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09-09-1991 - Special/Workshop .i': -"'" r '-' o CITY COUNCIL OF EDGEWATER SPECIAL MEETING/WORKSHOP SEPTEMBER 9, 1991 MINUTES Mayor l..Jessler the Community applicants to and FY-1991-92 called the Special Meeting to order at 1:00 P.M. in Center. The purpose was to determine City Manager be interviewed with dates of interviews to be set Budget review. ROLL CALL Mayor Tanya Wessler Councilman Kirk Jones Councilperson Louise Martin Councilperson NoraJane Gillespie Councilman Michael Hays Interim City Attorney Nikki Clayton Acting City Manager Fred Munoz City Clerk Susan Wadsworth Police Chief Lawrence Schumaker Present Present Present Present Present Excused Present Present Present Mayor Wessler asked if Council has anyone to add to list of City Manager applicants? the short Councilperson Martin stated she wants to add Robert W. Pettis. It was agreed to add Mr. Pettis. Mayor Wessler asked the Council's feeling about paying expenses for these individual's to come to their interviews. It was agreed no expenses would be paid. Council instructed the City Clerk to try to set up interviews on Monday, September 23rd starting at 1:00 P.M., the alternate date to be Monday, September 30th starting at 1:00 P.M. Interviews are to be approximately thirty (30) minutes with short breaks between them. Mayor Wessler asked Acting City Manager, Fred Munoz to begin with the budget review. He explained he has arranged to review the Enterprise Funds first and then go to the General Fund. Mr. Terry Wadsworth, Director of Utilities began with the Water and Sewer Fund. He gave a brief overview of special items, explaining that he has submitted a balanced budget. He pointed out that the water sales are figured lower than predicted because he feels this is more realistic. (page 135) There are no additional personnel or vehicles being requested. There will be a decrease in the Repair and Maintenance line item due to the purchase of the Vactor truck. Mayor Wessler the DMG Report asked Mr. Wadsworth about (David M. Griffiths Report) the suggestion made by regarding overtime. Mr. Wadsworth explained the report was speaking of the "scheduled" overtime in the Wastewater Department. Overtime in Field and Water departments is due to emergency situations and can not really be anticipated. He explained this is the first year for the Rate Stabilization item; this is a significant amount of money to make up for revenue short falls. These funds can be used for renewal and replacement of the system. He would like this to be a carryover for the next four years to equalize rates. Councilperson Gillespie explained that she has discussed the generators with Mr. Wadsworth. We are buying them with the Capital Improvement Program, but these are portable items which will be available for other uses. She also commented on the fire hydrants. It was determined that this expense comes out of this year and there are forty (40) hydrants. "'".......,..' o - , Councilperson Martin questioned Publications and Subscriptions. the $10~950 figure in Books~ Mr. Wadsworth answered the membership in Water Supply Coop is $10~OOO. the Volusia/City County Mayor Wessler questioned the Travel and wanted to make sure employees being sent licenses or being recertified and that were being sent. Per Diem line item. She to classes were getting not more than necessary Mr. Wadsworth explained the costs are decreasing for attending these classes due to some of the school locations being closer. He does not send employees~ unless it is necessary. Councilperson Martin questioned the percentage included for wage increases. Mr. Munoz answered that the wage figures will be looked at after negotiations. Last year 5% was included. Councilperson Gillespie questioned the transit pipe. Mr. Wadsworth stated he and the City Engineer have come up with a policy so that six inch lines will be put in allover the City. Mr. George i nc luded in understood Engineer~ Naill~ 1604 Royal Palm the budget for the County this had been waived. asked about the $10~000. Water Supply Coop. He He referred to the City Mr. Gates Castle~ City Engineer~ informed Council, according to what he was told at the last County meeting, there was not to be a charge this year. Mr. Munoz explained that because this is included in the budget, we would not have spent it~ unless we received a bill. Mr. Wadsworth asked if it is determined there won't be a charge, he would like this transferred to Renewal and Replacement. He continued with the Sewer portion of the budget. Councilperson Gillespie questioned the increase of one salary $5~OOO. It was determined this was an employee who received another license and was upgraded from a seven to a twelve. Mayor Wessler again mentioned the overtime. Mr. Wadsworth explained these figures were on paper prior to the DMG report. He asked to delete the $5~OOO from this line item and put $10~OOO in Repairs and Maintenance. Councilman Hays stated we are looking for ways to decrease the budget figures and by transferring amounts from one line item to another is not going to accomplish that. Acting City Manager clarified that any savings in the enterprise funds will have no impact on the millage rate. Councilperson Gillespie questioned the Software Licensing Agreement figure, and the County Sludge Permit. Acting City Manager explained the Software Licensing Agreement is a prorated charge for the annual license fee for the computer system. Mr. Wadsworth explained the County Sludge Permit is an annual fee~ and he explained the sludge transportation procedure. 2 Council Special Meeting September 9, 1991 /",..., \-...-/' o Mayor Wessler questioned the figures in Communication Services and Travel and Per Diem. Mr. Wadsworth explained the Communication Services is not only the telephones, it includes the Lift Station monitors. He justified the expenses under Travel and Per Diem and assured Council he is not sending employees for schooling unless certifications are being obtained. An employee may be sent for constructive time towards an advanced permit. Councilperson Gillespie asked if annual drug screening is being done? Mr. Wadsworth answered this expense is for the pulmanary test runs to make sure the employees can wear the breathing equipment. Mayor Wessler questioned the amount in Repair and Maintenance. Mr. Wadsworth said a minor part of this is for the Lift Stations and when the new plant is in, this will decrease. Councilperson Gillespie, Mr. Wadsworth and Acting City Manager Fred Munoz discussed the interest figure for the Vactor Truck. The interest rate is 9%. Councilman Hays suggested that the capital separately with each department. items be discussed Mike Billick, 2528 Lime Tree Drive had a question about the Sewer Vacuuming System being one line item and the Vactor Truck being another line item? Mr. Wadsworth tried to explain the revenue and the expenditure procedure. Acting City Manager Fred Munoz went into detail to explain the long term debt accounting function. Under Field Operations Mayor Wessler asked about the assistant's position which was in the DMG report as not being needed. Mr. Wadsworth answered that he has submitted his rebuttal to this suggestion. He briefly defended the maintaining of this position, stating that the timing is definitely not appropriate for him to be cutting out an assistant. He is facing a lot of projects with the CIP program and this assistant will be substantially needed to carryon the day to day business. He added that the DMG report also suggested more staffing, so this is a direct contradiction to their own report. Councilman Hays commented that generally looking at the DMG report, the intent seems to be that we are getting too top heavy in some of the departments. Mayor Wessler questioned the Travel and Per Diem. Mr. Wadsworth answered the employees are being sent to retain certifications. Councilperson Gillespie questioned the trash pump. Mr. Wadsworth answered this beyond repair. is to replace one he has which is Mayor Wessler questioned the Elevated Tower Maintenance. Mr. Wadsworth answered this is an annual maintenance service for draining, hosing and inspecting of the tower. 3 Council Special Meeting September 9, 1991 t-', \ \._../ o Councilperson Martin questioned Operating Supplies. Acting City Attorney Munoz read the definition and Mr. Wadsworth read down the list in the budget. Councilman Hays helpful. He system. stated the would like capital justification form was very to remove the portable sewer camera At this time there was a short recess, 2:20 p.m. 2:10 p.m. Reconvene at Mayor Wessler system. poled the Council for removing the sewer camera Councilman Hays proposed that all priority two and three items be set aside, if not absolutely necessary. He asked Mr. Wadsworth if there were any of those priority items that he wanted to make number one priorities? They discussed this camera system. Mr. Wadsworth explained if this is not purchased, the City will have to go out on bids to hire someone else to photograph for them. The price will vary depending on the size of the line, etc. It was agreed that prices would be compared and it will be decided at a later date which is more feasible. Councilman Hays suggested that all department heads consider the need to replace employees who leave. Also, when hiring, try to hire someone who is already qualified so we don't have to send them for licensing, etc. Council: Councilperson Gillespie reminded Council there have to be cuts made. One of her suggestions was regarding the League of Cities dinners; she feels the members could pay for their own spouses and not put this in the budget. Mayor Wessler and Councilman Hays disagreed, stating they felt this expense is justified. Mayor Wessler suggested the Council be given credit cards to take on seminars with them. This way they will not be inconvenienced to spend their own money and be reimbursed. It will also be a better bookkeeping matter. Acting City Manager Munoz was instructed to take care of this. At this time there was discussion regarding the distribution of postcards by the Chamber of Commerce, which does not include "Edgewater". There was much dissatisfaction over this. 1'1r. Hal Spence, incoming president, spoke to the Council about their services. Mr. Steve Dennis, current president, also spoke. He apologized for the postcards, however the Chamber did not print those cards. The Council should contact the group who did. Mayor Wessler expressed her satisfaction with the service she has always received from the Chamber. Councilperson Gillespie suggested keeping this line item the same as last year, by cutting $1,000. Staying with the Council's Pormotional Activities: It was also agreed to cut the donation to NSB Sr. High School yearbook to $125. There was a representative present from the Volusia County Business Development who spoke to the Council about their services. Mr. Joe Martin,Industrial Board Chairman, spoke of the fine job being done by this organization, adding now is not the time to reduce their funds, we need to create more jobs in this area. 4 Council Special Meeting September 9, 1991 ...'~ ,""i ~' -- There was discussion among these men and the entire Council. It seemed to be the consensus this organization's service is not at question, however, no matter how much Edgewater is promoted, if there is not some place available, the business can't come in. It was also agreed that lines of communication need to be kept open and that cutting their budget will be cutting their service. The line item was cut to $5,250. Chemical People cut to $4,500. Ms. Malmpower gave a presentation for Mrs. Kemp, who could not attend. She thanked the Council for their donation. Needy Basket l'llaS suggested asking the first meeting increased to $500. public to bring can in November. Councilperson Gillespie goods for this purpose at Citizen Information and Referral Service was cut out. Volusia Literacy Council was cut out. NSB Show Doll/Sr.High School was cut out. A representative from TCARE spoke services increasing in this area. to the Council about their Councilman Hays issued a participate in the Sponser Christmas time. challenge to the department heads to a Child program they run during ICARE line item left as in budget. Employee Service Award Event was discussed. Mrs. Wadsworth asked if an United Way award presentation could be included at this event. She also requested the coffee for boards' use be included in this budget. NSB Cheerleaders was cut out. Alzheimer's was cut out. NSB Barracuda Booster Club was cut to $50. Aqua Park was cut out. Recess 3:45 p.m. Reconvene 4:00 p.m. Public Works Department - Carl Overstreet began going over his priority list with Council. Due to state legislation require- ments, we need the alc refrigerant recovery and recycling station. His dump truck is a number one priority, since he lost complete service of one truck, which is not feasible to repair. The steam cleaner was cut out, as well as the copier and accessories. There was discussion regarding the resurfacing projects ahead and when they are anticipated to take place. Councilperson money going out maintaining all Gillespie questioned whether the City would save on contract with a private company, rather than the lawn care equipment we have. Mr. Overstreet's opinion was it would not be cheaper, we are ahead doing it rather than farming it out. There kleen under main year. was discussion regarding the barricades and the safety maintenance costs. Mr. Overstreet explained the expenses Printing and Binding are forms, work orders and such. The expenses under Operating Supplies is for tool boxes this He discussed the street markers, paint, etc. 5 Council Special Meeting September 9, 1991 ~ v o Special Road Maintenance: Mr. Overstreet noted the City receives funds from D.O.T. which is seen in the Revenues on page 16. He justified the three pieces of mowing equipment requested. Acting City Manager Munoz explained the accounting for his mower is the same as Mr. Wadsworth's Vactor Truck. Mayor Wessler suggested finding out if D.O.T. could send more funds to the City. She also asked Mr. Overstreet about his opinion of the suggestion made in the DMB report regarding his assistant. Mr. Overstreet explained the and the number of possible stated that Mr. Tenney is employee. He commented Tenney's title, this could needed employee. chain of command in his departments projects going on at one time. He a very knowledgable and valuable if the Council desires to change Mr. be discussed, however, he is a much Acting City Manager Munoz noted for a matter of information, the City just received notice of a recycling grant. At this time there was a brief discussion regarding the DMG report and whether Council has received the final report from them. Councilman Hays began the discussion by suggesting Council wait and discuss their recommendations with the new City Manager as an administrative duty. Mayor Wessler stated she felt some recommendations affect the budget and she wanted to hear the department heads' justifications. Acting City Manager Munoz explained the report we have is the final report and they are coming on the 16th to discuss it with Council. Refuse: Mr. Overstreet pointed out the amount is reduced from last year. Due to the late delivery date of the truck that has been ordered, he would like the $58,000 moved into this budget. He listed the equipment that he expects to sell the next time the City has an auction. Councilman Hays asked about the recommendation in the DMG report to pick up all the trash rather than send someone out to look at what is there to pick up, figure a price, then send someone else back to pick it up. Mr. Overstreet stated you will be cutting into a source of revenue to support the program. The service is given to the citizens who pay a certain amount and they should receive equal service. He added that after the first of the year he will have schedule changes to make and perhaps that will be a time to look at this. He is asking for a larger truck and it should hasten the pick up service. Councilperson Gillespie stated we need to keep up changes in the law and the place to make our changes ordinances. with the is in the Councilperson Services. Gillespie questioned the Other Contractual Acting City Manager Munoz read from the explanation sheet; incenerator testing, Roy Gibson, pest control and landfill. The recycling fee went up. There was recycling. discussion about educating citizens about There is going to be a program at the schools. the 6 Council Special Meeting September 9, 1991 .~ . . "~., o Council discussed the proposed summer recreation program with Mr. Corder. There will be some County funding but it will have to be determined at a later dat~ exactly how much it will be. This program will call for temporary-part time employees. Council went over the special Corder. promotional activities with Mr. Mayor Wessler questioned the degree for Chuck Morgan in the amount of $1,440 and why the City is paying this. Mr. Corder answered this tuitions..Councilperson to the job and this is a is his M.P.A. and the City reimburses Gillispie answered tuition that applies masters in public administration. Councilman Hays stated he is all for supporting employees with tuition assistance when it is related to the jOb, however, when Mr. Morgan finishes this training where will he fit in the scheme of things in the recreation area? There was more discussion about this, it was determined that all employees receiving tuition reimbursements sign an agreement to continue with the City for six months. Mayor Wessler questioned the maintenance building. Councilperson Gillespie answered this the 26 acres. is the building if we get Mr. Corder stated the title is on the way. Mayor Wessler questioned the New Passive Park at 12th and Mango? Councilperson Gillespie answered this is the Wadsworth discovered. This should not be a line item was cut to $1,000. park she and Mrs. large expense. The Lake and Alice Park was described as "pitiful park" Councilperson Gillespie and she stated it is drastically in of repairs. There was much discussion regarding this park. was agreed to keep $6,000. in this line item. by need It Resurfacing of tennis courts was discussed. It was agreed not to make this expenditure unless it is necessary. Replace roof/north side of shuffleboard courts was deleted to -0- Computer equipment was put on hold. 1 flat bed truck was deleted. 1 Tri King reel mower was deleted 5 portable radios was cut to $1,000. It was agreed that would be on hold combine resources projector. the hiring of new people and reclassifications until they are needed. Also that we should when able, such as the camera and overhead Another meeting date was discussed. Acting City filled Council in on the millage rate requirement agreed to schedule the next budget meeting Monday, at 1:00 p.m. Manager Munoz dates. It was September 16th Councilman Jones moved to adjourn this meeting. Councilperson Gillespie seconded the motion. Meeting adjourned 6:45 p.m. Minutes submitted by: Debbie Sigler 9 Council Special Meeting September 9, 1991 . . )--', , , ':J r ,~ ;ttJl ~'~ ;t~ TWO LPERSON - ZONE REE ~J;~ COUNCILMAN - ZONE FOU . ~/~ -C I TV CLERK Approved this 7 day of o~ ~~~~ MAYOR , 1991. 10 Council Special Meeting September 9, 1991