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07-19-1984 - Budget Workshop u o , CITY OF EDGEWATER Budget Workshop FY 1984-85 Mayor Ledbetter called the recessed budget workshop to order Thursday, July 19, 1984 in the Council Chambers in City Hall. ROLL CALL Mayor David Ledbetter Councilman Melbourne Wargo Councilwoman Gigi Bennington Councilman Neil Asting Councilman Jack Spencer City Attorney Jose' Alvarez City Clerk Connie Kinsey Present Present Present Present Excused Excused Present Also present: Karen Rickelman Mrs. Rickelman explained the revenue sheet and the tax millage used. She stated this was just done to get an idea of how the revenues compare to the expenditures as budgeted so far. The Council can decide which way to go on the millage. Councilman Wargo suggested going with the 5.441, stating that there will be plenty of money going that way. Mrs. Rickelman went down the list of revenues, explaining how she computed the figures in each line item. There was a conversation regarding the culvert business and the income the City receives. Mayor Ledbetter pointed out the time being involved by the City crews. Councilman Wargo agreed that it is the City's responsibility to make sure the drainage is proper, however the people are entitled to other services as well. He feels we should get out of the culvert business. Councilwoman Bennington suggested the contractors be made to ?ut them in properly, so the drainage is not disturbed. It was also suggested that the City engineer be consulted and this be done properly. There was more discussion regarding the drainage problems the City has and the progress that is being made by the Public Works Department, and how time consuming the culvert work has become. It was agreed to cut this income to $35,000. Mrs. Rickelman continued down the revenue items, she and Mrs. Kinsey answered various questions from the Councilmembers about the revenues received already this year in the different line items. The street light income procedure was explained. There was quite a bit of discussion regarding the interest earnings and the way it is handled. Councilman Wargo suggested that all the interest be appropriated for the particular uses rather than held. Councilwoman Bennington added that she can see pros and cons on both methods, but the bookkeeping involved in separating the interest would be substantial. Q o Mrs. Kinsey commented it would be a bookkeeping nightmare; you would be creating more funds, which would be perfectly acceptable, but eventually it would all end up in the General Fund for you to appropriate. Councilwoman Bennington suggested the unrestricted funds be taken out and put into restricted funds. Mrs. Kinsey agreed that this could be done. Councilwoman Bennington stated she also spoke' :wi th the auditors about the interest the recreation money is earning. This money should go back in the recreation funds. Mrs. Kinsey explained the ordinance does not require this, but it is going to be done in September. The paving program was mentioned, Mrs. Rickelman explained that the money that is collected on the assessments is transferred to General Fund. She also explained exactly how the interest is handled. Mrs. Rickelman explained the $5,000 appropriated back which was reserved this fiscal year for the rescue truck has to be added to the appropriated fund balance. The auditor explained that if you reserved money and you plan to spend it, you have to appropriate it out of your fund balance and then appropriate the expenditure in that department. The revenue total is $1,921,978. At this time the Council compared the income according to the different millage rates. Parks & Recreation Department Mr. Garrett was present at this time to go over his proposed budget with the Council. Mrs. Rickelman and Mrs. Kinsey began going down each line item explaining the figures in each and answering various questions from the Council. There was conversation regarding the overtime paid to Mr. Garrett. Mrs. Kinsey explained due to the union contract, there was no other choice, but to pay the overtime when it was deserved. She added that it was not abused in any way. Now that Mr. Garrett has been decertified from the union this can be handled differently. Mayor Ledbetter added that the hiring conditions were that he was to schedule himself where if he had to come in at night he would work accordingly the next day or so in order not to eat up the overtime. It was explained that the salary figures includes a request for two more employees in the department. Councilman Wargo suggested a night employee be considered for some of the cleaning and per- haps shutting off of lights. This could control some of the vandalism also. It was suggested during this conversation that a written directive be addressed to the police department, specifically instructing certain security checks be made around the City Hall complex. -2- Budget workshop July 19, 1984 o o Mr. Garrett passed out information to the Council regarding necessary repairs that are needed, where the additional employees will benefit. He explained most of the work to be done will be done by the City crew. Mr. Garrett answered various questions from the Council regarding his list of repairs. He reviewed his proposal for the ballfield area with the Council, explaining the purpose for the layout. The Council agreed to leaving the two new employees in the salary line items. Mrs. Kinsey suggested there be a line item for recreation fees expenditures, rather than intermingle these expenditures in the other line items. It was agreed to call this Reserve Trust Expenditures .33, and to put $60,000 in the line item. $1,000 was put in Professional services. $250 was put in Other contractual services. $250 was put in Vehicle repairs. $1,000 was put in Gas, oil and diesel expense. $250 was put in Travel and per diem. $250 was put in Communications. $8,000 was put in utilities. $250 was put in Rentals and leases. Insurance was left as proposed. Mr. Garrett went over some costs he has received for the needed repairs he has listed. It was agreed not to cut the proposed figure in Repairs and maintenance. Printing and binding was cut to -0-. Under Promotional activities, Councilwoman Bennington informed the Council that she has requested that the Parks & Recreation Department take over the Halloween House project. Mr. Garrett informed that he would like to start other activities within the City, such as tennis tournaments, break dance tournaments, or the like, and this will need some funding. Entry fees would be charged and there will be some income involved for the City. It was agreed not to cut the amount proposed for Promotional activities. Other current charges was left as proposed. $50 was put in Office supplies. Mr. Garrett listed the items included in Operating supplies. $4,500 was put in Operating supplies. Books, publications and subscriptions was left as proposed to allow for attendance at related seminars. -3- Budget workshop July 19, 1984 Q o $500 was put in Miscellaneous. There was discussion regarding the building of a concession stand at the ballfield. Mr. Garrett explained there has been a request for a roof on the bachi court, and he is also planning the construction of a work building behind City Hall. There were several suggestions made by the Councilmembers as to what type of building should be constructed. $4,000 was left in Building improvements. Mr. Garrett went over some costs he has obtained for the needed improvements at the ballfield complex, in order to justify his $3,000 proposed appropriation. Improvements other than was left as proposed. There was discussion about a lawnmower being needed. Mr. Garrett explained the problem he is having mowing grass with the mower they now have. Mayor Ledbetter brought the Council up to date on why the last lawnmower was purchased and what has taken place in the past with the various pieces of equipment. Mr. Garrett informed that he is waiting on the State bid prices in order to make a firm proposal in the line item. Councilman Wargo agreed to purchase two smaller commercial mowers, rather than one large mower. He feels this would be more beneficial to the department in the long run. Mr. Garrett also has budgeted for a new weed eater and a trailer to haul the mowers around on. $5,000 was temporarily put in Machinery and equipment. The total of this budget is now $280,727. Councilman Wargo suggested going back to the Overtime figure and cut it to $500. New total being $280,227. Special Recreational Facility There is only one person in the salary line items. The Overtime figure was cut. There was much discussion about the utility bills. The division of the Florida Power & Light charges was explained, and agreed upon. This line item was left as proposed. $100 was put in Rentals and leases. Insurance was left as proposed. Repairs and maintenance was left as proposed. There was discussion about the p.a. system needing to be replaced, and Councilwoman Bennington commented that she does not like the idea of sitting up on the stage during Council meetings. -4- Budget workshop July 19, 1984 , . o Q Office supplies was cut to -0-. Operating supplies was left as proposed. $25 was put in Miscellaneous. Under Machinery and equipment, large a complete new sound system. fans were budgeted and The total is now $28,142. At this time the workshop was recessed until Monday at 9:00. Budget workshop July 19, 1984 -5-