08-10-2009 - Budget Workshop
CITY COUNCIL OF EDGEWATER
WORKSHOP
AUGUST 10, 2009
5:00 P.M.
COUNCIL CHAMBERS
MINUTES
CALL TO ORDER
Mayor Thomas called the Budget Workshop to order at 5:00 p.m. in the
Council Chambers.
ROLL CALL
Mayor Michael Thomas
Councilwoman Debra Rogers
Councilwoman Gigi Bennington
Councilwoman Harriet Rhodes
Councilman Ted Cooper
City Manager Tracey Barlow
City Clerk Bonnie Wenzel
City Attorney Carolyn Ansay
Present
Present
Present
Excused
Present
Present
Present
Present
INVOCATION, PLEDGE OF ALLEGIANCE
Mayor Thomas saved the silent invocation and pledge of allegiance to
the Flag until the Regular Meeting.
MEETING PURPOSE
The purpose of the meeting was to discuss the FY 2010 General Fund
budget.
City Manager Barlow informed Council this was the first budget
workshop and that they had additional scheduled throughout this month
as well. He informed Council he wanted to run through and give them a
gross overview of where they were in the budget and justify where they
landed with the proposed millage that they had recommended with this
balanced budget and then give time at the end for the Council to ask
particular questions. This workshop was only to discuss the General
Fund. The Enterprise Fund workshop was to be held on August 31st.
City Manager Barlow went through the attached Powerpoint Presentation
by describing Last Years Savings and summarizing the FY 2010 General
Fund Budget.
Finance Director McKinney then commented on the 2009 Property Tax on a
Residential Home in Edgewater and Property Tax Comparison on Homestead
Home in Edgewater included in the attached Powerpoint Presentation.
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Council Workshop
August 10, 2009
Mayor Thomas made mention of the tax bills going
informed him the only entity that had gone above
School Board. Volusia County was at roll back.
proposing to be 8.97% below roll back.
down. Mr. McKinney
roll back was the
The City was
Mayor Thomas asked about the businesses. Mr. McKinney informed him
some of the businesses were seeing a tax decrease over last year as
well. City Manager Barlow explained based on what their property
values have done and how much they have done, whether they have
increased in value, whether their taxes have gone up or whether they
decrease beyond where they are trying to reduce their millage below
the roll back. Some could go up and some could have gone down.
Mayor Thomas stated so if their property is assessed at more than it
was last year then their taxes will go up and if it went down their
taxes are going to go down. Mr. McKinney informed him depending on
the amount it decreased by.
Councilman Cooper stated Edgewater is actually reducing. It doesn't
look like it because the ad valorem will be higher. They are reducing
because they are getting less revenue because the houses value has
gone down. With the School Board going up and the County right at
roll back, the homeowner may still see an increase but it wasn't
coming from Edgewater. City Manager Barlow informed him he was
correct.
Councilman Cooper asked if they were able to determine that with what
they are trying to do with this budget how much the homeowner would
feel in their pocket as far as a potential increase in taxes. City
Manager Barlow informed him that changes because every home and
business would be different based on how much their property values
increase, decrease or stay the same. He commented on the taxing
authorities only setting their maximum millage and not being aware of
anyone setting their final millage yet. He felt that was a tough
target to hit.
There was a brief discussion regarding the School Board having the
biggest tax increase this year.
City Manager Barlow reminded Council the budget he delivered last week
was a bare bones budget. He then described for Council what was not
included in this budget as it related to positions Unfunded, which was
included in the attached Powerpoint presentation. City Manager Barlow
referred to Page 7 in the Budget book. Statistics show they are down
to employee counts below 2005. They have done everything they can to
make this an efficient operation in an effort to bring the millage
down.
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Council Workshop
August 10, 2009
Councilman Cooper pointed out if they look at the overall taxable
value in 2005 and today's taxable value and the fact that they are
only up $10,000. City Manager Barlow commented on there being all
those other revenues as well that kept shrinking and the double
homestead which they didn't have in 2005.
City Manager Barlow continued the Powerpoint presentation by
commenting on the Employee Increases that were currently not funded.
This budget did not have any employee raises included. He referred to
the handout given to Council with regard to Options. (Attached) They
were not aware of any other city throughout the County that was doing
anything for raises at this point in time.
Mayor Thomas asked if they had a feel for the morale of the employees.
City Manager Barlow informed him he had done preliminary meetings with
the Police and Fire and there hadn't been great discussion on the
raise. He then described the Options and how they would affect the
General Fund budget.
Councilman Cooper stated when City Manager Barlow first came into this
position he started negotiating with all of the departments three year
and five year pay scale contracts, which were subject to having the
monetary rates change. He asked him how this would affect the morale
of the departments. City Manager Barlow explained they only had two
unions with contracts and none of those had been negotiated in. He
made mention that the raises for the Public Employees Union were only
negotiated for one year, last year and there were currently ongoing
negotiations with the Police Union.
Councilwoman Bennington stated if they picked Option 4 that would be
subject to the union accepting that. City Manager Barlow informed her
if he got direction from Council he would sit down with the union and
talk to them. Councilwoman Bennington stated that would be the step
plan he had already put forth. City Manager Barlow informed her the
only step plan he had put together was for the Police Department and
it identified every employee, where they should be and actually
smoothed them out over a five year period. This would only take care
of the lower employees. Councilwoman Bennington confirmed this would
only be for this coming year. City Manager Barlow explained next year
if they try to negotiate and get back into the step plan this would
lessen the burden on the step plan because those would be closer to
being on target. He commented on the big turnover in the Police
Department a couple of years ago.
Mayor Thomas stated he spoke to a lot of the City employees and most
of them for the past two or three months have been extremely nervous
about losing their job. Councilman Cooper commented on fighting last
year and the previous year to do everything they could to maintain the
jobs. He commented on Coronado Paint leaving the area and the people
there either relocating or losing their jobs. He referred to Option 4
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Council Workshop
August 10, 2009
and Option 5 and asked if it was possible to go to the higher end
employees, freeze those salaries and used the 2% they would have
normally given them, would it offset the payment to the lower
employees where they still could stay at the millage rate of 6.49.
City Manager Barlow informed him with Option 4 and Option 5 there
would be no raise for those employees so there would be nothing to
freeze.
Councilman Cooper stated if they went with Option 4 and froze the
upper employees, would that be enough money to offset and keep them at
the 6.49 millage rate. City Manager Barlow informed him none of the
employees would be getting anything at the millage rate of 6.49.
Councilwoman Bennington explained if they went with Option 4, it would
cost $28,768, which they would have to add 0.0368 to the 6.49.
Councilman Cooper then commented on Option 3 and only giving half of
the City employees a raise. City Manager Barlow would have to run the
numbers. Councilman Cooper felt they would be around 6.6. City
Manager Barlow informed him it would be hard to tell. By dividing it
in half it would not be accurate.
City Manager Barlow asked Council for a number of where they wanted
him to draw that line in the sand. The only challenge is there wasn't
a spread there so they could be in a position that someone gets a 2%
raise and are now making more than the person that didn't get the 2%
raise.
Councilman Cooper was concerned that he was negotiating at a zero
which he felt was going to be a tough negotiation. City Manager
Barlow stated that zero raise with the balanced budget secures every
position that currently has a job today. They could give raises but
he knew they couldn't do it at 6.49 unless they start laying people
off so others can get raises. He would not recommend that.
Councilwoman Bennington didn't want them to have a budget where none
of the employees get a raise. She thinks they have stepped up and
have really worked hard and kept the City as beautiful and they have
done a really good job protecting them knowing that things were tight
and she did not agree in giving no raises for them. They deserve
something. They need to decide which one of them they want to add.
She can't see them going with this budget based on this with nothing
for the employees. She feels they need something.
Councilman Cooper commented on it being reality of negotiations. They
are hypothetically saying they are going to negotiate to give them
nothing. If that is their starting point they are in trouble. He
would like them to negotiate nothing but he would also like to have a
way to pay for a 2% if they've got it. Their families are affected
just like his. City Manager Barlow stated he was negotiating saving
every position. He felt in today's economy just the fact that they
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Council Workshop
August 10, 2009
can say they have saved every job is a big step. He works for the
Council and asked them to give him direction.
Councilwoman Rogers referred to Option 5 and asked for Mr. McKinney to
walk them through an example of somebody they are going to give that
back to because of their employment starting way back when. City
Manager Barlow stated since he was the one that put this together he
asked to answer for Mr. McKinney. Councilwoman Rogers told him to go
ahead. City Manager Barlow explained if someone was hired prior to
October 2004 the City paid 50% of the dependent coverage. If they
were hired after October 2004, if they wanted dependent coverage they
had to pay $187.20 out of their pocket. Once a month they would
reimburse the $187.20 as a monthly stipend.
Councilwoman Rogers stated the $187 as it is right now it is being
deducted and it is pre taxed. When they turn around and give it back
to them she asked if City Manager Barlow had looked to see what the
tax effect would be at that point. Once they give it back, what they
saved initially they are now having to pay so that may not be a
reality as far as the millage percentage he was talking about. It may
actually be a little higher.
City Manager Barlow informed Council if that was an area they wanted
more and were leaning that way, they could run those numbers.
Councilwoman Rogers asked if it was October 2004 when the co-pays
changed. She talked to some of the employees in the lower salary
range and when they go to the doctor some of them have some really
severe needs. Instead of $15 co-pays they are paying $20 and $35.
City Manager Barlow informed her it was in 2007.
Councilwoman Rogers asked City Manager Barlow when he did their
negotiations the day after the last Council meeting how did that go
with the insurance and with everything going on with Obama nothing has
affected them to help save on their lower tier employees out of
pocket. City Manager Barlow commented on budgeting for the same
insurance package with the same deductibles and co-pays. Councilwoman
Bennington pointed out her co-pay to see her primary care doctor was
$15 and her co-pay to see a specialist is $35.
City Manager Barlow commented on dong the research but they couldn't
do it this year where they were looking at some different
opportunities where they can lower the co-pays and doing a hybrid
health savings account in-house. Not only would it reduce the co-pays
for the employees but it would reduce the premium for the City.
Councilwoman Rogers felt as they were talking to employees they needed
to point that out.
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Council Workshop
August 10, 2009
Councilwoman Rogers referred to Page 7, the Tax Analysis. Under FY
2010 he had a number of employees of 117/79. She asked what that
represented. City Manager Barlow informed her the 117 were the
General employees and the 79 were the Enterprise Fund employees.
Councilwoman Bennington questioned what direction they were going to
give City Manager Barlow.
Councilwoman Rogers felt what he was getting from the Council as far
as the conversations and consensus was that they are really concerned
about the health insurance and the out of pocket on their employees.
If they can do something that isn't going to cost the City so much and
benefit the employees, that is a win-win. City Manager Barlow
informed her none of those other than Option 5 could do that for them.
If that was what they were leaning on, Option 5, he could go that
direction but he needed clear direction.
Councilman Cooper felt Option 5 and Option 2 were almost a tradeoff.
Councilwoman Rogers stated only as far as the percentage goes. City
Manager Barlow commented on still having a difference of the employees
hired before and after October 2004. They would still have that
separation.
Councilwoman Bennington asked if the $69,440 identified in Option 2
included what the City paid for their share. City Manager Barlow
informed her that is what it would cost them at the end of the day.
It was the consensus of Council to come back to this item.
City Manager Barlow continued the Powerpoint presentation by
describing the Street Repaving and Capital Currently Not Funded.
Councilwoman Rogers stated this also gives opportunity for all the
Obama money as far as grants go. She asked if they had someone in
place looking at every opportunity. City Manager Barlow informed her
they do. He commented on writing a $2 million to rebuild the Fire
Station on U.S. #1. He also commented on Mr. Lear doing a sidewalk
grant through the Obama deal which turned out to be not all that it
was promised to be so it didn't look like they were going to be able
to pursue that. The federal grants have not hit the streets yet.
They are out there and they are doing the applications. They also did
one for three law enforcement officers.
Councilman Cooper commented on there being Tiger grant money for
streets that was never offered before but when they investigated to
try and get it all they got was the run around.
City Manager Barlow further commented on the issues they had with
trying to obtain the sidewalk grant.
6
Council Workshop
August 10, 2009
Councilwoman Rogers suggested on some of the grants, if the work is
being done by Veterans that gives them a preference over other
people's grant applications. City Manager Barlow commented on not
being able to get that far. It was just the permitting side of it and
the commitment on the grants.
Councilwoman Bennington asked what the Interactive Voice Response was
on the Capital Not Funded list which City Manager Barlow explained for
her. He also commented on what the Media Manager was.
Councilwoman Bennington asked if the cost of the Interactive Voice
Response and Media Manager would save them a lot of labor. City
Manager Barlow informed her that was what he was planning long term.
The Deputy City Clerk does a lot of what the Media Manager would do
who he guessed one day was going to retire. When they put things in
place, when that position becomes vacant they could replace it with a
part time position because of the workload being lessened. He
reminded Council these were items that were not funded and that they
could come back and revisit it at the six month mark unless there was
something they wanted in this year's budget.
City Manager Barlow then commented on the Police K-9 Unit Project that
was not funded that was described in the Powerpoint presentation.
Councilwoman Bennington commented on the money they could recoup from
having a K-9 offsetting the cost of the animal. City Manager Barlow
stated he didn't calculate that in there because those would be costs
in future years that would be reimbursed. Councilwoman Bennington
mentioned there being grants that can be obtained to receive a K-9.
City Manager Barlow stated he did a worst case scenario if they didn't
receive grants and the cost of the dog was factored in. Mayor Thomas
commented on not receiving a lot of profit from forfeitures.
City Manager Barlow finished his Powerpoint Presentation by describing
the General Fund Debts. He further commented on restructuring some of
the debt by lengthening the payments or decreasing their annual debt
service.
Councilman Cooper commented on why he felt the refinancing of FIND was
an excellent idea.
City Manager Barlow stated at this point they could either go back to
the Employee Increases or they could open it up for questions on the
whole budget.
Mayor Thomas expressed there was nothing better he would like than a
K-9 unit but they just couldn't afford it right now.
There was a brief discussion regarding forfeitures. City Attorney
Ansay had done a lot of forfeiture work in other places and she
7
Council Workshop
August 10, 2009
thought they would want to take a look at what other communities our
size and ultimately how they recover and what the percentages are.
Councilwoman Bennington felt the K-9 unit was very interesting and
worth looking into. She again commented on the grants that the City
would qualify for to obtain a K-9 and Dr. Kim Castro agreeing to do
all of the medical treatment for the animal. She commented on these
two items reducing the cost.
Mayor Thomas stated they couldn't do it this year but they should plan
for the future. He felt that was a luxury right now. Councilwoman
Bennington didn't feel the Police felt it was a luxury. She spoke of
complaints she has heard from the officers regarding instances where
they weren't able to get the dog in New Smyrna or the dog from the
Sheriff's Department.
City Manager Barlow stated if this was definitely an interest and a
will between now and the six month budget amendment they could start
working to confirm commitments and whittle the items down.
Councilwoman Bennington stated when it came down to the bottom line
she wanted to make sure the employees got some compensation before
they get a dog.
Mayor Thomas didn't feel they could distinguish between the employees.
The upper scale employees are dedicated and some have been here 20 or
25 years. He would be willing to go with Option 3.
Councilwoman Rogers disagreed.
Councilman Cooper commented on it being a tough situation. Unless
they find some revenue and one of the revenues is the FIND, then he
agreed with Mayor Thomas. If they didn't find the revenue he didn't
think they could keep adding the burden. He was hoping to hear some
revenue generating ideas from the directors. There are great ideas
out there but he didn't see them being implemented.
Councilwoman Rogers stated in FY 03/04 when our taxable values started
going up and there was the influx of revenues into all the
municipalities it seemed like all the expenses jumped at the same
level. They have taxable values going down but expenses haven't gone
down at the same level. She wanted to see a summary by departments
listing the number of employees they had at the time when the taxable
values started going up and they started receiving an increase. She
wanted to know the budgets in each of those departments so they could
compare back to those. She felt it would show they were trying to be
prudent by looking back at an area where the revenues and expenses
went up. Their revenues are down and their expenses should come down
too. It should be relative and if it isn't they need it to be
identified. She then mentioned when she came on Council she mentioned
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Council Workshop
August 10, 2009
zero based budgeting and nobody ever tried. They are just taking the
previous year's numbers and chalking them up and rolling forward. She
wished they had something to show those previous numbers compared to
where they are at now.
City Manager Barlow pointed out he showed them in his presentation
they decreased the operating budget by $1.6 million. From last year's
General employees of 127, they were down to 117. Councilwoman Rogers
asked City Manager Barlow if he was referring to the Tax Analysis on
Page 8. City Manager Barlow informed her he was. Councilwoman Rogers
felt those were general numbers and wasn't getting specific. She
commented on when Jon williams did a lot of statistical reports. This
was one area where she wished they had more to go by. They don't have
enough. All they were given is the status quo budget and then they
are supposed to make a decision.
Councilwoman Bennington stated they advertised at the roll back rate.
When City Manager Barlow presented the budget to them originally he
had it figured at 6.9, which was a rough figure. She felt this was
the most bare bones budget she had ever seen. If they go with Option
3 as the Mayor suggested, that would raise their millage to 6.668,
which she didn't have a problem with.
Councilman Cooper stated if they could redo it with FIND and save the
money then he would be all for Option 3. If they couldn't offset that
money they had to go with a zero budget like every other city was
doing in the State of Florida. City Manager Barlow informed him they
wouldn't have that answer prior to their need to finalize the budget.
He felt they would have an idea on Friday.
Councilwoman Rogers stated she was going to have to say no to that.
The meeting where they voted on the set millage, they did not have
budget in front of them so they set a preliminary millage without
having all of the facts and figures in front of them which she didn't
know how they could have done that.
ADJOURNMENT
There being no further business to discuss, Mayor Thomas recessed the
workshop at 5:59 p.m. with the Regular Meeting to follow at 6:05 p.m.
Minutes submitted by:
Lisa Bloomer
9
Council Workshop
August 10, 2009
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"Ciryof Edgewater .
Budget Workshop
Aug6st 10, 2009
;,' 5:00 PM
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FY 2010
General Fund Budget
: 0 Operating Budget
$12,728,767
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: 0 Ad Valorem at 6.49 mills $ 5,337,008
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: (95%) $ 5,070,852
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: 0 Decrease from FY2009 ($1,627,656)
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: 0 Reserves $2,146,718 (16.87%)
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Property Tax Comparison on
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Assessed Taxes
2007 $653.39 $2,532.82
2008 $593.30 $2,\49.44
2009 $487.23 $\ ,794.93
$125,000
$100,000
$ 74,635
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~ M Last Years Savings
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All Directors and employees scrutinized all
purchases.
Minor reorganization whenever
opportunities presented.
Held naturally occurring open positions.
Did not add/increase any new programs.
We were able to save and carry-over
$250,000 without a significant decrease in
levels of service.
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: 2009 Property Tax on a Residential
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:Total Tax Bill $1,794.93
...
.. ThiI~~"""'.~PI')'SIn"v.a.m"~fton.~~ In....Cltyof
_ e...-.....o.c.-of16..1'1n___.....ofS124.835-..clon2OOl.....S25.000~""':
_ ~lIndtM-*flliIInIIlS25.000~'~ ",
_ (110per11bng ~ofse.4.\8.17"Jo~~'-:lI)M1d$O.0382OYocedo.bC~MilIIl9lI i.
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: ~ Positions Unfunded
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: 0 2 Police Officers
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(Currently Not Funded)
- 0
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- 0
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I Police Sgt.
I PT Fire Admin. Sec.
I Public Works Service
$103,514 (0.1325)
$72,809 (0.0932)
$21,300 (0.0273) ~.
$29~516 (0.0378) '.~
$227,139 (0.2907) ,\
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=~ Employee Increases =~ Street Repaving
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- (Currently Not Funded) - (Currently Not Funded)
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: Options -
- . Yelka Terrace $18,275 (0.0234) 1i
: (I) 0% raise for all: $0.00 (0.00) -
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- . Dixwood $18,275 (0.0234)
:(2) I % raise for all: $69,440 (0.0889) -
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- - Riverview and Monson $34.000 (0.0435)
: (3) 2% raise for all: $139,096 (0.1780) - .
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- $70,550 (0.0903)
: (4) 2% for some (lower sal.ry): $28,768 (0.037) -
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: (5) Monthly stipend for some: -
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- $71,885 (0.092) -
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=~ Capital Not Funded =M Project Not Funded
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- (Currently Not Funded) - (Currently Not Funded)
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Replacement Battalion Vehicle $37,000 (0.0474) -
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-. Replacement Heavy Duty Truck $60,000 (0.0768) - . Police K-9 Unit $111.523 (0.1427)
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- Replacement Tractor - Personnel Cost $60,640
-. $30,000 (0.0384) - "
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-. Media Manager $20,900 (0.0268) - Equipment $36,583
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- Interactive Voice Response $53,400 (0.0683) - Dog and supplies $14,300 ~.~
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-. Council Chambers Entrance $45.000 (0.0576\ - .j";
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- 5246,300 (0.3152) -
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~ ~ General Fund Debts
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: Lender Total (Retire) 2010
:. 80A #272 $827,456 (2012) $286,728
:. BOA#281 $165,362 (2014) $31~341
:. F.I.N.D. $1,631,956 (2012) $563,150
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_. Obligation #26(A) $955,475 (2011) $636,983
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-. Obli2ation #34(8) $411.581 (2011) $274.387
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: $3,991,830 $1,792,589
:. FY2009 $5,904,400 Diff=nce ($1,912,570)
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EDGEWATER POLICE DEPARTMENT
p'rojected K-g Unit Costs
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
$20 An Hr
A roximate Annual Cost
$54,000
$1440
$5200
$500
$27,495
$3190
$12,500
$1000
$1938
$350
$170
$1000
$.190
$100
$650
$1000
$800
$111,523
$30 A Visit
. Item # 3: Cost calculated on five (5) day workweek. Allow K-9 Officer to leave 1 hour
early of scheduled shift and avoid paying overtime. Savings: $5200.
. Item # 5: This is a basic cost of a fully outfitted patrol car. It is recommended that the K-
g vehicle be a SUY, possibly Ford Expedition or Chevrolet Tahoe, in which case the
vehicle cost would increase by approximately $2300.
. Item # 6: Two (2) kennels were considered necessary, as a back up K-9 vehicle needs to be
available. One of the patrol spare vehicles would have to be utilized.
. Item # 16: Dr. Kim Castro-Edgewater Animal Clinic verbally committed to providing K-9
care, including vet visits, emergency care, surgery, vaccinations and all medications at no
cost to the City. Potential Savings: $1000.
. Consideration needs to be given for the potential of an increase in liability insurance.
07-24-09
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