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Minutes 07-24-90MINUTES OF THE CITY COMMISSION BUDGET WORKSHOP MEETING HELD IN COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA TUESDAY, JULY 24, 1990 AT 6:00 P. M. PRESENT Lee Wische, Vice Mayor Lillian Artis, Commissioner Robert Olenik, Commissioner Arline Weiner, Commissioner J. Scott Miller, City Manager Vice Mayor Wische called the meeting to order at 6:05 P. M. City Manager Miller announced the Commission would begin on page 49 of the proposed 1990-91 Budget. DATA PROCESSING City Manager Miller stated they were staying with seven full time individuals. He called attention to the Materials and Supplies, where there was a reduction due to the fact each Department will now be vested with the responsibility of paying for their own computer forms. Since the City now has a warehouse, ordering will no longer have to be done through Data Processing. Page 57 430.09 Software Maintenance Mike Munro, Director of Data Processing, explained to Commissioner Olenik that the majority of the City's software is through Cameo Software. These are new packages the City purchased 1~ years ago. Mr. Munro was proposing to maintain a contract with Cameo for the first few years, which will allow the City free updates. He further explained the $9,000 is cheaper than for the City to develop it, plus the City can call them if there are questions about existing software. 470.10 Training 646.00 Training Equipment 670.02 Computer Equipment City Manager Miller referred to the cuts being made by the departments and told Vice Mayor Wische there were cuts unless training was absolutely necessary for certification. MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 Page 56 111.00 Regular Time Although there were no increases in personnel, Commissioner Weiner noticed additional dollars were shown. City Manager Miller replied each of these employees will be eligible to receive a 5% performance raise sometime throughout the year. If the City is only giving 5%, Commissioner Olenik questioned why they were seeing an 8.3% increase. Mr. Sullivan explained it was because of the various anniversary dates. Mr. Munro advised he had one employee that did not get a raise last year because of being in longevity. Page 57 670.02 Computer Equipment City Manager Miller stated this was to upgrade the City's main frame system in Data Processing. The City went into a four year upgrade to the AS-400 last year on a four year loan it had with the Utilities Department at 8% interest. On page 58, the City provided for the upgrade but proposed it be paid in three years. Mr. Munro clarified that the $91,000 was for several different components, but it was cut down to two for a total of $55,000 for additional disc and memory capacity, cassettes, and tape backup. This upgrade will be paid off at the end of three years to coincide with the payment for the AS-400. Mr. Munro further explained that two drives are added each year. After further discussion, City Manager Miller again referred to page 5~ and said since it is a loan, the City did not want it noted as a transfer but wanted it noted as principal and interest. page 60 Laser Printer Mr. Munro informed Comissioner Olenik the IBM laser printer Will be shared with three existing PCs in his department. There are presently only two laser printers in the entire City. One is in the City Attorney's Office, and the other is in the City Manager's Office. Mr. Munro advised it would not be feasible for other departments to hook into this laser printer because a cable would have to be run. Commissioner Olenik stated laser printers in every office in City Hall would be expensive. Mr. Munro explained the 2 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 problems there would be with running cables and stated it would get expensive because of return air ducts. He showed Commissioner Olenik what the City is now doing through phone lines. Discussion ensued about phone wires. Commissioner Olenik wanted laser printers to be kept to the minimum. PURCHASING DEPARTMENT Personnel Director and Director of Administration City Manager Miller said they were looking to decrease personnel in this department. Due to the increase in personnel matters, Unions, grievances, and negotiations, the City felt it needed the expertise of William Sullivan, Personnel Director, full time. City Manager Miller proposed to establish the position of Director of Administration. The Director of Administration will include the Risk Management function as well as the Purchasing and Warehouse functions. He thought the Warehouse and Purchasing could complement each other. Commissioner Olenik warned they could run the risk of internal control problems if they are too close to each other. City Manager Miller responded they would not have the positions run by one department head or director. They would still have the divisions of Purchasing and the Warehouse. Commissioner Olenik pointed out the Director of Administra- tion controls the purchasing, ordering, and receipt of materials. City Manager Miller informed him the internal control is with the City Manager's Office because purchases have to be approved by the City Manager's Office, not by the Director of Administration. All purchase orders are signed by Sharon Randolph, Assistant to the City Manager, Carrie Parker, Assistant City Manager, or him, after being run through the Finance Department. Commissioner Olenik alluded to collusion. When the top person looks at all functions, he said that person can order and receive without it ever getting approved. It can get to someone's house without ever being seen until payment is made. Commissioner Olenik wanted this checked to make sure the City would be covered. City Manager Miller did not believe the purchasing itself warranted a Director's position. The City has 17 Directors, and he thought that was a lot. When they have the oppor- tunity to consolidate some departments, City Manager Miller ~hought the City should do so. MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 City Manager Miller said Risk Management will be branching out in self insurance and the hospitalization area. Then the hospitalization area will come from Personnel. He informed Commissioner Olenik that Citizens Services falls under the Finance Director. Page 61 Personnel Services City Manager Miller explained to Vice Mayor Wische the decrease was because of Mr. Sullivan's position going to Personnel. This also applied to "111.00 Regular Time on page 65. Page 66 472.00 Printing and Binding Mr. Sullivan told Commissioner Olenik this would be for purchase orders and bid envelopes. PERSONNEL DEPARTMENT Page 72 City Manager Miller said this department was going from 6~ persons to 7 full time. The Personnel Management Specialist's duties and responsibilities parallel that of an Assistant Personnel Director. Therefore, he proposed this reclassification from Grade 32 to Grade 34 for Arthur Lee. City Manager Miller told about Mr. Lee handling negotiations. City Manager Miller informed Commissioner Olenik the Clerk I position is now vacant, but they want to fill it on the 1st of October because the City will be more involved in hospitalization and self insurance. Mr. Sullivan explained to Commissioner Olenik that the Clerk II/Floater can spend most of her time in one department, depending on what is going on in the City. Ordinarily, she fills in for vacations and absences. Page 74 Commissioner Weiner questioned the operating expenses. City Manager Miller replied most of them are the same this year 4 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 as last year. However, there is a substantial decrease in recruiting expense because the City does not have a proviso for new personnel next year. The City is decreasing 31 full time positions. When other positions in the General Fund become vacant, consideration should be given to that function being done through outside sources, consolidation with another department, privatization, or outside contracts. City Manager Miller gave the Engineering position as an example. The Fire Department's list is good for two years. 460.01 Physician Fees By contract, Mr. Sullivan said Police and Fire Fighters get annual physicals. He informed Commissioner Olenik the rest of this money is used for pre-employment physicals. There was further discussion. 643.00 Gym & Recreation Equipment City Manager Miller called attention to the decrease in this item and said he felt he should keep this to a minimum. He commented about the contributions by the Police Officers and Firefighters. Commissioner Weiner was informed the City employees must pay if they go to Bethesda. 475.00 Legal Ads City Manager Miller told Vice Mayor Olenik unless there is an exhorbitant amount of individuals who leave the employ of the City, he did not foresee many legal ads. The City is also cutting back on its exposure of ads. City Manager Miller used the position of City Planner as an example. page 76 670.02 Computer Equipment Commissioner Olenik asked how many terminals are now there. Mr. Sullivan answered there is one PC and one terminal. Discussion ensued about the cost of a PC without a printer and the cost of a terminal. Mr. Munro said the City is in the process of putting Personnel on the main frame. That is why they have the one terminal. He further explained. MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 CITY ATTORNEY Page 79 City Manager Miller felt everyone knew the City was going from full time to an Attorney on a retainer. Therefore, they would see a substantial reduction in the personnel services and salary. Page 81 460.1 Legal - Labor Contingency City Manager Miller drew attention to this line and said the City doing its labor negotiations in house. The City brings in legal counsel when the counsel is needed. Jim Cherof is Josias and Goren's designated Labor Attorney. When the City utilizes Attorney Cherof on this basis, he is paid $100 an hour. He told Commissioner Otenik the retainer only covers the services of the firm. Labor law and litigation are on an hourly basis. 461.00 Legal Fee, City Attorney City Manager Miller informed the Commission the $75,000 represented the retainer for the City Attorney. $25,000 is for labor law, and then there is a column for $10,000, plus $60,000 for special litigation at $100 an hour. There was discussion about attorneys' fees and the law firm. Commissioner Olenik questioned the $10,000 and was informed by Ms. Parker that it was for expert witnesses' testimony. City Manager Miller informed Commissioner Weiner the City does not have any major litigation now except the Lear Group and Woolbright, but he did not see that going anywhere. He told Vice Mayor Wische he would do his best to keep the City out of litigation. Commissioner Weiner reminded him of the suit with DCA. City Manager Miller said they will always have litigation, and he referred to other cities in South Florida. There was further discussion about attorneys' fees and the cost of litigation. Commissioner Olenik wanted to see what the City paid for the year to date. Commissioner Weiner requested this information be provided to the Commission on a quarterly basis. Grady Swann, Finance Director, stated the City expended $48,356 to Josias & Goren. City Manager Miller believed 6 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 the law firm came to the City in mid-March. The first payment was made in April, 1990. 474.00 Periodicals/Mags./Books Commissioner Weiner referred to the law library Josias and Goren has. Ms. Parker replied the City keeps updated on the Florida Administrative Code, the Florida Statutes, and legal books that departments use all of the time. PLANNING DEPARTMENT Page 87 City Manager Miller announced today was Tim Cannon's last day. Jim Golden is now Interim Planning Director. The City is planning to decrease the full time positions from 11 to 9. The CBE and Summer Intern Students' positions will be eliminated. At this time, there are three Assistant Planners. One of those will be promoted to Senior Planner, which will leave the City with two Senior Planners and two Assistant Planners, which will reduce the top staff by one. The City plans to omit the Secretary I position. There are requests for reclassifications (the Secretary I position to become a Secretary II position, and the Clerk II position to become a Clerk III position). These positions are under- going an analysis through the Personnel Department as to whether the reclassifications are justified. If the City fills the slot of Planning Director, Commissioner Weiner wondered what Jim Golden's position will be. City Manager Miller replied Mr. Golden will be a Senior Planner. He informed Commissioner Olenik a position is not open at this time for the Secretary I, but he felt confident a position will open somewhere within the next several months which the person can fill. If there is not a position by October 1st, the person will either stay in the Planning Department or she will be utilized as a Floater. Comments were made about the 36 hour week, the Utilities Department, and turnovers. Commissioner Olenik asked how different a Clerk III is from a Secretary II in functions. Mr. Sullivan replied that a Secretary takes shorthand and works with a group of people. A Clerk III is more of a supervisory person and more like an Office manager. Commissioner Olenik noticed the Personnel Department had a request for an additional Clerk III, but it 7 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 did not get past the City Manager's Office. He suggested they could put a Secretary II in a Clerk III position with- out hiring anyone. City Manager Miller responded he wants to take a look at the need and justification for filling positions and determine whether positions need to be filled at that time or whether they can be held back. Until the City gets out of this financial crisis, he was proposing to scrutinize every vacancy that occurs in the upcoming fiscal year. After further discussion, City Manager Miller determined that on October 1st, the Planning Department will stand at 9 full time positions. He felt confident there would be an open position by then because there are very high turn- overs in Clerical and Secretarial positions in the City. Commissioner Olenik wanted to get out of the method of the City Commission authorizing positions they do not intend to fill or do not need to fill. However, he would not mind if City Manager Miller would come back to the Commission during the year and ask that they authorize other positions, if it is felt the positions are necessary. City Manager Miller replied he would do that. He further commented. Commissioner Olenik was trying to figure out what the City's regular time would end up being at the end of this year. With 3/4 of the year gone, it is $11,686,684. After making computations, he determined with 72 positions the City is not filling, the dollars will come in real close to what the budget is. Commissioner Olenik's point was there is a greater opportunity to miss your budget when there are open positions. Discussion ensued about last year's budget. Page 88 145.00 Pension Reserve Even though there were less employees, Commissioner Weiner noted this line was up $4,000. She also noticed this in other departments. Even with less employees, Mr. Swann explained the actuarial report will not be affected by the decrease in employees until the next fiscal year. Actuarial reports are based on the previous year. Page 89 462.00 Consultant Fees City Manager Miller told Commissioner Olenik this amount was 8 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 decreased. The City will have to have some Consultants relative to the land development regulations. Other than major consulting work, the City feels this can be done in- house. Commissioner Weiner asked if each developer pays for traffic. City Manager Miller answered affirmatively and added the City will only pay for traffic when it pertains to something the City asks for. 670.02 Computer Equipment Commissioner Olenik questioned this. Mr. Golden informed him it was for a laser printer and disc drives. This will be the first laser printer in the department. City Manager Miller gave the breakdown on the equipment. Mr. Golden told Commissioner Olenik the department never had enough computer equipment for the work it does, and he explained. By Planners having their own PCs, it will decrease the secretarial work. FACILITIES MANAGEMENT Page 96 City Manager Miller called attention to the decrease in full time positions from 34 to 31. Two Custodian I positions will be transferred to Recreation. Another custodial posi- tion is now unfilled and will be eliminated. On Rage 99, there is an increase in contracted services. City Manager Miller stated he would like to contract some of the custodial services out, as it is less expensive. He referred to banks and corporations. Individuals will not be laid off to accommodate this but when custodial positions become vacant, City Manager Miller thought these types of positions should be switched over to outside contractors. Grass cutting of City owned property could be contracted out. Discussion ensued about the number of persons in the department. Craig Grabeel, Director of Management Services, stated 31 are currently working full time. Commissioner Olenik was not convinced the maintenance workers are working to the level of efficiency. He did not feel they should begin contract services this year because he thought the City could still get the job done with the people it has. City Manager Miller was only proposing that the City look toward contract services. However, he thought some dollars should be put there in case there is a need for it. City Manager Miller elaborated. 9 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYI~TON BEACH, FLORIDA JULY 24, 1990 Page 99 499.00 Other Contractual Services Commissioner Olenik asked what kind of other contractual services the City was expecting between now and the end of this year that will take the City from $900 to $9,000. Mr. Grabeel answered primarily, it will be the maintenance on the main chiller system, and the City has had problems with the feeder at the sub-station. The City also has elevator maintenance, pest control, generator maintenance, disposal of solvents and other hazaardous waste, and the audio/visual maintenance. In the $24,000 budget for other contractural services, Commissioner Olenik asked how much would be budgeted for janitorial services. City Manager Miller replied it would be somewhere between $5,000 and $10,000. If there are monies for janitor contractual services, Commissioner Olenik did not think this was the year to put them in. City Manager Miller told Commissioner Artis if the City has people who are custodial that leave the employ of the City, those vacant positions should not be filled. Commissioner Olenik wanted to make sure the $23,000 did not include contractual janitorial services. City Manager Miller reiterated his reasons for contracting custodial services. He told Commissioner Artis the City pays individuals a lot for cutting grass, when you talk about the salaries and benefit package. Lawn service people compete with each other. City Manager Miller felt the City should do the ball fields and some of the cosmetic areas of the City. The perimeter areas, vacant lots, and pump stations could be contracted out. City Manager Miller felt the City should look more towards the areas the City can do itself and the areas they can contract out. page 100 642.00 General Equipment Commissioner Olenik asked what items the $3,034 represented. Mr. Grabeel replied they are the refrigerant recovery and recycling unit, the portable welder, and the electric hand dryers. 10 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 GENERAL ADMINISTRATION Towards the end of this account, City Manager Miller said gets into accounts where the City Commission will have to give him direction on the appropriation level. it page 102 158.00 Compensation Adjustment City Manager Miller drew attention to the $700,000 and said it is the compensation adjustment for all the employees at 3%, effective October 1, 1990, and 3%, effective April 1, 1991, should the Commission decide it wants to make that package available to the other employees outside of the bargaining units. 413.00 Electric City Manager Miller stated this increase was due to the City Hall complex. There will also be an increase in the Fire Department. Commissioner Olenik questioned why they did not combine the water and sewer with this. City Manager Miller answered the City thought about that, but the L4brary is a separate building and a separate entity. Other cities he has worked for have wanted to know what the costs for each building are. Vice Mayor Wische thought the costs of the various services for each building could be incorporated into a grand total, and they could still differentiate them. 311.00 Office Supplies C~mmissioner Olenik inquired about the $10,000. Sharon Randolph, Assistant to the City Manager, answered it was paper for the Xerox machine and books. ~72.00 Printinq and Bindinq City Manager Miller said this reduction was due to the quarterly Newsletter. Page 103 974.00 Transfer to Community Improvement City Manager Miller explained to Commissioner Weiner that for the past three years, the City has made an appropriation to Community Improvement in the amount of $350,000. As of today, the City had a fund balance of approximately $700,000 11 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 plus. A lot of programs are coming up that he will get into on Thursday night (July 26, 1990). City Manager Miller made a reduction to $100,000 a year. This was one area where the Commission could make a cut, if they saw fit to eliminate it entirely. By leaving a figure there, City Manager Miller thought it showed the City Commission made a commitment to this area. Even though the City is getting Tax Increment Financing (TIF) dollars, it will not see TIF dollars coming into the expanded TIF district until 1991. City Manager Miller told the City Commission they would not be seriously hurting the program by eliminating the $100,000. Commissioner Weiner questioned whether the funding they have without the additional funding would be enough to take the Community Improvement Department through to the next calendar year. Carrie Parker, Assistant City Manager, replied that Department would have to curtail its administrative expenses from what was suggested to the Commission or some of the programming would have to be cut back. Commissioner Weiner emphasized she did not want to cut the programming. City Manager Miller wanted the City Commission to see what the CRA budget is and said he would come back to this on Thursday night. 988.00 Contributions to Human Services City Manager Miller stated $40,000 was appropriated for this. Wilfred Hawkins, Assistant to the City Manager, apprised the Commission there was a request for $90,600 from social service agencies. There was discussion. Commissioner Weiner felt taxes should go for City services and not City charities. With the exception of the day care center, she wanted this cut to the bone. She hoped the City would be in a better position next year, so these things could be picked up again. City Manager Miller said the Commissioners would be provided with a list of the agencies. (See page 14 of these minutes for continuation.) RISK MANAGEMENT/INSURANCE Page 108 City Manager Miller said three full time positions would be retained, but there were several reclassifications. The City is looking to reclassifying the Director of Risk 12 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 Management to Director of Administration and Risk Management. They also want to reclassify the Secretary III to Administra- tive Assistant I due to the fact that person is acting over and above what a Secretary does relative to specialized tasks. When they reclassify a position through Civil Service, Commissioner Olenik wondered if they needed to offer the po- sition as a promotional opportunity to members of the Civil Service program. Mr. Sullivan answered negatively. He stated the position was changed considerably from what it was brought in as, and the person has taken on more responsibilities. If it was a new position, it would be a different story. City Manager Miller interjected that the Director of Risk Management position will no longer be there. Commissioner Olenik asked what the total personnel would be that Ms. McLean will be responsible for. Ms. McLean answered there will be three in Risk Management, counting her, and three in Purchasing. There is one vacancy in Pur- chasing. There are also three employees in the warehouse. City Manager Miller mentioned that this department also gets involved in emergency management responsibilities. Page 109 386.00 Awards and Trophies Commissioner Olenik was not so sure he wanted to give money for awards and trophies this year. City Manager Miller responded he had cut this back, but he thought there was a need for it and felt certificates should be given. With $1,000, there can be a minimal award program. Commissioner Olenik thought they should think about this. He commented that Laura Widmer could make certificates at no cost but the paper. Commissioner Olenik wanted that utilized as much as possible. City Manager Miller wanted the City's Safety Committee to come up with some ideas too. 382.00 Training Aids Mary Munro, Budget Analyst, advised that as of July 20, 1990, $3,029 was spent. Page 111 468.00 Professional Services Ms. McLean explained to Vice Mayor Wische that this covers 13 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 mainly claims investigations and claims administration for liability lines and workers compensation. The reason for the increase was because in past years, the workers compensation administration was being included in the workers compensation loss line. Ms. McLean added that bigger cases are pending now, and the actuarial study that the City will be doing every year for self insurance was also included. GENERAL ADMINISTRATION (Continued from page 12 of these minutes) Page 103 988.00 Contributions to Human Services (Continued) There were comments about the request from the Drug Abuse Foundation and the Kiwanis Club. Vice Mayor Wische felt they should continue forward in the budget. Commissioner Weiner felt it was incumbent upon the City to support the Day Care Center and the requests from the high schools, but she thought they should look very carefully at donations to social service agencies in a tight budget year. The tax- payers pay money into the City and deserve to get back City services. Commissioner Artis felt the same way Commissioner Weiner felt. Commissioner Olenik asked if the Commission felt comfortable with the $40,000. The Commissioners answered affirmatively. Commissioner Olenik thought all requests should go to the Community Relations Board (CRB), including the high school requests. Commissioner Weiner and Vice Mayor Wische agreed. If that was the Commission's desire, City Manager Miller advised they should have a Resolution saying all funding requests should go to the CRB. Discussion ensued about Project Graduation. After further discussion, it was decided there should be $20,000 for the CRB, and $22,500 should be given to the Boynton Beach Child Care Center. If they send a survey to a high school about Project Graduation, Mr. Swann said Project Graduation would never hear about it because the parents and not the schools should respond to that. 14 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 COMMUNICATIONS City Manager Miller said this department is staying with 26 positions (23 full time and 3 part-time). Page 119 145.00 Pension Reserve 148.00 Pension Contribution Mr. Swann explained to Commissioner Weiner the City has to pay the State for the three people who are still in the State's retirement system. 382.00 Training Aids Mr. Grabeel told Commissioner Olenik this is for video tapes, text books, etc. 690.05 Communications Equipment Commissioner Olenik inquired why the telephone system for Fire Station 3 did not go under Capital Improvements. Ms. Parker answered it was not in the original bid. Commissioner Olenik asked who the "Cell Phones" were for. Hugh McCaffrey, Communications Manager, stated they are in the Communications Center as a backup. MANAGEMENT SERVICES Page 129 City Manager Miller said the positions of Director of Management Services and Administrative I will remain. The Clerk II position will be transferred to the Police Depart- ment. City Manager Miller stated the City is looking at Management Services heading up Communications, Facilities Management, and Special Projects and Grants. POLICE Page 135 The City is decreasing the total number of uniformed Officers from 130 to 127. City Manager Miller said there are currently three vacancies. The following year, there will be a request to increase personnel due to Hester Park. 15 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 Police Chief Hillery explained to Commissioner Weiner the Stop, Walk and Talk Program is where Officers are in a Police car, and he told her the Community Police Officers Program has walking Officers. Commissioner Weiner recalled they hoped to add evening hours to the Community Police Officers Program, and she wanted to keep that promise. Police Chief Hillery was not sure they could keep that promise. The Department is at a minimum. Injuries and ill- ness affect them now. Police Chief H~llery stated he will do what he can to maintain the walking Officers. If the department can put them there in the evenings, it will. Police Chief Hillery told Vice Mayor Wische he is making transfers now to accommodate the situation his department has. Two positions who normally would have been plain clothesmen in the Detective Bureau on a training basis will be kept on the road. The department also did away with the canine program. Commissioner Artis questioned whether this budget included Hester Park. City Manager Miller answered that it does not. The City will not go out to bid until Fall. There will be about one year of construction, which means the park will be opening in the fiscal year of 1991. Police Chief H~llery stated they are having a problem maintaining the number of people in the field, and there is an overtime problem. With the reduction in the number of Officers and the growth of the City, Police Chief H~llery said they have to be very careful. Commissioner Olenik inquired whether there has been a change in service. Police Chief Hillery replied the number of people in the cars has not been changed. However, the number of zones have been changed. The Watch Commanders have been told if there is a slow night and not a lot of activity, it is all right to work one short of anything they normally do, rather than to call someone in for overtime and pay time and a half. The total number of Officers the Department wants out there at any given time has been reduced by one. That is the minimum manning level the Department is at. Commissioner Olenik asked whether the City could get a fee from the Mall. Police Chief Hillery answered there are 16,000 vehicular trips and over 40,000 people in and out of the Mall per day. It is his responsibility to have a 16 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 Policeman there to maintain order. ~he vast number of people demand that an Officer be in the area. Discussion ensued about the need for Police Officers at the Mall, at the 4th of July events, and at the Mall during Christmas time. Police Chief Hillery argued it is his responsibility to make decisions to keep the City safe. There was further discussion about the Broward Sheriff's Office, the B~oward Mall, and Coral Springs. Deputy Chief DeLoach commented the City has a very small amount of crime for the number of people and the activity at the Mall in comparison with other Malls. That is one reason the City Police are there. City Manager Miller informed Commissioner Artis the Boynton Beach Police are primarily outside. The Mall Security is inside. There were further comments. Commissioner Olenik asked what the four positions were that the Police Department intended to add. He wanted to keep the personnel costs down. Deputy Police Chief DeLoach emphasized there were four unfilled positions. They were: Evidence Custodian, Front Desk Clerk, Shift Clerk, and an Administrative Assistant. They gave up the ID Supervisor. Commissioner Olenik questioned the total number of the civilian staff, and he went down the list of employees. Deputy Chief DeLoach explained why certain positions were needed. Page 136 124.00 Outside Overtime City Manager Miller called attention to the outside overtime at $100,000 and said they have $100,000 on the revenue side. Page 137 427.00 Vehicle Service Costs This was one of the major increases City Manager Miller said the Commission would see in virtually all of the accounts. The true cost is $724,356. In all of the depart- ments, the department request is the actual true cost, but City Manager Miller could not afford to quadruple those costs in one year. The City will gradually get into it, so the City Commission will see a gradual increase of vehicle service costs in the upcoming three years. 17 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 Page 135 Commissioner Olenik again disagreed with the number of civilian staff given him. Deputy Chief DeLoach argued that no position was shown that the Department did not need to have. If a position was unfilled, Commissioner Olenik needed to understand why it was unfilled. The list of positions was again reviewed. Deputy Chief DeLoach again took exception to Commissioner Olenik's comments and stressed that the positions were replacements, not additions. When positions have become vacant, City Manager Miller inter- jected he has not approved the positions being filled in this budget year. Police Chief Hillery has only come to him when it is absolutely necessary to fill positions. Ms. Parker told Commissioner Olenik a sheet with the total ~umbers of the positions will be given to him. City Manager Miller said Police Chief Hillery is trying to maintain the service level. He is trying to utilize civilian personnel more so the Police Officers can be out on the road. Civilians are less expensive than Police Officers. Page 137 431.00 Radio Repairs Commissioner Olenik asked why this item was not in the Communications budget. Deputy Chief DeLoach answered they were batteries. The Department controls and replaces its own batteries. If all of the $4,000 under Account 431.00, Radio Repairs was going to batteries, City Manager Miller told Mrs. Munro they should probably close that account out and establish the 323 account. It would not change the bottom line. Page 138 433.00 Equipment Repairs Deputy Chief DeLoach informed Commissioner Olenik this is for any type ~f radar and other equipment. ~8 =6 .00 Professional Services Ms. Parker told Commissioner Olenik this amount was put in for the Legal Advisor. This is to be done on a contractual basis. Police Chief Hillery had submitted an eight page paper on this. Fifteen years ago, a study by the government brought out the fact that the Police Executive was in dire 18 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 need of legal assistance on a daily basis. The State Attorney is available for criminal assistance, but he serves 32 municipalities. The City Attorney assists Police Chief Hillery with personnel problems but the backgrounds of City Attorneys are not in the criminal law area. On a daily basis, Police Chief Hillery stated he makes five to ten decisions he could use legal assistance on. A lot of things, such as being sued, could be prevented with assistance from this type of individual. For a salary of $50,000, Police Chief Hillery said he can bring in a person from the State Attorney's Office on a daily basis. The Legal Advisor could be used for training, could review all policies and procedures, prepare documents needed for search warrants, and litigate all confiscated funds instead of paying $800 a case. Police Chief H~llery felt he could justify paying half of the salary with confiscated funds because of the savings on litigation and money coming into the confiscated vehicle fund. It was decided this was not the time for this position, but Police Chief Hillery stated monies were put into the budget so he can get legal assistance by contracting out. City Manager Miller told Commissioner Artis he was not convinced this position was needed. Only seven cities in South Florida have a full time Legal Advisor. City Manager Miller has not found a city the size of Boynton Beach that has a full time Legal Advisor. 470.05 Business Meetings Commissioner Olenik noticed this amount more than doubled. Police Chief H~llery responded the department was requested to cut out all travel and schools that were not absolutely necessary for the continuance of the department's operation. They did not spend the money that was budgeted. Ms. Parker advised there had been a freeze on all of the operations of the Police Department. Necessary trips have been funded out of other departments. City Manager Miller pointed out that the Police Department's salaries were not budgeted for 12 full months at full comple- ment. Therefore, there was a shortfall on the salary end and the overtime. This showed if there was not a halt on the spending habits in the department, the Police Department would end up going in the red. Police Chief Hillery has tried to seek other ways and funding sources. 19 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYiqTON BEACH, FLORIDA JULY 24, 1990 499.00 Other Contractual Services Deputy Chief DeLoach explained Police Department pays its own pays for pagers the department control, etc. to Commissioner Olenik the cellular phone bill. It contracts out for, pest Page 139 973.00 Trans-Vehicle Serv. City Manager Miller said they will be replacing eight Police vehicles. That was cut down in half from what was originally proposed. Commissioner Olenik stated they would look at this on Thurday, July 26, 1990. 670.02 Computer Equipment Commissioner Olenik asked what this represents. Deputy Chief DeLoach answered two are printers. One is a replace- ment for the printer in Records. The other is for the Clerk in Code Enforcement. Deputy Chief DeLoach emphasized they are not laser printers. There is a laser printer that replaces the one the Administrative Assistant to the Police Chief has, because the Administrative Assistant can do a lot more on the laser printer, and it is faster. There will also be a PC for Internal Affairs. Commissioner Olenik asked the Police Department to make sure it buys its cellular phones for the same price another department paid for them. He was informed they are State contract prices. FIRE New Fire Truck Commissioner Weiner asked whether the new fire truck was in the budget. City Manager Miller answered it was not. The truck will cost $424,000. City Manager Miller informed Commissioner the City is looking at two sources of revenue: About $200,00 will come from interest the City has earned on public service tax that can only be used for capital outlay expenditurs. He hoped to sell the parcel south of Ocean Ridge's Town Hall to make up the difference. The City may need to put down $200,000 and go on a lease/purchase for several years and extend the payments out over a period of 20 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 time. Commissioner Olenik suggested they borrow from Utilities. City Manager Miller explained to Commissioner Olenik that Ocean Ridge is in the position where they have to do some- thing about the land. Commissioner Olenik did not like to put that as a revenue item, and he thought the Utility Fund would be cheaper than a lease/purchase. City Manager Miller agreed. Page 155 City Manager Miller stated there are presently 49 Firefighter positions. The 62 in the current budget included 13 the City is going to hire this year. The City proposes to hire 12 next year for a total of 25 for Station ~3. The City proposes to hire 16 to go on the payroll November 1, 1990 at the proposed time Station 93 will be completed and open. There was discussion about the number of Firefighters. Commissioner Olenik stated he was going to ask questions because he wanted to be sure they saved dollars. He wondered if they could get by with the hiring of only two Rescue Lieutenants. Fire Chief Allen replied there is a statement in the contract about filling positions. Discussion ensued about the Union, the budget, and the posi- tion. Commissioner Olenik questioned whether they needed two people in the same position on one shift when other shifts do not have them. City Manager Miller answered, "No." Fire Chief Allen commented he could do the shift with one Officer, but he would still need the manpower to let the shifts off. Commissioner Olenik admitted it would be one less promotional opportunity but it would be saving quite a few thousand dollars when you add benefits. Discussion ensued. Commissioner Olenik stated they were talking about $50,000 or $60,000. By only having two Rescue L~eutenants and two Paramedic Officer IIs, he wanted to see how the numbers would fall. Commissioner Olenik also wanted to see the total people the City will hire. City Manager Miller answered that right now, the City has to hire 16 Firefighters, but if Commissioner Olenik's scenario is correct, they will only need to hire 15. The 16 Firefighters would go on the pay- roll November 1st. Commissioner Olenik asked about the shifts of the new Fire- fighers. Fire Chief Allen replied there will be five in a 21 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 shift. One Lieutenant will be transferred to the new station. Page 156 122.00 Holiday Commissioner Olenik wanted to know why this amount doubled. City Manager Miller answered they are putting on 16 addi- tional people, and they were talking about 12 hours of straight pay every holiday for each person. Commissioner Olenik pointed out that 16 people would not be doubling the current staff. After discussion, Mr. Swann replied it looked like the figure was based on what the department requested. pa.g.e 157 397.00 Uniforms Commissioner Otenik asked how many uniforms the City pro- vides to each employee every year, regardless of whether the employee needs them. City Manager Miller answered, "Three." Commissioner Olenik wondered if something could be saved here. City Manager Miller replied he would have to check the Union contract. Fire Chief Allen added it also includes T shirts, gym shorts, jackets, and dress shoes. Page 158 433.00 Equipment Repairs City Manager Miller told Commissioner Olenik a pumper will cost $25,000. Commissioner Olenik questioned why it was not listed under Operating Expenses or some capital cost, and he explained. City Manager Miller stated they were talking about the refurbishing of the 71 Pumper. After discussion, City Manager Miller stated they could put it in the Capital. page 160 690.05 Printers for Mobile Pa~ers Commissioner Olenik thought $6,000 for six pagers was expensive. Fire Chief Allen said they will be added to the big vehicles. Commissioner Olenik thought they may save $3,000 here because there may be days when the trucks will never go out. 22 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 Page 159 973.00 Trans-Vehicle Serv. City Manager Miller wanted the Commission to realize the $70,000 was for a new transport unit. One is on order now. Fire Chief Allen stated it will replace what the City now has. After explaining, he added they can still use it as a utility type of vehicle. There was discussion about units and the backup. Commissioner Weiner requested that they take the Library next. LIBRARY Page 214 City Manager Miller explained to Commissioner Weiner that 39 positions were authorized. Two positions have not been filled since October 1, 1989. He recommended that the 37 positions continue next year. Commissioner Weiner replied the Library is still struggling to give service, and a drive- in window was put there. She asked if a CBE student could be added to help. City Manager Miller answered that the City Commission could make that recommendation, but he could not recommend that. He stated every department has given up employees and is struggling this year and next year. City Manager Miller wanted to stand firm on the budget. Page 216 661.00 Books Commissioner Weiner questioned this. City Manager Miller advised books is a capital outlay. Capital outlay is an important asset to any organization. The City cut back 48% on capital outlay on all budgets. $240,000 was cut out. City Manager Miller further explained and said he did not think it would put the Library in a position of not having books to lend out. He told Commissioner Olenik that Virginia Farace, Library Director, was given the okay to spend the $110,000 that is in the current budget. Commissioner Weiner was not in favor of cutting this, but she could see City Manager Miller's position. She wanted to bring this up again. 23 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 460.03 Computer Programs Mrs. Farace informed Commissioner Olenik this is for soft- ware. Three cities have cooperated together, and she explained. Commissioner Olenik suggested they go to a specified time tonight and start again at 5:00 P. M. on Thursday night. City Manager Miller stated they could start at 4:00 P. M. The Commission did not wish to stop at this time. The Public Works and Recreation Department employees were told they could leave this meeting. BUILDING DEPARTMENT Page 165 City Manager Miller stated they are down 3 Inspectors and 3 Clerical. Under Administration, they are looking to reclassify Building Permit Administrator to Deputy Building Official. City Manager Miller drew attention to the Clerk II positions and stated he recommended 2 people because 2 people are in those positions, not 1. Page 166 FIELD INSPECTION City Manager Miller stated the position of Electrical I is vacant, and the City does not propose to fill it. The Plumbing/Mechanical Inspector I position is filled, so the shown on this page should be changed to 1. SITE DEVELOPMENT City Manager Miller was proposing 1 Landscape/Environmental Inspector, and there presently is one. City Manager Miller stated that would make the total personnel 37. There presently are 37. ~age ix Vice Mayor Wische wanted to see City Manager Miller about a position on this page. City Manager Miller replied he did not have an opportunity today to talk to the two departments. 24 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 City Manager Miller advised building activity is not increas- ing and in certain instances may be going down, depending on whether developers can get the appropriate exemptions for approval of further development in the west, on Congress Avenue and Boynton Beach Boulevard, relative to the traffic performance standards. City Manager Miller had good news that the interchange has been moved up to 1990/1991, and he predicted it would open up the doors to corporate centers. Nothing will be able to quash any development in Quantum Park. City Manager Miller stated the possibility exists for cutting these four divisions back further, but it will necessitate laying people off. He only brought it up because it was his responsibility to tell the City Commission where potential areas are. Some people could be let go because the heavy work is not there at the present time. City Manager Miller informed Commissioner Weiner they may be looking at three or four in certain areas. Vice Mayor Wische thought they made a commitment that was one thing they would not do. City Manager Miller responded he does not control the economy, and there are some Inspectors that could be working harder. The City cannot keep Inspectors on for the sake of providing jobs. Commissioner Weiner commented she never agreed not to discuss this. City Manager Miller did not have any specific proposals but said he would have to talk to Don Jaeger, Building Official, about it. When you talk about three or four positions, he stated you are talking about $100,000. Commissioner Olenik thought the Commission should look at this on a quarterly basis and address it then. When posi- tions become vacant, City Manager Miller said he and Mr. Jaeger are going to scrutinize them and say whether the positions are needed, Commissioner Weiner asked what the normal attrition rate would be over the next fiscal year in terms of retirement. City Manager Miller replied he has not analyzed what it would be. The City has individuals that have reached 15, 20, and over 20 years of service who are only 48 or 50 years of age. They want to stay here. 25 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 page 168 470.04 Travel Allowance Commissioner Olenik questioned the reason for this increase. City Manager Miller stated this is basically the same amount, based on the number of Inspectors the City has. Mr. Jaeger informed Commissioner Olenik the Inspectors receive $225 a month. Mr. Jaeger advised the number would fall by one person, and it should be changed to $40,000. 476.00 Microfilming Mr. Jaeger explained to Commissioner Olenik that they had a backlog since.1985, so they are doing this as they have money. OCCUPATIONAL LICENSES Page 174 City Manager Miller pointed out this department is going from five to four employees. CODE ENFORCEMENT Page 181 City Manager Miller informed the Commission one Code and License Inspector and one Clerk went to the Police Depart- ment. Mr. Jaeger told Commissioner Olenik they are going to omit one Clerk I and reclassify one. They will be staying at 9 people. page 183 670.02 Computer Equipment Scott Blasie, Code Enforcement Administrator, apprised Commissioner Olenik they currently have one PC and four terminals. One terminal is on loan, so they could lose it at any time. One is old. During agenda time, one PC is tied up continually. They definitely need one. Commissioner Olenik said they could use the emulator they are getting as a terminal. 26 MINUTES - CITY COMMISSION BUDGET WORKSHOP MEETING BOYNTON BEACH, FLORIDA JULY 24, 1990 ADJOURNMENT The meeting properly adjourned at 10:20 P. M. CITY OFf'ON BEACH  ~ Mayor Vice Mayor ATTEST: Commissioner ¢-Ci~'Cler~ (Five Tapes) Commissioner 27 FORM SB MEMORANDUM OF VOTING CONFLICT FOR .COUNTY, MUNICIPAL, AND OTHER LOCAL PUBLIC OFFICERS NAME OF BOARD. COUNCIL, COMMISSION, AUTHORITY, OR COMMITTEE City Con,his sion LAST NAME--FIRSY NAME--MIDDLE NAME Olenik~ Jr., Robert ~-D Crossings Circle '~ COUN'rY Boymton Beach, Florida Palm Beach DATE ON WHICI-[ VOrE OCC.'URRED 7-23-90 THE BOARD, COUNCIL. COMMISSION, AUTHORITY, OR COMMI~i-I'EE ON WHICH I SERVE I$ A UNIT OF: ~ ('rlY ! i COUNTY t ] OTHER LOCAL AGENCY NAME OE POLITICAL SUBDIVISION: Boynton Beach MY POSITION IS: WHO MUST FILE FORM 8B This form is for use by any person serving at the countY, city, or other local level of government on an appointed or elected board, council, commission, authority, or committee. It applies equally to members of advisory and non-advisory bodies who are presented with a voting conflict of interest, uuder Sectioa 112.3143, Florida Statutes. The requirements of this law are mandatory; although t,he use of this particular form is not required by law, you are encouraged.to use it in making the disclosure required by law. Your responsibilities under the law when faced with a measure in which you have a conflict of interest will Vary greatly depending on whether you hold an elective or appointive position. For this reason, please pay close attention to the instructions on this form before completing. I;he reverse side and filing {he form. INSTRUCTIONS FOR COMPLIANCE WITH SECTION 1t2.3143, FLORIDA STATUTES ECTED OFFICERS: A person holding elective county, municipal, or other local public office MUST ABSTAIN from voting on a measure which inures to his special private gain. Each local officer also is prohibited from knowingly voting on a measure which inures to the special gain of a principal (other than a government agency) by whom he is retained. In either case, you should disclose the conflict: PRIOR TO THE VOTE BEING TAKEN by publicly stating to the assembly the nature of your interest in the measure on which you are abstaining from voting; and ITHIN 15 DA~ S AFTER THE VOTE OCCURS by completing and flhng this form with the person responsible for recording the minutes of the meeting, who should incorporate the form in the minutes. APPOINTED OFFICERS: A person holding appointive county, municipal, or other local public office MUST ABSTAIN from voting on a measure which inures to his special private gain. Each local officer also is prohibited from knowingly voting On a measure which inures to the special gain of a principal (other than a government agency) by whom he is retained. A person holding an appointive local office otherwise ma)' participate in a matter in which he has a conflict of interest, but must disclose the nature of the conflict before making any attempt to influence the decision by oral or written communication, whether made by the officer or at his direction. IF YOU INTEND TO MAKE ANY ATTEMPT TO INFLUENCE THE DECISION PRIOR TO THE MEETING AT WHICH T~L~E VOTE WILL BE TAKEN: i u should complete and file this form (betbre making any attempt to influence the decision) with the person responsible for ~ ._,zording the minutes of the meeting, who will incorporate the form in the minutes. · A copy of the form should be provided immediately to the other members of the agency. · The form should be read publicly at the meeting prior to consideration of the matter in which you have a conflict of interest. PAGE 1 IF YOU MAKE NO ATTEMPT TO INFLUENCE THE DECISION EXCEPT BY DISCUSSION AT THE MEETING: · You should disclose orally the nature of your conflict in the measure before participating. · You should complete the form and file it within 15 days after the vote occurs with the person rgsponsible for recording the mi~'~..~ of the meeting, who should incorporate the form in the minutes. DISCLOSURE OF LOCAL OFFICER'S INTEREST 1, ~ob6rt Olean!c, ~Tr. , hereby disclose that on July 23 (a) A measure came or will come before my agency which (check one) ~ inured to my special private gain; or . - , 19 90 : inured to the special gain of (b) The measure before my agency and the nature of my interest in the measure is as follows: · by whom I am retained. 7/23/90 Date Filed Signature NOTICE: UNDER PROVISIONS OF FLORIDA STATUTES §112.317 (1985), A FAILURE TO MAKE ANY REQUIR~-~ DISCLOSURE CONSTITUTES GROUNDS FOR AND MAY BE PUNISHED BY ONE OR MORE OF THE FOLLOWING: IMPEACHMENT, REMOVAL OR SUSPENSION FROM OFFICE OR EMPLOYMENT, DEMOTION, REDUCTION IN SALARY, REPRIMAND, OR A CIVIL PENALTY NOT TO EXCEED $5,000. CE FORM 8B - 10-86 PAGE