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HomeMy WebLinkAbout08-15-90 WS ~ ~ ~ MINUTES OF THE OCOEE CITY COMMISSION BUDGET WORKSHOP HELD AUGUST 15, 1990 The Ocoee City Commission budget workshop was called to order by Mayor Dabbs at 7:06 p.m. in the commission chambers. The roll was called and a quorum declared present. PRESENT: Mayor Dabbs, Commissioners Combs (arrived at 7:15), Foster, Johnson and Woodson. Also present were City Manager Shapiro, City Engineer/Utilities Director Shira, Finance Director Poston, Public Works Director Brenner, police Chief Boyd, City Accountant Gianitsis, Finance Supervisor Batts, and City Clerk Grafton ABSENT: None BUDGET DISCUSSION City Manager Shapiro advised that last year the budget was late and he had promised that would not happen again this year. However, this is 8 days late because it was necessary to finish off the Clark Road and Utility bond issues as they both have an effect on the debt service and the structure of the budget. At one time the Utility issue was $9-10 million and Clark Road was $9.4 million, but due to the wait Utility is now $6.8 million and Clark Road is $7 million. Starting through the Budget Workbook (which shows the 3 previous years figures and the City Manager's recommended figures for fiscal year 90-91) at page A-3 which is a summary of total fund revenues, City Manager Shapiro noted that this is the revised version which does not include the bond proceeds or the capital improvement items which will be paid out of impact fees as those appear on a separate schedule. Mr. Shapiro noted that the General Fund total is $5,827,550 (approximately $1.4 million increase over last year). The $60 million property tax increase was far below the $100 million he had expected and that lack was probably caused by the new houses not being completed in time to get on the tax roll. Mr. Shapiro recommended staying with 4 mills and not going to the rolled-back figure of 3.45 mills for the millage rate. The Water Fund total is $1,099,600, the Sanitation Fund total $714,000 and Wastewater Fund $1,249,000. In these last 3 the slight increase over last year's budget was due to increase in cost of living and health insurance. Page B-l:General Fund - The beginning cash balance brought forward from last year is not growth related but is necessary to balance the budget. Mr. Shapiro pointed out that the gas franchise figure will have to be removed should Commission elect not to grant the franchise to Lake Apopka Natural Gas District. The other new figure on the schedule was sanitation franchise in the amount of $30,000, which is the anticipated revenue from having a private company collect the commercial garbage accounts. Mayor Dabbs asked what portion of the cable franchise was for Telesat and asked that their progress be monitored and reported. Mr. Shapiro noted that Page 2 Ocoee City Commission Budget Workshop ~ August 15, 1990 the 10% utility taxes reflect the growth and that the building permits show a significant increase, mostly due to the Maguire Road shopping center, the hospital, Clark Road and Silver Star Road construction which will be underway soon. In the Inter Government Revenue Windermere fire protection is in the final year of their 3 year contract. There is a new item in Charge for Services - Shop Contract Labor which will be for maintenance on Windermere vehicles. In Fines and Forfeitures the figure is down because the police are going to more calls and spending less time writing traffic citations. The Cemetery Lots are zeroed out because those revenues are going to a sinking fund. Page B-4 & 5:Legislative- There is a significant increase in the legislative portion of health insurance, partly due to the number of members subscribing to the City insurance and partly due to very heavy claims on the PPO by several participants. This will be examined for possible alternatives when the personnel officer comes on board, with a continued goal of keeping good benefits for the employees. Travel Expense is a new item and the Florida League of Cities will be having 2 meetings within the same fiscal year as they have changed their 1991 meeting from October to August due the vast difference in room rates. Election Expense has been moved from this budget to the City Clerk's budget. ~. Page B-6:City Manager- City Manager Shapiro explained that he has separated Personnel from his budget and the personnel and purchasing functions will be tracked. Mr. Shapiro has removed the administrative aide position he had asked for because he did not find a successful candidate and that position is no longer needed when the administrative services director position is filled. There is very little change in the City Manager budget from last year. Page B-9:City Clerk- City Manager Shapiro noted that indexing software, a personal computer and a chair were included in the capital outlay and he expects to add assessment rolls to this department as the City grows. There were typos found in the figures on page B-10 which will be corrected and on Page B-11 the election expense includes the regular election, a run-off election, and a referendum. The referendum was budgeted to place the Withers-Maguire House before the citizens to decide whether to support its repair or demolish it. However, it appears likely that the Historical Commission may be receiving grant money for the Withers-Maguire House and the City may need to add some money for the short-fall in the grant vs. the amount needed for proper repair. Consensus was to leave the referendum in the budget and to be sure that the contingency fund was adequate to supplement the grant money for the Withers-Maguire House. -+.. '- .......... Page 3 Ocoee City Commission Budget Workshop August 15, 1990 Page B-12:Finance Administration- city Manager Shapiro noted that the major capital outlay is for the computer payment (2nd payment), and the rest for the copier, validator, TTY Line, and accounts receivable software. The rest of the budget showed very little difference from the last year. Commissioner Combs asked about the employee Christmas party and Mr. Shapiro said he's still working on it. There is a new item for TV Camera Operator and Mr. Shapiro explained that our employees operate the camera. There was discussion here about the sound system and the public not being able to hear the commission meetings on TV. Mr. Shapiro pointed out that an interim system should be put in this building because it was not designed for televising or sound in the first place and when we go into the new city hall that sound system will be fully engineered. The line item for maintenance of the Withers- Maguire House was zero and consensus was to leave it as is, because if the grant does go through the maintenance of a repaired/restored building will be much less and need not be ~ budgeted separately as it can come out of the city hall maintenance fund. If the grant is not large enough it has already been agreed (see page 2) to cover the short fall from contingency fund. '-" City Manager Shapiro advised Commissioner Combs that this is the appropriate place to discuss Christmas decorations. Consensus was to take $10,000from contingency and budget that amount this year for Christmas decorations, and plan to add to it each year. City Manager Shapiro advised that he will add a franchise fee for telecommunications next year. Page B-16:Purchasing- City Manager Shapiro noted that the capital outlay items in this department are offices, storage, personal computer, printer, filing cabinets, 1/2 copier, modern and chairs. Mr. Shapiro said that a portion of the city garage will be closed in to be used for storage for this department as we will begin to purchase in larger quantities in order to save money. Page B-19:Personnel- City Manager Shapiro noted that the only capital outlay requested for this department was program upgrade. Page B-22 & 23:Legal- City Manager Shapiro said that the hourly rates for Foley & Lardner services will go up to $150 per hour and that a large portion of the bills are passed on to the developers. This is the first raise in their rates since they came on board. Page B-24 & 25:Planning and Zoning- City Manager Shapiro noted that the capital outlay is for file cabinets, 2 PCs and a printer, and there is little change in the other items except for the health insurance. '--' "--" Page 4 Ocoee City Commission Budget Workshop August 15, 1990 Page B-27 & 28:General Government Services- This is a new department where the new Director of Administration will be placed. This person will coordinate and monitor the ERUs and ERCs that are sold and to whom. City Manager Shapiro said that with $15 million in capital improvements this next year and the growth rate this position is justified. The Contingency Fund should be reduced $10,000 for the Christmas decorations. At this point City Manager Shapiro advised Commission that they have a right to apply for reimbursement for expenses in the performance of their duties as commissioners and that those duties will increase as the City grows. Page 30 & 31:Administration/Public Works- Capital outlay is for two-way radio, 1/2 copy machine, and a personal computer. "-" City Manager Shapiro noted here that there were additions/changes in personnel: 1 in this department, a deputy city clerk from personnel clerk, a building department lead clerk, and because of the wage classification survey there were 3 jobs that needed to be upgraded: code enforcement officers, the recreation director, and the water collection and distribution supervisor. The Commission last year had given some policy guidelines and instructed as follows: (1) The cost of living increase will be based on the CPl. This year it was 4.2% - which rounded off to 4%; last year it was 4.7 - which rounded off to 5%. (2) The wage and classification survey was to be done each year and where possible and appropriate changes be made based upon the market area. (3) Where a job analysis of the work being done shows that the position needs to be re-classified that should be done and where a supervisor is needed, appoint one. Page B-33 & 34:Public Works/Building Maintenance-City Manager Shapiro said that he will add more people in this department in order to give the buildings proper care but not in this budget as the overall cost of maintaining the community center is a great deal more that the income from renting it. The capital outlay includes the community center rest rooms and counter, a chair truck, a table truck and tables. Commissioner Combs asked about the canopy for the entrance and it was not included. There were no major differences in this budget from last year. Page B-36 & 37:Law Enforcement- One police officer was added to take the place in road patrol of the D.A.R.E. officer that will be put in the schools. $4,000 has been put in to fund D.A.R.E. The capital outlay items that are not a part of impact fees are as follows: radios, light bars, sirens, portable radios, LETN, vest, terminal, typewriter, copier, radio system, and power modual. There is very little change in this budget from last year. '-'" Page 5 Ocoee City Commission Budget Workshop '--' August 15, 1990 Page B-40 & 41:Fire Control- The capital outlay items not covered by fire impact fees are: hoses, hazmat suits, heat units, air bottles, homelite saw, 1 1/2" nozzles, light bars, mobile radios, Rescue #4. There is very little difference in this budget over last year except where the health insurance and workman's comp are concerned, as a whole shift of employees were added mid-year last year. October 1 Chief Strosnider will be full-time fire chief. Page B-44:Protective Inspections- More clerical help was needed so 1 person was added and the building clerk supervisor position was given to the senior clerk. The capital outlay items were a file cabinet, ~y~ewr~~er, personal computor/code enforcement, terminal, master terminal. Page B-47:Engineering- Page B-49:Cemetery- The 1/2 person is no longer being charged to this account so that most of the revenue can be netted into an account to build toward perpetual care. RECESS 8:51 - 9:01 P.M. ~ Page B-51:Parks, Parkways, Trees, Drainage- The 1/2 person that used to be charged to the cemetery now makes the current personnel 13 and City Manager Shapiro proposes to add 3 basic laborers and equipment operators and 1 horticulturist. Commissioner Combs said that if those people are added to be sure that they have the equipment to work with. The capital outlay included the following Streets: Hyland, Spring Creek, Sandy Beach, Story Road, Reba, Geneva, Maureen, and Sidewalks: Springlake, Suzette, Crystal, Mabel, and Ursula. City Manager Shapiro asked that these be prioritized by the Commission and it was agreed that they would cover that at the workshop scheduled for Thursday, August 16. The capital outlay for equipment was: 2120 tractor, backhoe, Toro mower, flail mower, air cnditioner, concrete saw, compactor, radios, edger, and weed eaters. Commissioner Combs asked about drainage improvements and was advised that a study to show what should be done and how to prioritize will be going out for RFP. Page B-57:Public Works/Maintenance Garage- There is little change here except for the fuel system which must be replaced. The capital outlay is for: 3/4" air gun, 3/8" air gun, 1/2" air gun, floor jack, floor fans, fuel manager, and water fountain. Page B-60:Recreation- This program will be expanded both day and night and so 1 position for recreation supervisor is requested. The capital outlay is for tee ball, table and chairs, and picnic tables. There was a question raised about the high cost of workers compensation and also the concession stand maintenance. Recreation ~ Director Beech advised that the figures for prior years were for 1 stand and there will be 4 stands after this year. Page 6 Ocoee City Commission Budget Workshop ~ August 15, 1990 Commissioner Combs commended staff for a good job on the budget. Mayor Dabbs announced that on Thursday, August 16 the rest of the budget will be reviewed: Water, Wastewater and Sanitation. ALSO, the Chamber of Commerce Business After Hours will be at the Withers-Maguire House from 5:00 to 7:00 p.m. on Thursday. ADJOURNMENT The meeting adjourned at 9:14 p.m. Approved At '-' '-"