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HomeMy WebLinkAbout03-28-89 SS . MINUTES OF THE CITY COMMISSION SPECIAL SESSION HELD MARCH 28, 1989 The special session was called for the reviewing/amending the budget for fiscal year 88/89. was called to order by Mayor Ison at 7:39 p.m. in the chambers. purpose of The meeting commission PRESENT: Mayor Ison, Commissioners Combs, Dabbs, Hager and Johnson, City Manager Shapiro, Finance Director Poston, Police Chief Boyd, Fire Chief Strosnider, City Clerk Grafton ABSENT: None . BUDGET REVIEW City Manager Shapiro explained that the amendment to the budget was necessary, not because of over spending, but rather because of refinancing that was to happen that did not happen. He stated further that some line items were as high as anticipated or over and some not so high; therefore the revenue side is a wash and there was no need to deal with the revenue side of the budget unless .there was a special question. Mayor Ison said that they would prefer to go page by page, and as the entire budget was reviewed there were a few questions raised which were answered by Finance Director Poston. Mayor Ison asked that a recap sheet be provided also in the future. Commissioner Johnson noted that there are county could easily be served City water as our lines property and that would be a source of revenue. Shapiro will research the cost vs gain and report at residents who go by their City Manager a later date. OVER 65 PROGRAM City Manager Shapiro advised that in our enterprise funds where rates are based on fund expenditures, all revenues must be accounted for and the difference the funds are out of balance equals the amount of the Over 65 Program. He stated that there are 2 options available: (1) Delete the program totally, or (2) Fund the program out of the general fund revenues. The consensus was that the program should remain in effect, funded from general revenues as suggested, at least through this budget year. Sanitation Fund Mr. Shapiro noted that the financial history of this fund is weak and he requested 90 days to do re-evaluation to (1) determine whether all the commercial collections are being billed, (2) evaluate the commercial rate structure and the advantage of mandatory city service, and (3) review current equipment and methods. The analysis will be ready before time to prepare the next budget. . City Garage City Manager Shaprio recommended privatization of the provided by the City garage and asked for authorization to RFP's including the provision that our employees be hired. services ask for Mayor . Page 2 City Commission Special Session - Budget March 28, 1989 Ison said that we are not here to type up checks but rather to provide a service and he wants to see the analysis. All agreed that it is important to protect the employees for 2 years. City Manager Shapiro was instructed to analyze this and report back. City Engineer City Manager Shapiro recommended moving the City Engineer general fund to the utility fund and the consensus was should be done. from the that it Communication System for Police/Fire Departments City Manager Shapiro continued with his report saying that there is a great need for a communication system for the Police and Fire Departments. Later on in the meeting the decision on this item was to lease the offered equipment and capitalize for future purchase. . Code Enforcement Officer City Manager Shapiro requested permission to hire a code enforcement officer for the rest of the fiscal year as he believed that he could get his salary out of the income he would produce. It would then be possible to use the figures from his production to determine whether the position should be a line item in the next budget. The consensus was that he should proceed with this now. Building Department Pees and Staff City Manager Shapiro advised that an ad has been placed for Chief Building Official and suggested that the fees should be raised to enable us to get more help. Commission authorized Mr. Shapiro to analyze the fees and present a revised fee schedule for approval. Sidewalks Commissioner Johnson noted that a sidewalk is needed from Spring Lake Elementery School on Phyllis Street and that stop signs are also needed. Mayor Ison said that signalization is needed instead of stop signs. City Manager stated that within 30 days it will be possible to put in the sidewalk without going into a line item. . Mayor Ison noted that in the next budget it will be necessary to make line items for electric and water for each department, and also that he was sure that the water cut-off fee was neither a deterring factor nor was it covering the cost of the service. Mr. Shapiro said that he has already requested a cost analysis from the department head. Commissioner Hager stated that he wants the old good customers notified if/when they are late paying their bills rather than cutting them off. Mayor Ison wants to have the bills enclosed with a return envelope in order to encourage customers to mail in their payment rather than come into city hall. He stated also that cycle billing should be seriously considered. Commissioner Johnson noted that there are people . . . Page 3 City Commission Special Session - Budget March 28, 1989 transferring within the City without paying their old bills. POLICE/FIRE DEPARTMENTS COMMUNICATION SYSTEM City Manager Shapiro recommended leasing the offered equipment and capitalizing for future purchase. When it was determined that the offer was not made by firms holding the state contract, Mayor Ison instructed the department heads to prepare the needed information to put out for bids and see that the item is on the earliest possible agenda. The consensus was that we should start now with amortization and capitalize for later purchase. PROPOSED BUDGET CUTS Attached are the proposed budget cuts presented by City Manager Shapiro. All were accepted without change. In addition to these changes, Mayor Ison noted that a new line item should be added for membership fee to Orange County Council of Local Governments. Mr. Shapiro said that he will arrange it so that insurance bids are not at the same time as the fiscal year from now on. Finance Director Poston advised that Pitney Bowes found an error in their billing on the maintenance on the copy machine and had undercharged us for a period of time. He was directed to advise Pitney Bowes that they can only correct back to October 1988. Mr. Mohnacky said that he wants to see salary rates and was advised that he should come into Finance Director's office as the information is available but not put into the budget report as line items. Mayor Ison noted that he wants the rules for renting the community center strictly enforced and that it should be verified that the person renting the facility is really the person using it. ADJOURNMENT The meeting adjourned at 9:28 p.m. and the meeting tentatively scheduled for Thursday, March 30 was cancelled as there is no carryover from this meeting. '!:1L Q~ ~~ Thomas R. Ison, Mayor Attest: I - . . . Attachment to Minutes March 28, 1989 Agenda 3-28-89 CUTS PROPOSED FOR BUDGET AMENDMENT CITY MANAGER Salaries FICA Taxes Retirement Contr. Health Insurance Life Insurance Travel Expense POL Supplies Training Expense Equipment Computer Eq./Software SUBTOTAL GENERAL FUND $25,000 1,800 1,300 2,000 300 1,000 1,000 750 1,200 300 34,650 FINANCE & ADMINISTRATION Multi Peril Insurance 2,000 Equipment 1,000 SUBTOTAL PLANNING & ZONING Car Allowance Equipment SUBTOTAL GENERAL GOV. SERVICES Reserve/Salaries SUBTOTAL BUILDING MAINTENANCE Building Maintenance Gazebo Maintenance Community Ctr Maint. SUBTOTAL LAW ENFORCEMENT Overtime Pay Retirement Contr. Investigative Exp. Operating Supplies Training Expense SUBTOTAL 3,000 1,800 8,500 10,300 89,132 89,132 7,500 300 1,150 8,950 2,000 4,000 2,000 2,500 1,000 11,500 FIRE CONTROL Retirement Contr. Travel Expense Multi Peril Ins. Vehicle Parts/Repair Misc. Expense Operating Supplies Equipment Vehicle Replacement SUBTOTAL PROTECTIVE INSPECTIONS Retirement Contr. Misc. Expense Operating Supplies SUBTOTAL STREETS Retirement Contr. Landscape/Tree Maint SUBTOTAL MAINTENANCE GARAGE Building Maintenance Operating Supplies Training Expense SUBTOTAL PARKS & RECREATION Multi Peril Ins. Peach Lk Park Maint. Vignetti Park Maint. Tiger Minor Pk Maint. Programs Parks Improvements Equipment SUBTOTAL 4,000 467 2,000 5,000 1,000 2,000 12,200 11,000 37,667 1,000 472 500 1,972 1,000 1,000 2,000 500 1,000 1,000 2,500 2,000 500 4,000 1,000 1,500 2,000 3,000 14,000 GENERAL FUND SUBTOTAL $215,671 . . . CUTS PROPOSED FOR BUDGET AMENDMENT FUND 104 STREETS Misc. Expense Rental Equipment SUBTOTAL WATER FUND Water Leasing Expense Over 65 Water Tax Over 65 Water Fees SUBTOTAL SANITATION FUND Sanitation Over 65 Santo Fees SUBTOTAL WASTEWATER FUND Wastewater $1,000 2,000 3,000 400 2,000 21,000 23,400 29,000 29,000 -0- TOTAL FOR GENERAL FUND TOTAL FOR GAS TAX FUND TOTAL FOR ENTERPRISE FUNDS TOTAL FOR ALL FUNDS $215,671 3,000 52,400 $271,071 Agenda 3-28-89 Agenda 3-28-89 . PROPOSED REVENUE ADDITION FOR SALE OF APPX. 4 ACRES WEST ORANGE INDUSTRIAL PARK $160,000.00 Wastewater Fund 40,000.00 transfer to general fund for additional administrative costs $120,000.00 Wastewater Fund balance of sale funds . .