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09-23-1991 - Workshop ~ ....., CITY COUNCIL OF EDGEWATER WORKSHOP SEPTEMBER 23, 1991 MINUTES Mayor Wessler recalled the Council Workshop back to order at 12:00 in the Community Center. The purpose was to continue with the FY1991-92 budget review. ROLL CALL Mayor Tanya Wessler Councilman Kirk Jones Councilperson Louise Martin councilperson NoraJane Gillespie Councilman Michael Hays City Attorney Krista Storey Acting City Manager Fred Munoz city Clerk Susan Wadsworth Police Chief Lawrence Schumaker Present Present Present Present Present Excused Present Present Present Acting City Manager Munoz informed Council they have $64,772. to cut from the expenses to balance the budget. He explained he adjusted the insurance figures throughout the departments after speaking to Principal Mutual and they estimated a 20% increase rather than the 25% increase which was previously built in. He suggested a more systematic procedure for the budget review. Building Department Mayor Wessler stated the computer equipment will be on hold with the rest of this equipment. She questioned the educational incentives. Chief Vola explained this was reimbursements to the employees who have received further educational certifications and who can not be reclassified and/or promoted. The courses taken are tied into the Southern Building Code Congress Standards. Acting city Manager Munoz explained this is similiar to the Fire and Police incentive, with the exception that the state reimburses the city for those. Councilman Hays pointed out the City is paying for the educational classes and the employees have a good benefit package. When employees are evaluated these achievements should be taken into consideration when awarding merit increases. councilperson Gillespie agreed with Councilman Hays. Councilman Jones pointed out this would encourage them to keep sharp on their skills and be better at their jobs. He commented on the fact that we are not guaranteed to keep the employees whom we educate if we don't give them some incentive to stay. It was agreed to eliminate the line item for educational incentives. Overtime This includes mostly the Staff Assistant who covers Pension Board meetings and the Electrical Inspector if he is called out. Travel and Per Diem Mayor Wessler questioned the increase in this category. Chief Vola explained Mrs. Morris is going to attend a plans examiner program. Texas is the closest place for her to go. He expressed the need for her attendance. He also went over the other employees who attended educational programs this year, which he included. It was agreed to cut this line item to $3,500. " ..... ...., Transportation Postage for certified mail and shipping charges. communication services Chief Vola explained the miscellaneous expense is or unpredictable radio repairs. Mayor Wessler suggested putting this in a specific line item so it can be kept track of. It was decided to rename the line item "Miscellaneous Repairs" under Communication services. Repair and Maintenance Rework Building at Fire station into Building Department office: Chief Vola stated it was mentioned in the DMG report about the crowded conditions in the present Building Department office. He explained the inconvenience of having that department the distance from the Fire station where he is most of the time. Mayor Wessler commented that the report also said it should be separated. She feels the Building Department should remain close to the Planning Department. Councilman Jones agreed. He recognized the space problem, however. It was agreed the relocation of the Building Department will depend on the construction of the evidence room and whether a second story will be included with that construction. This line item was cut to zero. Office Supplies Chief Vola stated the volume of work and documentation has increased. Councilman Hays asked if anything was anticipated in this line item for setting up a new office. Chief Vola answered about $500. The line item for Office Supplies was cut to $2,500. Operating Supplies It was noted these employees will no longer be in fire shirts. This line item was cut to $3,000. Books, Publications and Subscriptions This line item was cut to $3,500. Mayor Wessler mentioned the computer expert was present. She suggested he be put on a regular Council agenda . Acting City Manager Munoz stated we need a balanced budget today. We can make a budget amendment after we decide what to do about the computers. civil Defense It was agreed to eliminate this departmental budget all together. Each department should have their own disaster defensive plan. Library Councilperson Gillespie stated we need to add to this budget. The parking lot has already been approved and this needs to be done. It was decided to revisit this when done with the budget. All departments have been reviewed. Recess 12:50 P.M. Reconvene 1:00 P.M. Council Workshop September 23, 1991 2 ...,. ..., The Council discussed the $45,000. mower under the Public Works Department. Councilman Hays pointed out that the Department of Transportation sends $31,000. to the City of Edgewater. We are talking about a $45,000. expenditure. He does not feel this is a feasible situation for the City. Mr. Overstreet explained the manpower used for the mowing of the medians and that these employees are also used on other jobs in his department. This mower is needed in order to get the job done more efficiently. The mower he is now using is really not the proper equipment for this work. . Mayor Wessler pointed out that U.S.I is all part of the Highway Beautification Grant and once all the landscaping is done this mower may not be the appropriate type to use in the medians. Councilman Hays again pointed out we have to look at what it is costing the City to maintain these medians. It is certainly more realistic to hire more policemen and firemen and let the grass grow a little in the medians. Councilman Jones agreed, but also suggested finding out if we can get more money from D.O. T. He pointed out that our Code people are citing individuals for their grass at a certain heighth and we can not let the medians exceed those limits. We should maintain a better image than in the past. Different types of mowers were discussed. It was agreed to strike the $45,000. It was acknowledged that the need still exists. Councilman Jones suggested the citizens council Advisory Board and the Beautification Board could perhaps work together on this. Police Chief Schumaker addressed the Council. He explained one of the positions built into his budget will not be filled for three to four months. This will be a savings in the salary category and also the other employee benefit areas. Councilman Hays suggested all department heads make considerations like this. It was agreed that all new positions added to this budget will not be in affect until January. Acting City Manager Munoz will figure the exact savings in each area. councilperson Gillespie explained to Council the remodeling of the foyer in City Hall will run less than $1,000 and she would like to see this done. Mayor Wessler stated she would rather see an entire new City Hall built than keep remodeling in the building. Acting city Manager will get the input from the employees involved and bring plans back to Council. He also explained there is only $6,222 left to cut and he feels with the freeze on the new positions until January he will be able to reach that figure. Mayor Wessler and City councilperson Gillespie both asked Mrs. Bennington, who was in the audience, if she will give her opinion of the proposed budget to Council at the Public Hearing. Councilman Hays stated we need to look into the way we do business in the City. He suggested management practice the attitude of saving money whenever it is possible. He stated the pay grade changes should also be on hold until January. Council Workshop September 23, 1991 3 , . ..,. ...., Councilman Jones agreed, adding it is the City Manager's job to do the detail work, such as these cuts Council has done. Council should have directed so much be cut and it should have been brought back to them done. Mrs. Gigi Bennington reminded Council how the new library was planned for by putting $5,000. in the budget every year for so many years until we got a matching fund grant. Perhaps each department could put a 1% share in for a new City Hall. At this time there was more discussion about the construction of the evidence room and possibly having a second floor for offices. It was mentioned that there are properties around the City Hall and Police complex that are for sale. The City could look into them. Councilman Hays asked the Acting City Manager for a projection of the next year's financial situation so we can plan a new City Hall. Mr. Keaton spoke to Council about property assessments and the tax role information that is available. Mayor Wessler suggested putting Mr. Keaton on the Council agenda October 7th to discuss properties and tax assessment situations. Councilperson Martin moved to adjourn. Councilman Jones seconded the motion. Meeting adjourned, 1:45 P.M. Minutes submitted by: Debbie Sigler COUNCILPERSON - ZONE 2 { ~" 'it I J!d;. '& . " d"l/ ~ ~ ~'...., CdUNC PERSON - ~ONE~ L 7/11.it( COUNCILMAN - ZONE 4 / ~:: {1~ CITY CLERK Approved this of I day of ~ ' 1991. . .. C>-~ Wl~ ~~~ MAYOR ~ ~ ~ -r ~ Council Workshop September 23, 1991 4