the mi]lage for the Genera] Obligation Bonds was down fractionally, which has resulted in a decrease in the millage over the rolled back rate (7.9977). The City Commission adopted a millage rate of 7.9518. There is no millage proposed for the Publicity Fund or the Capital Improvement Program. The debt service, which is the money used to pay the principal and interest on outstanding General Obligation Bonds, is separate from the millage for the Genera] Fund. It is not subject to any cap. The debt service mi]lage for last year was .5169. The actual proposed millage for debt service for this year is .5075, which is slightly less than last year's rate. The total millage for the City of Boynton Beach is 8.4593. -1- M]'NUTES - BUDGET PUBLIC HEARING BOYNTON BEACH, FLORIDA SEPTEMBER 10, 1993 IN THE ABSENCE OF ANYONE WISHING TO SPEAK IN SUPPORT OR OPPOSITION, MAYOR HARMENING DECLARED THE PUBLIC HEARING CLOSED. There were no questions with regard to Exhibit "A" because it included items which were discussed at earlier: Workshop meetings. Exhibits "A" and "B" included items which were the result of keeping the millage rate down. City Manager Miller advised that one revision was made' with regard to the Water and Sewer Revenue Fund, Under Utility Administration:, plans are underway' to downgrade an.Adm~n~istrat~i~ve~Assistant II to a Secretary I!~I, andupgrade a Secretary III to an Administrat:ive Assistant I. The additional Administrative Assistant I will be added to the West Plant. No final decision has yet been made. In response to a question from Mayor Harmening, City Manager Miller acknowledged that the downgrade i~dlves two grade levels and discussion is taking place with the individual involved to see if she is agreeable. Mayor Pro Tem Matson asked for further clarification on the reasoning involved in this upgrade and downgrade. City Manager Miller advised that two individuals are involved. One is doing less work and the other is doing more work. Discussions have taken place reganding switching the two individuals. This switch will be voluntary. If it is not voluntary, then it would not be proposed. Vice Mayor Aguila did not understand why an individual would volunteer to make less money. Mr. Sullivan explained that an attempt is being made to switch the two employees. One of the employees had been out on an extended sick leave and the other employee was covering for an extended period of time. When the employee returned, a determination was made to switch the positions. The plans are still being discussed. Mayor Pro. Tem Matson stated she would oppose this action if the person is being downgraded because she was incapacitated due to illness and not because of negligence or wrongdoing. She does not believe a person should be penalized by a downgrade of two levels because of extended illness. Commissioner Walshak stated that he would agree with the plan if it is done on a voluntary basis, otherwise, it would be inappropriate. Mr. Sullivan and City Manager Miller stated this is the only way it will be done. Mr. Sullivan reminded the Commissioners that if an employee is demoted involun- tarily, he/she has access to the Civil Service Board. However, on occasion, employees have requested downgrades for their own purposes and that is accomplished without problems. Again, City Manager Miller pointed out that this will be done on a voluntary basis only, and he will provide a final determina- tion on September 21st. Mayor Harmening will support this if it is voluntary and a downgrade of only one grade level. Vice Mayor Aguila stated his opposition to the issue of Police dogs. -2 HINUTE$ - BUDGET PUBLIC HEARIHG BOYNTON BEACH, FLORIDA SEPTEHBER 10, 1993 Mayor Harmening questioned the existence of a contingency fund. City Manager Miller advised that the designated contingency fund amounts to $50,000. There will be a minimal carryover of between $100,000 to $200,000. There is $706,000 in the emergency fund; therefore, the total carryover will be between $800,000 and $900,000. With regard to issue of the Police dogs, Commissioner Katz inquired as to what the $20,000 will be used for. Police Chief Dettman explained that the $20,385 is the line item to support the K-9 Program. The dogs will be donated by various civic organizations, possibly a local veterinarian and veterans orga- nizations. The $20,385 will provide the food, shelter and other support items such as the special outfitting of the Police cars and the additional 5 percent for the Police Officers for care of the dog. Police Chief Dettman is relying on a commitment from the various organizations to provide the funding necessary to purchase the dogs. Vice Mayor Aguila inquired as to frequency of incidents where the use of dogs would be required. He further pointed out that the acquisition of the dogs does not seem cost effective since, in many incidents, the dogs are used for public awareness and community education. If these dogs are used during the day for public awareness, they cannot be used in the evenings because they cannot work twenty-four hours per day. Chief Dettman said that although the Departments and organizations use the dogs for public contact, the majority of the K-9 program is utilized in the evening hours between 8:00 p.m. and 4:00 a.m., when most crime occurs. The dog can be used as a minor tool in the area of public .... relations for special programs, but they will be Police work dogs which are responsible for search and rescue, tracking and the apprehension of criminals. No additional vehicles will have to be purchased for this program and no addi- tional Officers are required. Chief Dettman also advised that Captain Padich did a survey regarding how fre- quently the Boynton Beach Police Department utilized the K-g units from neigh- boring communities. The results indicated that approximately three calls per week were made to Boca Raton, Delray Beach and the Sheriff's Office. Chief Dettman felt that it would be advantageous to take this opportunity to institute the K-9 program since organizations are willing to donate the dogs. In response to Vice Mayor Aguila's question, Chief Dettman explained that if an Officer who has handled the dog leaves the Department, the dog can be retrained for another handler. When the dog is ready for retirement, the Department usually allows the Officer to take the dog. The average work life expectancy of a. Police work dog is between eight and ten years. Mayor Harmening further explained that having our own dogs will cut down on the response time involved when relying on neighboring communities. Chief Dettman said Captain Padich's survey revealed that waiting time is approximately forty- five minutes. Vice Mayor Aguila confirmed that the list of additional budget cuts from the Building Department, Recreation Division and Parks Division was reflected in .... Exhibit "B". City Manager Miller advised that these cuts are reflected under the category "Various" which is listed under each Department. (A copy of these budget cuts, along with Exhibits "A" and "B", are attached to the original copy ' of these minutes on file in the City Clerk's Office.) -3- NINUTE$ - BUDGET PUBLIC HEARING BOYNTON BEACH, FLORIDA $EPTENBER 10, 1993 Mayor Harmening advised that there have been complaints with regard to the mow- ing of grass throughout the City. He pointed out that it is not possible to continue eliminating people from the Parks Department and still expect the work to be done. He also stated that if the City facilities are to be maintained, more people will be required. Facilities Management is somewhat understaffed to maintain the facilities properly. It is important to properly maintain the facilities now, or pay more to fix things in the future. He feels there is "fat" in the budget, and perhaps the trimming is being attacked at the wrong point. He is hopeful there will be a different approach in cutting next year. Mayor Pro Tem Matson reiterated her objection to the elimination of the Adminis- trative Assistant position. Mayor Harmening pointed out that the position is not being eliminated. City Manager Miller said that that position will most likely go to the West Water Treatment Plant as an Administrative Assistant I. Notion Commissioner Walshak moved to approve the budget as submitted by the City Man~ger. Mayor Pro Tem Matson seconded the motion. City Attorney Cherof advised that the Commission must follow a prescribed agenda. Mayor Harmening stated that the tentative millage rate is 7.9518 and the debt service fund is .5075. LEGAL: A. Proposed Resolution No, R93-142 Re: Adopt Tentative Millage Rate for FY 1993/94 Attorney Cherof read Proposed Resolution No. R93-142 in full: A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOYNTON 8EACH, FLORIDA, ADOPTING A PROPOSED TENTATIVE MILLAGE RATE OF 7.9518 FOR THE CITY'S GENERAL OPERATING FUND FOR THE FISCAL YEAR BEGINNING OC-T'O-~ER 1, 1993 AND ENDING SEPTEMBER 30, 1994; PROVIDING FOR SEVERA81LITY, CONFLICTS AND PROVIDING FOR AN EFFECTIVE DATE. Notion Vice Mayor Aguila moved to approve Proposed Resolution No. R93-142. Mayor Pro Tem Matson seconded the motion. City Clerk Sue Kruse polled the vote. The vote was 5-0. Mayor Harmening reminded all that this rate amounts to a tax reduction from last year. If property is assessed the same as it was last year, the property owner will pay less City taxes. He is pleased that the City was able to reduce the millage and not lay off any employees. m NINUTES - BUDGET PUBLIC HEARING BOYNTON BEACH, FLORIDA SEPTENBER 10, 1993 B. Proposed Resolution No. R93-143 Re: Adopt Tentative Budget for FY 1993/94 Attorney Cherof read Proposed Resolution No. R93-143 by title only: A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOYNTON BEACH, FLORIDA, ADOPTING A TENTATIVE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 1993, AND ENDING SEPTEMBER 30, 1994; AND DETERMINING AND FIXING THE AMOUNTS NECESSARY TO CARRY ON THE GOVERNMENT OF THE CITY FOR THE ENSUING YEAR; DETERMINING THE AMOUNT OF APPLICABLE FUNDS ON HAND; ESTIMATING RECEIPTS FOR THE CAPITAL IMPROVEMENT FUND; PUBLICITY FUND; UTILITIES FUND; VEHICLE SERVICE FUND; SANITATION FUND, LOCAL OPTION GAS TAX FUND; WAREHOUSE FUND; COMMUNITY REDEVELOPMENT FUND; SELF-INSURANCE FUND: AND GOLF COURSE FUND; PROVIDING FOR SEVERABILITY, CONFLICTS, AND AN EFFECTIVE DATE. City Attorney Cherof advised that the dollar amount to be inserted in Section 1, and appropriated to the General Fund is $29,029,611. Hotton Mayor Pro Tem Matson moved to approve Proposed Resolution No. R93-143. Vice Mayor Aguila seconded the motion. City Clerk Sue Kruse polled the vote. The vote was 5-0. Attorney Cherof announced that the second reading and adoption of the final budget and final adopted millage will be at the City ConTnission meeting on Tuesday, September 21, 1993 at 6:30 p.m. AD~OURNHEHT There being no further business to come before the ConTniSsion, Mayor Pro Tem Matson moved to adjourn. ConTaissioner Katz seconded the motion. The meeting properly adjourned at 7:10 p.m. THE CITY OF BOYNT,~.N BEACH ~Mayor Vice Mayor ATTEST: 'em Commi ss ioner (One Tape) -- 5 -- BUDGET WORKSt-I P DISCUSSION ITEMS July 28, 1993 Budget Incre~e AccL # Depar~men! I~em (Decrees) GENERAL FUND Revenues: 2t6.10 Occupational License 12,000 Expenditures: 118.00 City Manager Upgrade Admin. Asst. I to Admin. Asst. II 1,793 482.00 Personnel Re-instate Wellness Program, pre-screenings only . 3,200 118.00 City Attorney Upgrade Paralegal from Grade 25 to Grade 27 1,709 119.00 Facilities Mgmt. 4 additional Custodians 85,788' 470.07 CitY Hall Chamber of Commerce membership 500 119.00 Police Public Information Officer 33,515 119.00 Delete Crime Scene Technician .(21,768) various K-9 Dogs 20,385 661.00 Library Books 20,000 145,122 COMMUNITY REDEVELOPMENT FUND 751.00 Loan Repayment Delay 1 year (31,600) 499.08 Downtown Coordinator 2,000 630.11 CRA Improvements 29,600 0 RISK MANAGEMENT FUND 470.05 Business Meetings (1,910) 470.07 Memberships (515) 470.10 Training (2,155) 474.00 Periodicals (500) 963.62 Reserve for Self Insurance 5,080 Page I F.~IBIT B 199,3/94 BUDGET ADJUSTMENTS TO WORKSHOP BUDGET GENERAL FOND Revenues Ad Valorem Taxes (Net) ($564,653) Occupational Licenses 12,000 Non-Resident Fees (11,000) Returned Check Charge 1,500 (s582,1 ) Expenditures City Manager Eliminate CBE Student ($7,907) Upgrade Admin Assr i to Admin ,&sst II 1,793 Reinstate 1 Computer 2,601 City Clerk Downgrade vacant Clerk I position to CBE Student (12,680) Finance Salary savings (36 vs 40 hourstwk) (1,754) Personnel Reinstate Wellness Program, pre-screenings only 3,200 City Attorney Reduce Special Contingency (5,000) Upgrade Paralegal from Grade 25 to Grade 27 1,709 Planning & Zoning Eliminate I Senior Planner position (63,720) Allocate funds for consultants 20,000 Proje~ Management Eliminate Admin Aeet I position (32,814) Facilities Mgmt 2 additional Custodians (6 mthe) 21,447 City Hall Chamber of Commerce membership 350 TIF (decrease in millage rate) (3,887) Eliminate transfer to Maes Transit Fund (100,000) Additional transfer to Self Insurance 42,265 Police Freeze 2 vacant positions: Crime Scene Tech and Police Officer (58,675) K-9 Dogs 20,385 Fire Reduce a vacant Firefighter position 8 months (27,077) Building Eliminate Clerk II position (9 mthe) (22,494) Add I CBE Student 7,904 Various P~e2 1993/94 BUDGET ADJUSTMENTS TO WORKSHOP BUDGET Occupational License Reduce Vehicle Service Cost (2,208) Code Enforcement Eliminate vacant Code & License Insp position and delay filling Clerk I position for 6 months (47,282) Library Delay filling Librarian ! position for 3 months, use temporary (9,150) Books 15,000 Recreation Various '(28,840) Parks Various (10,700) All Depts 'Reduce Blue Cross/Blue Shield (58,175) Reduce COLA from 4% to 3% (200,000) ($.562,153) LOCAL OPTION ~ TAX FUND Revenue (Additional) Local Option Gax Tax $240,000 Expenditures Improvements - Streets $140,000 Transfer to Mass Transit Fund 100,000 $240,000 WATER & SEWER REVENUE FUND Expendituree Utility Admin Downgrade Admin Asst II to ~e¢ II!, add Admin Assr I $30,826 General Admin - W&S Reduce COLA (30,826) COMMUNITY REDEVELOPMENT FUND Expenditures Loan Repayment (delay 1 year) ($31,600) Downtown Coordinator 2,000 CRA Improvements 29,600 0 Page 1~/94 BUDGET ADJUSTMENTS TO WORKSHOP BUDGET SELF INSURANCE FUND Expenditures Business Meetings ($1,910) Memberships (515) Training (2,155) Periodicals (500) Reserve for Self Insurance 5,080 0 RECREATION & PARKS MEMO NO. 93-327 TO: J. Scott Miller, City Manager FROM: Charles C. Frederick, Director of Recreation & DATE: August 16, 1993 SUBJECT: Budget Item: Acoustics and Staging - Hester Center The budget request for improvements to the acoustics in the gym at Hester Center and the provision of a portable staging system was priced at $32,384. Bill DeBeck has researched and provided: Arts Environment, Inc., an acoustical firm located in Tequesta, has indicated that an analysis and engineering report should cost approximately $2,000. The actual improvements to prQvide an acoustical design which will allow for reasonable noise control and enjoyment of a variety of activities (dances, lectures, etc.) is estimated to cost $15,000 - $20,000. The price is based on similar acoustical designs provided in school gymnasiums in Palm Beach County utilizing hanging ceiling acoustical panels, 4 ft. x 10 ft. in size for every 100 square feet. The portable staging system which is flexible in design and compact for storage has been priced at $15,000 through suppliers of this product. Hopefully, this clarifies questions asked during the budget workshop on this subject. CCF:cm xc: Bill DeBeck Melody M. Green BUILDING DEPARTMENT Budget Cuts 123.00 Overtime $ 500 311.00 Office Supplies 500 316.00 Film Supplies 100 341.00 Consumable Tools 200 397.00 Uniforms 594 431.00 Radio Repairs -50 470.05 Business Meetings 2,000 470.10 Training 1,000 472.00 Printing & Binding 500 474.00 Periodicals/Mags/Books 1,000 TOTAL $6,444 RECREATION DIVISION Budget Cuts Delete 411 Water & Sewer ($14,000) 413 Electric (.$18,000) ($32,000) Add 499 Other Contractual Services +$ 1,440 (Hester Fire Alarm) +$ 720 (Hester Center Fire Alarm) +$-1~000 (Hester Motion Detector +$ 3,160 NEW BUDGET CUTS: $28,840 PARKS DIVISION Budget Cuts 123.00 Overtime $1,000 311.00 Office Supplies 450 313.00 Computer Supplies 50 341.00 Consumable Tools 500 345.00 Parts & Supplies 1,000 361.00 Chemicals & Lab. 1,000 364.00 Horticultural Supplies 1,500 390.02 Sprinkler Irrigation 1,000 390.03 Safety Clothing 500 390.12 Clay Field Supplies 500 421.00 Equipment Rental 200 430.14 Canal Maintenance 2,000 433.00 Equipment Repairs 1,000 TOTAL $10,700