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Minutes 09-08-87 CITY OF BOYNTON BEACH BUDGET PUBLIC HEARING HELD ON SEPTEMBER 8, 1987 IN PINELAND PLAZA AT 7:30 P.M. PRESENT Nick Cassandra, Mayor Ralph Marchese, Vice Mayor Ezell Hester, Commissioner Leonard Mann, Commissioner Dee Zibelli, Commissioner Peter L. Cheney, City Manager Raymond Rea, City Attorney Betty Boroni, City Clerk Grady Swarm, Finance Dir. William Sullivan, Personnel Director The Public Hearing was called to at 7:31 P.M. by Mayor Cassandra. AGENDA ~' The agenda was accepted as presented With no additions or corrections. PUBLIC HEARING Proposed Tentative Budget and PropoSed .Aggregate Millage Rate Fiscal Year 1987-1988 ~ Mayor Cassandra asked if anyone wished to~.speak. Marie Shepard, President of the Boynton Woman's%Club, 140 West Ocean Avenue, Boynton Beach, FL 33435 wa~the first to speak. She stated that on August 26, 1987%she~ submitted at letter to the Mayor and City Manager reporting on the expen- diture of the 1986-1987 $25,000 grant from ~ne City of Boynton Beach to the Boynton Woman's Club. ?~Ms. Shepard stated that this grant had allowed the Clubi'~o pay'for their insurance costs, to repair/replace second floor doors and windows, and to repair and paint the dining room ceiling. The Club also upgraded the electrical system ~and installed exit and auxiliary lighting. $5,000 was used to prepare preliminary schematic drawings and feasibility study for the application to the State for a grant for renovation and restoration of the historic building. Ms. Sh~pard stated that a Boynton Junior Woman's Club has been o~ganized and is becoming a valuable community service organiz~tion. She stated that the buidling is used for many m~et~ngs and the Garden Club plans to celebrate its 50th anniversary at the Club. Ms. Shepard stated that once the buildin~ is brought up to standard and air conditioning installed, ~t will be available for official City functions, art exhibits, City or community service sponsored performing arts programs, non- profit community service organizations, Boynton B~ach Historical Society, and various orientation and infor- mational programs for the popoulation of Boynton Beach. Ms. -1- CITY OF BOYNTON BEACH, BUDGET PUBLIC HEARING BOYNTON BEACH, FLORIDA SEPTEMBER 8, 1987 Shepard thanked the City for their support in the past and requested that a $25,000 grant be included in the City's Budget for the coming year. Next to speak was Henrietta Solomon, 230 N.E. 26th Avenue, Boynton Beach. Ms. Solomon stated that she feels the citi- zens should be getting a reduction rather than an increase in taxes. She stated that for the past seven years, the voters have always supported any needed project or increase requested by the City Commissioners. She stated that the government is no longer for the people in Boynton Beach. Ms. Solomon stated that she feels the Commission is trying to force their wills on the people. Ms. Solomon also voiced her concern that the City is often being sued and she sees no improvements in the North section. She stated that the citizens were assured that when Motorola and the Boynton Beach Mall came in, the City would have a substantial tax base and taxes would be decreased. She stated that she had not noticed great improvements in service nor improvements in the Ciity. She stated that she is against an increase in taxes at this time and feels that she speaks for many others. Ms. Solomon stated that she also represents~ some citizens who feel the Commissioners may be due a raise because of the many hours they are required to work. She then thanked the group for their attention. Michele Costantino, 155 Flamingo Drive, Boynton Beach, spoke next. She stated that she had not seen what was proposed in the 1987-1988 budget but that she is concerned that more consideration be given as far as the Police Department goes. She stated that there is a great need for trained officers who have the ability to carry on programs such as the Citi- zens' Patrol. She stated that the Road Patrol was looking foward to completing their six month experimental project and that there are several other groups interested in par- ticipating. She stated that this program needs money to present the programs. She thanked the group for their time. Owen Anderson, 2181 S.W. 15th Avenue, Executive Vice President, Boynton Beach Chamber of Commerce next expressed his feelings regarding~ the City's proposed budget and offered the following suggestions on behalf of the Governmental Affairs Committee of the Chamber. The first comment was made on behalf of the Beautification Committee, regarding the $3,000 appropriation for use in beautification which was put into the budget one year ago. The refuse con- tainers were to be put on a one year's pilot program - two to be located within CBD and two outside. This was the sub- ject of much conversation and ridicule due to the fact that one trash container made out of purple wood would cost $750. -2- CITY OF BOYNTON BEACH, BUDGET PUBLIC HEARING BOYNTON BEACH, FLORIDA SEPTEMBER 8, 1987 Mr. Anderson stated that in spite of the controversy, that same $3,000 is included in the new proposed budget. Mr. Anderson, on behalf of the Chamber, requested that a greater latitude be provided for the utilization of the money. He also stated that the $3,000 does not come to the Chamber but is spent by the City through its departments. The Chamber only makes recommendations. Mr. Anderson also expressed his desire that the beautification program be extended to include the area two or three blocks North of the Boynton Beach Canal if it does not already do so. He suggested it include the median strips along U.S. 1 in this area. The second request from the Chamber concerns surplus funds in the City. He stated that the Chamber feels that any surplus funds in the budget be left as intact funds of surplus, Mr. Anderson stated that he feels the tax levy should not be reduced to utilize any of the surplus funds. Also, the Chamber is concerned with the salary costs in the City's budget - about 82 percent of the total budget is consumed in staff salaries and allied costs according to Mr. Anderson. He stated that to raise base pay 4 percent across the board and add to that average longevity increase, and some merit pay increases, would increase costs by 9 to 11 percent. Mr. Anderson asked if the City had looked at these costs and compared them with other areas in South Florida of com- parable size. Mr. Anderson thanked the group for their time and attention. Mayor Cassandra then commented that he is not in support of leaving surplus funds as another number of just accumulation where as demands come in they can be taken from that pot. Mayor Cassandra stated that they did investigate and that 80 percent is a number used by most municipalities our size. Craig Livingston, Architect in Boynton Beach, 1301 Congress Avenue, represented The Lord's Place (a family shelter in Boynton Beach) for Brother Joe Ranieri who was out of town. Mr. Livingston stated that the family shelter is an eleven unit apartment complex located on the West side of U.S. 1 which provides shelter for homeless families. All funds are donated from the community and the County. Mr. Livingston's firm has provided architectural services and other builders have provided material. The Lord's Place serves County residents as well as those in Boynton Beach. A food distribution program is also provided which feeds approxima- tely 800 to 1,000 people each month. A day care center is being built in Pahokee. Last year $1,000 was provided by the City in support of The Lord's Place and Mr. Livingston requested that money be included in the City's new budget to support this organization. -3- CITY OF BOYNTON BEACH, BUDGET PUBLIC HEARING BOYNTON BEACH, FLORIDA SEPTEMBER 8, 1987 Mayor Cassandra stated that $50,000 has been put aside for services that are funded and recommended by the Community Relations Board. This Board will listen to any requests and make recommendations to the Commission. Mayor Cassandra stated that the City has supported many organizations in our area. He stated that much of the money in the past came from a Federal Revenue Sharing program but this money is no longer available. All the money available from the City must now come from the tax payers. Next some discussion followed concerning the services offered by the family shelter. The Public Hearing was closed as no one else wished to speak. City Manager Cheney stated that the Commission should adopt an ordinance which sets the millage. Once this is set the Commission cannot go above that at the September 16th meeting. Mr. Cheney stated that it can be changed at the next meeting but cannot be a higher amount than established at this September 8th meeting. Mr. Cheney clarified that one ordinance has millage figures and the other has dollars figures. He stated that the Commission is addressing the general fund, publicity fund, and the debt service fund. Raymond Rea, City Attorney, stated that in setting the figures for the ordinances, that the upper limits for each will be set. On second reading, the figures cannot be raised - they can be lowered. Commissioner Hester stated that he would like more infor- mation regarding salaries as he is concerned about their escalation. He has not had an opportunity to review the information provided him regarding the supervisors. Mr. Hester also voiced his concern that more police officers be provided, if at all possible. City Manager Cheney stated that any number of police offi- cers could be provided but at an increase in budget. Mr. Cheney stated that in his meetings with Chief Hillery, that Chief Hillery felt the budget would provide adequately for the Department's needs. Commissioner Hester stated that he would like to see more peoPle in the area where there is more crime. City Manager Cheney stated that the new personnel for the Police Department would be for special assignments for areas Where they are needed rather than creating ~a new zone. -4- CITY OF BOYNTON BEACH, BUDGET PUBLIC HEARING BOYNTON BEACH, FLORIDA SEPTEMBER 8, 1987 Chief Hillery proposed hiring new officers to perform addi- tional patrol where needed. Chief Hillery stated that two officers are proposed to be assigned to direct a patrol to augment any areas having specific problems - burglary, drugs, purse snatchers, etc. This would allow more flexibi- lity. Chief Hillery stated that he has requested more people in the area of vice enforcement. Vice Mayor Marchese asked Chief Hillery about the ratio of officers to population compared to other municipalities. Chief Hillery stated that the concern should not be with ratios but with doing the best he can with what he has and if things get out of hand, he will come to the Commission and request more people. Chief Hillery stated that he is comfortable with that if the Commission is. Vice Mayor Marchese stated that he accepted that as an honest answer. Commissioner Zibelli referred to page 25 of the General Fund, asking what No. 58 Compensation Adjustment for $750,000 is. City Manager Cheney stated that every year a lump sum com- pensation adjustment is put in for dollars to use as a result of union negotiations, or any other adjustments appropriate in salaries throughout the budget. Mayor Cassandra stated that this also includes the City Manager's salary as well as the City Attorney's salary. Commissioner Zibelli next had questions regarding what anticipated uncommitted funds would be available in the next budget year and City Manager Cheney stated that the next budget year 1987-88 is currently presented as a balanced budget and no new uncommitted funds are anticipated at this time. Mr. Cheney stated that he proposes each year a budget where the expenditures equal what the revenues are antici- pated to be. Mr. Chene¥ stated that there is a $100,000 contingency in an $18,000,000 budget. City Manager Cheney stated that the $100,000 is to be used for minor things that occur. Mayor Cassandra stated that normally there is a 6 month review time for money left over or if the projected revenue came in higher. That review time would be a better time to answer Commissioner Zibelli's question. Mayor Cassandra stated that he felt that there would probably be more reve- nue coming in than the budget shows. Commissioner Zibelli also questioned a lease/purchase option for an aerial ladder for the Fire Department. Mr. Cheney -5- CITY OF BOYNTON BEACH, BUDGET PUBLIC HEARING BOYNTON BEACH, FLORIDA SEPTEMBER 8, 1987 stated that a lease/purchase is a common thing but is used in a situation where there is a desperate need for the equipment, it cannot be borrowed, and no funds have been built up for that equipment. He stated that the City tries to build up ahead of time for equipment which will be needed. Every year money is set aside into a replacement schedule for equipment. Some cities without growth cannot put away money ahead of time and must rely on a lease/purchase for their equipment. They must borrow money, in a sense, and mus~ pay interest. This costs more than the way the City does it. Mr. Cheney does not recommend that the aerial ladder truck at this time but stated that we will probably need it in about three years. Personnel are also being added each year so that the staff will be adequate when the new equipment is purchased according to City Manager Cheney. Major Cassandra stated that Ocean Ridge has an aerial ladder which services the City on an as-needed basis. The City has a piece of land that Ocean Ridge wants badly and the Mayor stated that perhaps there could be a swap between the City and Ocean Ridge. Mayor Cassandra stated that the City used the aerial ladder three times this year - one was a fire and the other two were rescues of sick people. Commissioner Mann stated that we furnish paramedics for Ocean Ridge and they in turn furnish us with their aerial ladder. He questioned how many people would be needed to operate the aerial ladder. Mr. Mann stated his concern that at least twelve people would be needed to work three shifts at a cost of $375,000 annually to run the engine with limited use when one is available on an as-needed basis. Mayor Cassandra stated that someone from the Fire Department Should address this question. City Manager Cheney stated that this should be done in writing. He felt that a study must be made to clarify the number of men needed to run the aerial ladder. Mr. Cheney requested that this be put in Chart form. Commissioner Zibelli next referred to page 160, Building Department personnel. City Manager Cheney stated that the figure of 9 in Code Enforcement includes clerical support in addition to inspectors. It was noted that there are 6 actual code enforcement inspectors. Ms. Zibelli stated that she was surprised that the budget did not include a super- visor for the code enforcement officers that are on the road. She stated that she felt that a supervisor is in order. Mayor Cassandra stated that this had come up and it was questioned whether this would be a working supervisor or n!ot. City Manager Cheney stated that he prefers to have the siix code enforcement people doing code enforcement. He -6- CITY OF BOYNTON BEACH, BUDGET PUBLIC HEARING BOYNTON BEACH, FLORIDA SEPTEMBER 8, 1987 feels the Deputy Building Official assigned to this area can give the best supervision. Ms. Zibelli did not agree. Commissioner Mann stated his concern that each year the Building Department is adding 10 people. He would like to review this and to see who the people are and what they do. Mr. Cheney stated that on page 160 the divisions these people fall in has been broken out so that an indication is given as to what they do. Mr. Cheney stated that some of the people have been necessary due to numerous complaints about lengthy processing time for permits. He stated that many court cases have gone against the City because the buildings were not inspected properly. City Manager Cheney stated that the Building Department has been automated. He also stated that revenue from building permits and licenses have both gone up. Commissioner Mann stated that he had checked on the turn around time for permits. It is about three days and he stated he felt that was very good. Commissioner Hester stated that he had heard some negative comments. Vice Mayor Marchese stated that there are three areas of concern for him. One is the Police Department. Mr. Marchese stated his concern about the Code Enforcement area. He stated that each department must increase produc- tivity by being more efficient. His third area of concern was the aerial ladder which he feels will be needed within the next two or three years. , Mayor Cassandra stated that he does not wish to see a *See CC Minutes millage increase from last year. A $782,394 decrease in of 9-15-87 for expenditures will be needed to prevent an increase in correction. millage. Mayor Cassandra stated that he does not wish to throw more money from the excess funds into the revenue because next year those funds are not there. He noted that $1,339,000 is in excess. He recommends taking $1,000,000 of that and putting it into a Legal Contingency Fund. This would be used only if the City is sued. It would not be used the other way around. Mayor Cassandra stated that this would be left in the hands of Attorney Rea that if needed, he would get legal assistance for the City. He suggested that the $339,000 should be put into another category as unde- signated funds. *See attached paragraph for further clarification. Corrected in City COmmission Meeting of 9-15-87.* Vice Mayor Marchese stated that he did not like to give the appearance that the City will not sue. He does not want to get into that type of a situation. He suggested we give the City Attorney the latitude to make the decisions and not to tie his hands. -7- CITY OF BOYNTON BEACH, BUDGET PUBIC HEARING BOYNTON BEACH, SEPTEMBER 8, 1987 CORRECTION - PAGE 7, PARAGRAPH 4 SHOULD READ: * Mayor Cassandra stated that he does not wish to see a millage increase from last year. A $782,394 decrease in expenditures will be needed to prevent an increase in millage. Mayor Cassandra stated that he does not wish to throw more money from the excess funds into the revenue because next year those funds are not there. He next addressed his recommendations for the surplus funds. He noted that there is ~$1,139,000 in excess. He would like to take $1,000,000 of that and put it in the Disaster Fund/Emergency Fund. He suggested taking $100,000 of that and put it as a Legal Contingency Fund. This would be used only if the City is sued. It would not be used the other way around. Mayor Cassandra stated that this would be left in the hand of City Attorney Rea and, if needed, he would get legal service for the City. Commissioner Hester asked if the $100,000 would come out of the $1,000,000 Disaster/Emergency Fund. Mayor Cassandra stated that it would not. The other $239,000, he felt, should not be put in the revenue pot but have another category for that emergency or request for money which we had no prior knowledge of. Mayor Cassandra gave an example, a problem could come up with employees and require more money in that area. That should be a separate category. City Manager Cheney stated that should be called "Undesignated Funds." Mayor Cassandra agreed. *Reference City Commission Meeting of 9-15-87. CITY OF BOYNTON BEACH, BUDGET PUBLIC HEARING BOYNTON BEACH, FLORIDA SEPTEMBER 8, 1987 City Attorney Rea stated that $26,000 is set aside for "routine services" in his budget. City Manager Cheney stated that a designated reserve could be set up and allow the City Attorney to use his discretion for its use. Mayor Cassandra stated that would seem reasonable to him. Mayor Cassandra continued to state his areas of concern. One is the Management Compensation area. He suggests that this not be used but frozen this year. Mayor Cassandra stated that he was in favor of giving the supervisors a "pat on the back" but he noted that nearly every supervisor would receive some type compensation. He suggests that this needs to be looked into. Another area of concern is computers. Mayor Cassandra noted that nearly every desk has a computer. He noted that obso- lete computers are still being ordered. He is concerned that the newest ones be purchased if a computer is needed. Mayor Cassandra next discussed his concern with reclassifi- cation. He noted that on page 23, City Manager's Office, the position of Deputy City Manager was created. He questioned whether this did away with the former Assistant City Manager position. City ~anager Cheney stated that it did as indicated by the zero in that column. He says that the zero always wipes it out. Mayor Cassandra questioned the procedure of the anniversary date changing when an employee receives some type of reclassification. He was informed that the anniversary date stays the same. Mayor Cassandra stated that it was possible then to receive compensation as a result of a reclassifica- tion, get an anniversary increase, and then turn around and receive a compensation adjustment and even a management com- pensation package. He stated that this seems like a lot of money. Mayor Cassandra next listed other concerns: Personnel, Facilities Management area, Communications, Management Services Administration, Fire Department (why an increase of two clerical people), and the Building Department. He did not want to touch the Police Department. Mayor Cassandra next discussed the Building Department. He looked at the supplemental justification. Mayor Cassandra evaluated stops, time per stop, and stated his concern that 37 percent of the work week is used in actual evaluation work. Two hours are used in preparation leaving only six hours per day for actual inspection. Of the six hours only three hours is used as inspection time as three hours is used in travel time. Mayor Cassandra stated that the three hours travel· -8- CITY OF BOYNTON BEACH, BUDGET PUBLIC HEARING BOYNTON BEACH, FLORIDA SEPTEMBER 8, 1987 time in Boynton Beach could be improved. He stated his con- cern that 28 minutes per stop could also be improved. Mayor Cassandra noted that he felt there was an efficiency problem correction. City Manager Cheney stated that the hour in the afternoon was spent with the personnel doing their report so that it could be entered into the computer to keep infor- mation up to date. One hour in the morning is necessary to organize and schedule their appointments to be more effi- cient. Mr. Howell, Building Official, stated that most inspectors are out in 30 to 45 minutes in the morning and back in at noon to pick up whatever is needed. The inspec- tors often stay past five o'clock in order to finish their reports. The next area of concern expressed by Mayor Cassandra was Recreation and Parks. He stated that he felt perhaps the City should stay with part timers. On the surface it appears that one full-timer would cost no more than two part-timers but this is not the case. There are benefits to figure into the cost. Mayor Cassandra stated that the Woman's Club also concerned him due to the fact that $13,000 was used for insurance. He stated that he felt this money would go into the building. He would want to be sure that the money went only into the building and not used elsewhere before he approved any more money for the Club. Mayor Cassandra expressed his concern over the Chamber of Commerce being involved more and more in policy decisions of the City instead of being concerned about other areas of the business community. The ministerial area is also a concern. New equipment for Communication also was a concern for Mayor Cassandra. He referred to page 117. City Manager Cheney stated that this is for equipment maintenance fee. Mayor Cassandra stated his concern in the Vehicle Services area also. Training, Business and Travel is another area of concern. Mayor Cassandra expressed his desire that this not be increased. Discussion followed regarding what appears to be a mistake under Vehicle Services. City Manager Cheney will check into this. There is apparently an error on page 144 regarding Fire Department. One figure is 46 the other is 49. City Manager Chene¥ explained that the figure 46 is copied from last year's report and should read 49. Mayor Cassandra stated that in his calculations he was able to bring the expenditure down to $610,469. City Manager -9- CITY OF BOYNTON BEACH, BUDGET PUBLIC HEARING BOYNTON BEACH, FLORIDA SEPTEMBER 8, 1987 Cheney stated that anything can be reduced if the Mayor desires to reduce services. Mayor Cassandra disagreed about the reduction in services. Mayor Cassandra suggested that the Commission think about: 1. ReduCing the millage to last year's millage (7.6040). This would cause the City Manager to reduce his figures to match those figures. 2. Consider recommendations of Mayor Cassandra, approve the millage at the upper limit from the last meeting, direct the City Manager to reduce those areas or tell why this should not be done. Mayor Cassandra recommended that the Commission leave the option open so that in case a numeric mistake has been made that a department not be hurt. He suggested that the City Manager be directed to see if he can reduce the budget. At 9:00 P.M. the Commission took a break and resumed the meeting at 9:15. Mayor Cassandra again called the meeting to order. Vice Mayor Marchese made a motion that the Commission stay with the 8.1662 mill at the present time and direct the City Manager to take a good hard look to see where additional monies could be saved so that the millage rate will not have to be raised from 7.6040. Motion was seconded. The vote carried 5-0 in favor of the motion. LEGAL Proposed Ordinance No. 87-31 First Reading - Re: Aggregate Millage Rate for 1987-1988 Fiscal Year City Attorney Rea read Proposed Ordinance No. 87-31 First Reading in its entirety. AN ORDINANCE OF THE CITY COMMISSION OF THE CITY OF BOYNTON BEACH, FLORIDA, STATING THE AGGREGATE MILLAGE RATE TO BE LEVIED AGAINST PROPERTY OWNERS WITHIN THE CITY FOR THE 1987-1988 FISCAL YEAR; PRO- VIDING THAT THE CITY MANAGER SHALL HAVE THE AUTHORITY TO ADJUST THE AGGREGATE MILLAGE RATE UPON RECEIPT OF THE FINAL TAX ROLL: PROVIDING FOR AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. During the reading, he inserted the following figures: -10- CITY OF BOYNTON BEACH, BUDGET PUBLIC HEARING BOYNTON BEACH, FLORIDA SEPTEMBER 8, 1987 Section 1: Section 2: 7.5227, 7.4638, .0589, .6435, 8.1662 9.96 Commissioner Hester made a motion that Ordinance No. 87-31 First Reading be aPProved, seconded by Commissioner Mann. A roll call vote was taken by City Clerk Betty Boroni: Commissioner Mann - Aye Commissioner Zibelli - Aye Mayor Cassandra - Aye Vice Mayor Marchese - Aye Commissioner Hester - Aye Motion carried 5-0. Proposed Ordinance No. 87-32 - Re: Adopting a Final Budget for 1987-1988 Fiscal Year, First Reading Mr. Rea read proposed Ordinance No. 87-32, First Reading, in its entirety. AN ORDINANCE OF THE CITY COMMISSION OF THE CITY OF BOYNTON BEACH, FLORIDA, ADOPTING A FINAL BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 1987, AND ENDING SEPTEMBER 30, 1988; PROVIDING FOR AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. During the reading, Mr. Rea inserted the following figures: Section 2: Section 3: Section 4: $22,023,137 $833,608 $77,000 Commissioner Zibelli made a motion that Ordinance No. 87-32 First Reading be approved. Seconded by Vice Mayor Marchese. A roll call vote was taken by City Clerk Betty Boroni: Commissioner Zibelli - Aye Mayor Cassandra - Aye Vice Mayor Marchese - Aye Commissioner Hester - Aye Commissioner Mann - Aye Motion carried 5-0. There being no further discussion, the meeting was adjourned at 9:28 P.M. -11- CITY OF BOYNTON BEACH, BUDGET PUBLIC HEARING BOYNTON BEACH, FLORIDA SEPTEMBER 8, 1987 CITY OF BOYNTON BEACH, FLORIDA Mayor Comml ssioner Commissioner ATTEST: ' y -- City Clerk Reco~ng Secretary (Two tapes) .12-