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08-15-1990 - Budget Workshop .., ...., CITY COUNCIL OF EDGEWATER WORKSHOP AUGUST 15, 1990 MINUTES Mayor David Mitchum called the workshop to order at 7:00 p.m. in the Edgewater Library for the purpose of FY 1990-91 budget review. ROLL CALL Mayor David Mitchum Councilman Dan Hatfield Councilmember Gigi Bennington Councilman Russell Gold Councilman Thomas Fish City Attorney Jose' Alvarez City Manager Elly Johnson City Clerk Susan Wadsworth Chief Lawrence Schumaker Present Present Present Present Present Excused Present Present Present Mr. Johnson suggested dates for future meetings and it was agreed to meet on Monday, the 27th, for the Charter Review Committee and evaluation process and Thursday, the 30th, for the utilities budget. Councilmember Bennington asked if the 27th is a special meeting and workshop. Mayor Mitchum replied yes. Councilman Gold stated helll be unavailable that week. Mayor Mitchum asked if he objects to their meeting without him. Councilman Gold said no. Mayor Mitchum asked for a review of the revenue for the General fund. Mr. Johnson stated ad valorem taxes are based on 4.6 millage rate and delinquent taxes are based on prior year's collection. He reviewed the various franchise taxes. He noted they used conservative figures and had one budget adjustment this year and will have another. Councilmember Bennington asked if they pledged this through the CIP as a back up. Mr. Johnson replied they1re not committed to be paid out but are pledged and won't be used if the other is handled prior and they're only a back up to get the State Revolving Fund loan. He further explained the licenses and delinquent license fees are based on prior years. He noted building has been down but if the CIP continues, it will pick back up. He added they'll analyze the DCA report and meet with DCA staff to try to resolve some of the differences and come back to Council with a full report. Councilman Hatfield asked if they can change things we came to agreement on. Mr. Johnson said they can change anything and we're not at a certain point until they sign off. He explained the various agencies having conflicting remarks. He said he'll come to Council for budget adjustment if they find there1s a problem. Mr. Johnson continued explaining the items of revenue for the General fund, noting some are based on current year's figures and some are State estimates. He noted parks and recreation fees are generated by programs they put on and it's based on the participants they're anticipating. Councilmember Bennington asked if it's $100,000 from impact fees. Mr. Johnson replied yes, and continued with the 1 i st ing of revenue sources. He stated carryover between the excess of revenue over expenditures for the current year will be about $500,000 but it will not come out of what1s there. Mayor Mitchum asked if they can be assured of that. Mr. Johnson replied it's a 99% chance, and they were over that last year. Councilmember Bennington said it's a figure to balance it. Mr. Johnson said they put it in each year and it's not to take out of what's there. He said there1s a cutback in some programs where they don't spend it or didn1t accomplish it and additional revenues where they had budgeted conservatively. Mayor Mitchum asked the current reserve. Finance Director Fred Munoz replied as of June it's $946 plus approximately $210,000 reserve for stormwater which is the general fund and then they have the parks and recreation fee. Councilmember Bennington asked if it's a savings account, and if this is the fund they'll take the bike path from. Mr. Johnson replied yes, and it's what is left between revenues and expenditures of the current year and not what's in reserve at the present time. Mayor Mitchum said it's carryover this year. Councilmember Bennington asked if they have to carry that much over with the $500,000. Mr. Johnson replied it's an appropriation from the unappropriated funds for reserve and it will be used as necessary and they've used very little. Mr. Johnson continued reviewing items of revenue in the General fund. He explained the long term debts are those items that are budgeted that will be lease purchase, such as the trucks, and we're required to back up the loan proceeds as revenue the same as expensing the entire portion as expenditures. '-" ...." Mayor Mitchum asked the appropriated fund balance. Mr. Munoz replied $946,000 as of June 30th unreserved. He read the figures under the v ar i ou s reserve accounts, with a fund balance of $627,993, and summary of revenue and expenses for the year of $318,216, which is the net of revenue over expenses as of the end of June. Councilmember Bennington asked if the $499,000 is estimated to be the revenue over expenses. Mr. Johnson replied yes. Councilmember Bennington asked where they'll get the $230,000 (bike path) and when. Mr. Johnson replied when the project is bid and the contract is let and they won't take it out until then. Councilmember Bennington asked if it could be in this budget. Mr. Johnson replied yes, or in the next budget and it depends on the time schedule. Mayor Mitchum said by the time the left over revenues are put in, the fund balance will not be short one half million. Councilmember Bennington said by September 30th this will be what's left from the budget they're operating on now. Mr. Johnson replied yes, and it1s the difference between what was collected and what was actua lly spent. Refuse budget was reviewed. Mr. Johnson stated they opened proposals today regarding the recycling program and had two bids, one for $1.50 and the other for $1.54 per household and they'll analyze these and make a recommendation to Council shortly. He stated the refuse fund revenue is projected and the only increase will be the recycling fee and they're looking at an adjustment this year with a fee of $1.60 to cover it. He said projected revenue based on growth is $853,566 and the recycling fee should generate $119,251. He explained by picking up trash and burning it they save fees at the landfill but they have to sort it before we can take it to the landfill. He added interest is projected on the refuse share of the investment poo 1 and mi sce 11 aneous income is $2,000. He pointed out theylll probably get grants during the year and that will be used to buy containers for the rest of the City. He reviewed the current pilot program with 3,000 containers. He said part of the appropriated retained earn i ngs is to be taken to he 1 p pay costs for add it i ona 1 equ i pment they'll recommend and there's a certain amount of the refuse bill that is for replacement of equipment. He said the current year1s budget is $1,043,000 and part is due to increased costs. He said the State requires anything related to refuse collection has to be accounted for and has to pay its own way. He said the landfill cost is $123,400 for tipping fees and a recycle fee of $2.50 is $111,000, repair on two semi's is $25,000, gas, oil and diesel is $25,000, transportation for utility billing and freight on parts and uniforms is $7,500, utility is $2,600, rental is $700 for miscellaneous equipment, and insurance is shared. He said recycling has $1,800 for educational work, and other current charges are for physicals and drug testing for employees and this has been a high turn over department. Mr. Johnson stated they're requesting to purchase a 23 yard refuse truck under machinery equipment and will replace a 1976 truck that's worn out. He said the back up unit has a lot of age and they try to replace these every few years. Public Works Director Carl Overstreet stated that will give them four trucks for the four main routes they run now. Mr. Johnson stated they have two trailers and need one additional and it will be yard clippings and things they don't burn that have to be kept separate. He said the recycling bins are about $14,000 and some of that will be received back from the State with a grant. He pointed out depreciation expense is an accounting process needed for an enterprise fund. Councilman Hatfield asked why Mike Tenney's in the Refuse budget. Mr. Johnson explained he was always there and they don't charge any of Carl Overstreet's time or the mechanics. Councilman Hatfield asked about Debbie Sigler, who's in Finance. Mr. Johnson explained it just pays those employees. Councilman Gold asked if the landfill cost is based on the projected they'll save with recycling. Mr. Johnson replied yes, based on what they'll have to dump and possible rate increases. He further explained it1s a tipping fee and if you don't dump, you don't pay. Mr. Overstreet stated it's a reasonable fee compared to most county landfills in the State. Councilman Hatfield asked how long a trash truck lasts. Mr. Overstreet replied it depends on if he keeps the same driver since that increases the vehicle life and he1s looking at about a 10-year life span. Mr. Johnson said they would have replaced a truck this year except they had to get a trailer and garbage truck. 2 Council Workshop Minutes August 15, 1990 ~ ....., Refuse (Continued) Councilmember Bennington asked if the trailer and trucks will be bought outright. Mr. Johnson replied yes, and they set up funds in that account for the purchases and it will probably be over 120 days on the garbage truck and the trailer might be different because they're built in stock. Councilmember Bennington noted the workers I comp rate is higher than the engineer. Mr. Johnson said garbage is probably one of the highest. Mayor Mitchum asked about transportation. Mr. Johnson replied it's postage for utility billing and freight on parts and other items. Councilmember Bennington asked about the note regarding "differs by". Mr. Munoz said it wasn't detailed further. Mayor Mitchum asked about the $7,500. Mr. Munoz replied water and sewer and stormwater also pay for billing, and he further explained the notes. Stormwater Utility was reviewed. Mr. Johnson explained revenues are based on units called EDU's and current revenues this past year were used. He referred to the appeals process some had utilized. He said there are interest earnings and it's based on $3.00 for each residential unit. He pointed out personnel is the same and overtime is only when they have a flooding situation or to unstop something at night. He read the other items on the list. He pointed out Improvements Other than Buildings is money they'll put in for projects and they'll go as far as they can, and will address the area behind Shangri-La and Wildwood. He added they'll be replacing culverts in some of the South end of Florida Shores areas. Councilmember Bennington said it's about $230,000 for the bike path and they estimated $150,000 for culverts. She asked if that would come from this fund. Mr. Johnson replied he didn't recommend it because they set up the stormwater account for overall drainage for the entire City and they have capital items that are in critical need. Councilmember Bennington noted that eventually they were going to do it in that area. Mr. Johnson said they also looked at 30th with an assessment process and they're building a path that will be used for everyone and they won't be assessed, it's coming out of unappropri- ated funds account. He said DCA hit them with stormwater treatment in the Florida Shores area and we told them it's part of the CIP but they want us to consider making every homeowner put stormwater retention onsite when they build. He stated the overall plan was discussed with St. Johns River Water Management District and when they do the paving in Florida Shores, most of the drainage will be taken care of, but they cannot do it without using the East-West streets for retention. He pointed out this is a self-supporting fund and any changes have to come before Council for approval. Councilmember Bennington asked if they'd set up the charge back system for stormwater using another department's piece of equipment. Mr. Johnson replied no, some of the equipment was transferred and is being depreciated against this fund. Councilmember Bennington asked if it's staying at $3.00. Mr. Johnson replied yes. He said they were originally going to borrow the money and do the work and then go through an assessment process and decided to set priorities and do them as they had cash available so they don't overburden themselves in borrowing. He referred to easements behind some of the homes that make them inaccessible, and without access they can't maintain it. He said when they do the street lights they have to look at properties to get an easement for the front part of the property because utility easements are usually in the back. Council began a review of the entire budget. City Council - Under Promotional Activities, Mayor Mitchum reviewed they cut to $6,200 for Volusia County Business development, to $4,500 for Chemical People, $500 for Citizens Information, and $3,328 for Volusia Council of Governments. Councilman Hatfield suggested they delete Show Dolls at $500 as held like to support programs that provide services for the entire group and not an individual group, and he doesn't want to set a precedent. Mayor Mitchum and Councilmember Bennington agreed. Mayor Mitchum stated they don't need Other Miscellaneous for $300. Mr. Johnson pointed out they used it this year. Mayor Mitchum suggested they cut the $200 from Miscellaneous 53550, and leave $300 in Miscellaneous under Books, Publications, and Subscriptions. Councilman Hatfield asked what it is and Mr. Johnson replied for any additional books they needed and the other is for miscellaneous. Mr. Munoz stated year to date spent is $84.49. Councilmember Bennington stated they've saved $6,992. Mr. Munoz agreed. 3 Council Workshop Minutes August 15, 1990 .... ....,; City Manager - Councilmember Bennington suggested renovation be cut completely. Mayor Mitchum said held cut it back half. Mr. Johnson stated it won't help to cut it by half. Councilman Fish stated most other items are in the City Manager's contract. It was agreed to cut the $7,500 for renovat i on. Mayor Mitchum asked if the $1,300 for books and publications is in his contract. Mr. Johnson replied part is for professional dues and the legislative conferences comes out of there. Mayor Mitchum asked about travel. Mr. Johnson said under State Code it has to be split, and registration is from the one. Mayor Mitchum asked if the $1,200 is per the contract and what it is. Mr. Johnson replied it's for things they need in the office. Finance - Councilmember Bennington questioned the new position because a lot of time they're not actually doing anything. Mr. Johnson disagreed, saying in the mornings they have people backed up a lot of times and the girls have to close out and take the mail, hand sort it, and put it in the system. Mayor Mitchum and Councilman Fish also questioned the position. It was agreed to cut it. Mayor Mitchum asked about the $650 for miscellaneous seminars. Mr. Johnson replied it's training for computer programs. He explained the training at the Community College. Councilmember Bennington said she didn't want to cut it. Fire Chief Vola left the meeting briefly to answer a fire call. Mayor Mitchum questioned item 53460 for Repair and Maintenance. Mr. Johnson replied it1s maintenance on printers and terminals and CRT's of the computer system. Mr. Munoz said it includes SMI at $60 an hour when they have problems. Mayor Mitchum asked about the clothing allowance. Mr. Johnson explained the contract provides all employees will get a clothing allowance of $150 each. Mayor Mitchum questioned Miscellaneous Supplies. Mr. Munoz replied it's operating supplies such as recording tapes for back up tapes. Mayor Mitchum asked about tuition reimbursement. Mr. Johnson replied that's been in the contract and the City pays for an employee to better himself and the employee signs a contract that he'll stay nine months after he takes the course or repays the City. Legal Counsel - Mayor Mitchum asked if they had anything and there were no comments. Mayor Mitchum stated the budget's figured at 4.6 mills and his goal is anything they cut the 4.6 remain the same because it's still down from last year. He noted they sent 4.89 to the County and anything they save will go toward the $499,000. He added they'll probably have to raise it next year unless they have a tremendous amount of building unless they're very conservative again. Council- man Hatfield asked about a fund for a future building for a new City Hall. Mayor Mitchum replied it1s not addressed in this budget. Councilmember Bennington suggested they look at it when they get done with the cuts. Mayor Mitchum stated Edgewater's lowered it's millage rate the last three years and if they're going to ask the people to enter into a major CIP, they need to tighten their belts. Planning - Mayor Mitchum asked what's been cut. Mr. Johnson replied $10,000 for annexation. Mayor Mitchum suggested they cut the new Code Enforcement Officer position and move the title of Safety Director to the Fire Department to have a full time Code Enforcement Officer. Councilman Fish questioned how much time is spent on safety compared to code enforcement. Planning & Zoning Director Mark Karet replied about 15% of his time is safety. Councilmember Bennington stated they had 150 code violations last month. Mr. Karet explained that's low, it's usually between 150 and 200 monthly. Councilman Hatfield, Councilman Fish, and Councilmember Bennington stated they want to keep it. Mr. Johnson suggested they make annexation $15,000 instead of $20,000. Councilmember Bennington stated Travel and Per Diem has a national conference in New Orleans and she's doesn't mind sending him in Florida but doesn't think they're ready for national and it could be $1,375 for room, board, and air fare. Mr. Johnson commented on getting people involved and the fact that Mark doesn't go to many. Councilmember Bennington noted Mark hasn't been here that long. Mayor Mitchum agreed they're not ready for National, adding some seminars aren't that beneficial. Council- member Bennington suggested they drop it from $4,000 to $3,000. Mr. Johnson pointed out it's anyone in that department of six people. It was agreed to cut by $1,000. Councilmember Bennington questioned Machinery and Equipment, GIS for data conversion. Mr. Karet explained it's Geographic Information Systems and it's a computer package. There was discussion about the system, how it will increase efficiency, and that the engineering department can also use it. It was agreed to cut $16,000. 4 Council Workshop Minutes August 15, 1990 ~ ...... Mayor Mitchum called a recess at 8:30 p.m. He called the Workshop back to order at 8:40 p.m. City Clerk - Mayor Mitchum, Councilman Fish, Councilmember Bennington, and Councilman Gold agreed to cut the Personnel Director's position. Councilmember Bennington pointed out furniture and other items will be affected. Mr. Munoz noted it's approximately $34,121. Other Government Services - Mayor Mitchum suggested they cut coffee City-wide because it's about $3,000. He referred to residents on fixed incomes who find it hard to pay taxes and he doesn't think they'd agree to buy coffee when they can hardly buy their own groceries. Councilman Gold, Councilman Fish, and Councilmember Bennington agreed. Mayor Mitchum asked if the telephone module is in addition to the telephone system. Mr. Johnson replied it's for the Merlin. City Clerk Wadsworth said it's for the different sets and they're filled up and the 5-line is for lines coming in and there are no more available in that module. Councilmember Bennington asked if the cash registers under Machinery and Equipment will help the girls to be more efficient and faster. Mr. Johnson replied it won't save time but will save one step and the purpose is because of vacation time and having coverage for the switchboard. Mayor Mitchum requested that Mr. Munoz reply when a question is directed to him. Mr. Johnson explained the budget is the Manager IS proposa 1 to Mayor and Counc i 1. Counc ilmember Bennington asked Mr. Munoz to explain the cash registers. Mr. Munoz explained they'll be able to validate instead of stamping them and it will be a slip printer and the new cash remittance system is much more advanced then they currently have and operations will be much more efficient. Councilmember Bennington asked if it will take less time to balance out at the end of the day. Mr. Munoz replied they're looking at its being more efficient than as a time saver. It was agreed $1,600 for coffee was the only cut on this account. Maintenance - There were no changes to this account. City Engineer - Councilman Gold stated this is reasonable. Mayor Mitchum questioned the seminars and travel and per diem. Councilmember Bennington suggested rather than saying he can't go to certain ones, they could cut $1,000 or $2,000 from books, publications and subscriptions, or $1,000 from the one and $1,000 from travel. Mayor Mitchum suggested it be $1,000 and $500, or a total of $1,500. Councilman Fish and Councilmember Bennington agreed. Special Recreation Facilities - There were no changes to this account. Police - Mayor Mitchum suggested the two open auxiliary positions be cut and the one unmarked vehicle be cut and use what they have. He noted they're buying four new cars to replace old ones. He said held originally cut the evidence building with fenced compound but has decided to leave it. Councilmember Bennington said she'd cut the evidence building. Police Chief Schumaker stated the auxiliary positions haven't worked with enthusiasm held anticipated and won't be much effect except during July 4th. He reviewed the fact the present evidence building will be torn down and the need for a secure evidence building if they want to get convictions in court. It was agreed that wouldn't be cut. Chief Schumaker explained the car was budgeted due to reorganization with two Lieutenants. Councilman Gold suggested they just cut the auxiliary. Councilman Hatfield asked if all the cars are used 24 hours a day. Chief Schumaker replied they'll be down when they're in the office but currently a Sergeant is driving his own truck because his carls being used by another detective. Mayor Mitchum asked how many cars they have. Ch i ef Schumaker sa i d 21 tota 1, and the AC. Mayor Mitchum stated they're adding four. Chief Schumaker noted the four have over 100,000 miles. Mayor Mitchum said with five cars and a leased vehicle, what will they do with the replaced vehicles. Chief Schumaker said they're all marked units that will go out on patrol. Mr. Johnson said they'll be sold at public auction. Chief Schumaker reviewed features they have as Police package vehicles. Councilman Hatfield pointed out if they cut a vehicle they'll have to spend $2,000 or $3,000 to refurbish one of the old patrol cars. Mayor Mitchum agreed he had no problem with leaving it if Council agrees. Councilmember Bennington asked if the $5,500 for printing and binding is sent out or done in house. Mr. Johnson replied it's for forms and reports they're required to do and the State changed requirements last year. Chief Schumaker explained as of October 1st there's an entirely new form required for a booking system for DUlls. Mayor Mitchum referred to Constitutional Amendment #3 which limits State mandates without funding. 5 Council Workshop Minutes August 15, 1990 '-' ... Police (Continued) Councilmember Bennington stated the detectives' xerox machine is at least 10 years old and there's $1,300 budgeted for repairs and the maintenance contract and they can get a new copier for $2 to $3,000. Chief Schumaker reviewed the large amount of copying in their division. It was agreed to change the figure from $1,300 to $3,300. Fire & Rescue - Mr. Johnson explained the print out is for two additional personnel from 7 a.m. to 7 p.m. coverage and for four personnel with 24 hour coverage. He pointed out there will be a slight increase in overtime because of the labor loss. Councilman Gold proposed two. Mayor Mitchum proposed four. Councilmember Bennington agreed to two, noting her intention was to gradually build up the Fire Department. She asked the shifts. Chief Vola said it's day time coverage 7 a.m. to 6 p.m. Monday through Friday. Councilmember Bennington asked if it will be 7 to 7 with two additional. Chief Vola agreed. Council- member Bennington asked what time they have the highest calls. Chief Vola replied he doesn't have the information available. She asked the times based on his previous experience. Chief Vola replied it's a seasonal pattern, the highest level of structure fires is midnight to 6 a.m., and rescue calls and traffic and shootings and stabbings, etc., don't have a pattern and vary by the time of year and with influx of retirees and people moving from the North there1s a larger number of trauma calls. Mayor Mitchum agreed his intention was to build slowly and two versus four will take a long time to get where they should be. He stated he has problems with these figures because they cut $26,000 from the original proposal and have added $24,000 in overtime, and it's unacceptable. Councilmember Bennington suggested two would be better. Mr. Johnson suggested they could redo the schedule, and it was the same way with overtime for the Police Department, which is $50,000. Councilmember Bennington pointed out this is $24,000 with a lot less men, and the original intent of establishing a paid Fire Department was because the drain on the volunteers during working hours was making response to calls almost impossible, plus a lot of City employees were volunteers that responded and were taken away from their City positions. She added the volunteers still wanted to be able to answer calls evenings and on their days off and week-ends. Mr. Johnson explained there's a difference between fire calls and rescue calls. Councilman Hatfield stated six will give them a minimum 24 hours 7 days and held agree to that on the conditions it remain for no increases next year. Mayor Mitchum and Councilman Fish stated they can't do that. Councilman Fish requested a different schedule leaving some of the week- ends open for volunteers to cover. Councilmember Bennington again proposed two, Councilman Hatfield suggested four, and Councilman Fish suggested four. Mr. Johnson said they'll redo the schedule with overtime and give it to them prior to the hearings. Councilmember Bennington said they're going from Lieutenant to Deputy and she assumes they'll do the job description for the wage and classification report. Mr. Johnson exp 1 a i ned tit 1 es and dut i es were there and sa 1 ary range wasn I t increased. Councilmember Bennington asked if they1re just changing the title. Mr. Johnson replied yes, and it's in that range. Councilmember Bennington asked if an Office Assistant was in last year's budget. Mr. Johnson explained that came in as a part time because of reports and setting up a records system and they're proposing full time at the basic staff position. Councilmember Bennington said theylll add four firemen and a full time Office Assistant. Mr. Johnson agreed. Mayor Mitchum questioned the four door cab under Vehicle Repairs on the revised sheet with four positions. He recalled that when he previously asked the question they were told it was State mandated. Mr. Johnson stated it's a Federal requirement. Mayor Mitchum disagreed, referring to discussions held held with Fire Departments in Rockledge, Cocoa, and Titusville. He suggested they cut it. Mayor Mitchum stated held also talked with the other departments about the cascade system to refill tanks and Rockledge has it and fills the tanks for Cocoa and Titusvi lle has had it for four years but they have 51 people in the department. He said he doesn't feel it's necessary at this time. Fire Chief Bill Vola said he has a system that1s outdated and it won't fill the bottles they need to fill. Mayor Mitchum asked the number of bottles. Chief Vola replied 23 or 24. Mayor Mitchum asked how many are proposed. Chief Vola replied 18, when they purchase those in this budget and the other ones will have to go. Mayor Mitchum stated these other departments have air packs that are 15 years old that are functioning perfectly and don't have one for every man and they have 6 Council Workshop Minutes August 15, 1990 ",." ..., fire & Rescue (Continued) the truck supplied with them. He asked the age of those they're replacing because it seems they're buying air packs every year. Chief Vola said the air packs they have were never certified. Mayor Mitchum asked if the ones purchased over the last three years were certified. Chief Vola replied they're Cliftons and some were never maintained and they don't meet OSHA standards. He added only four meet standards. Mayor Mitchum asked the life span. Chief Vola replied Clifton's lost their business because they weren't certified and a man died. He added they have trucks running that don't have air packs and they wait for someone to corne out with the air packs. Mayor Mitchum asked how many are in the budget. Chief Vola replied 12 this year and 6 for the new one. Mayor Mitchum said that will give them 22. There was discussion about the size of the Cascade system. Chief Vola explained the reason for the Cascade is to store high pressure air in volume to fill 10 to 12 bottles and let the compressor fill the Cascade back up. Councilmember Bennington asked if we have the compressor. Chief Vola replied yes, and it's 5,000 PSI tank for breathing air and the high pressure tubing to interconnect them. He noted they also have no purification system on it and this will address it. Mayor Mitchum asked if this will correct it. Chief Vola replied yes. Councilmember Bennington asked how other departments refill their bottles, such as New Smyrna Beach. Chief Vola noted New Smyrna Beach has an agreement with a dive shop. Councilmember Bennington suggested an agreement between cities. Chief Vola questioned the capabilities of the dive shop to meet standards. Councilman Hatfield suggested we could work with New Smyrna Beach. Councilmember Bennington asked if they have 22 bottles now. Chief Vola said they have 13 Cliftons and 4 Scotts and the rest are out of service. Councilmember Bennington asked if only 4 are okay. Chief Vola replied yes, they're legal. Mayor Mitchum asked why they waited this long. Chief Vola replied they were later in the year in the capital purchasing cycle and they wrote a comprehensive bid specification package and they turned the bids over to the firefighters who used the pack and gave feedback about performance of the various air packs. Councilmember Bennington said they have 4, are going to buy 12, and he's proposing 6 more to have 22. She stated that other departments that have 42 to 50 men only have 22 maximum and she questions why they need 22. Chief Vola said they have 46 volunteers and 6 paid personnel. Councilmember Bennington asked if they all respond every time. Chief Vola replied they can't guarantee it and they've had simultaneous house fires in the past few weeks. Mr. Johnson pointed out every man had an air pack in Cocoa, and they'll eventually buy more tanks for spares. Chief Vola stated it's a reasonable number and they're putting the air packs on the vehicles. Mayor Mitchum asked if there's anything they can use for the $12,000 truck. Mr. Johnson replied they can buy a cheaper vehicle but they had a vehicle that disintegrated and a Dodge that has 220,000 miles and it's used at a fire scene to transport equipment, plus air tanks in a car don't work very well. Mayor Mitchum suggested they cut the 4 door cab. Councilmember Bennington and Councilman Fish agreed. Mayor Mitchum proposed cutting the truck. Councilmember Bennington said she was going to cut the Cascade system but was convinced they need it but they have too much without the truck for another year. Councilman Fish said he wants to keep the truck because it would be used primarily for the fire inspector and he could keep prints and books in the cab and still have room to haul someone around. Mayor Mitchum asked if they have something in the Building Department. Mr. Johnson replied the inspectors drive the truck and it's used every day. Councilman Hatfield and Councilman Gold agreed to keep it. Mayor Mitchum stated they don't need the Jacob Brake at $4,000, and Titusville, Cocoa and Rockledge don't have it. Councilmember Bennington agreed, noting Deltona and New Smyrna Beach don't have it and there's a question about whether it's cost effective. Councilman Fish agreed they could do without it now and consider it in the future. Mayor Mitchum suggested they cut $22,000 and leave it at $2,000 (overtime). Councilmember Bennington and Councilman Fish agreed. Councilmember Bennington suggested under Professional Services the career physicals and drug testings are by State Statute for new hires and the hepatitis are not State requirements but it's a practice so all firefighters, especially EMT's, have that advantage with the career pulmonary function and stress test. She asked if it's done every year and if the volunteers have had physicals. Chief Vola replied the City never had volunteers getting physicals and there's 7 Council Workshop Minutes August 15, 1990 ...., ....." Fire & Rescue (Continued) a liability there along with the moral value, and he doesn't want a firefighter with a heart disease. Councilmember Bennington agreed, adding they didn't have career before and it will be a one time thing for each added on. Chief Vola stated he made numerous telephone calls per her inquiry and most of these go to Title 3 Federal Code of Regulations regarding dealing with hazardous materials and that mandates it and the workers I comp rules through the Department of Labor gave him Florida Administrative Code 30 F 43.001 (3) which lays out the physicals, including blood tests. Councilmember Bennington asked if it will be one shot. Chief Vola replied it's mandated any time they're exposed to hazardous materials and this establishes the base line. Councilman Hatfield asked if it has to be done annually. Chief Vola replied the pulmonary function and physicals have to be done yearly but blood screening only based on exposure. Mayor Mitchum asked if they have a Right to Know Program. Mr. Johnson replied yes. Chief Vola pointed out ours is containment and control and they have to call in the County Interagency Hazmat Team. Councilmember Bennington asked if volunteers would come under that when they have the original one time. Chief Vola replied yes, and it's for existing volunteers. Mr. Johnson pointed out they have to cover them under workers' compo Councilmember Bennington asked about account 52340 (Other Contractual Services). Chief Vola replied it's for existing volunteers I training classes in house and this is a continuation of what they've got for years. Mayor Mitchum asked about Travel and Per Diem. Chief Vola replied he broke it out for hotel rooms and room and board. Councilmember Bennington asked about Books, Publications and Subscriptions. Chief Vola said it's two parts. Mr. Johnson said they're trying to get as many people as possible involved in the EMT Program. Councilmember Bennington said they cut Mark Karet's travel and she proposed they cut the International Fire Chiefs. Chief Vola explained that's membership. Councilmember Bennington suggested they cut $2,000. Mayor Mitchum suggested they cut $1,650 and make it $6,000. Councilmember Bennington agreed. Mayor Mitchum asked about uniforms. Mr. Johnson replied it's adjusted for the number of people and is in line with the Police Department. Councilmember Bennington asked what firefighters turnout is. Chief Vola replied it's jackets, their bunker pants, and suspenders, and boots are separate. Councilmember Bennington said some departments give gloves and helmets. Chief Vola explained they aren't purchased from the same source and jackets and pants are purchased from the same manufacturer as a package item. Councilman Fish asked how many sets they're looking at. Chief Vola replied there are 13 sets of bunker gear and some volunteers don't have the gear that's fire retardant. Mayor Mitchum asked what they do with it when they leave. Chief Vola replied pagers, uniforms and all bunker gear and property of the department issued to them is returned. He pointed out they only have a 3 year service life because of wear and tear. Mayor Mitchum asked about life expectancy for the replacement pagers at $3,000 as it seems everyone in the City has a pager. Mr. Johnson replied they cut back all radios and use telephones because they're cheaper to operate and the pagers are the only way to contact, and Chief Vola would like this type of pagers. Mayor Mitchum asked the cost. Chief Vola replied $300 and he's proposing 10 and George Barlow advised some are over 10 years old and they've spent about $1,800 in repair costs this year. Councilmember Bennington said pager repairs is $500 and they'll buy 10 new ones. Mr. Johnson explained the oldest ones will need service during the year. Chief Vola said one is to replace 10 out of over 40. Councilmember Bennington noted they have 48 or 49. Chief Vola said the other money is to repair existing pagers. Councilmember Bennington asked if they'll cut coffee for them. Mayor Mitchum replied for all. Councilmember Bennington asked if volunteer uniforms are for new volunteers or to replace old ones. Chief Vola replied both. Councilmember Bennington asked if they need a washer and dryer if they don't have 24 hours a day. Mr. Johnson replied they'll have people the rest of the time for 24 hours and will need them. Councilmember Bennington asked about beds. Chief Vola said he thinks it's 4 beds because some would like to come in and augment the first response out. Councilmember Bennington said if they cut from travel and per diem, they should cut books, publications and subscriptions. Mayor Mitchum said he cut $1,000. 8 Council Workshop Minutes August 15, 1990 ... ""'" fire & Rescue (Continued) Mayor Mitchum asked about miscellaneous education of $2,500 and seminars of $4,500. Chief Vola replied they use the National Fire Academy and the Florida State Fire Academy and it costs nothing for tuition but they have to pay for a place to stay. Councilmember Bennington asked about base station repairs under Machinery and Equipment. Chief Vola replied it was based on input from Lt. Britain and the Fire and Police Departments have shared a frequency and it's caused a problem for both and they've applied to FCC and received approval for their own frequency. Councilman Fish asked if it includes costs to convert. Chief Vola replied no, it's included in walkie talkie repairs and mobile radio repairs are the conversion. Councilmember Bennington asked about $500 for repairs. Chief Vola replied it should fund the maintenance contract. Mayor Mitchum asked about portable radios under 56640. Chief Vola replied the pagers are $300 each, and the others are $600. Mr. Johnson referred to the 800 Mhz becoming a reality within the next two years. Mayor Mitchum asked about mobile replacements. Chief Vola replied a significant number are shot and brush trucks cannot answer back when they're called, plus they're extremely old. Mr. Johnson briefly reviewed the different types of communication. Mayor Mitchum commented on the professionalism of the Fire Chief. Buildinq - Mayor Mitchum stated office renovations of $2,500 is not needed. Councilman Hatfield said they need an entrance way. Mr. Johnson stated if they don't do the rest, to take it out because they can't do one without the other. Civil Defense - Councilmember Bennington proposed $2,700 and $600 be dropped. Mayor Mitchum proposed the $3,300 also. Public Works - Mayor Mitchum stated only coffee is cut. There was brief discussion regarding refrigerant recovery. Mayor Mitchum noted some of the equ i pment 1 i nes quoted are the most expens i ve. Mr. Overstreet noted it 1 S a jobbers price. Special Road Maintenance - Mayor Mitchum suggested they cut the mower. Mr. Overstreet stated he1s using a bush hog for the right of way which is dangerous around traffic and this equipment is designed for this type of work. Council- member Bennington stated it1s $7,842 this year (debt service). Mr. Overstreet stated it's a public works function and won't be run full time there but it doesn't mean it can1t cut other rights of way and be used for the taxpayer's dollar. He again stated he needs it for safety. There was discussion about ava i1 ab i1 i ty of 1 ess expens i ve mowers, perhaps a sma 11 er size. Mr. Johnson pointed out there's a matching revenue item for this. Mayor Mitchum and Councilmember Bennington suggested they look in the $30,000 range and adjust the budget if they can't find it. Librarv - There were no changes to this budget. Parks & Recreation - Mr. Johnson stated they have information on an in house master plan with a layout of park facilities on the 26 acres and everything on the site. He added they didn't cost out the swimming pool. He stated they got municipal leasing information with Florida League of Cities and could pay it back with impact fees and this falls in line with the Comp Plan element and is a total recreational complex. He reviewed items on the layout, noting the total complex, including road and land, is $1,834,789. He said the pool would be $750,000 to $900,000. There was brief discussion regarding liability and maintenance with a pool. Mayor Mitchum and Councilmember Bennington commented on the nice job Jack Corder did on the layout. Councilmember Bennington asked if they'll delete it from the budget if they go through Florida League of Cities. Mr. Johnson replied yes, and William R. Hough is the designated FLOC representative and their rates were around 7%. Mayor Mitchum said he was going to cut the workshop in half. Mr. Corder explained they would cut it completely if they go with the FLOC program. Councilmember Bennington asked about page 12. Mr. Corder explained that's in impact fees and not the general budget. Councilman Fish agreed to cut it since they cut it with City Hall. Councilmember Bennington asked if it's just the workshop. Councilman Fish replied, the workshop. Mayor Mitchum explained Mr. Corder agreed he cou 1 d bu i1 d a sma 11 er port i on wi th ha 1 f. There was discussion about the type of building it would be and adding on at a later date. 9 Council Workshop Minutes August 15, 1990 ..... . . ,.... "WI' Parks & Recreation (Continued) - Councilmember Bennington suggested they cut the chipper. Mr. Johnson said a lot of people will use the mulch and the more they use, the less theylll have to burn. Councilmember Bennington suggested they cut $10,000 and take wherever he wants to. Mayor Mitchum stated other things may come up in recreation impact fees and it shouldn't be taken down to $4,000. It was agreed the chipper stays. Councilman Hatfield moved for adjournment. Councilman Fish seconded the motion. Meeting was adjourned at 10:37 p.m. Minutes submitted by: Lura Sue Koser ATTEST: ~CLJ ?i.t. ..--~ -- -- , ,-. ,/ COUNCILMAN - ZONE FOUR 10 Council Workshop Minutes August 15, 1990