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HomeMy WebLinkAboutMinutes 07-11-2000 Budget Workshop Meeting1 1 1 CITY OF CAPE CANAVERAL BUDGET WORKSHOP MEETING CITY HALL ANNEX 111 Polk Avenue, Cape Canaveral, Florida Tuesday, July 11, 2000 4:00 P.M. MINUTES Council Members Present Burt Bruns (Arrived at 4:40 PM) Richard Treverton Larry Weber Buzz Petsos Rocky Randels Others Present: Bennett Boucher, City Manager Susan Stills, Assistant City Clerk Andrea Bowers, City Treasurer Morris Reid, Acting Building Official Ed Gardulski, Public Works Director Nancy Hanson, Recreation Director Major George McGee, Sheriffs Office Chief Dave Sargeant, CCVFD 1. Discussion: General Fund Mayor Randels called the meeting order to order at 4:06 PM. Mayor clarified that the meeting would focus on each department's budget intents. He related that individual workshops were previously held to discuss department's capital purchases. Mr. Boucher reported that the total budget including the Sewer Fund is $8.4 million. He stated that this included an annual 2.5 percent Cost of Living increase for employees. Mr. Boucher provided department budget highlights. He reported that the Police ad valorem taxes were increased to reflect the offset in its operating budget. He stated the appropriated fund balance from the General Fund reserve is utilized to fund some of the General Fund capital items as well as impact fees where appropriate. He related that the Acting Building Official has requested hiring a full -time inspector mid -year. He also related that the Public Works Director has requested an additional Maintenance Specialist position for the Streets Department. He continued by reporting that the Recreation Department would have increased park development projects this year subsequent to grant funding. He related that the Beautification Board and Public Mr. Boucher concluded his overview in that Wastewater'has Capital Improvement and Rehab projects this year as well as a new Wastewater operator position. City of Cape Canaveral, Florida City Council Budget Workshop Meeting July 11, 2000 Page 2 General Fund Revenue Mayor initiated discussion regarding the 12 percent increase in operating expenses. Mr. - -Boucher responded that the operating expenses and revenues are balanced and that impact fees were brought forth as well as General Fund Reserves to provide capital items. Ms. Bowers stated that impact fees are in the impact fund, however Reserves were brought in to pay for capital purchases. Mayor Pro Tem Petsos commented that in previous years a spreadsheet was provided to show Reserve funds available. Ms. Bowers responded that she would provide said spreadsheets and that $221,000 came forward from Reserve funds to pay for fiscal year capital expenditures. Mr. Treverton questioned cost for a colorized bar chart in that the gray scale was not informative. Ms. Bowers stated that expediency was the factor in not providing a color chart. Mr. Treverton questioned the zero in Capital Expenditures. Mr. Boucher responded that there is a separate capital budget. He explained that capital projects are included in each departmental budget. Ms. Bowers clarified that for the purposes of preparing for the GASB -34 reporting the former 301 - Capital Improvements Fund would be discontinued yet represented in the General Fund however not in separate areas. Mr. Treverton questioned where cigarette taxes are located in the budget since the State proposes to eradicate smoking. Ms. Bowers responded that cigarette taxes are under State Shared Revenues and that cigarette taxes are being replaced with Sales taxes. Mr. Treverton opened discussion on Police Tax and the proposed millage rate increase. Mayor Pro Tem Petsos questioned minimal increases instead of the full one mill maximum. Ms. Bowers stated that the current millage is .6850 for Police with a rollback of .6644 due to the increase in property. Mayor Randels clarified for Mr. Bruns that a referendum is needed to exceed the current one mill maximum. Mayor Pro Tem Petsos reiterated that he supported an increase in that it would substantiate need in subsequent years. Mr. Boucher explained for Mayor Pro Tem Petsos that current advertising demonstrates the dollar amount increase not the percentage as a result of the tax increase. Mayor Randels related that the General Fund has increased over the years and stated that the City can make capital purchases without depleting reserves. Mayor Pro Tem Petsos questioned the prudence of not using the approved millage and continuing to provide services. Mayor Randels expressed support to increase the tax rate and in effect require less from reserves. Ms. Bowers stated that Council has until the end of July to determine the millage rate. Mayor Randels clarified that staff would need to provide information on the amounts using proposed maximum from the voters of one mill and subsequent revenue, as well as reduced amounts with allocation from the General Fund. Council agreed by majority to exercise the full amount of the millage referendum voted on for Police services. Mr. Bruns questioned the millage cap for Library and Beautification. Mr. Boucher responded that the Library was one -half mill for construction and maintenance. He answered that Beautification is also one -half mill. Mayor Randels explained that City of Cape Canaveral, Florida City Council Budget Workshop Meeting July 11, 2000 Page 3 the Library millage decreased to maintenance only at .0385 mill. Ms. Bowers related that the new building increased insurance. Mayor Pro Tem Petsos responded that justification is needed in both areas before increasing the tax. Mayor Randels clarified for Mr. Weber that when the referendum was passed it was for three years with funding to pay for the Library. Mr. Bruns related how the City paid for a portion of the expansion. Ms. Bowers responded that the approximately $78,000 was used to pay for the Library expansion. Ms. Bowers will provide data on increasing Library and Beautification taxes. Mayor Randels reviewed the Building Department budget. Mr. Weber questioned the St. Johns River Management Storm grants. Mayor Randels stated that they are included when secured. Mr. Weber questioned if the 63 percent building permit is in light of increased construction. Mayor Randels responded that some large complexes were constructed. Ms. Bowers emphasized for Council to use the most current detailed budget to gain an accurate profile to include transfers. Chief Sargeant replied to Mr. Bruns that the Fire Department performs inspections. Mayor Randels reported that there is no money in the cash forward. Legislative Budget Mayor Randels queried the General Insurance. Ms. Bowers responded that GASB -34 would reflect how much an activity generates in revenue and how much is subsidized by the City. Mayor questioned why Elections are under the Legislative budget. Ms. Bowers responded that the subject is designated to the relative activity. Ms. Bowers affirmed to Mr. Treverton that the Florida League of Cities insurance at a cost of $2,285 included attorney costs if the City goes into litigation. Mr. Boucher pointed out that Council might want to discuss increasing the amount of the Legislative Budget for memberships and training as well as travel and per diem. Mayor Randels related that due to the number of people now included in activities, an increase might be forthcoming. Mr. Boucher recommended that if interest continues in participation at local functions an increase is practical. Council agreed by majority to increase Travel and Per Diem and Memberships and Training in the Legislative Budget by $1,000 for each fund. Mayor Pro Tem Petsos questioned Professional Services. Ms. Bowers responded that the funds are for ordinance codification services. Administrative Budget Mayor Randels noted that Capital Outlay was previously brought out of Non - Departmental. Ms. Bowers explained that $5,000 was budgeted every year for equipment. However, an additional $5,000 would be used for accounting software. Mr. Treverton questioned an overall 8 percent increase in salaries and wages. Ms. Bowers explained that a 2.5 percent COLA is represented however annual merit increases are also included in that figure. Mayor Randels questioned janitorial services in the 5200 account. Mr. Boucher responded this represented janitorial supplies. City of Cape Canaveral, Florida City Council Budget Workshop Meeting July 11, 2000 Page 4 Growth Management/ Planning & Zoning Budget Mayor Pro Tem Petsos questioned the decreased amount for Legal Ads. Mr. Boucher responded that the cost of the ads is based on the subject matter, i.e. Comprehensive Plan Amendments that are relatively more expensive. Council agreed by majority to increase the Legal Advertising account to $6,000. Planning Services will remain at $14,000. Police Service Ms. Bowers stated that this includes the School Resource Officer and the Crossing Guards. Mayor Pro Tem Petsos noted that the School Resource Officer expense decreased due to the classification of the officer. Ms. Bowers clarified that confiscated property also provides funding for the officer. She referred to the Law Enforcement Trust Fund for the Resource officer balance. Mayor queried if two vehicles would be purchased the upcoming budget year. He stated that one Ford Explorer is represented. Mr. Boucher responded that the Crown Victoria is included in the FY 2001/2002 purchases. Mayor questioned if every vehicle would have one Mobile Data Terminal (MDT). Major responded that he might have removed the vehicle in light of the MDT's. Major explained that the Explorer is needed to carry the amount of equipment. Lt. Gary Weller responded that the Explorer would provide better access to equipment in an emergency situation. Mayor Pro Tem Petsos questioned Worker's Compensation. Ms. Bowers reported that Worker's Compensation increased overall. Ms. Bowers explained that Worker's Compensation increased due to an increase in the Crossing Guards wages as well as the high risk of the job. Mr. Bruns questioned the working hours for the Crossing Guards. Staff will provide the data regarding the School Crossing Guards working hours. Fire Safety Chief Sargeant opened discussion on the overall 9 percent increase in the Fire Department budget. He stated some reasons as 1) cost of fuel and 2) Paramedics hired over Emergency Medical Technicians at a difference in salary of $6,000. He explained that competition has increased for Advanced Life Support in the County. He explained further that health Insurance has also increased. Chief Sargeant recommended charging for fire hydrant rental as an untapped revenue source. He explained that an additional charge is made to the customer on water billing. Ms. Bowers will research the number of hydrants to provide revenue analysis. Chief Sargeant related that maintenance and replacement is expensive and can be done by the City of Cocoa. Mr. Boucher stated that Cocoa might have a formula to help with the analysis. Chief Sergeant emphasized the need for a full -time Fire Inspector due to increased building in the city. He reported that the assistant fire chief is currently responsible 1 City of Cape Canaveral, Florida City Council Budget Workshop Meeting July 11,2000 Page 5 for inspecting new construction. The recommendation is for one full -time inspector. Chief Sargeant related that the department is working on getting his staff certified in building construction for better coverage. Mayor queried the conservative site plan review fees. Chief Sargeant responded that this is in fact a fire protection/ suppression plans review. Mr. Treverton asked if the part -time to full -time inspector is included in the 9 percent increase. Chief Sargeant responded no and that he would like to include a full-time inspector in the contract. Mayor opened discussion on capital outlay. Chief stated that this budget is the same as proposed in the five -year capital plan. He explained that some monies might need exchanging due to radio purchases because of a transition to digital. Mayor Randels queried the cost to replace the radios if the current radios are incompatible. Chief responded that the portable radios are $2,800 each. Building Department Mayor Randels pointed out the increase in operating supplies. Mr. Reid responded that the State Building Code reference book upgrade necessitates the purchase of six sets of books. Mayor Pro Tem Petsos queried purchasing a CD -Rom. Mr. Reid explained that the code might not be fully available in that format and that staff does not use laptops. Mr. Treverton questioned the number of books. Mr. Reid stated that two sets are needed for the vehicles as well as four sets for the office. Mr. Bruns asked if the level of staff would remain the same. Mr. Reid projected that an additional person would be required mid -year. Ms. Bowers related that the vacant Planning and Zoning position remains open. Mr. Reid reported on construction projections. Mr. Weber asked if Mr. Reid could provide a construction summary. Mayor Pro Tem Petsos queried salaries and wages. Mr. Reid provided explanations for the wages involved. He emphasized how the new code would necessitate additional services from staff to the customer. Mr. Reid responded to Mayor Pro Tem Petsos concerns with hiring additional staff and requesting an increase in overtime in that the amount of hours involved in overtime include both Code Enforcement Officer and Administrative Assistant. Mr. Reid reported that any permits/ applications accepted after July 1, 2001 would adhere to the new code. Mayor recommended contractor meetings prior to the code change. Mr. Reid answered Mr. Treverton in that an increase in training is necessary for education in the new codes. Mayor Pro Tem Petsos queried the increase in uniforms from $500 to $1,200. Mr. Reid responded that for two new staff members the cost is relative to purchase pant, shirts, steel -toed safety shoes, rain gear, jackets and hard hats. Mayor Randels expressed that he would like to see the department remain current in code education. Council directed staff to research the last adoption of the Building code. Mr. Reid stated that the State is adopting the 1999 code and the city must follow. Mr. Treverton queried the needed projected time for the full-time, mid -year position person. Mr. Reid responded that the position would be necessary up to FY 2005 in light of current construction. 1 City of Cape Canaveral, Florida City Council Budget Workshop Meeting July 11, 2000 Page 6 Streets Department Mayor Randels commended the 9.5 percent Worker's Compensation for Streets/ Maintenance workers. Mr. Gardulski related on the commendable safety records and awards. Mr. Gardulski requested a Maintenance Specialist due to increases in the service area, for example, additional parks maintenance and trash removal locations. Mr. Bruns questioned if another person would be needed after adopting the Stormwater Management plan. Mr. Gardulski responded he would review need concurrent with the plan. Mr. Gardulski affirmed to Mr. Weber that the new budget included an additional person. Mayor Pro Tem Petsos queried additional personnel. in light of an increase in the amount of overtime. Mr. Gardulski responded that he used a trend analysis and current expense projection to summarize his need for overtime cost. His attempt is to uncover if the need is for a one -time project or daily operations. Mayor Randels clarified that overall the Streets Department budget would increase by 48% from $339,000 to $478,000. Mayor Pro Tem Petsos • questioned the increase from $13,000 to $26,000 in Building, Grounds and Maintenance. Mr. Gardulski responded that some of the grounds included ballpark maintenance. Parks and Recreation Department Mayor Randels questioned the expenses included from the grant funding. Ms. Hanson explained that the grants are reimbursed monies. Mr. Weber clarified that $174,000 is from grant funding. Ms. Hanson reported that the Recreation staff is paid at a holiday not an overtime rate. Ms. Hanson confirmed with Ms. Bowers that the Boardwalk grant amount was in fact $150,000. Mr. Treverton queried the amounts for the restrooms and asked if they were included in the grant funding. Mr. Boucher answered that projects eligible for grants are included in the five -year capital items. He explained that when the Florida Recreation Development grants cycle opens the City would apply for these items. Mr. Bruns questioned the difference in the amounts of $293, 750 to $191,250. Ms. Bower responded that some of that funding is under Capital Expansion and that some has not been funded to date. Mr. Boucher corrimended Ms. Hanson for her pursuit of grant funding. Mr. Bruns also commended Ms. Hanson on her budget management. Community Appearance Board Budget Mayor Randels reported the increase in operating supplies to $1,200. Legal Services Mayor Randels reported the only change as $4,500 for insurance; otherwise the budget is the same as the previous year. Garbage Service 1 City of Cape Canaveral, Florida City Council Budget Workshop Meeting July 11,2000 Page 7 Mayor Randels reported on a reduction in operating expenses of one percent. Ms. Bowers related she used data from current expenditures. Mr. Weber queried increased fuel charges. Mayor Pro Tem Petsos recommended reviewing the contract in regard to increasing fuel charges. Mr. Treverton questioned the possibility of $12,000 in revenue from recycling. Mayor Randels explained the cost involved in the recycling process and the actual difference in the bottom line revenue. Business and Cultural Development Board Mayor Randels reported little change. He related some of this Board's new cultural pursuits as well as hosting the Wednesday- Friendsday. Non - Departmental Funds Mayor Randels stated that since expenses were allocated to their relative activity this fund list has shortened. Mr. Weber queried General Insurance coverage. Ms. Bowers responded Liability, Property, Automobile Insurance, Bonds and Errors and Omissions as well as Buildings. Police Education Fund Mayor Randels reported that this is money collected in fines and forfeitures. Ms. Bowers responded that the reserves are depleted. She explained that the Police use $10,000 per year, however allocation is for $8,000. Fire Protection Fund Mayor Randels reported an estimate of $11,000 through impact fees that is transferred to the General Fund for the fire truck. Library Fund Mayor Randels pointed out decreasing revenue and he noted an increase due to insurance. Ms. Bowers stated that there are no carry forward funds. Ms. Bowers recommended in increase. Mayor Randels related that revenue provides for landscape maintenance in keeping with the City's contract with the County. Mr. Bruns asked if Ms. Bowers could provide a revenue projection. Ms. Bowers reported $4,500 as the Library's revenue. Mayor Pro Tem Petsos stated that landscape maintenance is an issue for staff. The next scheduled Budget Workshop meeting is scheduled for Monday, July 17th at 5:30 and will resume with the Beautification Fund.. 1 1 1 City of Cape Canaveral, Florida City Council Budget Workshop Meeting July 11, 2000 Page 8 There being no furthe ;business, the meeting adjoumed at 6:50 PM. Susan ills, ASSISTANT CITY CLERK