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Minutes 07-26-99 MINUTES OF SPECIAL CITY COMMISSION MEETING HELD IN COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA ON MONDAY, JULY 26, 1999 AT 6:30 P.M. PRESENT Gerald Broening, Mayor Henderson Tillman, Vice Mayor William Sherman, Mayor Pro Tem Nellie Denahan, Commissioner Ronald Weiland, Commissioner Wilfred Hawkins, Interim City Manager Dale Sugerman, Assistant City Manager Jim Cherof, City Attorney Sue Kruse, City Clerk Mayor Broening called the meeting to order at 6:42 p.m. and stated the purpose of the meeting was to review the 1999/2000 Budget. Interim City Manager Hawkins took the podium and introduced Ms. Diane Reese, the Finance Director and Ms. Mary Munro, Budget Coordinator who will be presenting the budget. Mr. Hawkins stated the general budget would be reviewed and a tentative millage adopted. Mr. Hawkins said that last year the City adopted a rollback budget and this year staff is not recommending a rollback budget and asked the Commission to refer to page 16 which shows the recommended millage of 8.2409 and last year's millage was 8.2668, Last year the budget was This year's proposed budget is $37,890,795 $39,225,711 Thirty-one (31) staff positions are being requested; however, a great many of these positions are already filled and several are brand new. There was a consensus that questions would be asked after each department's budget was reviewed. Ms. Reese's presentation included displays of each appropriate budget page on the overhead screen for viewing while the page was being reviewed and discussed. The chart at the beginning of the budget shows the expenses per capita for each City Department using a population figure of 53,635. Police and Fire Departments have the greatest per capita of $218.79 and $135.12, respectively. To arrive at these figures, the total expenses for the General Fund are divided by the population figure. Page 1 shows that personnel in 1998 was 768 and this year 795 is being requested. The millage rates on page 15 were reviewed. MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 deal with community promotions and marketing. This position would answer directly to the City Manager's Office. Mayor Pre Tem Sherman said he has concerns about the Architecture for Excellence Program and that every budget includes funds for this Program. Mayor Pro Tem Sherman requested that he be furnished with the overtime costs attributable to each Department that participated in the Program and he would like this information at the next City Commission meeting. Mayor Pro Tem Sherman already noted there was a line item for training and Architecture of Excellence is an additional training, Mr. Hawkins stated his Department would furnish this information to Mayor Pro Tem Sherman. Mr. Hawkins stated that a presentation is being planned on Architecture for Excellence for the September 7th Commission Meeting. Mr. Hawkins stated approximately 45% of employees have already gone through the training. Mr. Hawkins explained the purpose of Architecture for Excellence, which is being used to change the "culture" of how this City works. Mr. Hawkins pointed out that Architecture for Excellence is a mechanism to make the City run more like a business. Mayor Broening requested that Mr. Hawkins present some successes of the program when the presentation is made. Vice Mayor Tillman suggested that the money earmarked for this program should be moved into a contingency fund until the presentation is made at the September 7th meeting. Vice Mayor Tillman said that the "pitch" should be made before putting the money in. Mr. Hawkins said they could set these projected funds and set them aside. Mr. Hawkins pointed out that the budget would not really be adopted until the second meeting in September and up until that meeting any kind of changes can be made to the budget. Mayor Pro Tem Sherman pointed out that the first $300,000 has been spent and that only 45% of the employees have been trained. He was under the impression that all employees would have been trained for $300,000 and now it looks like it is going to cost around $700,000 to complete this training, plus other training. Vice Mayor Tillman said that Mr. Hawkins needs to show how this Program fiscally affects the organization, how it makes the organization more efficient and what is the dollar value. Commissioner Denahan pointed out that the people are our most important asset and the Commission appreciates the hard work the employees perform and these discussions in no way should make our employees feel any less important. 3 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 Mr. Hawkins distributed to the Commission a comparative analysis of Boynton Beach with other cities of comparable size. "Where the Money Comes From" on Page 17 was reviewed. Forty-eight percent of the revenue comes from Ad Valorem Taxes and the next largest revenue comes from Franchise Taxes of 12% and 10% comes from the State. Vice Mayor Tillman asked about the status of firms operating in the City that are not paying franchise taxes. Vice Mayor Tillman asked if these fees were included in the budget. Mr. Hawkins stated there is a separate line item in Sanitation, and this could be examined when that Department's budget is reviewed. Mr. Hawkins said the City would lose a considerable amount of sanitation fees if the City loses the sole right to run this commercial business. This generates a great deal of revenue to the City which keeps the sanitation rates even. Ms. Reese pointed out that these are not franchise fees since the City is not allowing these firms to operate in the City. If they were allowed to operate, they would have to pay a franchise fee. Presently, the City does not allow outside companies to operate in the City. Mayor Pro Tem Sherman stated there was a discrepancy in the number of new jobs being created and asked how many new jobs the Commission is actually being asked to consider. Ms. Reese said there are 31 new positions, however all these 31 are not additional, as they had been in the budget previously, they were deleted and now brought back into the budget. They are not all brand new to the City, but they are brand new to the budget this year and that total is 31. Commissioner Denahan inquired if the personnel requests on Page 4 include salary plus benefits and Mr. Hawkins said all figures are inclusive of benefits. Commissioner Denahan said she has concerns about the commingling of CRA funds and resources with the Community Development Department and has concerns about all the money coming out of the TIF Revenues. Ms. Reese stated when the County remits the City's Ad Valorem Taxes, they do not break out the TIF money and the City has to do this. Therefore all the money is reported in the General Fund Budget Revenue and then the transfer of the TIF into the CRA is shown. Commissioner Weiland asked about the job responsibilities of the new position of Director of Media and Public Communications. Mr. Hawkins said this position would have a great deal of authority working with the media and would have its own budget to 2 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 GENERALFUND City Commission Current Year's Budget - Proposed Budget- $ 97,121 105,172 Major Changes Business meeting expenses increased to $15,000; Phone charges are now indicated in individual departments and $2,400 has been appropriated for the cellular phones and beepers; City Manaqer Current Year's Budget - Proposed Budget- $367,599 463,962 Major Changes Addition of Director of Media and Public Relations at tol;al cost of $71,000 Business meetings are being increased to $20,000 / Commissioner Denahan inquired who was the Director of Administrative Services. Mr. Hawkins replied that is his title and staff is recommending changing his old title of Manager of Support Services to this new title. Mr. Hawkins also noted there was a mistake on the organizational chad on Page 26 and that the Manager of Media and Public Communications would be reporting directly to the City Manager. Commissioner Denahan also questioned the cost of the business meetings increasing from $11,000 to $20,000. Mr. Hawkins stated with the new position of Director of Media and Public Relations that person will need to participate in a great many more meetings and the City Manager's Office will continue to pursue its professional development at association meetings. Commissioner Weiland inquired if there were any funds in the budget if it were necessary to pay for relocation costs for the new City Manager, as well as severance pay if that were necessary. Ms. Reese said these costs are not budgeted on a specific line item, but included in the City Hall Budget as a contingency line item of $200,000 for 4 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 these types of expenses. Ms. Reese stated the salary of the last City Manager is included in the budget. City Hall Current Year's Budget - Proposed Budget- $2,878,584 2,327,398 Major Changes Unemployment costs have been decreased by $15,000. Postage costs have been decreased by $9,000. Copy machine rental has been deleted since all copy machine costs are being borne by the individual Department and each Department is responsible for their own costs. This is a decrease of $65,000. The printing budget has been increased by $32,000. Community promotion account has been increased by $5,000. Transfers into the self-insurance fund have been decreased by $370,000. The self- insurance fund has sufficient funds for this year. Contribution to Human Services has been increased by $10,000. Mayor Pro Tem Sherman inquired if there is a cost for a person paying their water bill by having the funds directly withdrawn from their checking account and if this is budgeted. Ms. Reese said there is a fee, but presently the City does not do this. If this is done and the customer arranges for it, the customer assumes the cost. Ms. Reese said that the use of debit cards is being looked at and there is a fee. Since she does not know the fee costs, it is not included in the budget. Ms. Reese stated if money was needed to cover the fees, it would come from the Water and Sewer Budget. Commissioner Denahan inquired about the upgrades that took place in order for the City to provide better printing services. Mr. Hawkins said that the new printer is being used to print messages on the water bill and is not an overall printing solution. If the printer were to be used for the overall printing solution, the purchase of additional software would be required. Currently, the printer is limited to only three colors. Commissioner Denahan pointed out that when the Commission agreed to purchase the printer, it was being purchased as an overall solution to the City's printing costs. Commissioner Denahan inquired if Community Promotions would be the account if funds were to be allocated to specific Boards. Mr. Hawkins said it could be. 5 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 Commissioner Denahan asked why there were no funds being allocated to the Fa(;ade Program this year. Dale Sugerman, Assistant City Manager reported that last year $50,000 was placed in the budget for the Fa~;ade Program. To date, there have been four applications for the Facade Program. Two have been completed and two are still pending. Approximately $17,000 has been encumbered for those improvements. Whatever remains from the $50,000 will be placed into a reserve account and the Program will continue and no additional money will be added to the Program. Commissioner Denahan asked Mr. Sugerman to determine the exact balance is in the account. Mr. Sugerman also pointed out that the City's 25% match from the C.O.R.E. program also comes from these funds. Commissioner Denahan asked how the City would match future C.O.R.E. grants. The money would come from Economic Development Money and is in the CRA reserve account. Ms. Reese said there is $25,000 in the reserve account and there is still a $50,000 set aside in the current year's budget, so there is $75,000 available for the Fagade Program or C.O.R.E. grant match. City Clerk Current Year's Budget - Proposed Budget- $360,698 378,741 Major Changes Purchase of a new printer for $8,860. Finance Department Current Year's Budget - Proposed Budget- $459,504 534,491 Major Changes Addition of another accountant for $39,500 Other professional services, which are contracted out, increased by $5,000. Audit fees are increasing $5,7000. Architecture for Excellence will cost $4,000. 6 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, '1999 Procurement Services Current Year's Budget - Proposed Budget- $201,185 271,048 Major Changes A payment to the Director who will be retiring in December has been included in the amount of $35,000. ITS Current Year's Budget - Proposed Budget- $700,055 960,194 Major Changes Addition of an ITS Director for $99,750. Decrease in other professional services by $17,000. Office repairs for $21,000. Computer maintenance is increasing by $55,000. Software maintenance is increasing an additional $17,000 Decrease of $23,000 in contractual services. Increase of new computer equipment of $41,000. Mr. Hawkins reported that the City maintains its own computer lab for training employees to keep employees up to date on new technology. The purpose of hiring a new ITS Director is necessary for the City to keep pace. Commissioner Weiland questioned why there was no one in house to fill this position and also that the City has hired an outside firm to assist ITS. Would this be eliminated? Mr. Hawkins said this would result in a decrease in contractual services. Commissioner Sherman questioned the amount for training nine employees at $8,000 each for one year. Mr. Hawkins said this type of training is expensive and the training needs to be specific. Mr. Hughes also noted this includes training for the entire City, including the in-house lab, which is run through South Technical Institute for an on-site trainer. Mr. Hughes said that technical training for the Department itself runs about $3,000 per employee. Ms. Reese said that $46,000 is for South Technical Training Program. 7 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 Human Resources Current Year's Budget - Proposed Budget- $582,243 551,672 Major Changes Cost for an additional trainer is $41,100. Career Development has been decreased by $106,000. Mr. Lee informed the Commission that the career development program entitled the Boynton Beach University Program was instituted for employees. However, the program needed to have an in-house professional to facilitate the program. Mr. Lee stated that the $106,000 was for Architecture for Excellence, as well as some career development programs. Commissioner Denahan questioned only $7,000 being budgeted for college tuition reimbursement. Mr. Lee said the program needs to be marketed to encourage more employee participation. Mayor Pro Tem Sherman questioned the expense for an AFE trainer and asked if this was for Architecture for Excellence and this would be a way to curtail the costs of that Program by bringing someone on board to support the team theory. Mayor Pro Tem Sherman asked how much was funded for this position and was informed Utilities and Sanitation would each pay $39,900 each. Mayo Pro Tem Sherman therefore noted that there would be two additional employees--one for $41,000 for the centralized City training and another for $70,000 for the AFE Trainer. Ms. Reese stated the AFE Trainer position would cost $80,000. Communications Current Year's Budget - Proposed Budget- $1,337,329 1,392,176 Major Changes 4- Overtime increased by $27,000 4. Telephone services increased by $41,000 4- Computer maintenance increased by $24,000. · :. Radio repairs decreased by $28,000 8 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 Architecture for Excellence will cost $10,000. Commissioner Denahan said she is concerned about the turnover in communications and the high stress level of these positions. Commissioner Denahan inquired if it were possible to put a cap on the overtime expense. Mr. Hawkins said the only way to put a cap on overtime is to have a full complement of employees, which is the goal of the Department. Mr. Hawkins said consideration is being given to raise the compensation to get qualified candidates. City Attorney Current Year's Budget - Proposed Budget- $344,899 366,834 Major Changes Increase in outside attorneys' fees of $18,000. Decrease in labor legal fees of $5,000. Police Department Current Year's Budget - Proposed Budget- $11,422,467 11,734,918 Major Changes Decrease in overtime of $50,000. Decrease in computer rental of $8,900. Cellular phones have been increased by $6,200. Equipment maintenance has increased by $26,500. Software maintenance has increased by $29,750. Other contractual services have increased by $20,000. Training has increased by $20,000. Architecture for Excellence has budgeted $13,000. General Equipment (Capital Outlay) increased by $56,000. Computer Equipment increased by $37,000. Commissioner Denahan asked how many vehicles were being leased for the COP Program and was informed there are seven. Mr. Mike Munro said there is money 9 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 available for possibly two more vehicles. Commissioner Denahan asked about the old fleet vehicles and Mr. Munro said they would only be used as a back up and the two additional vehicles are included in the budget. Mr. Hawkins requested Mr. MUnro to step up to the podium. Mr. Munro introduced himself and stated Chief Gage was attending a conference and could not be present this evening. Commissioner Denahan said this is a tremendous program and wants to see it keep growing. Currently there are seven programs with new care and two more are anticipated for this year and are adequate for the City's current needs. Commissioner Weiland stated he did not see any monies being budgeted for new personnel and Mr. Munro stated that was correct. Commissioner Weiland asked if the overtime amount could be budgeted for hiring new officers and thereby eliminating some of the overtime expense. Matt Immler, Assistant Police Chief addressed the Commission and said he has only been in the Department for three months and there are no officers who do not want to work overtime and overtime is an integral part of any police department. Assistant Chief Immler stated the City saves more money by paying overtime than hiring new personnel. There are many expenses that are incurred with new hires. Assistant Chief Immler said a work analysis needs to be done before it can be determined how many officers are actually needed. Vice Mayor Tillman pointed out that at some point the Department would be undermanned if new staff is not added as other staff leaves. Assistant Chief Immler stated that it appears existing staff currently can handle the workload. Vice Mayor Tillman inquired what the Police Department is doing in terms of recruitment. Mr. Munro said the Police Department lost nine officers at the early buy-out within a two-month period. New officers must go through a training period and currently there are six to eight new trainees. Mr. Munro stated that by head count, they are four officers down, but there are six or eight that are paired up for training. Assistant Chief Immler stated that the Department advertises through publications, going to colleges and going through professional organizations in trying to get qualified candidates. Vice Mayor Tillman inquired how many officers were recruited this year. Mr. Munro said there are four officers doing in-house training and there is another officer coming on board next week. Vice Mayor Tillman said he had asked for a report on recruitment several years ago and has not seen one report on recruitment. Vice Mayor Tillman said if the City had a viable program, personnel would be coming into the City and being 10 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 maintained. Assistant Chief Immler stated 81 applications were received and there is no problem in getting applicants and there is an active applicant pool of approximately 14 people. Commissioner Denahan inquired why computer maintenance increased by $27,000 and Assistant Chief Immler stated this was because of an increase in the contracts to maintain the software. Commissioner Denahan asked why the software expenses doubled and was informed there is a new system in place. Commissioner Denahan asked if the Police Department, which is a quasi-military department, is really suitable for Architecture for Excellence Training. Commissioner Denahan asked Assistant Chief Immler for his opinion of the Architecture training, who stated this training was offered in the Agency where he was previously employed and it did not do well and was not well received. In a quasi-military environment the structure is different and police mentality is not conducive to that type of program. Mr. Hawkins stated that as a former police officer this is an experiment to come up with a different kind of thinking within the police department. Mr. Hawkins said that it should at least be tried in order to raise the level of how police officers do their job. Commissioner Denahan felt that the $13,700 for this training could be better spent on other types of training. Commissioner Denahan asked if there was enough being done in terms of college tuition reimbursement. Mr. Munro said that any officer that wants to pursue a college education, the Police Department would pay for it. Vice Mayor Sherman inquired why no funds were budgeted last year for Architecture for Excellence for the Police Department and Mr. Munro said it was budgeted last year through Human Resources and there were only two meetings last year for the top level. Vice Mayor Sherman asked why the training increased from $68,000 to $102,000 without increasing manpower. The Police Department is getting new officers and this type of training cannot be provided in-house and it is important to keep all police officers up-dated with the latest training trends. Mayor Broening pointed out that the Program must be tailored to meet the specific needs of the Police Department if it is to be successful and is not that optimistic that it would do well in the Police Department. Commissioner Weiland inquired about the $87,000 being paid for incentive pay. This is used to encourage officers to get their college education and receive certification and 11 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 the maximum amount an officer could receive on a monthly basis would be $125. Mr. Hawkins said that this is now State mandated. Vice Mayor Tillman noted that the largest amount of the budget goes towards the Police Department and wants to know why the Department has these deficiencies and wants to become accredited. Mr. Munro stated one of the problems is the starting salary of $31,000. Other agencies are starting at $34,000 up to $38,000 and there are step programs in place. The City does not have this at the present time. The police officers were used to the old step plan, plus the cost of living increase. Mr. Hawkins said that they think they have reached a tentative agreement and are working out the details now. This will be brought before the Commission at their next meeting to address the pay issue. Commissioner Weiland inquired if this was in writing and was informed it was. Assistant Police Chief Immler stated that there are enough officers on the force to be able to respond to the needs of the residents and said when the new system is in place he is going to perform a detailed analysis to determine if more people are needed. Also, Assistant Police Chief lmmler explained that a great deal of the overtime is attributable to an officer's continuation of assignment. This means that when an officer responds to a call minutes before his shift is over, the officer must continue on the call until it can be brought to a close. This provides consistency in the investigation. Commissioner Weiland inquired if the City should determine what the cost would be to determine if more than 134 officers are needed. Assistant Chief Immler said he could perform the study once the new system is on line, which should be available in the next couple of months. Code Compliance Current Year's Budget - Proposed Budget- $496,006 458,909 Major Changes Decrease in budget is due to no new capital outlay this year. Commissioner Denahan inquired if more staff was needed for Code Compliance. Mr. Hawkins stated that first they are looking to see how the current staff is deployed and how to make them more effective. Mr. Hawkins pointed out that in the Public Works Budget he did request a Code Compliance employee to deal specifically with sanitation 12 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 issues. Commissioner Denahan felt that this Department needs more employees so that the Codes can be enforced equitably throughout the City and the same areas are continually targeted. Scott Blasie, Code Compliance Administrator took the podium and stated that his staff does keep statistics and other cities do not. Mr. Blasie stated that staff attends a great deal of neighborhood meetings, which means staff is not attending to their job during the day. Mr. Blasie said they were going to look at deployment strategies. Also, Mr. Blasie said that if Public Works hires a sanitation person, he would get that employee back, which Mr. Hawkins confirmed would be the case. Commissioner Denahan inquired about the staff on cities of comparable size. Mr. Blasie stated he did some research and the ratio in Boynton Beach per resident is 1 to 7,195, whereas Delray Beach is 1 to 5,941, Lake Worth is 1 to 4,157 and Lantana is 1 to 2,125 residents. Also, Mr. Blasie stated he is filling the Chief Code Compliance position that had been eliminated and this would bring the City's ratio in line with Delray Beach. Mr. Hawkins also pointed out that the City is developing neighborhood plans and associations. Residents are being encouraged to take more responsibility for their property and take more ownership of their neighborhoods. Mayor Pro Tem Sherman said the Code Compliance and Police should be complimented for extra personnel. Animal Control Current Year's Budget - Proposed Budget- $118,325 126,255 Major Changes There are no major changes in this Division. A RECESS WAS DECLARED AT 8:50 P.M. THE MEETING RECONVENED AT 9:10 P.M. After discussion it was determined that the meeting would continue. 13 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 Fire Department Current Year's Budget - Proposed Budget- $7,246,663 7,247,394 Major Changes An additional $50,152 has been included for new personnel. Other contractual services increased by $19,000. Operating Equipment increased by $12,000. Uniforms increased by $9,000 Medical supplies increased by $8,000 Training increased by $22,000 Architecture of Excellence was budgeted at $10,000. Commissioner Denahan asked Chief Bingham to present statistics on how well the City's Fire Department performs. Chief Bingham presented comparisons of Boynton Beach to Delray Beach and Boca Raton. Boynton has 103.5 people budgeted compared to Delray Beach which has 138 and Boca Raton has 161 personnel. Commissioner Denahan commended the Fire Department for its great work. Commissioner Sherman asked why the training increased from $29,000 to $63,000. Chief Bingham said most of the increase in the training is due to the fact that continuing education costs have increased. South Technical will no longer be available for training and training will now take place at Palm Beach Community College at a substantial cost increase. Commissioner Weiland inquired if controlled burns are budgeted. Chief Bingham stated this is not something the Fire Department would normally budget. Usually the Parks Department would include this in their budget. Mr. Wildner said that no funds have been allocated for controlled burns. However, if there were controlled burns to take place at the Hester Scrub, it would be a minimal cost because of its small size. With regard to the Seacrest Scrub, this is the County's responsibility. One controlled burn has already taken place and there probably will not be another for several years. Development Department (Support Services) Current Year's Budget - Proposed Budget- $208,699 231,435 14 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 Major Changes *:o The cost of one-half of additional personnel for $12,000 to be shared with the new Engineering Division. o:o There is an increase for office building improvements of $14,000. Development Department (Buildin,g Department) Current Year's Budget- $ 836,007 Proposed Budget - 1,123,905 Major Changes *:o The Permit Application Division has been included this year, which accounts for the large increase in the budget. .:. Overtime has increased by $17,000. -:- Car allowance budget for inspectors has increased by $8,100. Commissioner Denahan asked if there was a major reorganization taking place within the Department. Ms. Byrne said that the only change was including the permit Application Division and there are some title changes that will be taking place. Mayor Broening noted six people would be coming over from the Permit Division. Development Department (Enqineering Department) Current Year's Budget - $263,689 Proposed Budget- 968,958 Major Changes -:o This is a newly created Department, which includes new personnel of $361,745. -.'* Transferred personnel from Utilities and Sanitation is $210,000. .:. Architecture for Excellence for $12,000. Mayor Pro Tem Sherman asked where the majority of the 31 new personnel were going to be placed. Ms. Reese stated a large majority would be going into this Engineering Department. Ms. Reese said that 6 new people would be coming into the Department and the remainder are transfers. 15 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 Mr. Sugerman distributed to the Commission a Summary Analysis of new personnel for this Department that he had prepared. The Analysis shows which employees are transferred employees and which employees are new. Actually, there are five new positions and ten are coming from other departments. Mr. Sugerman stated that of the 31 new employees, only five are from the Engineering Department. Mayor Pro Tem Sherman did not feel the City could justify hiring this many personnel for an Engineering Department. Mr. Sugerman said currently there are five major construction and community improvement projects scheduled for the next three years and the City does not have the necessary staff on Board to handle these projects. These are major construction projects associated with the Visions 20/20 Program. Mr. Sugerman also pointed out that the City has spent a great deal of money for consulting engineers and this expense will now be eliminated with in-house personnel. The City purchased $327,543 for consulting-engineering services. Mayor Pro Tem Sherman asked where the other 26 new employees were coming from. Mr. Sugerman said he would provide the Commission with a Summary of where the 31 employees are coming from. Also, Ms. Reese pointed out that all 31 positions are new dollars in the budget, which totaled $1.3 million. Development Department (Planning and Zoning) Current Year's Budget - Proposed Budget- $510,510 535,847 Ma|or Changes Car allowance increased to $6,000. Consultant fees increased by $15,000. Architecture of Excellence is $6,000. Purchase of new furniture is $6,000. Development Department (Occupational Licenses) Current Year's Budget - Proposed Budget- $100,386 148,293 Ma|or Changes Addition of a new personnel. The addition of the new inspector will generate enough money to cover his salary. 16 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, '1999 Development Department (Neighborhood Projects) Ms. Reese pointed out this is a new budget. Mr. Ackermann who was budgeted last year in the City Hall budget now has a new separate department. Current Year's Budget - Proposed Budget- $0 118,045 Major Changes The addition of a new person for $24,472. Architecture for Excellence is budgeted at $4,000. Vice Mayor Tillman would like to see an increase in neighborhood projects that have been on the "shelf". Vice Mayor Tillman would like to offer challenge grants that had been discussed at previous CRA meetings. Mr. Hawkins said that the City could consider using the $1.1 million that had been earmarked for the City Club and determine if some of these funds could be used in neighborhood projects. Mayor Pro Tem Sherman pointed out that $4,800 has been budgeted for this Department for training for two people. Mr. Hawkins said the $4,000 is the base price for Architecture for Excellence, regardless of the number of personnel attending. Mayor Pro Tem Sherman did not dispute the $800 for additional training. Commissioner Denahan inquired who was the Neighborhood Project Coordinator. Mr. Ackermann stated that is the title for the new personnel who would assist him. Mr. Ackermann said he is now under the Department of Development. Mr. Ackermann said that $500,000 had been set aside for neighborhood projects. Mr. Ackermann said he is only working with the residential aspect of the neighborhoods and is not handling any commercial projects. Public Works (Administration) Current Year's Budget - Proposed Budget- $201,200 171,327 Major Changes Decrease of $20,000 for transfer of Clerk to the Facilities Department. 17 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 Public Works (Facilities Management) Current Year's Budget - $1,502,087 Proposed Budget- 1,443,249 Ma|or Chanqes o:* Decrease due to transfer of an employee to the Engineering Department. *:o Janitorial services increased by $21,000 (contractual outside janitorial services). *:o Increase of $102,200 in building improvements. Mayor Pre Tem Sherman commended the Department, as there are 24 personnel and only $3,000 is being spent on training. Public Works (Street Maintenance) Current Year's Budget - Proposed Budget- $1,088,572 1,131,260 Major Changes Vehicle maintenance increased by $5,000. Vehicle replacement increased by $8,000. Commissioner Denahan inquired if it would be more efficient for the City to purchase their own equipment to take care of the City streets and it appears that the street maintenance is falling behind. Mr. Larry Roberts, Utilities Director said the Department has been catching up over the last couple years. A study was done to fund a spreader and the money to purchase the spreader would have been available, but the cost of the manpower of the crew could not be justified. It is not possible to keep the crew busy for the entire year. Library Current Year's Budget - Proposed Budget- $1,304,944 1,433,730 18 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 Major Changes o:o Two new personnel increased the budget by $36,586. o:o Electric charges increased by $11,000. *:o Architecture for Excellence is budgeted at $30,000. Ms. Reese pointed out that the new personnel are actually part time employees becoming full time. Mayor Pre Tem Sherman asked what the "develop and implement plans for incorporating electronic access in the Museum" has to do with the Library, as well as "develop and begin utilizing a Marketing Plan for the Museum". He asked if the two facilities were connected and do the budgets crossover. Mr. Hawkins responded yes to these questions. Ms. Virginia Farace, Library Director and A.D. Henehan, Assistant Library Director took the podium. Ms. Farace said that all costs for the Museum are included in the Library budget. One of the new personnel is the Administrative Secretary for the Museum and the new electric is also for the Museum. Mayor Pro Tem Sherman asked why funds were taken from the Library to fund a Museum that was supposed to be funded by a private foundation. He said that people have complained that the Library is lacking services. Ms. Farace said there is a management agreement which calls for the City to fund the facility and personnel and the private foundation would be doing the exhibits and programming within the Museum. It is anticipated that the grand opening of the Museum will take place during G.A.L.A. next year. Ms. Farace pointed out that it is common practice within municipalities that the library operates the museum. Ms. Farace stated the Library has four divisions. The special services division is the museum division. Vice Mayor Tillman asked what amount of money has been budgeted for the Youth Program Specialist. Ms. Farace said that money is not budgeted to a particular person, but there is money in the accounts for use of the entire facility. Vice Mayor Tillman asked specifically how much money would be allocated to this employee so that he can effectively perform his job. 19 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 Mr. Henehan stated that the Youth Program Specialist is part of the Youth Services Unit and he would have to check his worksheets to determine how much money has been earmarked for this employee's use. Vice Mayor Tillman pointed out that the Youth Services Specialist was hired to provide services, and staff should be able to show him moneys that can be directly spent for this new hire. Ms. Farace said there has always been a Youth Services Department and a certain amount of funds have always been put aside for programming. Ms. Farace pointed out that the Youth Program Specialist is the actual resource that is needed and there has been a sizeable increase in the Library supply budget. Vice Mayor Tillman asked that there are assurances that there will be enough resources for the Youth Program Specialist to effectively perform his job. Mayor Pro Tem Sherman asked if there was a specific amount budgeted for the Museum and how many personnel will be assigned. Ms. Farace said two people will be assigned to the Museum and typically a Museum like this one would have ten staff persons. Only two will come from the City. Mayor Pro Tem Sherman noted that $30,000 has been budgeted for Architecture of Excellence and asked where that figure came from. Ms. Reese said there is a basic cost of $4,000 per BAT Team and Ms. Farace has six BAT Teams. Mayor Pro Tem Sherman said this money would be better spent on equipment that the Library is in need of and that Ms. Farace is more than capable of providing adequate training to her staff. He pointed out that Department heads are trained to train people and doesn't feel that taxpayer money should be spent for this additional type of training and there is no end to this training. Mayor Pro Tem Sherman pointed out just because the City takes in $39 million this year doesn't mean it all has to be spent. There should be some money held in reserve. Mr. Hawkins said that this cost will end and the City is merely trying to get a base level of training and it is important that the training come from a constant source. Commissioner Denahan inquired if the Library spent $125,000 last year on books. Ms. Farace stated they did and actually spent more. Commissioner Denahan questioned if $125,000 would be adequate for books next year. Ms. Farace said there never can be enough money for books. Commissioner Weiland also pointed out that there are not enough computers at the Library. Ms. Reese pointed out that the Library receives a grant of $100,000 in addition to their budget. 2O MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 Commissioner Weiland noted that Ocean Avenue would be under construction next year at the time of the planned opening for the Museum. Mr. Hawkins noted that Mr. Henehan is currently seeking additional grant funding to add more computers to the Library, as well as the Library receiving additional grants from the State. Recreation Department Current Year's Budget - Proposed Budget- $2,317,217 2,315,948 Major Changes New personnel is budgeted at $51,386. Electric service increased by $10,000. Operating Equipment increased by $8,000. Architecture for Excellence is budgeted at $10,000 Recreation Improvements are budgeted at $23,100. Commissioner Denahan inquired if moneys were appropriated for the track team this year. Ms. Reese said funds were included in the City Hall budget in the line item titled "Contribution for Human Services" which has been increased by $10,000. Vice Mayor Tillman inquired how much money was spent on the Wilson Pool and the fa(;ade. Mr. Hawkins said $25,000 has been budgeted to begin the improvements and not all the improvements will be made in one year. Vice Mayor Tillman said the fence should be replaced and the facade around the building needs to be redone and stated this is the "ugliest" building in the City. He further said that $25,000 won't do anything and the funds earmarked for the Congress Center should be spent on the Wilson Pool. Vice Mayor Tillman said it would take at least $100,000 to make those improvements and he is tired of the City only doing a "half job". Mr. Hawkins stated there have been exterior and interior improvements to the Wilson Center. The Park's Budget has funds to do the landscaping around the Wilson Pool. Vice Mayor Tillman asked if there was a first aid station at the pool and was informed that there was. Ms. Melody Green took the podium and stated that the lifeguards were asked two weeks ago what programs and equipment they would like to see offered. Some of these will be implemented within the next two weeks. 21 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 Current Year's Budget - Proposed Budget- Parks Department $2,714,337 2,684,550 Major Changes ***. New personnel increased by $73,000 for salary and equipment. .**. The overtime budget increased by $15,000. *:. Water and sewer services increased by $150,000. .**o Vehicle maintenance increased by $24,000. .:. Irrigation maintenance increased by $47,000. .**. Parks maintenance increased by $40,000. *:. Architecture for Excellence has budgeted $20,000. ',:. Building Improvements increased by $37,000. .~o Decrease in landscaping costs of $205,000, due to reserve funds. Commissioner Denahan asked how much money was in reserve for landscaping. Mr. Wildner replied approximately $143,000. Commissioner Denahan did not think that enough money has been budgeted for parks' improvements. Mr. Wildner replied there is also a reserve of $60,000 in this account. Commissioner Denahan asked about the batting cages and Mr. Wildner said that the Little League pays for the batting cages and has already allocated funding for new batting cages. Vice Mayor Tillman inquired if there were funds for trees at Sara Sims Park and Mr. Wildner said trees are being planned for Sam Sims Park. The funds are carryover funds from this year. As soon as the irrigation has been completed, the trees will be planted. Vice Mayor Tillman asked if there are funds set aside for park acquisition. The City maintains the Recreation Dedication in which funds are collected from developers and the money is put into a fund to accumulate enough money to purchase land. Also, Vice Mayor Tillman said he spoke to Commissioner Ford-Lee about placing a median along Seacrest, which is something the County would do if the City would provide the 22 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 irrigation. Vice Mayor Tillman asked if there would be funds in the budget for this and Mr. Wildner said it would depend on the cost. Vice Mayor Tillman wants something done about the rust on the Hester Center and asked what could be done to cure this problem. Mr. Wildner said he has already been directed by Mr. Hawkins to do something about this. Mayor Pro Tern Sherman asked what the responsibilities of the new Parks and Landscape Planner would be. Mr. Wildner said the employee would be a landscape architect who can do design work and also act as a project manager and who would be able to follow through on these projects. By hiring this new person, the City will be able to reduce its consulting fees. Ms. Reese stated this completes the Departments in the General Fund. WATER-SEWERAGE FUND Water Distribution Current Year's Budget - Proposed Budget- $1,326,978 1,556,986 Major Changes Addition of new personnel budgeted for $25,823. Water lines repair and maintenance increased by $12,000. Water meter supplies increased by $202,000. Water meters increased by $9,000. Transfer of vehicle service decreased by $72,000. Replacement funds will be used. Public Water Operations Current Year's Budget - Proposed Budget- $2,445,030 2,484,116 Major Changes · :. Holiday pay increased by $18,000. · :. Other professional services increased by $56,000. · :. Electric increased by $48,000. o:. Water and sewer services increased by $8,900. 23 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 Training increased by $7,300. Commissioner Denahan inquired about the increase in professional services. Mr. Sugerman said he did not know the reason for the increase and the utilities staff went home because they were told the budget was not going to be completed this evening. Mr. Sugerman said he would get back to Commissioner Denahan on this. Public Water Maintenance Current Year's Budget - Proposed Budget- $818,045 835,573 Ma|or Changes New personnel increased by $54,000. Clarifier repair and maintenance decreased by $60,000. General equipment increased by $26,000. Waste Water Collections Current Year's Budget - Proposed Budget- $1,046,700 1,182,318 Ma|or Changes Sewer main repairs increased by $15,000. Other contractual services increased by $66,950. The decrease in other professional services of $56,000 was due to the one-time notification to the public of hazardous materials this year. Commissioner Denahan asked why the holiday overtime pay for Public Water Operations was so high. Mr. Sugerman said that he believes this resulted from a settlement of a union grievance in the union's favor. The City must now pay holiday pay for these particular employees differently. Utility Pumping Station Current Year's Budget - Proposed Budget- $1,636,376 1,734,592 24 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 Major Changes Equipment maintenance increased by $25,000 Contractual services increased by $56,000. Equipment parts increased by $35,000. Landscaping increased by $85,000. Commissioner Denahan noted supplies increased four times. Ms. Reese said that some supply accounts went up and others went down and overall there was not a big increase. Commissioner Weiland asked how many pumping stations the City has. Mr. Sugerman stated 174, but there are 11 these 11 master lift stations. Current Year's Budget - Proposed Budget- Major Changes major lift stations. Major landscaping will take place at Water Quality Department $353,720 365,206 Current Year's Budget - Proposed Budget- General equipment increased by $30,000. Utility Construction $451,658 365,285 Major Changes · :. Decrease of $131,000 in vehicle purchases. Commissioner Denahan noted that equipment maintenance rose $30,000. Mr. Sugerman said this resulted from a one-time purchase of a major piece of equipment for the repair of a truck. The repair was better than the replacement. Utility Administration Current Year's Budget - $1,549,956 Proposed Budget- 1,428,569 25 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 Major Changes None Stormwater Maintenance Current Year's Budget - Proposed Budget- $519,915 551,109 Major Changes · :. Storm water drainage increased by $25,000. · :. General Equipment increased by $11,800. Mr. Sugerman informed the Commission that the utilities' budget does not include any kind of rate increase. There will be a request presented in the near future to have a request for analysis of the City's rates to determine if the City's rates are adequate. Although the water, sewer and storm water lines are separate, but the utility is one utility and goes into one account. Currently, water and sewer are underwriting the City's storm water expenses. Commissioner Denahan asked why memberships under Utility Administration increased from $7,750 to $21,600. Mr. Sugerman said his position was removed from the City Hall budget and placed into the Utilities budget and this reflects his expenses. Customer Relations Current Year's Budget - Proposed Budget- $586,631 809,961 Major Changes 4. New Personnel increased to $26,464. 4. Printing increased by $64,000. 4. Other contractual services are decreasing by $20,650. 4. Computer software is increasing by $55,000. · :. New furniture expense of $18,000. Mayor Pro Tem Sherman asked if two new personnel were being added and Ms. Reese said one clerk is being added and one will be transferred. 26 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 MS. Services Current Year's Budget - Proposed Budget- Major Changes Cashiering Reese pointed out that Cashiering has been moved from Utilities to Financial $125,043 125,943 The addition of a part time position for mail assistance has been added for $15,861. City Hall in the Mall $59,580 37,021 Current Year's Budget - Proposed Budget- Major Changes o:* Decrease of $26,000 for the lease of the mall office. GOLF COURSE Current Year's Budget (includes all 3 divisions) $2,227,617 Proposed Budget 2,445,719 Major Changes o:o Personnel increased by $40,000 *:o Decrease in operating equipment by $13,977. *:o Overtime pay decreased by $12,500. Mr. Hawkins pointed out that the Golf Course is a separate revenue fund and is self- supporting. 27 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 OTHER FUNDS Current Year's Budget Proposed Budget Major Changes Local Option Gas Tax Fund $1,282,8OO 1,091,000 No major changes. (These funds can only be used for paving streets) Community Redevelopment Ms. Reese stated this Department has been broken down into four separate departments. Current Year's Budget (includes grant funds and TIF) $587,150 Proposed Budget 782,670 Ma|or Changes [Referring to Page 211 and 212) o:* CRA Improvements $121,000 *:* Land Acquisition $85,000 Commissioner Denahan asked about'the $85,000 for this year and Ms. Reese said that has been carried over and now land acquisition has $170,000. The same holds true for Improvements. Commissioner Denahan said she would like to see the money spent as intended. Ms. Octavia' Sherrod took the podium and stated the grants are enhancements to be used in conjunction with City money. Commissioner Denahan questioned co-mingling all of the funds. Ms. Sherrod stated that the City is understaffed and a person is needed to help bring in new projects and new funds. Mr. Hawkins said when the new Development/CRA Coordinator is onboard, this will free up Ms. Sherrod from her many responsibilities and be more available for CRA activities. Ms. Sherrod would remain as the Community Redevelopment Director and the new position would be titled Affordable Housing Administrator, who will administer the S.H.I.P. Program and other existing housing programs. Chris Mitchell currently holds the position of Construction Coordinator. It was noted that this position was currently not listed on Page 210 and was an error. Ms. Sherrod said her Department currently has 28 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, '1999 four personnel, a Clerk, Rehab Inspector, Construction Coordinator and herself. An Affordable Housing Administrator will be added to staff. Recreation Programs Current Year's Budget - Proposed Budget- $640,100 634,000 The Commission was referred to pages 218 through 221, which list the General Obligation Bond Debt. Solid Waste Budqet Current Year's Budget - Proposed Budget- $6,151,634 7,033,374 Major Changes Personnel costs increased by $103,596. Overtime has been decreased by $25,000. Waste disposal charges have been increased by $209,870. Vehicle maintenance charges have decreased by $116,000. Contract services decreased by $36,000. Transfer to self-insurance decreased by $25,000. Purchase of new vehicles increased by $753,000. Mass Transit Current Year's Budget - Proposed Budget- $251,5O8 263,578 Major Changes None Fleet Maintenance Current Year's Budget - Proposed Budget- $6,436,167 8,174,289 Ms. Reese said the replacement fund is being built up and so much money is placed in reserve each year. 29 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, '1999 Major Changes · .*. Purchase of tires increased by $15,000. · **- New vehicles increased by $726,000 o**. Replacement vehicles will increase by $1,175,000. · **. Transfer to self-insurance decreased by $184,000 Current Year's Budget - Proposed Budget- Ma|or Changes Warehouse Department $195,527 229,518 o**o Building improvements increased by $27,000 for record storage. Commissioner Weiland asked if the City does anything to protect its records from fire. Mr. Hawkins said that currently the City is doing the best it can, but is looking at alternatives to deal with the situation. Mayor Pre Tem Sherman said there are five employees at the warehouse and $6,000 has been budgeted for Architecture for Excellence. Risk Management/Self Insurance $2,235,421 2,137,007 Current Year's Budget - Proposed Budget- Major Changes None Commissioner Denahan asked why this has been reduced by $200,000. Ms. Reese said this was attributable to interest income coming down and retained earnings have also decreased. Capital Improvement Fund Total ClP Revenue is $'1,440,000. 3O MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 Mr. Hawkins stated staff is in the process of developing a capital budget for the Commission's consideration. Ms. Reese said that the public hearing dates need to be set and suggested Monday, September 13th. After discussion 6:00 p.m. on Monday, September 13th was set for the first Public Hearing Date. Ms. Reese suggested that the second public hearing be held at the Regular City Commission Meeting scheduled for Tuesday, September 21st and the Public Hearing would be held prior to the Regular Meeting for the final adoption of the budget. Ms. Reese said that the Commission needs to adopt the millage and once the millage is adopted, the millage cannot go higher, but it could be lowered. This figure is due in the County's Property Appraiser's Office by August 4, 1999. RESOLUTION ADOPTING PROPOSED MILLAGE RATE FOR FISCAL YEAR 199912000 Attorney Cherof read proposed Resolution R99-95 adopting a proposed millage rate of 7.8160 by title only. Motion Commissioner Denahan moved to approve Resolution R99-95 for 7.8160 millage rate. Motion seconded by Vice Mayor Tillman that carried unanimously. ADJOURNMENT 31 MEETING MINUTES CITY COMMISSION BOYNTON BEACH, FLORIDA JULY 26, 1999 There being no further business, the meeting properly adjourned at 11:20 p.m. ATTEST: Cite'Clerk Recording Secretary (five tapes) May'hr / ,// VicCa~or Mayor Pro Tom Commissioner (~ommissioner' 32