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08-11-1988 - Budget Workshop (.) o ,<It CITY COUNCIL OF EDGEWATER WORKSHOP AUGUST 11, 1988 MINUTES Mayor Baugh called the Workshop to order at 7:00 P.M. in the Edgewater Library. He stated the purpose was for budget review for fiscal year 1988-1989. ROLL CALL Mayor Earl Baugh Councilman Louis Rotundo Councilman Russell Prater Councilman Neil Asting Councilman David Mitchum Present Present Present Present Present City Attorney Jose' Alvarez Interim City Manager Dennis Kelly Acting City Clerk Susan Wadsworth Chief Lawrence Schumaker Excused Present Excused Present Also present were: Carl Overstreet, Public Works Superintendent; Karen Rickelman, Finance Officer; and Sue Koser as recording secretary. Mr. Kelly reviewed the equipment evaluation forms and noted those amounts are already included in the budget. He noted that promotional activities has a recommended total of $10,950. but a representative from Chemical People was present to make a request. He distributed an addendum to the original budget and an information sheet of the tax picture over the past few years. Mr. Kelly pointed out that the Police Chief had requested three positions but he had cut those, and after talking further with the Chief, he understands the need. Mr. Kelly also recommended they hire a pay classification consultant and a computer analyst for the needs of the City. He noted that the merit plan was open ended and they need to obtain controls and determine maximum and minimum salary levels. He estimated the cost for the pay analysis to be about $12,000. He noted that three departments are getting personal computers and they should consider a centralized system with one large processing unit and everyone could have terminals from that central unit. He indicated the cost for the central unit would be $75,000-$100,000 and the PC's would be $25,000-$35,000. He noted they'd need a support person to help with programming and servicing or an in-house person. He suggested they have the needs study done with a recommendation to Council. Mr. Kelly stated that he put in the traffic officer for the Police Department. He reviewed the findings of the auditors regarding the self-insurance fund and the need to do an actuarial analysis to determine if the $300,000 they'd set aside the last two years and if the one million dollars will cover them actuarially, with the cost from that analysis to come from the fund. Councilman Asting questioned other cities being contacted for information. Mr. Kelly reviewed how the actuarial is done for each city. He then suggested they may want to put $150,000 in the fund this year and another $150,000 next year, and use that $150,000 for something else this year. Mr. Kelly read the changes in millage rates and pointed out the current surplus could be $53,000, and Edgewater would be fourth highest in the County. Councilman Mitchum questioned the current balance in the self-insurance fund and Mr. Kelly replied $627,000 as of June. Mayor Baugh questioned the claims and Mr. Kelly replied about $10,000 pending, plus the interest would be earned on that amount. Councilman Asting asked that Mr. Kelly bring a preliminary survey to the next workshop. Mr. Kelly stated they have $25,000 from grants and they're working on land with the Community Development Block Grant. Councilman Asting stated he had no problems with going with $150,000 for the self- insurance fund. Mr. Kelly further reviewed the land available at the north end of the town and then reviewed his analysis of the millage rates. o o Mrs. Dorothy Larsen, Chemical People treasurer, stated their request was for one time only for a director. Mr. Kelly pointed out their request was for $10,000 and the amount budgeted to them was $500. Councilman Rotundo suggested they go through the entire budget and see how much money is left. Liz Scavarda, Marion Avenue, asked the number of employees in the Police Department and Chief Schumaker replied 22 sworn and 9 civilian. Ms. Scavarda then asked if the City would consider a paid Fire Department as most of the volunteers work elsewhere. A page by page review of the proposed budget then began. Mayor Baugh asked if the revenues from franchises was included and Mr. Kelly replied yes, and they'll have an increase in the electricity franchise of about $40,000. Mr. Kelly reviewed the amounts that were zeroed out this year, such as for grants. He noted changes made with transfers from the water and sewer fund. He pointed out 3.8 million is the general fund revenue and property tax is about 1/3 of the revenue for the general fund operations. Mr. Kelly noted that the State revenue sharing is estimated low. Mayor Baugh asked the amount collected last year and Mr. Kelly replied they wouldn't know until September 30th but for the year before it was $339,000. Mr. Kelly stated they broke out salaries and wages and did a subtotal of personnel costs and operations and maintenance, when applicable. Mayor Baugh asked about travel and per diem for City Council and Mr. Kelly replied he budgeted for all five for the Florida League of Cities Conference and he recommended going to the legislative conference in February in Tallahassee also. Councilman Prater asked about books and publications. Mr. Kelly replied that Volusia Council of Governments had been a County subsidiary and they want to become inde- pendent and have asked for $2,500, based on our population. Mr. Kelly reviewed the personnel sheets which showed number of employees in the classification and base salaries, noting the numbers will be there when they vote on the budget and the City Manager or Department Heads cannot increase without going to Council. Mr. Kelly reviewed the City Manager's budget, with salaries for the City Manager and Secretary. He said travel and per diem is to the State and National Associations for the City Manager and to the Florida League of Cities' conference and pre-legislative conference in Tallahassee. He said he included $3,600 for car allowance or $300 a month. He noted he estimated $3,000 for dictation equipment and then reviewed the uses for the equipment. Mayor Baugh asked what the other compensation was and Ms. Rickelman replied it's paid sick time and paid holidays. Mayor Baugh asked for information on the dictating equipment. Councilman Asting asked if they use the tapes over again and Mr. Kelly replied yes. Mr. Kelly pointed out all items have 5% cost of living increases budgeted and a 4% merit increase, plus an estimate of 10% for pension and increased group health of 5%. Mr. Kelly stated that the City Manager and Secretary have been taken out of Finance and there now is Finance, City Clerk, and City Manager offices. He said there is a Finance Director with a salary range of $32,000 to $43,000 with $38,000 in the budget. He noted item 34 goes from $12,000 to $1,000 which was the cancelled news- letter. He reviewed the expenses for the Finance Director, noting the request for an IBM PC, which, if approved, he'd like to hold off on until the computer analyst recommendation. Mayor Baugh asked about the present computer and Ms. Rickelman replied it can be used with what they have and make available modules for the clerks in the front office. Councilman Mitchum questioned the other costs and Ms. Rickelman replied it would be maintenance costs and to convert it. There was discussion about the proposals received and Mr. Kelly noted they'd go out for bid if it was approved. Mr. Kelly stated the City Clerk's office is a one-person department and it will need secretarial or clerical support as it grows, but it will continue to get support from the City Manager and Finance offices. Mayor Baugh asked about the Deputy City Clerk and Mr. Kelly replied it will be City Clerk only. Mayor Baugh asked if the Charter requires a Deputy City Clerk and Mr. Kelly replied no. -2- Council Workshop Minutes August 11, 1988 Q o Mr. Kelly pointed out they estimated $45,000 for professional services under Legal Counsel. There was discussion of the retainer paid, with Mr. Kelly explaining there is $12,000 for the secretary. Mayor Baugh again asked that Council consider a full time attorney and that Mr. Kelly bring a report on a full time City Attorney. No Council member expressed an objection to his request. Mr. Kelly stated the Planning and Zoning Director is included in the Planning & Development budget, along with the two present positions. He pointed out pro- fessional services have increased for the Comprehensive Plan consultants. Councilman Asting asked if salary increases are included and Mr. Kelly replied yes. Mayor Baugh asked the amount paid to engineers to date and Mr. Kelly replied they paid the City Engineer $20,710. Mayor Baugh requested amounts for a full time City Engineer. Councilman Asting noted they still need a consulting engineer and Mayor Baugh agreed. There was no objection from Council. Councilman Prater questioned other current charges and Mr. Kelly replied that most are legal ads and it's high due to State requirements for advertising, plus L.D.R.A. meetings are paid from this budget. Mr. Kelly stated that Other Governmental Services had a drop in personnel services as they moved full time people to Parks and Recreation and only custodian JoAnne Sikes is listed in this account. He noted that street light expenses are also going up. Councilman Mitchum questioned the amount for coffee. Mr. Kelly replied it's for City Council and board meetings plus for the employees. Mayor Baugh questioned if bottled water comes from that fund and Mr. Kelly replied no. Ms. Rickelman stated they only pay for the cooler rental in City Hall and the water is free. Mr. Kelly pointed out they added a cooler at Public Works in the maintenance garage area. Mr. Kelly then reviewed Law Enforcement. He pointed out the personnel schedule shows 30 positions and one dispatcher is classified in the Fire Department. He suggested they add personnel costs for the recommended officer. Councilman Prater questioned the increased overtime expenses. Chief Schumaker replied that 60-68% of overtime is for court hearings and the remainder is vacations, trans- porting prisoners, and special details. Mr. Kelly pointed out the traffic officer would have 70-80% return. Chief Schumaker stated that the contract requires three hours pay for a court appearance. Mr. Kelly pointed out they're proposing an intoxilyzer which is more advanced than a breathalyzer. Chief Schumaker reviewed the problems they had with certification on the current breathalyzers. There was discussion about the source for the equipment and Chief Schumaker stated it's on State bid. Mr. Kelly stated the 25 KVW emergency generator is for the newly remodeled building but he's recommending moving the current one. Mr. Kelly stated they're recommending three vehicles, two replacements and one new one, to cover the traffic position, and the estimate is $13,000 each and they'll have to get radios. There was discussion about use of the present equipment on new vehicles. Mr. Kelly stated they're requesting two dispatch consoles, but he recommends just one as the cost is $10,000. each. Chief Schumaker pointed out they're G.E. modular consoles that are adaptable, and he requested this because the present setup doesn't permit two dispatchers using the system at one time. Mr. Kelly stated they're requesting a monitor and two cameras for the rear of the new Police building as the booking room is in the back and the dispatcher is in the front. Councilman Asting asked if they'd hold anyone over a week-end and Chief Schumaker replied no. Mr. Kelly stated they requested two VHS camcorders and he cut it to one and is recommending it for field work for DUI arrests and crime scenes and surveillance. He suggested they buy one this year and one next year. There was discussion about the system that Pat DiLeva uses. Mr. Kelly reviewed his attempts to create a four person department for Fire and Rescue with an estimate of $25,000. per person for salary. He suggested the $150,000. would be loose after next year and that money could be used for the department. There was discussion of the amount paid to the current fire inspector and Mayor Baugh suggested it could be a full time position. Further discussion followed regarding the staffing. Councilman Asting asked about the substation in the southern part of the City and Mr. Kelly explained it's $10,000 for the land. Mr. Kelly reviewed further expenses listed, suchas,$5,000 to asphalt the south station and for a protective cover for unit 800 located at the Rescue station, a cost of $4,393. Councilman Asting pointed out the need for covers on other equipment on Mango Tree. There was discussion about possible locations for land for the new station and Mr. Kelly suggested they have an insurance rating because the location impacts the costs. -3- Council Workshop Minutes August 11, 1988 Q o Fire & Rescue (Continued)- Mr. Kelly stated the proposed estimate for the pumper is $240,000 for a Class A and he's recommending they obtain a short term note from a bank with a payment now of $50,000 and then have the note for the next 4 or 5 years. Mayor Baugh pointed out the County will let the City use theirs until we get a new one. Councilman Mitchum questioned the request for air packs and bunker gear as a lot were bought last year. There was discussion about the number of volunteers and the comparison to neighboring cities with paid departments. Mr. Kelly noted new hose are requested for the Class A at a cost of $4,500 and it's needed to bring them up to minimum standards. Mr. Kelly stated that Code Enforcement requested a new position for the electrical mechanical inspector and if the fire inspector is transferred out, it could be transferred to this position. Mayor Baugh stated that should come under the Building Official's duties. Mr. Kelly noted he supported the request because this department pays for itself from the various fees. Councilman Mitchum questioned the salary for the part time Administrative Secretary. Mr. Kelly explained she works 30 hours a week and has various boards. There was discussion about the benefits received for part time. Mr. Kelly stated they're requesting two hand held radios and a new automobile to replace the Code Enforcement car. There was discussion about the condition of the current automobiles with Carl Overstreet also commenting on their condition. There were no comments regarding the Civil Defense budget. Mr. Kelly stated there were no changes in number of employees for Public Works although they'd requested three. Mayor Baugh asked about the new route and Mr. Overstreet explained that's in Refuse and the new truck is to be here early Fall. Mayor Baugh called a 5-minute break at 9:19 P.M. He called the workshop back to order at 9:27 P.M. Mr. Kelly explained he didn't support the personnel increase because both depart- ments had increases in the past year or two and priorities were elsewhere. Mayor Baugh questioned other contractual services and Mr. Kelly explained it's for the Lake Doctor and insectacides and some street resurfacing. Mr. Overstreet read a list of the proposed streets. Mr. Kelly stated they want to add Flagler north to the railroad tracks. Mayor Baugh and Councilman Mitchum suggested they add Turgot going to the school. Mr. Kelly pointed out that's new construction and this is resurfacing. Mr. Overstreet pointed out the streets he proposed were checked and already have sewers. Mr. Kelly stated they're requesting a dump truck at $55,000 and have budgeted $30,000 with the idea of financing the remaining $25,000 the following year. Mayor Baugh questioned the 50C equipment reserve each month and Mr. Overstreet replied it can only be used for refuse. Councilman Mitchum questioned if they're setting a pattern with the financing and Mr. Kelly replied he tried to balance the departments with capital equipment. Mayor Baugh asked if there would be a trade in and Mr. Overstreet replied he'd like to keep it as back up. There was further review of the other items. There were no questions on the Library budget. Mr. Kelly stated that Parks & Recreation has the same number of personnel, 10 full time and 4 part time. Mayor Baugh asked the part time positions and Mr. Kelly explained it's the concession worker, two lifeguards, and one head life- guard. Councilman Rotundo questioned the status of swimming at Menard Park and Mr. Kelly explained they're awaiting test results. Councilman Prater asked if insurance covered the vandalism listed on page 71. Mr. Kelly replied the insurance will cover it if we meet the deductible, and if so, would go into the general fund. -4- Council Workshop Minutes August 11, 1988 o o Parks & Recreation (Continued) - Mr. Kelly pointed out that page 73 begins expenditures from the recreation impact fees. Mayor Baugh asked if there was money for Christmas lights last year and Mr. Kelly replied yes. Mayor Baugh requested the order be placed before prices go higher. Mr. Kelly explained the prospect of leasing instead of buying but that a review of cost benefit had to be done. Councilman Prater asked if benches and tables would be purchased items or materials to build them and Mr. Kelly replied it should be purchased items. Councilman Prater suggested the City make their own for a better cost. Mayor Baugh asked about the tennis wind screen. Keith Denton stated they're spending money on a machine to pick up tennis balls and wind screens and he feels they should buy a camera instead. Mayor Baugh explained this is special funds from impact fees and it can't be used for the recorder. Mayor Baugh requested a breakdown of the equipment on page 77 for $10,000. There was discussion about the costs for playground equipment. Mr. Kelly advised that the Veterans Park application was going before the Cabinet and Governor in the next couple of weeks and DNR has endorsed it and recommended it to the Cabinet. Special Recreational Facilities was the last item reviewed. Mr. Kelly stated this is the Community Center and Police maintenance. A question arose as to the remodeled Library now needing cleaning. Chief Schumaker suggested they may need someone about 30 hours a week to take care of inside and outside. Councilman Asting moved to adjourn the workshop. Councilman Prater seconded the motion. Workshop was adjourned at 9:55 P.M. Minutes submitted by: Lura Sue Koser fle<7 ~ NC I oim WI ~ ~~;: ATTEST: ~/~ ACTING CLty CLERK 3/ Approved this a~4~ ;,;;;'&-- MAYOR . day of , 198Y . -5- Council Workshop Minutes August 11, 1988