Loading...
07-27-1987 - Budget Workshop ~ u u .- . . CITY OF EDGEWATER Budget Workshop FY1987-88 July 27, 1987 Mayor Baugh called the budget workshop to order Monday, July 27, 1987 at 7:00 P.M. in the Edgewater Community Center. ROLL CALL Mayor Earl Baugh Councilman Louis Rotundo Councilman Russell Prater Councilman Neil Asting Councilman David Mitchum City Attorney Jose Alvarez City Clerk Connie Martinez Chief Lawrence Schumaker Present Present Present Present Present Excused Present Present Mayor Baugh entertained a motion to recess this workshop and go back into the engineering reviews. Councilman Prater so moved, being seconded by Councilman Mitchum. Mayor Baugh called the recessed budget meeting back to order. Mrs. Rickelman, Finance Officer, read her cover memorandum to the Council. (This memo is part of the budget package FY 1988.) She also brought to the Council's attention the passage of a l~ surcharge tax. The Department of Revenue told her this is money specifically used for infastructure; which could be a police building, parks and recreation facilities, paving, anything that would last for five years or more, including land improvements and ac- quisations. If this tax is passed, Edgewater's share would be $406,969.00. The referendum is set for September 22,1987. Fire Department Personal Services - Includes one dispatcher, monies for firemen in case of injuries and workmens compensation. The total is $29,944. Other Contractual Services - Includes payment to the Volunteer Fire Department of $600. a year, training of the firemen; $9.00 for each man per session, two per month and the officers get $12.00 per session. This is only paid once a year, when a bill is submitted. Also included in this category is the insecticide service at each of the fire stations and the rescue building. Mayor Baugh suggested instead of going down each line item, questions can be asked and discuss just the areas necessary. Repair & Maintenance - Monies have been added to change all the frequencies in all the fire vehicles radios, so they do not interfere with the Police Department. Chief Lamb spoke to the Council about how this is being arranged, and he answered some questions regarding the frequencies. Mrs. Martinez pointed out to the Council that $4,000. has been budgeted for fireworks for next year. Mayor Baugh pointed out that this entire budget has only been increased by $5,000. Mrs. Rickelman pointed out that money is budgeted for physicals. Chief Lamb ex- plained that they are going to start requiring physical examinations be taken by the new firemen. They want to reimburse the men after their probationary period is up. There was discussion as to how much should be budgeted for this. Mrs. Martinez expressed concern that the firemen can not be treated any different than the City employees. There was conversation with Chief Schumaker and Lt. Britain regarding what will be required in physicals next year and the cost. o o Mrs. Rickelman pointed out that $1,300. is budgeted for fencing around Fire Station #2 and $37,000. is to construct a new Fire Station in the south part of town, and $10,000. is budgeted under land to build the station on. There is $21,525. budgeted under Machinery & Equipment; Mrs. Rickelman went over the expenditure request forms with the Council. Councilman Rotundo asked if there is a dire need for the third Fire Station. Chief Lamb stated this had been budgeted for last year and with the costs going up we need to build it now while we can afford it. As far as the need, he added that the people in the shores (Florida Shores) do not have the protection they should have. There was discussion regarding the necessity of another Fire Station and the amount of money needed to cut overall to balance the proposed budget. Mayor Baugh pointed out this particular department's butget has only increased $5,000. from last years. Mrs. Rickelman explained that $32,000. from the Fire District has to be con- sidered. Last year that money was earmarked for refurbhishing the fire tanker, none of that money was used for the operation of the Fire Department. This year it is proposed to use this money for bunker gear. Chief Lamb stated he wants to purchase forty (40) sets of gear this year, and it will cost about. $21,000. He added that the gear purchased previously is no longer usable, gear usually has to be replaced after three years or so. He also stated we can't use the County funds for a purchase like this. The proposed location for the other Fire Station is on 30th Street, the west side of the railroad tracks. Councilman Rotundo suggested purchasing the land this year and planning on building the station next year. Pat DiLeva, Administrative Fire Chief spoke on behalf of the need in that area of the City. There was more discussion about the location and whether there is land presently owned by the City that could be used. Mayor Baugh suggested this be left in the budget and if, after going through the other budgets, we have to come back to this we will. He did question the fencing in the budget. Chief Lamb explained the fencing is for keeping the automobiles off the grass; they have replaced the sprinklers several times already. After discussion about this fence, $500. was deducted from this item. Police Department Personal Services - Includes the addition of three patrolmen and one tele- communicator. With the exception of overtime being increased the rest of these items are consistant. Mrs. Rickelman explained that an increase in the group insurance has been anticipated in all the departments, (10%). Councilman Rotundo questioned the increase in overtime on the budget. Chief Schumaker commented that unrealistically last year, the budget was cut in this area and the money was needed last year as well. This line item is overexpended presently. He went on to explain that he has checked with other departments and overtime in any full time Police Department will generally run between $1200 to $1500 per man, per year. Taking into consideration we are on twelve hour shifts, if one officer comes in and works one extra shift a month, goes to court twice and transports a prisoner once, he is on his way to that $1200. Mrs. Rickelman pointed out the only other line item that has increased is Operating Supplies, which is due to uniform replacements, tapes, narcotic test kits. Lt. Britain explained that bullet proof vests are now running about $300. a piece. Mrs. Rickelman pointed out the $175,000 budgeted for the Building and under Professional Services $5,000. is budgeted for the architectural expenses. This is to renovate the Library and change it over to a Police Department. Councilman Rotundo questioned the $175,000. figure. -2- Budget Workshop Minutes July 27,1987 o o Chief Schumaker explained he has spoken with Mr. Ferrara, the City Engineer, and in order for the Library to become a Police Department for the next ten or fifteen years, there will have to be a second floor. The figure came from the cost per square foot; it may come more or less than that. He ex- plained the figure includes the second story, furnishings are included, air conditioning and so forth. Mrs. Martinez explained the City Engineer was given the prints for the con- struction drawing on the Library and he reviewed it. This figure came from the engineer, as well as the information about the second story. Councilman Asting commented that he would like to have more than a ballpark figure. Mr. Dennis Fischer, City Building Official, stated the Council could more or less figure $40. a square foot. After more discussion, it was agreed to keep this budgeted for the time; the figure is probably close. There was discussion about the added patrolmen. Chief Schumaker explained that seven months ago, for the first time in the department's history they answered over 1,000 calls in a months time, since then we are into the 1,200 figure in a month. He gave the Council an example of the daily activity for the officers. Councilman Asting went over a report from the Chief,sent to the Council, regarding his proposals. He added that he does agree that the Juvenile Officer would be beneficial for the City. Chief Schumaker pointed out the largest elementery school in the County is in Edgewater. Councilman Asting also agreed with the additional Traffic Officer. Councilman Rotundo stated that cuts have to be made, but the Police Department needs a building; we have to have the men to maintain the law then we have to get cars for the ~en. There was discussion about the vacation schedules being arranged so that the shifts are covered properly, etc. Mayor Baugh questioned the Machinery & Equipment items. Mrs. Rickelman went over the equipment requests. Chief Schumaker mentioned there may be a savings in regard to the weapons, due to the fact that some of the men have purchased their own. There was quite some discussion about the 24-hour dual tape recorder. The one we received from the County has never worked properly and is costing a lot of money to repair. Lt. Britain informed Council that they had asked for a word processer computer last year and it would have been included this year, since it was not approved, however he believes he is getting one donated to the department. Chief Schumaker added that Sgt. McEver was able to get a body microphone from the City of Daytona Beach. This also is a necessary piece of equipment which we would have needed to request. Mayor Baugh commented that something has to be cut; he asked Mrs. Rickelman to figure the expense for two officers. ($32,341.) He then wanted the equipment included for those officers figured up. Councilman Mitchum argued that we don't want to stay at twenty one officers in a City with the growing population we have. Chief Schumaker emphasized the need for the additional officers. He explained with the personnel he presently has, they do not have the opportunity to cover all the areas of law enforcement that they should. Traffic control is not being handled properly because of the lack of personnel. He went over his justification for the requests he made. He praised his department's produc- tivity over the last couple of years; commenting that for all the major crimes committed they have followed through with investigations and made arrests. They need more personnel for the population growth we are experiencing. -3- Budget Workshop Minutes July 27, 1987 o Q Councilman Asting asked the Chief if he could function with adding just the traffic and juvenile officers. There was further discussion regarding the population/police ratio. It was agreed to leave the proposed budget as it is for the time and move to the next department. Code Enforcement Personal Services - Does not include any additional employees. Machinery & Equipment - Mr. Fischer explained he has requested a computer and program to track building permits, inspections, reporting growth management, contractor licensing and complaint management. This equipment will probably eliminate the addition of employees for a couple of years. This line item shows the only increase in this budget. There were not really any questions or comments regarding this budget proposal. Mayor Baugh recessed the workshop until 6:30 Tuesday, July 28, 1987. Mayor Baugh called the recessed budget workshop to order Tuesday, July 28, 1987 at 6:30 P.M. in the City Hall Conference Room. ROLL CALL Mayor Earl Baugh Councilman Louis Rotundo Councilman Russell Prater Councilman Neil Asting Councilman David Mitchum City Attorney Jose Alvarez City Clerk Connie Martinez Chief Lawrence Schumaker Present Present Present Present Present Excused Present Excused Also Present; Mrs. Rickelman, Finance Officer Public Works Department Personal Services - Includes two additional Vechhi and Mike Tenney's salaries have been along with one of the clerk's in City Hall. item is half one persons salary. laborers. Two employees; Renee moved 100% to the Refuse Department. Actually the increase to this line Mrs. Rickelman explained also included in the Personal Services is $25,000 from the Refuse Department into Public Works because of the Wednesday when there is no garbage route and most of the men work in the Street Department. Other Contractual Services - Includes the insecticide contract along with a fee to contract with a professional to take care of the lakes, and to have the culvert replaced at Fern Palm. There are no paving expenses included. Mayor Baugh at this time brought up the condition of Turgot from u.S. 1 to the school, something needs to be done to that street. He suggested that a meeting be held to discuss this further. Mrs. Martinez volunteered to call the School Board and talk to someone about this. Mrs. Rickelman explained there are a couple of other items that would go under this line item, one being the manholes on Riverside Drive that are in need of replacement - $230,717. The other being Old County Road, from Park Avenue to Ocean Avenue - $54,500. Mrs. Martinez explained these are Public Works expenses because the manholes are not protruding, the street is sinking, of course on the Riverside Drive situation we still need the proper layout of the street, and why pave something until it is straightened out. Mrs. Rickelman informed that there has been $25,000. budgeted in the Planning Department budget for the survey of this street. -4- Budget Workshop Minutes July 28, 1987 o o Repairs & Maintenance - Includes $2,000. because we have to pay the rail- road $500. per crossing to maintain signals each year. Road Materials & Supplies - $50,000. represents $30,000. for shell, $10,000. for large culverts and $10,000. for small culverts. Culvert Expenses - -0- has been budgeted, because we want to go out of the culvert business, put it back on the contractor with the Street Department setting the grades and before final inspection the Street Department will go back out to check to see that the culvert is placed properly. Mrs. Martinez explained all of this to the Council, and stated part of this is already being done, we just need an ordinance stating the contractors must put in their own culverts. Mrs. Rickelman pointed out by getting out of the culvert business, it will free up manpower, equipment and time that can be used on other jobs that need to be done. It was agreed that this business is costing the City money and we should get out of it. Building - $16,000. is budgeted for a pole barn to put the equipment under. Mr. Austin, Public Works Superintendent explained the design barn to the Council. Presently the equipment is taking up a shop area and the room is needed. (25' x 125' and 14' high) twelve pieces of equipment will be stored in this barn. of this pole third of the Approximately Machinery & Equipment - Mrs. Rickelman went over the equipment requests with the Council. Refuse Department Mrs. Rickelman explained the revenues are based on what has been collected this year and projected increase. The revenues are short of the expenditures by $50,225. Revenue is based on the current rate of $6.25 per family, if this was raised by $1.00 it would suffice. There was discussion about the new trash truck being purchased out of this department. Mrs. Martinez explained this would not benefit us, we would then increase our deficit. Personal Services - Mike Tenney, Renee Vechhi and one City Hall clerk is charged in this department, plus three additional laborers. The $25,000. came out of here for the Wednesday people. Total being $287,955. Machinery & Equipment - $45,000 for the garbage truck and $2800. for new furniture in the addition. Total $47,800. Mrs. Rickelman explained that the enterprise funds are self supporting, therefore you have to budget for depreciation. Total is $35,000. Transfer to reserve for equipment, which is included in the revenue figure; $32,400. Presently we have 5,047 refuse customers, the projection is 5,200 for next year. There was discussion about this being a realistic figure. At this time Councilman Asting asked what the millage figure has to be to meet the proposed budget. Mrs. Rickelman answered 7.3 which is one mill over what we had last year, brings in an additional $200,000. but we are $532,000 in the hole. The cap, which is 10 mills would bring in $740,797. Councilman Asting stated the Council should keep this in mind, we should try to keep the millage as low as possible. There was more discussion regarding the $1.00 increase in the refuse rate. This would bring in an additional $62,398. A 75~ increase was figured out and Mayor Baugh suggested this be the increase made. The refuse rates would be $7.00 residential, $8.50 commercial. -5- Budget Workshop Minutes July 28, 1987 o o Library Councilman Mitchum questioned when the proposed construction is planned, is it going to be completed before next October. Mrs. Harmon answered the facility should be completed before next October. Councilman Mitchum and Mayor Baugh brought up the discussion of perhaps waiting until the next budget year for the Police Department to budget the expenses to move into the old library building. There was discussion about the proposed tax increase involving the County. Operating Supplies - An additional $1,200. was put in to put a bicycle rack and a book drop in the new facility. Building - The proposed $505,000. which is the figure the architect suggested for the construction. Councilman Pratter asked if there will be a deadline when the contract is given for the buildinng to be completed? Mrs. Harmon answered it is to be built in 180 days. There was discussion with Mrs. Harmon about the donations and the funds applied for regarding the library construction. The Council was shown the plans for the new Library facility. Mrs. Rickelman informed under the revenue she budgeted $200,000. for the Federal Library Grant, $50,000. for the State Library Grant, $16,000. for the monies donated and another $150,000. out of unappropriated. $89,000. is the difference, which a loan could be negotiated for. Parks & Recreation Personal Services - Includes the addition of a part time position to man the concession stand, two laborers and one secretary. Total $164,699. (Nine full time and four part time employees.) Promotional Activities - $17,500 to cover the expenses incurred in running the T-Ball, Baseball, Softball and so on. On the revenue side we have budgeted $18,000 from recreation fees. The insurance makes up the difference. Operating Supplies - $9,000. for uniforms, tools. Mrs. Rickelman explained the past year these expenses came out of impact fees and we can no longer take these expenses from impact fees. Miscellaneous - $2,540. for additional Christmas decorations. Buildings - $2,000. to build a storage building at the old landfill site. Improvements Other Than - $35,000. to build the Softball and Baseball fields at the old landfill site. The Council reviewed the breakdown of these expenses. They discussed this project with Mr. Garrett, Parks & Recreation Department Head. There was quite a bit of discussion regarding a project where we could use the impact fees and not have to budget this much in the general budget. It was agreed to eliminate the $35,000. from this line item and the $2,000. from the Building category. Reserve trust impact fees - $176,320. Machinery & Equipment - Mrs. Rickelman reviewed the equipment request list with the Council. Two pick up trucks and one van were requested. The Council decided to approve one pick up truck and one van. Backing up to the impact fee category again. $37,000. is for the Veteran Park expenses. $25,580. for a neighborhood park on eight blocks in Florida Shores. Mr. Garrett showed the Council on the map the possibilities for this project. -6- Budget Workshop Minutes July 28, 1987 o o Mr. Garrett named the following areas now being maintained by his department: Sanchez Park, Highland Shores Park, Kennedy Park, City Hall, Community Center, Police Pistol Range, 8.5 acres on Park Avenue, Public Works yard, Menard Park, Fire Station #2, Lake and Alice Park, Ballfield Complex, Fire Station #1, public property in Shangri La, the new Library site, Veterans Park, 14 acres, Florida Shores Park, 15th and Umbrella Park, There was discussion about various other park needs and locations. Mrs. Rickelman continued: $10,000. to build two shelters at the 14 acre site. $28,800. for bike path down 442. Mayor Baugh questioned the possibility of a bike path down this road, when the State won't allow it on the part they own. There is a Bike Path Committee working on this project. There was some dis- cussion regarding this bike path and bike paths at other locations in the City. City Parks, fertilizing, landscaping and grass seed, $5,000., for Park Avenue Park expenses such as water, sewer, fence, parking lot $5,000. To clear 8 acres of the 14 acre Robert Roads property, $15,000. Playground equipment at the Roberts Road property, $10,000. A basketball court at Roberts Road property, $3,740. Fitness trail with 20 stations, ~ mile at the Roberts Road property, $7,500. 30th Street, Silver Palm to Roberts Road Park to build bike path in this area, $28,800. The total for this category now being $45,109. The department budget total being $474,757. There was discussion with Mr. Garrett about the additional employees he has requested and the work that has to be done by his department. It was sug- gested to eliminate one laborer. This would be a decrease of $11,564 in the Personal Services category. This would make the department budget total $463,193. These changes brings the total FY budget deficit down to $475,678. Mrs. Martinez informed this needs to be submitted to the Property Appraiser on August 4, 1987. Mrs. Rickelman explained you can set a tentative millage and reduce it at a later date, however, you can not increase it. Special Recreational Facility Personal Services - Includes one employee. Machinery & Equipment - Includes a buffer, $1,000. This department budget total is $45,432. Other Governmental Services Personal Services - Includes the addition of one laborer, to assist Mr. Schaub with all the work he has. It was agreed this is much needed. There was discussion about the streetlight expense and whether there is enough included on the building permits for this. It was agreed that the percentage collected does not pay for the expenses the City has. The 1% charge on the building permits should be changed to 3%, this will increase the figure on the revenue side of the budget. The Mayor recessed the workshop until 6:30 Wednesday, July 29, 1987. -7- Budget Workshop Minutes July 28, 1987 o o Mayor Baugh called the recessed budget workshop to order Wednesday, July 29, 1987 at 6:30 P.M. in the City Hall Conference Room. ROLL CALL Mayor Earl Baugh Councilman Louis Rotundo Councilman Russell Prater Councilman Neil Asting Councilman David Mitchum City Attorney Jose Alvarez City Clerk Connie Martinez Chief Lawrence Schumaker Present Present present Present Excused Excused Present Excused Also Present: Mrs. Karen Rickelman, Finance Officer City Council Promotional Activities - Is the only large item, which includes numerous contributions made during the year by the City Council. The bulk of this category is the $5,000 for the Volusia County Business Development Corporation. Finance and Administration Personal Services - There is one additional (half) employee, one employee was moved and the entire salary charged to Refuse, also the third person who had previously been charged to Planning & Zoning is now under this department. Self Insurance - $15,000 budgeted, which is also appropriated in the revenues. Machinery & Equipment - $10,000 for an administrative vehicle. The request is for a station wagon type vehicle to be used for seminars that more than one individual will attend, they will all be able to go in one car. Mrs. Martinez gave the Council several examples of the use of this vehicle. $900 is budgeted for another typewriter. $10,000 is budgeted for a portion of the cost of a newsletter under Other Contractual Services. Mrs. Martinez explained this need to the City Council. It was agreed that this is a good idea and a much needed project for the City to go into. This would definitely inform the public. Legal Counsel This budget is $150. less than the last one. Planning & Development Personal Services - The one employee was moved from this department, leaving only two employees. Professional Services - $25,000 is included for the Riverside Drive) This was excluded by the Council. $18,000 for consultants of the Compo Plan. Strand Survey (resurvey of $35,000 for the City Engineer, Promotional Activities - The Industrial Board requests $1,000 for the Industrial Fair and so forth. Machinery & Equipment - $8,500 for a portion of the computer the Building Department requested. computer is what is needed to become compatible the computer to coins ide with Mrs. Martinez explained this with the County wide system. -8- Budget Workshop Minutes July 29, 1987 o o Civil Defense Mrs. Rickelman informed the Council that she and Mrs. Martinez spoke with the Police Chief about Civil Defense and found out that in the case of a disaster and/or emergency, the Mayor of the City is the person in charge. The coordination of evacuations and so forth, the Police Department and the Fire Department will all be called out. Red Cross takes care of the shelters. It is felt that there is no need for a Civil Defense Budget. Mrs. Martinez added there is quite a bit of equipment involved that could be used by other departments of the City. This was discussed and it was agreed that the Police Chief becomes the Civil Defense Director during the time of an emergency anyway and his department has to act accordingly also. At this time nothing was done with this budget. REVENUES Mrs. Rickelman went over the revenues that have been increased this year. She also went over the items that had to be reduced. There was discussion about the $32,000 Fire District Fuuds. Our auditor explained this could be budgeted as a revenue called Fire Protection Services and mentioned that it is going to be used towards gas, oil and diesel expenses, vehicle repairs, fire hydrant rental and medical supplies. These are expendable items and this money can be used for them. It was discussed that two years in a row the City did not use the money from the Fire District for Fire Department operating supplies, it was used last year for refurbishing the fire truck, which is a County vehicle. This year the Fire Department requested they be allowed to use this money to replace bunker gear. Mrs. Martinez and Mrs. Rickelman both informed the Council, the bunker gear that the department has now is not in need of total replacement and they would like this $32,000 included as revenue and used for the items the auditor said we could use it for. It was agreed by the Council to do this. During the corrections on the Fire Department budget sheet, it was also sug- gested that the land and the building costs be eliminated also. There was a discussion regarding this. It was agreed to decrease the Building category, but to leave the funds in the Land category. There was also $5,000 eliminated from Machinery & Equipment, which had been included for reserve. Police Department Mrs. Rickelman told Council that she has talked to Lt. Britain about the 24- hour dual tape recorder. Legislation was just passed giving the Counties authority to access 50C per phone bill to maintain and keep the 911 system in working order. Lt. Britain spoke with the individual in charge of this with Volusia County and Edgewater is being set as priority to get a new 24- hour dual tape recorder system with that money. $20,785 was deducted from this category. There was discussion about the money budgeted for the new Police Station. Councilman Prater suggested that enough money be budgeted for restoring the building that is presently there rather than going with the second floor at this time. Mrs. Martinez brought up the idea of purchasing the land west of the Library and at a future date expanding that way. It was agreed to eliminate $100,000. from the Building category. There was discussion about the employees budgeted. Mrs. Martinez explained that the Chief is agreeable to combining the Telecommunicator and the Complaint position, the Traffic Officer and the Juvenile Officer. Mayor Baugh agreed with the combining of the two, however he feels the Juvenile Officer is much more of a need than the Traffic Officer. Mrs. Martinez suggested rather than eliminate in budgeted is for the new building. It was agreed the Machinery & Equipment category. this area, the console that is to deduct another $10,000 from -9- Budget Workshop Minutes July 29, 1987 . . o o Discussion continued on the additional employees requested. Mrs. Rickelman figured the deduction for the elimination of all but two additional employees. There was discussion at this time about the fireworks the Fire Department requested. It was agreed to deduct $1,500 from the Promotional Activities category, since the City is self insured and they feel the liability is too severe. The hope is that the Fire Department will choose not to have fireworks. Public Works Department The Council reviewed the budget requests. It was agreed to eliminate two additional employees which were requested, since we are going out of the culvert business and we can not tell how much this is going to free up the employees we have presently. Councilman Asting stated, if during the year they find they can not handle the work load without more help, they can come to the Council. Mayor Baugh suggested that we use some of the money in the Unappropriated Funds that we did not use last year to balance this budget, if the 1% tax is passed this can be replaced. It was agreeable to do this rather than raise the millage. Mrs. Rickelman informed Council that the first Public Hearing is set for September 9, 1987, the second one is set for September 24,1987. Mayor Baugh adjourned the budget workshops. Minutes submitted by: Debbie Sigler MA&~ ~ PI- ~JJ:u COUNCILMAN - E ONE ~4J(RJtl~ COU CILMAN - ZONE 0 ~ ~ ~ COll;;: ~~EE~ _~4~ COUNCILMAN - ZONE FOUR 7.A4 4/cf / ATTEST: ~~ CITY CLERK/ADMINISTRATOR Approved this 21 stday of September 1987. f:~, -v {Sf-- MAYOR:-' -10- Budget Workshop Minutes July 29, 1987