Loading...
08-08-1983 - Workshop ~ '. I~ ~ Q CITY OF EDGEWATER FY 83-84 BUDGET WORKSHOP August 8, 1983 Mayor David Ledbetter called the first budget workshop session to order in the Community Center . ROLL CALL Mayor David Ledbetter Councilman Asting Councilman Spencer Councilwoman Bennington Councilman Wargo Police Chief Earl Baugh City Clerk Connie Kinsey Present Excused Present Present Present Excused Present The City Clerk informed the Council that a" representative from the Humane Society would like to speak to the Council regarding their needs. She set this up for 2:00 Tuesday. The City Clerk read a memo from Karen Rickelman and her regarding the preparation of this preliminary budget. (a copy of this memo is attached to the original workshop minutes) GENERAL FUND REVENUES: Mrs. Rickelman explained the method of determining the rolled back millage rate, and answered various questions from the Council members regarding the tax structure. Mrs. Kinsey stated that this is just the beginning; perhaps the Council would like to continue and come back to this at a later point. Mayor Ledbetter brought out the subject of merit increases. There was a discussion regarding the union contract and the merit system. Councilman Spencer suggested the Council go down line item by line item under the revenues. Delinquent ad valorem taxes: Mrs. Rickelman explained this is a ballpark figure, depending on the previous year. Electricity: Mrs. Kinsey explained she spoke with Florida Power & Light and it was suggested to her that we not figure over 10% increase. Cable television: Mrs. Rickelman was given this figure from speaking to someone at the company, based on the collections for the first six months of this year. Professional and Occupational Licenses: This is based on last year's collections and the rate increase. Building Permits: This was figured with Mr. Bradshaw, averaging the July report and dividing it among Building,Electric,Plumbing,and Mechanical Permits. There was a discussion at this time about dis- cussing the permit rates with Mr. Bradshaw. Culvert Income: This is based on actual costs, there is no money made on this. Other License & Permits: This is the dog tags. Other Public Safety (grant): This was a one time grant in 1982. Cigarette Tax: This figure was given to us from the State. State Sharinq Program: This figure was also given by the State. Mobile Home Licenses: This is an average from four years. Alcoholic Beverage License: This is also an average over four years. . . o o Additional Homestead Exemption: -0- State Sales Tax: This figure is given by the State. Rebate on Municipal Vehicle: This is the rebate on the tax we pay for gas for our vehicles. This figure is an average over four years. Mayor Ledbetter informed that under the Indianapolis Plan a certain percentage of this rebate is lost, perhaps this should be looked into. County Occupational License: This is figured the same as our own occupational licenses. County Road & Bridge Tax: This is our share, and each year it goes up a couple of hundred dollars. Zoning Fees: This is also taken on an average. Councilwoman Bennington suggested that the fees be looked into sometime. Sale of Maps & Publications: This is also taken on an average. Police Services: This figure was given by the Police Chief. Street Light Fees: This is based on the figure from the building permit fees. Lot Mowing & Clearing: This is a line item, however we do not make money on it. Court Fines: This figure was given by the Police Chief. There was discussion that this figure is a little too high. The figure was dropped from $30,000 to $25,000. Police Education: This is based on court fines. Interest Earnings: This figure is only the portion which will go into the General Fund. At this time there was discussion regarding the cash flow and the investment procedures of the City. Cash-Over/Short: This is from the cash drawers Community Center: This figure is from the fees collected in renting the center. Mayor Ledbetter asked how the income and the expenses were averaging out. Mrs. Kinsey stated that this month only the light bill was $1491.00 and this $1500.00 is an annual income. She added that now there is another room in City Hall to hold meetings when this large building is not needed. City Hall: This is a flat fee Water & Sewer pays to General Fund for renting the office space. There was discussion regarding up- dating this amount. Other Miscellaneous Revenue: There was discussion regarding the billing process when Briley, Wild performs their service and the City bills the individuals for reimbursement. It was agreed that this should be looked into, because the City is loosing money on the administrative costs. Mrs. Rickelman explained some of the other items included in this line item; fee on the benches, money from the phone booth, xerox copies. Other Contributions & Donations: This is where the recreational fees would go. Special Assessments Interest: This is the interest we are going to earn on the paving assessments. There was discussion about the payments that are not going to be made on this program. The figure was dropped to $1,000. Local Option Gas Tax (2~): Mrs. Rickelman got this figure from the County based on their anticipations. Fla. Recreation Development Assistance Grant Prog. Menard-May: This shows as a revenue and the expenditure is exactly the same amount. There was discussion at this time about the proposed work to be done at the park and pier area. There is a question as to whether any funds will be available this year from the Port Authority. There was an over all discussion about the present budget we are working under. Councilman Spencer remarked that he feels we are going to spend more than we anticipated, however it also appears our revenues are a little more than we anticipated them being. Mayor Ledbetter questioned the amount of carryover anticipated from this year's budget into next. Mrs. Kinsey answered there is none put in, there was no line item in this budget from carry over last year. -2- ~ , ), t' o o Mayor Ledbetter informed the Charter reads that any unused money in this year's fiscal budget will revert over to the coming year. Mrs. Kinsey explained that this money has been placed in the bank, rather than being used. Mrs. Rickelman stated the fund balance as of the' end of last year was $220,000; we've lost so far through June, $25,000 because our revenues are less than our expenditures. Mayor Ledbetter stated he wants to speak to the City Attorney, because he knows what the Charter says. He added that they were told by Mr. Mitchell that some $46,000 or $48,000 which was left over the last year would revert over to this 83 budget. Mrs. Kinsey stated that it was not included in the 83 budget. Mrs. Rickelman stated again, the balance of this money is $220,000. However, so far our budget for this year is running about $25,000. over what was anticipated, therefore unless the next few months has a turn around, this will have to be deducted from the $220,000. Councilman Spencer had a few questions regarding the budget dead- line and the union negotiations. Mrs. Kinsey explained that the budget figures have to be in DeLand Thursday, however this is all proposed. He discussed the options in the ad valorem taxes. Councilwoman Bennington stated she would like to see no increase in the taxes, however the City is in dire need of a lot of things and we will have to find some way to make provisions for these improvements. There was discussion at this time about Federal Revenue funds. Councilwoman Bennington suggested we go with the middle tax increase example (8%), which would allow a little more operating capital and also cover the salaries for employees. She added that although she does not want to go with the highest figure we can, we should have a budget that allows us to make certain improvements that the citizens want to have. The Council moved on to the expenditures in the General Fund: GENERAL FUND EXPENDITURES: City Council Mrs. Kinsey and Mrs. Rickelman answered various questions from all of the Council members regarding the different line items. There was a discussion regarding the Municipal Code and the proce- dure for codifying the code books. It was explained that the major reason for this departmental budget being less this year is because last year there were two special elections last year. Councilman Spencer mentioned he feels the figure for promotional activities might be a little low. It was agreed to leave this as is. At this time the Council took a lunch break. Reconvene: Councilman Spencer informed the Council that he found out that the monies from Port Authority becomes available in September of 1984. He suggested that we add this just as we added Menard Park to our revenues. -3- , ,,' o Q Councilman Spencer also stated that from reading the Charter in regard to the unexpended funds, these surplus funds are to be subject to future appropriations. It does not say the very next year, he feels the City has been handling this legitimately by placing this surplus in the bank. Mayor Ledbetter stated he will bring this up to the City Attorney for an opinion. Due to Mr. Bob Wolfe, from the Parks & Recreation Board entering the building, the Council began with the Parks & Recreation Depart- ment budget. Parks & Recreation, Special Recreational Facility, Other Governmental Mrs. Rickelman explained the paperwork involved in the departments. Mrs. Kinsey explained that the Community Center complex alone is now a department all of it1s own; Special Recreational Facility. Mrs. Kinsey quickly went over the equipment evaluation forms with the Council, explaining that each department head filled one out on his major equipment. There was discussion about the shuffleboard clubhouse, and the agreement that was apparently entered into. It was the feeling that something should be done about the availability of the club- house, especially if the City puts an air conditioner in the building. Mayor Ledbetter pointed out that the City foots the bills for the building and it should be up to us to schedule the use of the building. Councilman Wargo brought up the question of perhaps a violation of a State Statute regarding the lending, giving or joining in partnership with any private corporation. He would like the City Clerk to get with the City Attorney and get an answer on this. Salaries: It was explained this figure is different because the employees were split up into the other two departments, Other Governmental Services and Special Recreational Facility. There was discussion regarding a Recreational Director, supervisor or whatever the title would be. Mayor Ledbetter suggested putting $15,000 in the budget for this position. The appropriate line items will be adjusted accordingly. Mr. Wolfe explained the increase in the Travel & Per Diem category. He added that a lot of good information can be gained by attending these seminars, and in the long run money could be saved. It was agreed to cut the figure in Communications Services to $400. The Utility Services category started the discussion regarding the lights being on until all hours of the night until early in the morning. There is a problem of monitoring this situation. There was discussion at this point regarding Menard Beach, whether the insurance will have to be increased due to this recreational area being added to the City. Councilman Spencer brought out the point that someone from New Smyrna is using this beach to give wind surfing lessons. He wants this looked into. After discussing the Repairs and Maintenance Services, it was agreed to cut this figure to $7,000,in Recreation and $1,000 in Community Center. Under Operating Supplies the discussion of uniforms came up. Mayor Ledbetter stated that the only way he would consider uniforms for the employees would be under a 50/50 agreement. Councilman Spencer voiced his opinion that if one department is allowed to budget for uniforms, all the departments should be able to. He added he can see the advantages for the City, -4- o o however he could see the disadvantages of telling all of the City employees they have to wear the tee-shirts or whatever every day of the week to work. It was agreed to put $6,500 in the Operating Supplies category for Recreation and $2,500 for the Community Center. It was agreed to cut the figure in Books, Publications and Sub- scriptions to $1,000 in Recreation. It was agreed to cut the figure in Miscellaneous to $500 in Recreation and $100 in Community Center. Discussion began regarding the proposed building improvements. Mr. Wolfe explained they want to construct a two story building which will act as a concession stand the second story will serve as a storage area and an area for the score boards, etc. for all of the ballfields"at one time. They also need more bathroom facilities. Councilman Spencer asked to go forward for a minute to the category Improvements Other Than Buildings. This figure includes lights, a new field and fencing. There was more discussion about the proposed building. Mr. Wolfe stated perhaps this could be handled with City crews and the cost would not be as high. It was agreed to put $20,000 in this category. After further discussion regarding the new field and lights, it was agreed to put $10,000 in this category. Councilwoman Bennington reminded the Council there is an impact fee being considered presently, by which some income will be coming in that can supplement this budget. It was agreed to put $8,900 in the Machinery & Equipment category for the purchase of a truck and an air conditioner for the shuffle- board clubhouse. It was agreed to put $800 in the Machinery & Equipment category for the purchase of a buffer for the floor in the Community Center. The last two items under the expenditures are $117,000 for Menard- May Grant expenditures and $33,750 for the Port Authority Grant expenditures. The only change to be made in the Other Governmental Services budget was the salaries. Mr. Wolfe was excused from the meeting and the Council took a short recess. Finance and Administration Mrs. Kinsey explained the salaries and appropriate line items are all figured at the present rates. Mrs. Rickelman explained the benefit worksheets. Councilman Spencer questioned the possible need for another employee in the offices, reminding Mrs. Kinsey that when she was in the office with Mrs. Rickelman they had informed him of the need for another person to do the utility billing. Now we have a utility billing clerk, but there is still only two people in the office. It was explained to him that Mrs. Kinsey's Finance and Administrational duties being removed from that office has eliminated the problem, since Mrs. Beeco is just doing utility billing. Councilman Spencer also questioned the over abundant responsibilities which fall on Mrs. Kinsey. -5- . " . . , o o Mrs. Kinsey stated this is why Mrs. Rickelman has had the entire budget preparation left to her, which she has done a fantastic job with. She added that she would like the Council to consider appointing Mrs. Rickelman Assistant Finance Director, which by job duties, she is. She suggested again, getting Mrs. Rickelman away from the utility billing distractions, would be a plus as far as a level of concentration for the financial matters. Mrs. Kinsey also explained that a lot of the overload in the front office of City Hall was due to the Building Department paperwork being handled by Susan Wadsworth. Now that we have that department covered with secretaries, this situation will hopefully work out. Councilwoman Bennington suggested that a central purchasing pro- gram be put into effect and that a control be put on the office supply expense. There were no other remarks regarding this department. Councilman Spencer suggested we move to Other Governmental Services and review this area now. At this time a message was received from Councilman Asting, and there was a discussion among the Council regarding a taxing pro- gram to take care of the paving program. Other Governmental Services Councilwoman Bennington questioned Accounting & Auditing being in ,this budget. Mrs. Rickelman explained that every department of the City benefits from the audit; it would be nearly impossible to determine how much to budget to each department. It was explained that the election costs were charged to this budget. Therefore, there are some categories that will not be affected next year as much as they were last year. Under Rentals & Leases there is an appropriation for a new copy machine. The present contract with the machine we have now is up in a few months. There was discussion regarding the figure in the Building category. Mrs. Kinsey explained this is a workshed for John to use when building the various things and to have an area to work in. It was agreed to put $1,500 in this category, and perhaps an awning be considered rather than another addition on the back of City Hall. Councilman Spencer made a motion to adjourn, being seconded by Councilwoman Bennington. Meeting adjourned. Minutes Submitted By: Debbie Sigler -6-