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Minutes 07-23-96
MINUTES OF THE CITY COMMISSION WORKSHOP MEETING HELD IN COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA, ON TUESDAY, JULY 23, 1996, AT 6:30 P.M. PRESENT Gerald "Jerry" Taylor, Mayor Shirley Jaskiewicz, Vice Mayor Matthew Bradley, Commissioner Henderson Tillman, Commissioner Jamie Titcomb, Commissioner Carrie Parker, City Manager CALL TO ORDER Mayor Taylor called the meeting to order at 6:40 p.m., and advised that the purpose of this meeting is for the presentation of the budget. City Manager Parker urged the Commissioners to stop her at any time during the presentation to ask questions or offer comments. CitY Manager Parker began the presentation with an overview using a handout that was supplied prior to the meeting. (A copy of the handout is attached to the original copy of these minutes on file in the City Clerk's Office.) Comparison of Ad Valorem Taxes - 1996/97 No tax increase is proposed for the upcoming budget. The current millage rate is 7.9251. The City has a gross taxable value for this current year of just over $2 billion which is provided by the County. Based on this millage, we would generate $16,993,334. Of this amount, however, we must subtract an estimate for uncollectibles (1.5%) and a discount schedule which nets to 3.5%. The City will end up with $16,152,588 in collections. Of this cu~rrent taxable value, we have new construction for this year of $57,924,105. This is better than we have done in the past couple of years, and it is anticipated that next year will be better than this year. Applying the current rate to the new construction will allow us to realize $459,054 in new money. Once the discounts for uncollectibles and payment schedules are applied, the result is $436,343 from new construction. The roil-back rate is the millage rate that would generate the same dollars if the property tax assessment has not changed. The property tax assessment increased in Boynton by an average of approximately 1.6%. Therefore, the roll-back rate would take off approximately $312,000. The roll-back rate is 7.720. The citizens' tax bills are composed of the millage times the assessed value. The millage rate is not recommended for change, but since the assessed value has increased, it generates the roll-back rate difference. MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 City Manager Parker also prepared a copy of the ad that would have to be placed in the newspaper. In the past, we had to advertise the 1.6% as a tax increase. That is changed, and we now have to show the entire ad valorem levy. The ad that was prepared is the one that will be used if the millage is kept at the current rate of 7.9251. Page 3 of the handout provided a historical comparison of the City's ad valorem tax rates. It depicted the adopted tax rate beginning in 1991/92. Last year, we had an operating millage of 7.9251. This is the same millage being recommended this year. This chart also depicts the millage that is applied to our General Obligation Debt. Because of the increases, we are able to drop the millage rate so that the total millage that is applied to:the citizens' property in Boynton Beach is dropping from 8.4067 to 8.3824. This has been decreasing since 1992/93. Commissioner Bradley asked if the refinancing of the bonds has any effect on this. City Manager Parker responded affirmatively. She said the City's payment was reduced slightly. The City used the savings from the refinancing for other projects such as Poinciana School in 1992/93. We did not take it in a decreased debt payment. We took the savings and used the cash. The refinancing that was just accomplished last week was on the Utility Bonds and has nothing to do with this. The debt involved here is the General Obligation Bonds. Other graphs contained in the packet provided a ten-year comparison of the millage rate to show where the City was and where we are now, and to depict where the money is going. Fifty-three percent of the General Fund budget goes to public safety. Twenty-eight percent goes to general government. Fifteen percent goes to culture and recreation, and minor percentages go to transportation and physical environment. Of the $35 million of the General Fund, 71.9% is spent on personnel. Although this figure is very large, progress has been made in reducing the number. At one point in the last five years, we were closer to 80% of expenditures in personnel. City Manager Parker advised that City government isa very labor-intensive function and most of the money is spent on people. In, 1994/95, the City changed from just full-time and part-time employees to full-time equivalents on the part-timers. This year's budget will include a recommendation for 754 fuill-time employees which compares to the 1989 budget with 764 employees. In the General Fund, there will be 507.5 full-time employees. There were 551 employees in 1989. The handout included a listing of the City's outstanding debt service. We have $4,420,000 in! outstanding Golf Course Bonds. These bonds will be paid off in the year 2003. The General Obligation Bonds ($10,075,000) will be paid off in the year 2009. The Public Service Tax Bonds ($20,600,000) which covered Tradewinds and other various issues, will bb paid off in the year 2011. The most recent Utility System Revenue Bonds MEETING MINUTES Cl.rY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 ($45,730,000) will be paid off in the year 2020. When these bonds are paid off, the only one which would impact the General Fund with the millage rate is the General Obligation Bond. The paid-off Public Service Tax Bonds in 2011 will free up almost $900,000 to be used for the General Fund. GENERALFUND Revenue The ad valorem tax is the largest revenue source in the General Fund. The franchise fees from the various utilities are an additional source of revenue, along with the utility taxes which include the cellular telephone and cable T.V. companies. Occupational License fees and building fees generate revenue. For the 1996/97 budget year, we estimate revenue inthe amount of $752,000 to be generated in building fees. This figure is up from $306,553 in 1993/94. In reviewing Page 5, Commissioner Bradley noted the 1996/97 estimated revenue in building permits to be $805,000 as compared to the City Manager's recommendation of $725,000. He asked for clarification on how the recommendation is determined. City Manager Parker explained that the City has several departments that generate revenue. The Building Department is one of them. The department head submits an eStimate of how much revenue is expected. The City Manager and the Finance Department review those assumptions and adjust them. In this case, the figure was adjusted downward to be somewhat more conservative. This section of the budget includes miscellaneous fees for development and other m'sce aneous department charges ~nclud~ng the ALS transports. ALS transports are doing well. Vice Mayor Jaskiewicz referred to line item 414.10 (Photocopying). She questioned whether the Revised 95/96 figure of $118,091 was correct. City Manager Parker responded negatively and pointed out that the figure is just over $15,000. Vice Mayor Jaskiewicz also referred to Page 6, line item 351.50 (Alcoholic Beverage Libense), and questioned if the Revised 95/96 figure of $2,566 is correct. Ms. Reese responded affirmatively and explained that this is an amount that comes in from the State. C!ty Manager Parker said the revenues are sporadic. They do not come in on an equal basis month-to-month. Some are received at the end of the year, some at the beginning o4 the year, and some are paid quarterly. PCge 8 of the budget depicts the rental revenue from various City facilities such as Freedom Hall, Madsen Center Boat Club Park, etc. Also included on this page are the MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 various fines for services which include the Library, Code Enforcement, and Parking. Page 9 shows the interest income from the City's rental facilities. These facilities are rented out. The facilities include the snack bar at the beach, the bait shop at Boat Club Park, etc. Mayor Taylor asked what the amount of the fine is on a late book. City Manager Parker advised that it is five cents a day. Mayor Taylor was somewhat surprised that the fines would generate revenue of $24,000. City Manager Parker explained that this figure also includes video fines which are $1.50 per day. The City charges a fine for Sunday even though the Library is not open on that day. Page 10 shows the transfers from the other funds into the General Fund. This is another major source of revenue for the General Fund. Line item 811.10 is Boynton Beach Memorial Park. This accounts for the charge to the Recreation and Park Department for handling the cemetery. The transfer from the Capital Improvement Fund funds a portion of the Project Manager's salary. In discussing the transfer from the Recreation Fund, City Manager Parker explained that approximately three years ago, the City began moving ail of the recreation programs that could be fee supported into a separate program fund. The fees are established to generate an additional $50,000 per year that is paid to the General Fund. Lihe item 816.91 (Transfer from Miscellaneous Trust Fund)is the Interim Service Fee that thie Comm ss on implemented several years ago for homes that are completed and not on the property tax roll. This is a declining rate based on the month the CO is received. Line item 821.10 (Transfer from Water & Sewer Fund) is up $100,000. This amount has been at $1.5 million for about the last six years. Page 11 shows the Fund Balance Appropriation at $2,250,000. We will only use $250,000 fdr the budget. The remaining $2 million will be used for the "sick building". The City Hall a~count contains a subsequent expense into the Capital Improvement Fund for the "sick b¢ilding". Ciity Manager Parker pointed out in her budget message that the Fund Balance is left at approximately $800,000, plus a $706,000 Hurricane Emergency Fund in the Reserve. City Commission C!ity Manager Parker advised that there is no change in this budget. The position of Mayor 4 MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 Pro Tem was eliminated and will be deleted on the next budget go-around. She pointed out a typographical error on Page 15, line item 470.07 (Memberships). The figure which currently reads $114 should be corrected to read $11,474. This fee covers memberships in the Florida League, and the Municipal League. Line item 470.09 (Training-Visioning) was included last year in the amount of $25,000. That figure has been deleted this year. The City Commission budget totals $75,220. C t¥ Manager There are no personnel changes in this budget, along with no capital and no vehicles requested. The Neighborhood Project Specialist is funded through this budget, and is the reason why the number of employees increased during this current budget year. The interviews for this position are in the final stage, and someone will be hired prior to the end of the fiscal year. Mayor Taylor requested clarification of the .5 position. City Manager Parker advised that th!is is the Assistant City Manager. He spends half of his time in the City Manager's Office and half time as the Human Resources Director. Commissioner Bradley asked whether ali of the clerical positions (Administrative Assistant Iii Administrative Assistant I, Clerk III, and Clerk I) are filled in this department. City Manager Parker explained that the Clerk III position was deleted last year and substituted With a Clerk I. Commissioner Bradley noted that line item 470.10 (Training) contains a Iow dollar amount for the City Manager's Office. Other departments have training budgets that are higher than this. Commissioner Bradley feels training is as important in this department as it is in other departments. City Clerk The City Clerk's budget has decreased 2.4% from last year. The only change is the recommendation for a reclassification of a Recording Secretary to a new position of Recording Secretary II. This will create two levels. The cost associated with this reclassification is $2,800. There are no other major changes in this budget. In response to Mayor Taylor's question, City Manager Parker confirmed that the City Clerk's budget has been reduced by 2.42%. She explained that she prepared the MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 percentages for each of the departments, but did not include those numbers in the budget. She offered to supply the information to the Commissioners. Finance There is a recommendation in the Finance budget to hire a Grants Administrator. This is one of the items that has been discussed at length. This position is recommended at a salary of $24,357. This position will monitor the current grants, as well as to write and apply for new grants with the assistance of the departments. Most of the grants have a requirement for quarterly or semi-annual reports. We currently have the following grants: $229,000 in CDBG, $100,000 from a Mangrove Park grant, $140,000 from the County for Mangrove Park, $272,000 for the Historic School, $271,00 for the Historic School, $25,000 for the Historic School, $195,000 from the State for Mangrove Park, $10,000 for the Historic Preservation Survey, $35,000 for the CDBG Landscaping, $11,800 for EMS, $20,000 from Summer Food Program, and $95,000 for a Latchkey Program. In addition, the Police Department has six COPSFAST and COPSMORE grants that are covered by a grants person in that department. The emphasis has been to try to get additional grant money and to have someone monitor tl~e expenditures. Most of the expenditures associated with these projects have not started yet. The City is out for bid on Mangrove Park, and we are beginning bids for the School. These expenditures will have to be tracked and submitted to the State and Federal governments. Vice Mayor Jaskiewicz asked, "if the Neighborhood Specialist recommended a block grant WOuld the Grants Administrator handle it entirely or would each department have to apply?" City Manager Parker advised that the individual departments would have to apply, but it Would be suggested that everything be run through the Grants Administrator so that Whoever is involved in writing the grant will coordinate the effort. If the grant is received, the Grants Administrator will know the background, how the money is supposed to be spent, and know the purpose and intent of the grant. The operating departments will still have to assist in grant writing. The Grants Administrator will get technical information from the departments. Ih response to Mayor Taylor's question, City Manager Parker advised that her office is c~rrently handling the reports associated with four of the grants. The Recreation and Park E~epartment is handling the remainder of the grants. MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 Mayor Taylor's assumption is that the Grants Administrator will track the grants and do research to find new grants. City Manager Parker said the operating departments are busy with day-to-day operations and do not have time to review the Federal Register Grant Book or the State book. We need someone who will review it at least on a weekly basis. Commissioner Tillman and Vice Mayor Jaskiewicz requested a list of all of the accumulated grants, for this year. In addition, Commissioner Tillman requested a copy of the "cheat sheet" used by City Manager Parker relative to the percentage increase or decrease of each department. The Finance Department's budget includes a new computer for the Grants Administrator, $50,000 for a new accounting software package, and a FAX machine. No vehicles are included in this budget. Commissioner Titcomb referred to Page 26, line item 430.07 (Computer Maintenance). He asked if this covers a contract service. City Manager Parker responded affirmatively. Commissioner Titcomb questioned whether this is a regular expense regardless of the amount of work that is done. Dale Sugerman said there are a number of pieces of computer equipment that are covered under a maintenance contract. That contract will be continued to support that equipment. At the same time, however, we are in the process of hiring a Network Hardware Technician who will be our in-house maintenance person. Some of the equipment currently under maintenance contract will stay under contract, but others will be removed from the contract and be supported by the Network Hardware Technician. Cemmissioner Titcomb asked if there are separate contracts for different departments. Mr. Sugerman said there are currently a series of contracts (three maintenance contracts) with maintenance vendors. Commissioner Titcomb asked for the total amount of these contracts. Mr. Sugerman did not have an answer available, but offered to provide that calculation. In response to Mayor Taylor's question, Mr. Sugerman said the maintenance contracts cover printers, computers and operating systems. In addition, we also have maintenance fdr copiers. This is not included in the Computer Maintenance line item. City Manager Parker advised that the Network Technician was approved in the current budget - not the budget being reviewed for the new fiscal year. Iq response to Commissioner Tillman's inquiry about the hiring of the Network Technician, qity Manager Parker said we are in the process of interviewing. We approved 28 new positions last year. With the turnover, we filled 147 positions in the last 16 months. MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 Commissioner Tillman questioned whether a schedule exists regarding when this person will come on line, and he/she comes on line, how will we back out of the maintenance contracts. Mr. Sugerman explained that most of our contracts for service and support run through the end of the fiscal year. We will not renew some of them effective Qctober 1, 1996. Commissioner Tillman asked when the Network Technician will be on line. Mr. Sugerman said we are very close to making a final choice. We have been through the entire Civil Service process, and the department has focused on one person and is checking the references. Commissioner Tillman requested that Mr. Sugerman provide the percentage of savings when the maintenance contracts are eliminated. City Manager Parker advised that we are still in the process of purchasing a lot of new equipment. As it comes on line, no new maintenance contracts will be established. Customer Relations This budget reflects a decrease of 14% because a Cashier was transferred to Utilities. There is a recommendation to hire a new position at a lesser salary. We have been investigating the possibility of contracting out Customer Relations as well as Meter Reading and Utility Billing. The City of Hollywood is currently contracting out these services and has realized a savings of 25% of their total budget. If the Commission is interested, and some of the legal issues are resolved, City Manager Parker recommends that an RFP be looked at for the upcoming year. Vice Mayor Jaskiewicz recalled a previous recommendation to investigate this possibility. City Manager Parker said the budget message is the first time this was mentioned. Information Technoloq¥ Services This budget has increased 41.6%. This is one of the largest percentage increases, as well as one of the largest dollar increases ($205,000). However, this continues the emphasis that was started last year of upgrading our technology city-wide. One Programmer/Analyst I Position will be changed in title only to a Microsystems Analyst, and there will be the addition of a Clerk I position. Ulsing the overhead projector, Mr. Sugerman gave a presentation of the computer system. The current system contains the AS 400 system. This is the 1985/86 IBM technology with "dumb" terminals attached to it. In addition, programmers support its operating system. Whenever a change or upgrade is needed, programming is required. This is old MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 technology that we are trying to get away from. We also have Windows-based computers on the desks, and some networking of those Windows-based computers. A number of departments are attached to the Novelle network. Some of the same departments also have "dumb" terminals which are connected to the AS 400. We have stand-alone computers that do not have Windows, and stand-alone PCs that are Windows-based on a stand-alone basis. Utilities has a totally different operating system known as Unix with its own mini-network with Windows computers. Over the years, we have built the system, added to it, and deleted from it, and a mess was created. In an effort to head in a different direction, we engaged the services of a consultant who wrote the ITS Summary Report, which is a master plan for computerizing the entire City. The final report recommended the following: That we develop a basic architecture structure; that we go to an open architecture, have a client-server environment, and have a distributed network. That we have a standard hardware suite. We have selected Compaq computers which come with a three-year on-site warranty. We get support from the manufacturer. That we have a standard operating system and common applications. The City's employees have made a determination that we should be going to the Unix-based operating system, and using commercial off-the-shelf software. That we should go to an office suite type of software. They have identified Microsoft Office as their choice. That we should have an ITS functional group. This group would consist of a representative of every department that will get together on a regular basis to talk about automation. This group is called the "Network Development User Group". Mr. Sugerman displayed a sheet that identified as the "to be" system. It will consist of a series of file servers connected to each other with some support apparatus such as a CD tower, fax server and communications server. All desktop computers will be connected to ope server or another, but we will be connected to one another and be using the same hardware and software applications. The entire package should be completed within the next budget year. We will also have access to the Internet. Commissioner Bradley questioned whether the GIS system will be tied into this cpnfiguration. Mr. Sugerman's response was affirmative. MEETING MINUTES CiTY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 Mayor Taylor asked when we could expect this system to exist in the City of Boynton Beach. Mr. Sugerman believes it should exist 24 months from April 24, 1996 (the date the report was issued by the consultant). Commissioner Titcomb questioned the total cost of this conversion. Mr. Sugerman did not have the total dollar amount available because certain systems have not yet been sized. He explained that money has been included in the budget ($250,000) for the system. Commissioner Titcomb noticed that the Library was not included in the items that were displayed. He questioned whether the Library will be included, and whether the public will have access to governmental records. Mr. Sugerman said the public will have access to these records and the Library will connect at one of the servers. This system will have a client server environment. Commissioner Titcomb asked whether or not there are security concerns with having the POlice Department via server to the remainder of the system. Mr. Sugerman said security is always a great concern. The system will include payroll and employee personnel records. This type of information must be secured, and that can be done with the use of passwords and different levels of sign-on security. The system will be coded so that some people can only read information while others can read and write information. Mayor Taylor is concerned because Mr. Sugerman explained that we currently have a hodgepodge. However, we are still working piecemeal. He asked Mr. Sugerman to provide a total cost to put this City into the computer world. Using a chart depicting squares and advising that it will cost $250,000 to get that square on line means nothing. If we wait too long, Compaq may not be state-of-the-art. He wants to know how the City will become computerized and how much it is going to cost to get there. City Manager Parker said we have spent just over $700,000. The current year's budget idcluded $205,000. While this appears to be a great deal of money, one must realize that the City of Boynton Beach spent next to nothing on computerization for the last 10 years. We have been focusing on what we could do physically with the staff and what we could bbar on a year-by-year basis. The feeling was that if it takes five or seven years to get to that point, at least we will be computerized by that time. Mayor Taylor explained that he was not criticizing the effort that was put forth; however, he pointed out that it is important to know how much it is going to cost and when the project will be complete. Oommissioner Bradley advised that he has never seen the report that Mr. Sugerman referred to. He feels that would be a starting point in helping the Commissioners to uhderstand the plans. ]0 MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 Commissioner Tillman asked if there is any resistance from the department heads relative to the implementation of this new system. Mr. Sugerman responded affirmatively, but explained that, in general, most of the organization is recognizing that this will be a way to help us be more productive and responsive to the Commission and the citizenry. Purchasinq There is a 1.1% increase in the Purchasing Department budget. There are no personnel changes, no capital, and no vehicle requests. Human Resources There is a 16% increase in this department's budget. The increase is composed of two things; a new Clerk III, and the Clerk II is retiring on February 1, 1997 and that position will be downgraded to a Clerk I. In addition, $20,000 will be spent on new software to get information on computer. This department funds a small college tuition reimbursement program for the general employees. The hierarchy of reimbursements is for GED, remedial reading, AA degrees and BA degrees. In addition, the Employee Assistance Program and the Wellness Program are funded through this department. In response to Mayor Taylor's question, City Manager Parker explained that the Employee Assistance Program is for drug, alcohol, marital and financial counseling. This is a voluntary program, but in certain situations, the City can mandate participation in the program. The cost of this program is $2.25 per employee per year. This is a blanket contract and they are paid even if the services are not used. Commissioner Titcomb referred to the line item for Awards and Trophies on Page 47, and questioned whether the figure of $198 is an error. City Manager Parker advised that the pins and savings bonds are funded through this account. In addition, an employee incentive award program was funded, but some glitches were encountered and the program did not get off the ground. We are hoping to get the problems worked out so that we can implement the program this year. The cash incentives would be awarded to an employee who presented a program that would help save the City money. Citv Attornev The change proposed for this department would be to include a Deputy City Attorney that would be a City employee, but would report to the City Attorney. The pay grade will be 32 ($35,000 annually). This person would be at the City five days per week from 8:00 a.m. u~til 5:00 p.m., and be accessible to the departments. The City Attorney would continue tO~folIow the same schedule. MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 Vice Mayor Jaskiewicz questioned whether the City Attorney's responsibilities would be reduced. City Manager Parker does not envision reducing the City Attorney's responsibilities. A Deputy City Attorney is currently being used one or two days a week, and he attends some of the board meetings. In addition, a laptop computer has been included in this budget. Commissioner Bradley asked if the City is currently being.charged for the Deputy City Attorney to sit in on board meetings. City Manager Parker responded negatively. We are only charged extra for lawsuit related time. Commissioner Bradley would not like the City to give up the benefit of having the services of the Deputy City Attorney two days a week under the current contract. He would like to get a comparable benefit if the law firm stops sending in a Deputy City Attorney twice a week. City Manager Parker advised that we have a lot of legal work that is currentfy not being done. She expects the new person to pick up a full schedule of work. The Deputy City Attorney attends the quasi-judicial board meetings at present. Commissioner Bradley realizes that there is enough work for a Deputy City Attorney to handle five days per week, but he does not want to lose sight of the benefit we are currently receiving. Mayor Taylor pointed out that the Planning and Development Board has requested the presence of an attorney at their meetings. Plannin.q and Zoninq There is a 6% decrease in this department's budget. There is a recommendation to upgrade a Clerk III position to Administrative Assistant I. Dollars have been included in Other Contractual Services to cover the costs associated with consultant work. Many Visions items will be covered in this area. The amount of $40,000 is the only dollar item inctuded in addition to the $312,000 in the City Hail budget for Visions. The GIS system continues to be funded. This system is under a lease/purchase agreement. Mayor Taylor referred to Page 61, and asked for a clarification of the positions. Ms. pHeyden explained that last year, there was a title change from Plans Check Inspector to lans Review Technician. Mayor Taylor said there is a lot of development in the City currently, and he believes there t2 MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 will be a tot more in the future. Ms. Heyden advised that $7,500 has been included in the budget for contractual plans review in the event that becomes necessary. City Manager Parker further advised that the annexation program is rapidly decreasing. Therefore, we will be gaining a half person in this area. In response to Commissioner Titcomb's question, City Manager Parker advised that future annexations will depend on water service agreements or new developments in the City since we have exhausted all non-voluntary annexations. Facilities Mana.qement There is a .9% increase in this budget. The following Capital Improvements are included in this budget: Reroofs - Boat Club Park, Royal Palm Clubhouse, and the Cemetery Building Painting - $32,000 at various buildings Parking Garage - $40,000 to redo the decking of the parking garage. The sealant is peeling and destroying the integrity of ~he concrete. Vehicles to be replaced: 1/2-ton pickup 3A-ton truck 3 Vans There are no personnel changes proposed for this department. Commissioner Bradley asked for clarification of the percentage of contractual services versus in-house services. City Manager Parker advised that we have contracted out the outlying facilities, the parks and beaches, and the larger City buildings are handled in-house. Bill DeBeck, Project Manager, explained that approximately 1/3 of the crew was dropped When services were contracted out. Mr. DeBeck is satisfied with this arrangement, but there are glitches. Mayor Taylor asked if the "Custodial Maintenance" covers in-house people. City Manager Piarker said this is the funding for outside custodial. Page 72 shows the amount for in- hpuse employees. t3 MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 Commissioner Titcomb noted the difference between the Department request on Page 67 versus that which is recommended. City Manager Parker advised that a great deal of the capital outlay was taken out of the Capital Improvement Fund. Mayor Taylor questioned the logic of having custodial contracts and nine City employees. City Manager Parker advised that approximately three years ago, we cleaned all buildings with City staff. There were some retirements and some vacancies. A decision was made to do a test to privatize the custodial maintenance fuhction for the outlying buildings. Mr. DeBeck pointed out that a great deal of time is spent traveling to these outlying b~ildings. The work done in the restrooms at the parks is very minor compared to the work performed by the maintenance staff in the City complex. The contractors handle 11 City parks. Ciommissioner Tillman questioned whether the laptop computers will be compatible with the new computerization of the City. City Manager Parker responded affirmatively and advised that the differences in prices of the computers relates to the accessories that go along with it. The basic price of a laptop computer is $2,800. Mr. Sugerman advised that the computers have different functions in each department. Hie explained that this figure is in error. The department requested $4,000 for the computer. In the round of cuts made by the City Manager, Mr. Sugerman recommended $2,800 instead of $4,000. However, later on, he learned that there are special needs a~sociated with this laptop. Lynn Myers explained that this computer will be used by Facilities Management so that they will be able to dial into the air conditioning monitoring system to act proactively in controlling air conditioning in the City. Mr. DeBeck further explained that at the present time, if there is a problem in the evening, a mechanic has to be called in to adjust the system. When the laptop is in use, it will be taken home by the mechanic and he will be able to plug it into a telephone in his home and receive the same information that he would get if he came out to the building. He will be able to correct the situation from his home. With regard to the air conditioning, Mayor Taylor explained that it is extremely cold in the building during the weekends. He wondered whether the air conditioning should be turned off at night to dry out the air. Mr. DeBeck said the equipment we have now is very good at cooling, but very poor in e!iminating the humidity. At City Hall, the temperature must be kept Iow to eliminate the humidity; therefore, the system runs 24 hours per day. The new system will have a humidity override to help control the humidity. t4 MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 City Hall General Administration This budget covers the general items that impact all of City Hall such as the electric bill. City Hall in the Mail is included in this account. The staff includes one full-time person and two part-time employees. Vice Mayor Jaskiewicz referred to Page 78, Personnel Services, where a huge variation between the number requested and the number recommended is obvious. City Manager Parker explained that this is where we fund the compensation adjustment for the employees. This gets distributed to ail of the departments once the union contracts and cost of living are settled. In response to Commissioner Bradley's question, City Manager Parker said the Public Relations Clerk is a new title at Grade 17. City Manager Parker advised that this budget also includes the water bill, electric bill and $27,000 for the July 4th fireworks. This account includes the contingency of $211,000 and the $312,00 for Visions contingency. On Page 82, $114,000 was transferred to TIF. This is the City's share of the tax increment financing for the downtown. The County would have a similar transfer into our funds as well. The $2 million is the transfer to cover the sick building. We are funding a General Fund transfer for programs in the CRA. An additional $57,000 will be included. We are also continuing to fund the Child Care Center at $22,000. The School Board has dropped their request of $20,000 to $10,000 for the Title XX Child Care. Mayor Taylor asked if the $57,000 covers the facade program. City Manager Parker advised that it can be for any of the programs in that area. The facade program is $50,000. On Page 80, there is $14,000 for City Hall in the Mall. This will cover general advertising, general operating expenses, electric, phone, water, air conditioning, promotional events, and general maintenance. We wilI gauge the success of this program on the number of contacts and the types of questions asked. Commissioner Titcomb asked if the postage line item includes utility mailings. City Manager Parker responded negatively. This is the general postage for the departments. Communications T!his budget reflects a decrease of 13%. There will be no change in personnel. However, the major item in this department is the replacement of the telephone system which is 15 MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 estimated at $400,000. There is a recommendation to fund this purchase over four years at $110,000 per year on a lease/purchase agreement. The funding for this telephone system is included in the Capital Improvement Fund. Mayor Taylor questioned why this change is being made at this time. Mr. McCaffrey explained that the current system was installed in 1987, and it was at the end of its signal at that time. The current system is not efficient, and maintenance costs are increasing. It:does not have the features we need for efficient operations, We still have Fire Stations 2 and 3, Hester Park, the Racquet Center, and the Golf Course which are off premise and are not part of the switch. They cannot access SUNCOM, and we do not have detailed billing on calls. The new technology will enable us to tie remote facilities into the switch to provide SUNCOM and detailed billing. The ultimate result will be a reduction in costs to the City. Mr. McCaffrey explained that SUNCOM is the State network whereby a long distance call can be made at a flat rate of 8.5¢ a minute by dialing "8", as opposed to using AT&T or another long distance carrier. Mayor Taylor questioned whether or not we will get any reimbursement on the current system. Mr. McCaffrey explained that there is a trade-in on the old system since there is an after-market for used equipment. Commissioner Titcomb asked whether that trade-in will decrease the cost of the system. Mr. McCaffrey said that trade-in will be figured into the total cost. He does not know the value of that trade-in at this point because the after-market is very volatile. Mayor Taylor requested that this item be tracked so that we do not get the new system Without getting credit for the trade-in. Mr. McCaffrey explained that this new switch has been discussed with four different vendors. All of those vendors are aware of the existing equipment and know we expect fair market value on a trade-in. City Manager Parker added that we will go through the bid piocess. We have the option of selling the used equipment outright if we thought we could get better money for it ourselves. Commissioner Titcomb asked if the new computer system coming on-line affects changes in telecommunications. Mr. McCaffrey explained that one of the new systems being i~vestigated is an EC. This is a switch Utilities is currently using. In response to Mayor Taylor's question, Mr. McCaffrey is hopeful that this new system will bp installed by January or February of next year. Mr. McCaffrey said four vendors were cpntacted in order to provide budget figures. Once a vendor is selected, a figure on the tdade-in should be available from that vendor. ]d MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 Police The Police Department budget reflects an increase of 6.8%. There are no personnel changes other than the addition of the Reserve Officer Program. This is a volunteer program of retired officers assisting in various situations. The personnel line is increasing even though no additional personnel are coming on board. This is the second year of the COPSFAST program, and for that reason, we must increase $53,690 since the Federal money is being eliminated and we must pick up the additional share of the salaries of those officers. We will cover 100% of those three officers next year. In addition, the Wrice Process will continue. The Police Department is capital intensive. Each year, eight Police cruisers are replaced ($168,000) along with six unmarked cruisers ($105,000). Three years ago, when the budget was tight, we replaced the eight cruisers with lease/purchase. We are in the third year of a four-year lease/purchase program. Therefore, we are still funding those cruisers at $42,500. The security guard program was started several years ago to aid with the recruitment process. We fund applicants in the academy and pay them to go to school. This assists with the minority recruitment. Some of them do minor security patrol work, but most of the applicants only attend the academy on a full-time basis. Commissioner Bradley questioned where the funding for the Wrice Facilitator was located. City Manager Parker advised that this position was changed to be the Volunteer Coordinator/Public Information Officer line. Commissioner Bradley asked for an explanation of the difference between COPSMORE and COPSFAST. City Manager Parker said one year the program was called COPSMORE, and another year it was called COPSFAST. There are currently three officers covered under COPSFAST, and there are none under COPSMORE. Police Chief Gage advised that the Reserve Officer Program is used to supplement the work force. It consists of people who work or live in the City and have a vested interest in the success of the program, the City and the Department. Members of the community who are interested in getting into law enforcement on a part-time basis generally become involved in this program. Many times they are retired individuals or individuals with full-time jobs who donate their time to the Department. The costs to the City would involve training and equipment. They will work 20 to 24 hours a month for free, or for $1 per year. This program also lends itself well to a recruitment program. An individual who is willing to come into the Department on a part-time basis provides an opportunity for the Department tO review that person. If a position comes up, that person can be considered for placement l? MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 in the Department. This program involves individuals who are certified just as those officers who work the streets. This is a unique program in that most of these individuals truly want to give something back to the community. The individuals generally do not want to work full-time, but are willing to work special functions. This cuts some of the personnel costs. We will be starting the program with 10 individuals. Commissioner Bradley asked if the City will increase its exposure with this program. Chief Gage feels this will provide positive exposure because these people will be doing good work. There is an added liability which the City Attorney has reviewed along with Mr. Hawkins. Commissioner Bradley feels this program is a good idea. City Manager Parker directed the Commissioners to Page 107 of the budget which depicts the breakdown of line items into various programs in the Police Department. An identification card system will be purchased in this department at the cost of $11,000. This system will provide picture identification cards which include the employee's name and Department. All employees will be issued these cards and be required to wear them. Commissioner Titcomb referred to Page 105, line item 470.17 (General Training). The City Manager recommendation is to reduce the amount to be expended on training. City Manager Parker said in 1994/95, only $7,000 was spent on training. Last year, that figure was increased to $21,000. This year, the Chief requested $43,000. Although the City Manager recommendation is for less than that amount, it is an increase from $21,000 to $36,000. This increase of $15,000 will handle the diversity training, and continue the Community Police training. Ohief Gage said that if we want to build quality into the workplace, we must start with training. The Chief realizes that the costs must be limited in the budget. There is in-house talent which will be utilized for training. From the audience, Mike Munro advised that on line item 470.10, when the budget was initially submitted, he looked at six officers at $6,000. It should have been six officers at $1,000. When the error was realized, the figure was reduced in the City Manager's recommendation by $5,000. Commissioner Tillman questioned whether $2,500 is enough for line item 470.16 (Flecruiting Expense) to upgrade the Department in terms of African-Americans. City Manager Parker said this is more than we have ever spent in the past. We also spend money for this type of recruitment in the Human Resources budget. City Manager Parker e~plained that this money covers the costs associated with the staff that travels to various high school and college campus facilities to do recruitment weekends. Human Resources irlcludes $3,500 in their budget for recruitment expenses. ]8 MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 City Manager Parker asked Chief Gage how much funding was included in the Police Department budget to put recruits into the academy. Chief Gage said he asked for approximately $20,000 for academy training. Recruitment expenses is a very big issue. He has certain budgetary items related to training that he would be happy to divert if necessary. Commissioner Tillman feels the budget should represent what we are going to do about this situation. City Manager Parker said the City is spending $20,000 to put men and women into the academy. In addition, there is an additional $6,000 funded in the recruitment expenses of the Police Department and Human Resources. Mr. Sugerman added that part of the advertising costs are directed to minority recruitment. The City purchases radio recruitment on Black-owned radio stations, and places advertisements in African-American owned newspapers. This funding is not reflected in recruitment. It comes out of general advertising. Commissioner Tillman asked to be provided with a breakdown of these costs. Commissioner Bradley asked for a repod on where the City currently stands relative to goals on minority hiring. City Manager Parker stated that as of this meeting, the City has 19 African-American males and females. The goal from the Murphy/Mayo study was 26. Chief Gage advised that there are three recruits that went through the class last week that were sponsored by the City. One recruit failed a portion of the class and will repeat. The other two were graduated and are being processed for hiring at the present time. That will bring the figure to 21 African-Americans within the next two weeks. Mayor Taylor asked for a report on total minorities. Mr. Sugerman said the number within the last 45 days would have been 30. He does not know the exact number as of this date. ©hief Gage feels that, given past practices and the work done by staff and the officers who are helping, the Department can succeed and make some greater strides this year. Commissioner Titcomb asked for a description of line item 499.00 (Other Contractual S~rvices) on Page 105. Chief Gage explained that this covers leases of undercover vehicles, rentals of. pagers, cleaning, towing service, calibration of speedometers and radar guns, and other miscellaneous services. Commissioner Titcomb noted that the Department requested $76,207 under line item 670.02 (Computer Equipment); however, the City Manager's recommendation is left blank. Hie asked for clarification. City Manager Parker directed Commissioner Titcomb to Page 1¢9 which shows this item funded in CIP. This covers 25 desktop computers, three laptops, bar coding equipment and a 16-port concentrator. Approximately 25 computers were received this week for the Police Department. The purchase in the proposed budget ~ill bring everyone else on-line. tP MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 Commissioner Tillman asked for an explanation of line item 629.00 (Enhancement to Pistol Range Classroom). City Manager Parker advised that this involves padding on the walls and an additional store room. With regard to the prevention programs, Commissioner Bradley feels we are doing a great job. He also feels that as Community Policing becomes a bigger part of the effort, it will be interesting to watch those prevention-type programs enhance. Fire The major differences in this Department involve the request to purchase a $385,000 fire pumper with a 75' ladder, and a $115,000 ALS transport fire/rescue. The request for the fire pumper was deleted, and the request for the ALS transport is recommended for purchase under a four year lease/purchase agreement. In addition, the Fire Chief has recommended a reorganization which includes implementing three new positions which wilt be known as Battalion Chiefs. These positions are recommended as bump-up positions and the three entry-level firefighters were deleted. Floyd Jordan, Fire Chief, said he is trying to improve the ability to develop managers and administrators, and improve the ability to have oversight and direction of each shift with individuals who are managers as opposed to individuals covered by the union contract. One thing Chief Jordan has noticed since he came to the City is that it is very difficult to have the loyalty and allegiance necessary to manage a shift. Currently, each shift is managed by a position known as Fire Captain, but these positions are part of the bargaining unit. The plan proposed is to take the existing Captains and move them into the newly-created positions of Battalion Chiefs. Those Captains will be replaced by promotion. The Lieutenants' positions will not be replaced. There are currently seven supervisors assigned to each shift. That figure will be maintained. We will be allocating the existing positions of six Lieutenants and one Captain to one Battalion Chief, one Captain and five Lieutenants. Two years ago, a restructure was done where there was an elimination, through attrition, of Paramedic Officers. Today, there are two Paramedic Officers remaining. When they leave the Department either through promotion or retirement, those positions will be replaced by Lieutenants. Mayor Taylor asked how many Lieutenants we currently have. Chief Jordan advised that there are currently six Company Officers and 16 Lieutenants. We will have a net reduction of three Lieutenants for a total of 13 Lieutenants and 2 Paramedic Officers. Mice Mayor Jaskiewicz questioned how the determination will be made regarding which of the Lieutenants will become Captains. Chief Jordan said that determination will be made through promotions following Civil Service Rules. 20 MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 Mayor Taylor asked for an explanation of the difference in pay grade. City Manager Parker said the difference is one pay grade. The recommendation is for pay grade 35 for Battalion Chief and the pay grade for Captain is 34. Chief Jordan said there will be one additional position changed in name only. At present, the Department has a Training Coordinator at the same pay grade. That position will change in name only. This will ultimately give the Department four Battalion Chiefs, and provides the opportunity to rotate these positions for management development. Mayor Taylor asked if an employee would automatically become a Battalion Chief by the fact that he is currently a Captain. Chief Jordan said he hopes the existing Captains can be moved into the position of Battalion Chief. The three Captain vacancies will be promoted according to current Civil Service Rules by examination and going through the current process. City Manager Parker advised that we will not automatically promote the three Captains into the Battalion Chief positions. She is supportive of this idea because it is frustrating since the Captains have their allegiance to the rank and file as opposed to management. It is difficult to have someone who is running the shift not to have the same idea that they are on management's side. In addition, there is a request for a Fire Inspector to be funded from mid-year. That will bring us from two Shift Inspectors to three Fire Inspectors. The Shift Inspectors are firefighters who also perform inspections. In response to Commissioner Til~man's question, City Manager Parker advised that the overall Department is up slightly because it is up one person, for half a year. In addition, the upgrade on the Battalion Chiefs is $9,402. The capital fluctuates in this budget and that is why this budget changes a great deal from year to year. This year, although the $115,000 piece of equipment is recommended, only $42,000 will be spent under lease purchases. In addition, there is a recommendation for a four-door sedan and two station wagons for a total of four new vehicles in this Department. This Department's budget will increase .9%. A great deal of ~he capital requested is being funded in the CIP. The largest capital is the self-contained breathing apparatus. All of this breathing apparatus must be replaced at one time. The cost of this replacement is $75,000. In addition, we wiJl purchase additional software for the fire reports ($25,000) and some smaller pieces of equipment. City Manager Parker advised that ALS has been working very well for us and we will no longer contract the billing. 2] MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 Commissioner Bradley noted that there was no mention made of Fire Station #2 and the needs of that facility. City Manager Parker advised that dollars were funded this year. The air conditioning and the roof were done; however, the interior renovations were not done. The money was diverted to other projects the Chief felt had a higher priority. There is no money in CIP or this operating budget for Fire Station #2. Chief Jordan said the original request was to replace the facility, and that is a very expensive item. He is hoping that if the City goes out for a Captial Improvement Bond Program, Fire Station #2 will be part of that program. It would cost approximately $1.2 million dollars if the existing site is utilized. MAYOR TAYLOR DECLARED A SHORT RECESS. THE MEETING RECONVENED AT 9:26 P.M. With regard to the reorganization, Commission Titcomb asked if the people who are currently in Captain's positions will be eligible for the Battalion Chief position but have to ge through the Civil Service process. City Manager Parker said they will go through a testing process. This position is not specified in the union or Civil Service Rules so it will bb eligible for appointment from the outside as well as a promotion opportunity. Cbmmissioner Titcomb then asked what would happen to the individuals who are currently in Captain's positions if they are not chosen for the position of Battalion Chief. City Manager Parker advised that the Captain positions are not being deleted, Deputy Chief Giale explained that the Chief has expressed clearly to all of the officers that he would hope that the three existing Captains would be the ones to step up to the new position. We are not sure what process there will be beyond that. If they do not want to step up to the pbsition, then a decision will have to be made on how to fill that slot. C!hief Jordan said that in order to make this work so that it reduces the cost to the City, we must utilize the existing personnel in the Department. If we go outside and hire new p~rsonnel, it creates a problem because someone must be let go. City Manager Parker disagreed with this theory because there are 15 people in the Department who are eligible td retire. There is a possibility of attrition. This situation will be worked out. She does not wlant anyone to think this will be an automatic step up for the Captains. Commissioner Tillman expressed concern because he felt he was hearing two different stories -- one from the City Manager and one from the Fire Chief. City Manager Parker said there are a number of ways this can work out. Commissioner Tillman asked for clarification. City Manager Parker stated that she would prefer not to discuss this item because this is not an automatic promotion, and it is not being presented aS an automatic promotion. That would not be ~n accordance w~th the Civil Service Rules n~or is it an accepted practice for the City. There are a number of ways it could work 22 MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 depending on the job criteria. A Lieutenant could be promoted· That would free up a Lieutenant position which could be eliminated. All of the current Captains and a majority of the Lieutenants are eligible to retire. If any chose to retire, that would create a vacancy which could be eliminated. Commissioner Titcomb's main concern is purely budgetary· He questions whether there would be a problem with this reorganization which would become litigated as we have seen in the past with other reorganization efforts. City Manager Parker advised that this will not entail any lay-offs. The Chief is not recommending that anyone be laid off. Chief Jordan added that the union supports this reorganization. Mayor Taylor feels the question is whether or not to create these three new positions. He may want to discuss this further with the Fire Chief and City Manager. Commissioner Tiltman is also interested in knowing what this will entail. City Manager Parker said she cannot guarantee names of the people who will fill the Battalion Chief positions on October 1. While Commissioner Tillman understood this, he felt he was still hearing two different things and therefore, there is no cohesiveness. Mayor Taylor agreed that the Chief's intention is to promote the three Captains into the three positions. At the same time, the City Manager is saying it does not necessarily have to work that way. There are two different opinions being expressed. City Manager Parker advised that she and the Chief are in agreement on this issue, but he is speaking in a different time frame. Chief Jordan said a Captain may refuse to move up. We would then promote a Lieutenant and the Lieutenant vacancy will be eliminated. Commissioner Titcomb asked if line item 119.00 (New Personnel) on Page 119 related to the new positions. City Manager Parker advised that this line item covers three new firefighters that were requested and deleted. Buildinq This budget reflects a decrease of 1.8%. There will be no new personnel. There is a recommendation for a grade change for one inspector; however, that person resigned yesterday and, therefore, that grade change may not be implemented. City Manager Parker will discuss that further with the department head. There are no vehicles recommended and the only capital is a PC computer for this department. There are no other changes in the Building Department. 23 MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 Occupational License This budget reflects a decrease of 5%. There are no changes at all. Code Enforcement This budget reflects a decrease of 1.4%. There are no personnel changes, and the only capital recommended is the sound decibel meter at a cost of $2,800. There are no other capital expenditures proposed. Commissioner Titcomb recalled discussions during the Visions Conference about increased Code Enforcement. He asked if the staffing levels are sufficient. City Manager Parker said an additional Code Enforcement Inspector was hired last year; therefore, no new positions were recommended this year. She believes this staffing level is sufficient. Mayor Taylor said during Visions, there were discussions about encouraging other department personnel to be looking for violations. This should be of assistance. Animal Control This budget reflects a .3% increase. This change covers the replacement of a 3A-ton pickup truck. There are no other changes in Animal Control. Public Works This budget reflects a 2.7% decrease. There are no personnel, capital or vehicle changes proposed for this Department. Roads and Streets This budget reflects a .9% increase in the personnel area. There is a typographical error on Page 158. The department requested a Foreman II, but the City Manager recommended a Foreman I. In addition, the Department requested an additional maintenance worker, but that request was denied. Tihis is the budget which pays for all of the street lighting within the City. Line item 414.00 (Street Lighting) is increasing to $380,000. As the neighborhoods become more active, tl~ey are requesting the installation of street lighting. At the present time, the City does not have any set criteria. We have general criteria in terms of vehicle safety on pedestrian streets with regard to how far apart lights should be. 24 MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 Commissioner Bradley questioned whether FPL does any of the lighting in the City. City Manager Parker advised that all of the lights in the City belong to FPL. We only pay for the electricity. They fund the replacement of the bulbs and the installation. Mr. Hukill advised that we lease the installation from them for approximately $9 per pole and we pay for the energy. If we want protectors, we pay for them on a per-light fixture basis. Mayor Taylor asked if there is a long wait to have a light installed when a request is submitted. Mr. Hukill explained that if the request is for a small number of poles, a request is made to the City Manager who signs off and FPL processes it. If we want a large number of installations, the time period would be longer. City Manager Parker advised that it takes approximately four to six weeks from the time of request. Library City Manager Parker advised that at 4:30 this afternoon, she received a letter from the Chairperson of the Library Board which covers two items. The Library budget is increasing 5% as submitted. The two items mentioned by the Library Board are included on Page 174. One of the major expenses in the Library is the book purchase. The department requested $125,000 which was cut back to $100,000. There is $72,000 in the Library Reserve Account that was collected through various donations such as the Quilters or the Friends of the Library. This money was to be spent on tables, chairs, lighting, etc. The Library Board is requesting that the City add additional funds rather than cut the line item to $100,000. The second item involves a drive-in window at the Library. This window has never been in service. The Library requested a $15,000 covering. The window has had leaks and the mechanism does not work. It was believed that the company that made the window had gone out of business. At the time of budget, we thought this was a $25,000 item; therefore, the recommendation was to seal up that space. Since that time, however, the Library Director tracked down the original manufacturer of the window. They are now recommending installation of a smaller awning and they will match the $5,000 that we were planning to use to seal up the window. That would result in $10,000 to pay for a small awning and repair the window so that it can be put into operation. City Manager Parker recommends that this change be implemented. Ms. Farace advised that this item was one of the major requests when the Library was planning the new building. The window was unable to be opened because of lack of staffing. It is now possible to utilize existing staff and man the window. The drawer was broken when someone tried to break into the Library through the drawer. City Manager Parker advised that the original overhang plan was similar to the entry of the 25 MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 Library. We have determined that we could do more of an awning-type situation and accomplish the glare and rain protection that is needed at that window. We can change that over without changing the current budget of $5,000. With regard to the books, the Commission will have to make the determination. There is $211,000 in the contingency account and there are a number of funding situations to talk about with the Clipper Cove money and the utility money. The $5,000 is already included in line item 671.00 (Furniture and Fixtures). Mayor Taylor feels $10,000 is a lot of money to accommodate someone who does not want to get out of the car. If we had endless amounts of money, he would not have a problem with this request. He stated that he would not oppose this because $5,000 is already included in the budget. Mayor Taylor noted that in 1994/95, we spent $115,000 on books, and the budget for the current year is $120,000. City Manager Parker budgeted $100,000 because she thought some of the dollars from the Reserve could be used. However, she has learned that there are plans to use the entire Reserve to put in furniture and upgrades in the Library. Ms. Farace said the Library can probably spend the entire amount of $72,000 just to put book ends on the book racks. One of the things that will be obvious in the next week is the upholstery. The new colors were delivered yesterday that will match the color scheme of the Library. The Library has been putting this money aside so that it would grow and they could do something important with it. Mayor Taylor questioned whether or not the Commissioners want to buy more than $100,000 worth of books. City Manager Parker said part of this was her fault because she thought the $72,000 was the book donation account. That account is zero and these are funds that are not specifically identified for books. Consensus There was a consensus of the Commission to allow $115,000 for books. City Manager Parker advised that the other change in this Department involves two new pDsitions -- the Assistant Library Director which is funded for nine months and Museum Coordinator. The Museum Coordinator will keep a focus on the historic school project. We currently have a person who started as a volunteer. She has worked one year and is now working as a part-time employee with the City. In checking her hours, she has spent between 30 and 49 hours per week on this project. Cur community does not have a long history of community fund raising such as Delray or West Palm Beach. There have not been a lot of community outreach programs. The MEETING MINUTES CiTY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 reason for this is that many of the professional and wealthier people live in Ocean Ridge or Delray and their affiliations are with other organizations. It has been a struggle to get this project off the ground. The amount of time it takes to cultivate one donor could be 40 to 60 hours. This project is underfunded for the finishing of the building as well as the interior spaces. This is the year that we either decide to do only the outside of the building and stop, or continue on until the financial situation is better and try to open the museum in the next couple of years. The Museum Coordinator position is funded at $31,900. Vice Mayor Jaskiewicz was of the opinion that it was premature to have a full-time position fUnded when one-third of the project was done. Commissioner Bradley feels it is now or never. We have the remainder of the construction and renovation inside the building to handle. We will be short funds because the grants only cover a certain amount and the City has contributed a certain amount. The community has pledged its commitment to the remainder, but the community is still half asleep. Commissioner Bradley feels this project must happen now, and he feels this position is critical. Mayor Taylor said he questioned the inclusion of a full-time Museum Coordinator when he fi(st saw the budget, but after hearing the discussion this evening, he realizes we probably should have had someone in place a year ago. We have focused a great deal of attention on this project and what it means to the redevelopment. We need to stay focused. This will be a tough job that cannot be accomplished on a part-time basis. He is in favor of funding this position to see what can be accomplished over the coming year. In response to a question from Vice Mayor Jaskiewicz, City Manager Parker said $670,000 is required for the building only. F~om the audience, a Library employee explained that we would like this museum to be first class all the way with programs that will excite children. Some research has been done and it is believed that there is no other children's museum in the country. We would like to focus on the history of Boynton. With the inception of virtual reality, this could be aivery special place. The vision of the medical group that gathered is having children be able to see what age progression looks like or what it is like going into an operating room and touching various part of the body on an operating table. Through technology, the children will be able to see an operation and how various organs of the body work. Physicians and agricultural people like this project. They are working hard and it is starting td feel like a community project. City Manager Parker advised that some small changes will be done in the Library such as rffpainting the wails and recarpeting the children's area. In addition, the funding of three Pentium computer replacements is included in this budget along with land reference data b~se changes. We will put three Pentium computers in the youth area as well. 27 MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23,1996 Recreation This budget reflects a 4.7% decrease. There are no personnel changes. The major capital expense is the retrofit of two tennis courts with the hydrocourt system. Charles Frederick, Recreation and Park Director, said the hydrocourt system is an underground watering system. At present, we have an overhead system at the Racquet Center. The courts cannot be used for a few hours after the system is turned on. This new system uses less water and keeps the surface in a damp condition. The Recreation and Park Department will be requesting authorization from the Commission for construction of new courts that will include this hydrocourt system from the very beginning. We will convert all courts over the next two years. City Manager Parker advised that no money was set aside for the continuation of the TNT concerts. If the Commission wishes to continue this program, she wilI attempt to fund this under the Recreation Program Account with any surplus that is generated. Mr. Frederick said the bottom line is that the concerts cost $3,000 per event. This is a large number from the Revenue Fund. He is hopeful that a sponsor can be identified to take over these events. He would like to see this program grow. Commissioner Bradley questioned the cost of the liquor liability. Mr. Frederick advised that the cost is $1,200. City Manager Parker advised that she checked a number of other communities that do outdoor community events, and a lot of them do not purchase additional liquor liability insurance. They go under their self-insurance. The City is insured up to the first $1 million. Mr. Hawkins explained that the additional insurance wiII keep the City from using its own money. Commissioner Bradley feels these concerts are important functions. In time, they will turn in~o something much bigger. A theme may develop out of it and perhaps it will end up in the cultural center. He recommended budgeting six or eight concerts and suggested investigating the possibility of sponsorship. He offered to assist in that area and suggested contacting the Chamber of Commerce. Mr. Frederick explained that his position is that he would not like to take on the entire cost out of the revenue fund. He would like some assistance. Vice Mayor Jaskiewicz feels there might be better attendance if some of these events are held during "the season". Mr. Frederick said it might be better to have these concerts from 6!00 until 9:00 p.m. rather than 5:00 until 8:00 p.m. At that time, it is cooler. Vice Mayor Jaskiewicz advised that during the Chamber of Commerce workshop meeting, MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 a request was made to put a water fountain in the new playground. Mr. Frederick said he signed the requisition today for an outside water fountain for the playground. Parks This budget reflects an increase of 7%. The major increase is additional facilities and capital equipment. The only personnel change being recommended is that a part-time Maintenance Worker go to full time. The capital includes relamping Galaxy and Wilson Parks, $45,000 worth of resurfacing at various parking lots, $18,000 worth of improvements at Little League Park, $45,000 to replace playground equipment at various smaller neighborhood parks, $12,000 to resurface the tennis courts at Rolling Green and Galaxy, adding a lighted marquee sign at Hester Park, the continuation of $40,000 for median beautification, landscaping at the Library, Madsen Center and Civic Center, plus radios and small equipment needed in the Parks Department. Replacement of a 1/2-ton truck and one-ton dump truck, a $15,000 mower, a $10,000 rear mower and a 1/2-ton pickup truck are included. One of the problems experienced is that a lot of the trucks were purchased during the same year, and all came due for replacement at the same time. We did not fund replacement of all of them. Two additional replacement trucks will be funded next year. Mayor Taylor asked about Forest Hill Park. Mr. Frederick explained that a new playground was put in last year. There are plans to add landscaping and irrigation. Mayor Taylor reminded everyone that one of the topics of discussion during the Visions Conference was the planting of shade trees. City Manager Parker advised that there was no money available for those trees. Mr. Frederick said it will cost between $300 and $400 per tree for a 15' to 20' tree. He suggested that one option the City might have is to organize a neighborhood association to adopt a park and possibly raise funds to put in a tree. He is looking at this option as part of neighborhood development. Commissioner Titcomb questioned whether a line item exists for park property acquisition. C, ity Manager Parker said it could be in this budget or the Capital Improvement budget. Commissioner Titcomb brought in two p'eces of property for possible parks in the City. Qne property is the FOP lot which is at the border of Delray. However, this property is not for sale. The second piece of property is a mangrove property which backs up to the Los Mangos community on the west side of the railroad tracks. It is 4.9 acres. The market value is $139,000 and it is zoned AG. The surrounding zoning is multi-family. Mr. Fiederick said it is zoned R-2 but has an agricultural exemption. Mr. Frederick said the Recreation and Parks Board discussed that property and has made al recommendation to purchase it to fill a deficit in the area. It is designated in the 29 MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 recreation element of the Comprehensive Plan. Commissioner Bradley pointed out that a funding source could be a General Obligation Bond. City Manager Parker assured Commissioner Titcomb that we do not activate the line item in the budget or CIP budget unless there is an actual acquisition. Mr. Frederick reminded the Commissions that once the property is purchased, it must be developed and maintained. The minimum cost would be $250,000. There will then be between $20,000 and $30,000 of annual operating costs based on what is on the site. The City just approved acquiring the park site on old 23rd through FPL. We do not have any money set aside for the development of that park site. Vice Mayor Jaskiewicz questioned whether this area was a family area or mainly an adult area. City Manager Parker advised that this property is behind Los Mangos and is separated by the railroad tracks. Commissioner Titcomb has heard rumors that this property may come up for sale. Sales of this type are few and far between. In addition, it is a deficient area which has been identified in the Comp Plan. We may need a bond issue to accomplish some of these projects. City Manager Parker announced that this was the end of the operating department budgets in the General Fund. Qn the negative side, we will be going out to bid on Mangrove Park since we received the permits and we could possibly be $200,000 or $300,000 short on that park. On the positive side, we have not allocated any money from Clipper Cove which is $435,000. The Utility Bonds that were closed this morning will yield $386,000 in a lump sum available tomorrow and approximately $1.8 million in November. Vice Mayor Jaskiewicz has a suggestion to offer relative to Clipper Cove when the discussions are completed. Consensus There was a consensus of the Commission to continue the budget presentation tomorrow e~/ening. 30 MEETING MINUTES CITY COMMISSION BUDGET WORKSHOP BOYNTON BEACH, FLORIDA JULY 23, 1996 ADJOURNMENT There being no further business to come before the Commission, the workshop meeting adjourned at 10:35 p.m. CITY OF BOYNTON BEACH ATTEST: Vice May.or//// City Clerk /¢t~}r~rding Secretary ~'ive Tapes) Commissioner 1996/97 COMPARISON OF AD VALOREM TAXES Gross Taxable Value Ad Valorem Taxes Net of Uncollectibles - 1.5% Net of Discounts - 3.5% DR-420 Current MilLage 7.9251 $2,144,242,164 16,993,334 16,738,434 16,152,588 NEW CONSTRUCTION Gross Taxable Value Ad Valorem Taxes Net of Uncollectibles - 1.5% Net of Discounts - 3.5% $57,924,105 459,054 452,169 436,343 DR-420 Roll-Back R~e 7.7720 $2,144,242,164 16,665,050 16,415,074 15,840,547 $57,924,105 450,186 443,433 427,913 (Refer to Notice of Proposed Tax Increase -- $436,343 of $778,470 tax levy increase relates to new construction) O7/22/96 NOTICE OF PROPOSED TAX INC~ASE The City of Boynton Beach has tentatively adopted a measure to increase its property tax levy. Last year's property tax levy: A. Initially proposed tax levy ..... B. Less tax reductions due to Value Board and other assessment C. Actual property tax levy ...$15, 418,582) 16,214,864 This year's proposed ....... $16,993,334 Allconce tax incre PM, Beach attend a public hearing on the Beach Commission Chambers, 100 East Boynton Beach, Florida. A F on the proposed tax increase and the budget will be made at this hearing. Historical Comparison of Ad Valorem Tax Rates Year 1991/92 1992/93 1993/94 1994/95 1995/96 1996/97 Roll-Back Adopted Rate Rate Operating Debt 7.3338 7.7528 0.5638 7.8090 7,9518 0.5169 7.9977 7.9518 0.5075 7.9251 7.9251 0.5035 7.8763 7.9251 0.4816 7.7720 7.9251 0.4573 Total 8.3t66 8.4687 8.4593 8.4286 8.4O67 8.3824 07/22/96 ¢0 0'~ ',.- 0 0 0 ','- 0 0 0 0 Mr. MJlce Fore ~845-B Bischo~:~ Tree Way Boymon Se. ach, FL 33436 July lO, 1996 I thar~ you for taking ~he time to visit wSxh me on $aly 4th to di~uss your concerns about our c~'reut annual permk pI~n and how it is perceived by several goLqer~, It always troubles me when our message is n~t nearly undersmod. I ~ attempt tO make it n~ore understandable in our next renewal letter as you ~ have enclosed for your review severai doeumel~ that might help clear up some of your misconceptions. First, in pva'a~.~h 2 of my 94~)5 ~ year budget message to the Cky Commk~o~ I clearly s~am that ffwe played the same number of rounds with everyone pa3~g daffy fees, (aud no on~ playing as art ~anual pvxrr~t holder), we would realiz~ ~tt addklonal $337,7~4 ~x revenue. I did not say, a~ you previously thought, that our currem plan would generate an add3donal $300,000, In paragraph 3 o£that same me,age you wEI note t~t the annual pemait holder surcharge re0ommended was a ~ ~our~ one. The attached Golf Course M~ao//94-031 refers to th~ com~'omise'I recommended to the" · · Cr~y Comm~sion of cutting ~hose ~azr¢lr~rg~ in half for ~e summer a~r the first pubI~e hear~ when several anou~I pe.r~t holde~ ~ae presentatious ~ opposition to my propo.~L This comprom:~e was approved by the City Commission on a 3-2 vote ~t the ~eeond pubtio h~ring. Clearly ~are was a eo.rapromSae off, red eaxd accepted as opposed to your reeoll~ekon of my ori~na! prot~osal heine Third, I have attached a chart ~ our fees since cpen/ng. You c~n clearly see the general pattern I said we ~ to adopt to racet ex:panscs: alte~ting raises in permits and user fees (cart frees and greeu fees). I hope tiffs information is clear ~d easy for you ~o read. Of course I have not missed yOu~ poiut of trying to address some current "get rid of th~m", permit holders feeLk~g that we do not xvant them aud, our intent is to As I've sm'd in the past I'm commi~d to ~ ofou~ ~ ~amual per~ holders in apprcciatio~ for their continued loy~l pe~monage and have no ~ntent~on of eliminating their permit privileges. .rS:rd Parker. CE DATE: MEMORANDUM #94-031 City Commission Carrie Parker City Manager Joe Sclorttno Golf Director September 19, 1994 Proposed Compromises for Permit Fees at Golf Course for Fiscal Year 94/95 Subsequent to the first Public Budget Workshop on Tuesday, September 13, 1994 several "compromises" to my proposed restructuring cf annual permit fees have been offered. I must remind the Commission that my original proposal was submitted with a balanced budget that already includes as a source 6f revenue $60,360 from previously earned retrained earnings~ although $50,000 of that money is to cover a newly created "Contingency Fund, Account #411-888-5-911.00" which may never be spent. The compromises that I proposed to you through the City Manager of cutting the annual permit holder summer surcharge fees in half Would cost about $40,000, an amount that would be covared from retained earnings or, hopefully, revenue from increased play by daily fee players getting graa~er access to the course due to fewer Plays by fewer permit holders (if my plan works as projected), Any additional compromising of these fees would cost additional dollars. For instance, the proposal to cut all Annual Permit Holder surcharge fees in half year round would result in a revenue shortfall of $97,000 +/-. Leaving the winter surcharge fees as is and cutting out all summer surcharge fees would cost $80,000 +/-. The attached chart summarizes how my original proposal was formulated and includes how it would cover potential "lost revenue" if fewer permits holders played fewer rounds. '! must caution the Commission that, in my opinion, our current reserves and retained earnings are minimal at best. If we want to insure that cur future residents, as well as Our current ones, enjoy a well maintained, well operated, and continually improving golf facility it is beet not to draw down current retained earnings unless absolutely necessary due to bad weather or other unforeseen disasters. It is not wise to utilize it to reduce the cost_of golf ~O'our players. Jo~YS~iortino, P.O.A~ G~,if Director JS:fd att. Boynton Beach P.O. ~ Bo.~h, Flori.~ 33425-0310 City H~Ib 6407) $~s-6000 FAX: (40T) July 15, 1994 The Honorab!e Mayor Members of the City Commission City cf Boynton Beach, Florida RE: 1994-95 Budget Message Dear Mayor and Commission: In accorda,~nce with my responsibilities as City Manager, t am presenting a rec~mmended budget for the upcoming 1994-95 tiscat year. This budget represents the City Manager's opinion e.s to the maximum use of public resources available to the City. 'l'he proposed budget recommends a total millage levy of 8.4593, the same total millage' as was levied for the 1993-94 fiscal year, Utility staff is working very efficienty and effectively at m~naging costs of the utility system, and in an effort not to increase any taxes or charges for this fiscal year, this recommended budget does ~]ot include the previously approved rate increase for water and sewer rates. If the City C~mmission approves this budget, an ordinance will need to be adopted ~o rescind the prior rate schedule. There are no proposed rate changes for Sanitation. however we are still monitoring the Solid Waste Authority's potential changes in the assessment structure. Below is a review of the General Fund Revenue increases over the previous three years, by ca{egory. As can be seen from the chart, the total General Fund Revenues only increased 4.6% from FY 1991/92 to FY 1992/93, experienced a negative 0.8% decrease from 1992/93 to 1993/94 anc~ for the upcoming fiscal year total revenues only increased 3.5%, the majority of which is composed of the recently revised fee schedule for occupational licenses. This revenue stream has funded a. 3% C.O. LA. Adjustment for City personnel in 1992/93 and a 4% C.O.LA. adjustment in 1993/94. Personnel costs in 1993/94 were 78.38% of the total General Fund budget and have been reduced to 78.09% in the proposed 1994/95 budge{. Ameriza"~ Go:ew~y to the Gulfstreetm w I a so ncrease from $6 50 to $7.50, The total increase in revenues from this proposed increase in fees will be a~proximately $41,572 based on projected rounds for the six month Second, a major change in the way the City issue annual permits is proposed, Over the past several ye,.rs our annual permit ho~ders have played more and more rounds of golf tcgett~er, without bdnging daily fee players with them paying a greens fee. As a result annual permit play last year created an unrea, lized revenue shortfall of $337,764, This figure assumes the same total activity for annual permit hol~ers but compares what the City would have collected if daily greens fee were paid each time, ($903,796) as opposed to the fees collected through annual permit sa]es ($565,032+) which pre-pays greens fees for the year. The proposal is to e~iminate annual permits only through yearly non-renewal attrition to change the structure of renewed annual permits as follows: ~rst reduce the annua! permit fee from $750 total ($707.55 plus $42.45 tax) to $600 total ($566.04 plus $33.96) tax) and, second, to institute an annual permit surcharge fee et $2 for nine holes and $4 for eighteen holes for the championship course arid $1 for nine holes and $2 for eighteen hole on the executive course, This surcharge fee would be paid in addition to any cart rental and the current capital improvement fee of .50 paid by all golfers each time they play, -ii i's a~tic, ipa[ed...Jhat 150 annual permit h~lders will not renew their oermits the first year but the $...~.0~000 less that ~s collected up front w~il be offset by additional dady fee pl~.~ .a; well as the surcharge fees collected. If more than 150 annual permit holders do not renew, the number of starting times reserved for annual permit holders wculd be adjusted accordingly (see chart #1 attachecl). Over the course of the next few years as fewer and fewer permits are renewed the course would increase it's daiIy fee play to the point where no new increases in fees wouid be necessary, and possibly even a reduction in fees could be considered. All other fees would remain the same for FY 94/95. On the expense side of the budget very little has been changed from FY 93/94, The total time for eeasonaJ assistant goff professionals has been reduced from six to five months to more accurately address our needs inthe administration division. We are also increasing our cost et merchandise sold and revenue from merchandise sold (14,000 and $24,500 respeel~ely) to reflect our increase in club sales due tc our Henry Griffitts custom club fitting program. The on. ly major increases in expenses for the administrative division is an additional $1,000 in advertising to do more promotional advertising fn newspapers; capital outla, y expenses of $5,Q00 to repiace the two A/C units for clubhouse locker rooms, $5,000 for clubhouse roof repairs, $1,000 to replace sink counters, and $3,000 to rebuild the lower portion of the relief statior~ sidi~'~g.