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Minutes 07-21-91MINUTES OF THE CITY COMMISSION BUDGET WORKSHOP MEETING HELD IN COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA THURSDAY, JULY 25, 1991 AT 7:00 P.M. PRESENT Arline Weiner, Mayor Ed Harmening, Vice Mayor Jose Aguila, Commissioner Lillian Artis, Commissioner Lynne Matson, Commissioner Sam Goren, City Attorney J. Scott Miller, City Manager Carrie Parker Asst. City Manager Grady Swann, Finance Director Mayor Weiner called the meeting to order at 7:05 P.M.~ She explained that the purpose of the meeting is to review the 1991-1992 budget, to adopt the proposed resolution and to set the date for the first public hearing. Mayor Weiner then welcomed Sam Goren from the City Attorney's office. pity Manager Miller advised that he must notify the Property appraiser's Office of our date of public hearing in order that hotices may be sent out to all property owners. Again, he ~dvised that once the millage rate is set, it may be lowered but it may not go higher. ANIMAL CONTROL ~ity Manager Miller began the workshop by returning to the Animal ~ontrol Division which had been discussed at the last workshop and then set aside to be re-evaluated at this meeting. He then passed out a fact sheet on Animal Control and explained that it ks his recommendation that the City not curtail the whole depart- nent but rather retain one full-time Animal Control Officer and ~eep the Animal Shelter open. A slight decrease in service will De experienced because of a decrease in personnel. City Manager 4iller spoke with the Palm Beach County Animal Control Director ~ho stated that they are in a position to assist the City at no ~harge when our Animal Control staff is on vacation, providing we live them ample lead time. By doing this, the budget comes in at 104,000. Director Bob Eichorst and City Manager Miller worked ut figures that show the Division can be run for $48,000. This s a decrease of $56,000. in response to Commissioner Aguila's questions, Mr. Eichorst ~dvised that hours at the shelter are 7:00 A.M. to 4:30 P.M. and hat after hours employees take calls at home. · ~'ere was further discussion concerning the duties of the full- ~lme and part-time employees. It was also established that the 1 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 25, 1991 increase in the number of calls is due to the fact that areas have been cleared out for development, causing wildlife to flee land they are getting hit on the roads. Mr. Eichorst also stated that 70 to 75% of all calls that came to the shelter were from the north end. iVice Mayor Harmening stated that he believes that the citizens iwould be better served if we continue to handle the animal ishelter as we have done in the past, considering the difference lin cost would be $56,000. Discussion continued concerning thoughts such as volunteer ser- vice, donations and a possible increase in fees. MOTION Vice Mayor Harmening moved that the City restore the Animal Shelter to its full viability which was seconded by Commissioner Matson. The motion carried 5-0. COMMUNITY REDEVELOPMENT AGENCY page 459 Carrie Parker, Assistant City Manager, reviewed the budget of this department as discussed at the previous meeting. She ~xplained that one-half of the Director's salary and one-half of the Administrative Assistant's salary is included in this budget. Page 461 - Other Contractual Services Iohnnetta Broomfield, Director, explained these costs are for ~rchitects, appraisers and surveyors. Pa ge 462 )iscussion continued on repayment of the loan from the General Fund with Vice Mayor Harmening requesting that the $50,000 on Line 499.05 presently earmarked for the Main Street program be put back into Community Improvement. ~hen Commissioner Artis asked Ms. Parker if the decision were .lade to take the $50,000 out of the Main Street program, could it )e placed back in there at a time when we are experiencing a more ~ositive financial position, she was assured that could be done. )iscussion ensued with Commissioner Aguila stating that we need '.o put more pressing items ahead of this program. 2 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 25, 1991 Vice Mayor Harmening moved to remove the $50,000 from Line Item 499.05, Main Street Contract which was seconded by Commissioner Aguila. The motion passed 4-1 with Commissioner Matson casting the negative vote. 612.00 - Land Acquisition Miuch discusSion occurred concerning this item budgeted at $39,273. Ms. Parker reminded the Commission that this is TIF mioney and cannot be put in the general fund. Since the City lost the DOT grant for Boynton Beach Boulevard Beautification, she siuggested perhaps these funds be put into the beautification Program. Mayor weiner recommended that the $50,000 from the Main Street Contract be used for Boynton Beach Boulevard Beautification and ~ther street beautification projects and the $49,000 remain in Land Acquisition. MOTION ! Commissioner Matson moved to place the $50,000 which had been ~ine Item 499.05 (Main Street Contract) into beautification and ~treet improvement programs (Line Items 630.14 and 630.15) which Was seconded by Commissioner Aguila. The motion carried 5-0. i ommissioner Matson moved that the $49,273 remain in the CRA Land cquisition fund on Line 612.00 which was seconded by ommissioner Artis. The motion passed 4-1 with Vice Mayor armening casting the negative vote. Page 467 - Community Improvement ~arrie Parker, Assistant City Manager, explained the personnel in ~his department as being one-half of the Director, one full- ime Construction Coordinator, one full-time Loan Specialist, )ne-half of the Administrative Assistant and one Secretary II. ~t this point the $158,000 loan made to the CRA in 1982 was ~iscussed. It can be paid back into the general fund on any time )asis but cannot be spent but can only be used to reduce the loan. ;ice Mayor Harmening moved that $53,000 be repaid to the general ~und as a one-third payment of the $158,000 loan. The motion '_-ailed for lack of a second. 3 MINUTES - CITY COMMISSION iBUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 25, 1991 !Commissioner Aguila moved that this $158,000 loan be repaid over a period of five years in five equal payments which was seconded ~y Commissioner Matson. The motion passed 4-1 with Mayor Weiner casting the negative vote. The amount of repayment for this year will be $31,600. The Commission posed questions concerning certain line items With no changes being made. Ms. Parker reviewed hand-outs which were given to the Commission as follows: 1) listing of budget cuts that were made at the pre- ~ious Budget Workshop (including proposed employee layoffs); 2) Debt Service Funds; 3) Utilities Reserve. UTILITIES Ms. Parker stated that the total Utility Fund is decreased by ~157,000 this year from last year. The Utilities Reserve Fund was explained as outlined on the hand-out. She pointed out that ~he projects listed are on the planning horizon, reflecting esti- mates which have not been refined nor approved by the Commission. The bond issue project was discussed. This represents a total of 29.6 million in capital projects distributed out over the next hree years. Parker reviewed the fact that the rate schedule that was ~assed last year by the City Commission was a five-year rate .~dule covering water and sewer rates. The change was made to n inverted rate schedule which is encouraged by the South Florida ter Management District. Page 262 - Detail of Revenues Other than water sales which were projected at 3% for growth, ~here was little change. Page 263 - Transfer from CaPital Improvements Fees .~his is a new revenue source that was started last year with the )ond issue. These dollars pay the debt service portion 'of the )ond issue that is used for the growth portion of improvements. 4 MINUTES - CITY COMMISSION iBUDGET WORKSHOP MEETING iBOYNTON BEACH, FLORIDA JULY 25, 1991 Page 275 -water Treatment There is an increase in personnel in this division because some Utility mechanics have been transferred into this area. Generally, costs in this department are very similar to last year's budget. Page 290 -Water Distribution ~he increase in water meter supplies represents the cost of new ~nd replacement meters. This cost is usually $125,000 annually. Page 296 -Meter Reading Phere was a slight organizational change with Meter Reading being oved to the small office near Utility Billing since these ~epartments interface with each other quite frequently. They are now together under one supervisor. Page 307 - Sewage Collection lahfter a brief discussion of the progress made in this program, ayor Weiner stated that she would like to see the city perform is as a service for which we could charge. There is an ordi- nce in draft form now whiCh should be presented to the ommission before October 1. Page 318 Utility Pumping stations Line 470.10 - Training ?his line item includes an existing training program whereby ;ater plant operators are mandated to have A, B and C licenses. There may be a requirement imposed by the State for lift station ~perators to be certified, therefore these dollars have been budgeted in. Page 342 - Utilities Administration retirement occurred in this division, decreasing personnel from to 17. There has been a promotion to fill that position and ~he position of Assistant Utilities Director has been deleted. business meetings and memberships were discussed with no changes eing made. Ms. Parker explained that computer supplies and uni- orms line items are being consolidated from other divisions into is one' MINUTES - CITY COMMISSION iBUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 25, 1991 ENGINEERING City Manager Miller stated that there are currently four employees; namely, Administrative Coordinator, Engineering iInspector I, Engineering Aide and Clerk. This is how the depart- ment has been staffed the past several years. Since February of 1990, the department has utilized the services of Gee & Jenson; and individually, Richard Staudinger, P.E. as the City Engineer ifor the seal. In January of this year, a contractual agreement Was entered into which provides the City with certain services Which include attending meetings of the Commission, Technical eview Board, and Planning & Zoning Board as well as several ours a week for the City in the engineering capacity. Mr. Staudinger works with the Engineering Department and also provi- des engineering assistance to all other departments in the City s if the City had its own engineer. The consultant fees and ngineering fees are outlined on Page 353 and the balance of the udget is fairly the same last year to this year. _"ity Manager Miller handed out an analysis of services that Gee & ~enson provides to the City. This analysis recapitulated fees ~.hat have been paid to Gee & Jenson during the first five months ~f 1991 and annualized these costs which equals $24,480. This ~as added to the current retainer fee which equals $63,564 annually. ~ity Manager Miller recommended to the Commission that an in- house City Engineer be employed, being brought in at a Pay Grade f 39. This Engineer would provide the seal whenever necessary, Would work with all departments when needed, and could spend any ~pare time he found on storm water management plan. uch discussion took place among the Commission and Vince ~'inizio, Administrative Coordinator of Engineering. ~OTI ON .~ice Mayor Harmening moved to accept the recommendation of ity Manager Miller to direct the Personnel Department to engage ~he services of an in-house employee with credentials of a Civil ingineer or Structural Engineer which was seconded by ommissioner Aguila. The motion ~assed 4-1 with Commissioner atson casting the negative vote.~~ ~TILITY BILLING .~hWO employees from Citizen Services have been transferred into is department and one-half supervisor of Meter Reading has been ~ncluded. 6 .~Comm. Matson stated that she could not casa a responsible vote; without prior ~otice, she was unprepared to vote at the time. MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 25, 1991 GOLF COURSE City Manager Miller stated that the Golf Course Fund is an enterprise fund and the user fees pay entirely for the admi- nistration, operation, maintenance and debt service. Manager Joe Sciortino explained that plans are to restructure nine holes in 1992 and nine holes in 1993. An increase is proposed of $!2.50 per round during the months of January, February and March wiith no increase in annual fee. Since nine holes will be closed fior five months representing a loss in revenue of $80,000, the increase in fees is expected to add $42,000 plus $30,000 is budgeted in retained earnings to cover that shortfall. The pro- plosed increase in fees will be before the Commission in August or September. SAN I TAT I ON Ms. Parker advised the Commission that notices have gone out to Commercial property owners concerning the new Solid Waste ~uthority commercial assessment in order to prepare the Commission for questions that may come in. For fiscal years '89-'90 and '90-'91, the Sanitation Fund ended UP with a year end deficit. In this current budget, enough was budgeted to fund that deficit and it is projected that the fund Will have a positive balance at the end of the budget year. Page 410 - Sanitation Rates These proposed rates will come before the Commission in the form of an ordinance change in the near future. VEHICLE SERVICE FUND Wilfred Hawkins, Assistant to the City Manager, explained that ~his fund is supported by charges to the appropriate departments, Charges being based on the type vehicles assigned to each depart- ment. roposals include one new recycling truck which is 67% reimbursed ~rom the grant funds, eight replacement police cruisers, one fire pumper and one rescue transfer vehicle as well as four machines: namely, an athletic field conditioner, a rider mower, a front end loader and a trash tractor. 7 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 25, 1991 In response to a question from Commissioner Aguila, City Manager iMiller explained that the reliability of the police cruisers is 'so imperative that it would not be prudent to replace only six irather than eight of these vehicles. He feels if we reduced our purchase of replacement vehicles this year, the following year we could be faced with a need to replace twice as many as usual. CAPITAL IMPROVMENT PROJECTS City Manager Miller pointed out that funds have been appropriated ~o the Ezell Hester, Jr. Park, the Parks Activity Building and Arbitrage. In addition, proposed expenditures for 1991-92 were iitemized by City Manager Miller. NAREHOUSE FUND and SELF-INSURANCE Qlivia McLean made presentations on these funds, answering any questions from the Commission. pROJECT MANAGEMENT ~ity Manager Miller and the Commission had a lengthy discussion Concerning the utilization of personnel from the Building Department on the capital improvement projects. Commissioner Iguila expressed his strong feeling that plan review can be andled with one commercial plan checker, thereby eliminating one osition. City Manager Miller stated that the budget will cer- ainly be monitored and that if plan review does not pick up . uring the year, amendments can be made. Commissioner Aguila pointed out that at the previous workshop a Certain percentage of Don Jaeger's responsibility was taken away from him and asked if Civil Service does not allow for some djustment in a case such as this. Personnel Director Bill ullivan explained that it would entail an analysis of the job to See if the scope of the job has changed significantly. He would also do a comparison of building officials in comparable size ities. From this data', he could compile a recommendation to the ity Manager. He indicated he could have this analysis ready for he August 6th City Commission Meeting. At this point, City Manager Miller proposed a reclassification of ~he Director of Administration to which Vice Mayor Harmening bjected. This Director is taking on two additional divisions, amely Communications and Facilities Management. The requested ~eclassification represents a 5% increase. The City Commission approved this reclassification. 8 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 25, 1991 Mayor Weiner asked City Manager Miller to look into the problem that seems to exist with the operation of Occupational Licenses Under the Building Department. MILLAGE RATE Recapping the changes which have been made to revenue, City Manager Miller stated that net revenue increases total $123,500. ~hanges to expenditures represent a net savings of $615,923. ~dding these two figures represents a total reduction in the pro- piosed General Fund of $739,423. With one mill being equal to $il,848,243, this figure equates to .399 mill which gives us a m!illage rate of 7.6709, just slightly lower than the millage rate which had been set this year at 7.7528. There is still a con- t~ngency of $50,000. City Manager Miller suggested to the Commission that the millage r~te be set at the same rate as this year (7.7528) with the understanding that it can be lowered if additional revenue comes i~. C~ty Manager Miller is hopeful that the positive balance in the S~nitation Fund will cover the anticipated deficit of at least $367,000. A~torney Sam Goren read proposed Resolution R91-120 in its entirety which was titled as follows: "A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOYNTON BEACH, FLORIDA, ADOPTING A PROPOSED MILLAGE RATE OF 7.7528 ~ FOR GENERAL OPERATING BUDGET PURPOSES FOR FISCAL YEAR i 1991-92 AND SETTING FORTH THE DATE, TIME AND PLACE OF THE FIRST PUBLIC HEARING; PROVIDING FOR CONFLICTS AND PROVIDING AN EFFECTIVE DATE " · Vi~e Mayor Harmening moved for the adoption of Resolution R91-120. Commissioner Aguila seconded the motion which carried 5-0. 9 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 25, 1991 Mayor Weiner stated how pleased she is that the City was able to hold the line on taxes but it has taken a terrible toll on City employees for which she is most regretful and the City is sorry for the loss of their services. The meeting property adjourned at 12:00 midnight. CITY OF BOYNTON BEACH %TTEST: Clty~Clerk lng secretary (Four Tapes) Vice /~or Commissioner C ommi s s i oner 10