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HomeMy WebLinkAbout08-15-91 WS '-" MINUTES OF THE CITY OF OCOEE BOARD OF CITY COMMISSIONERS WORKSHOP SESSION HELD AUGUST 15, 1991 This Budget Workshop Session of the City Commission was called to order at 6:35 p.m. by Mayor Pro tern Johnson in the Commission Chambers. Present: Mayor Pro tern Johnson and Commissioners Combs, Foster, and Woodson. Absent: Mayor Dabbs Also Present: City Manager Shapiro, City Engineer Shira, Finance Director Poston, Planning Director Behrens, Building Official Flippen, Public Works Director Brenner, Administra ti ve Services Director Beamer, Personnel Director Psaledakis, Police Chief Boyd, Fire Chief Strosnider and City Clerk Grafton. City Manager Shapiro suggested running through line items tonight, since a work session has been scheduled for August 20. '-' He began with the General Government Section - Legislative. One major change was in Health Insurance which decreased. Two additional items called "Non-Profit Organizations" for $20,000.00 and "Redistricting Expense" for $10,000.00 are added. The Maguire House has been transferred to this Budget Section from the Finance Budget. Commissioner Combs questioned the amount under the Maguire House since there is a grant forthcoming. Mr. Shapiro replied that this would, in effect, represent an in kind demonstration and would assure the State of the City's continued support. In the last two years, the City has spent about $3,000.00 because the money needed to be available as part of the grant. In the General Government - City Manager, the expenses reflect only a 4.5% increase in salaries and the corresponding change in life insurance which is related to salaries. There are no capital improvements scheduled for this year. Under General Government - City Clerk, the only capital improvement is for recodification of ordinances. The codification is progressing and is almost complete. This expense is for yearly update. The doubling of the retirement contribution was questioned. This is due to the new retirement program which has the City providing additional contributions. General Government - Finance has significant Capital Outlay. The City continues to pay on the computer and is requesting another printer and 1/3 of a work station (3 department split) and upgrades of the computer which are required each time more data is used. The $257,000.00 requested was not approved and is not included. The reduction in the office supplies amount illustrates the allocation of these expenses that is being used this year for the first time. ~. Mr. Shapiro explained that the new allocation system divides by department expenses for Office Supplies, Printing and Postage. '-" Page 2 Ocoee City Commission Workshop August 15, 1991 This is a better accounting system and is more appropriate for defining what each department is spending. General Government - Purchasing has no capital outlay this year. Other expenses remain the same, except for the 4.5% salary increase. The Training Expense account was questioned. Mr. Shapiro stated that he has been sending the Purchasing Agent to a course for certification. She also has been participating in an intergovernmental group that is proving productive. General Government - Personnel increased in salaries. Mr. Shapiro pointed out that this department is making significant progress in insurance improvements, both in cost and quality. Administrative Expense is for advertising, physical testing and psychological testing. There is some money for safety inspection. This has proven to be very advantageous. '-' General Government - Legal Fees looks about right. This fund has stayed the same for three years. It appears that the next three years will continue at this rate and then will taper off. Mr. Shapiro reported that the Stucki case, which had been a severe drain on legal expenses has now been deferred to the insurance company since the deductible has been met. The City has paid $51,482.00 for the inverse condemnation Case 1, and $25,848.00 for Case 2. The insurance company has accepted the second case for coverage. This total budget is not going exclusively to Foley and Lardner. Other specialty firms are included. General Government - Planning and Zoning will add one person to bring the complement to the original five. The Compo Plan will be ready soon. This department will pay 1/5 of the GIS payment and 1/5 of the recurring costs. Printing shows that adjustment for the new system of allocation and for printing the new comprehensive plan. General Government - General Government Services no longer has staff, only allocations to be transferred out. Activities have been transferred to other departments. General Government - Public Works remains as it was last year except for the cost of living increases. General Government - Administrative Services reflects only the salary of the Administrative Services Director and expenses subtracted from other departments to cover the normal expenses of this unit. "'-' General Government - Building Maintenance shows little change. Originally more was requested to develop a fully staffed department but the money just was not there. Page 3 Ocoee City Commission Workshop .~ August 15, 1991 Law Enforcement is showing employment of one additional person. At this time, Police Sergeants are doing administrative work, but pressure continues to get more cars on the road. The new employee will be a Captain and will be responsible for administrative work. This would be a first of the year position. Only capital outlays are for radio equipment. All other capital improvements are coming from impact fees. Vehicles are in generally good condition. Fire Control capital outlay expenses will be coming from impact fees. This will furnish the vehicles they need when they need them. A fourth fire station is in prospect. The third station on Maguire has not been started because the expected growth did not materialize. It may be necessary this year. The major concern now is in the area of A.D. Mims or Clark Road. Commissioner Woodson asked why the life insurance had dropped. When the City went to the new pension plan, insurance for police and fire was added and it reduced the general life insurance costs. Protective Inspections budget remains the same except for the addition of 1/5 of the GIS expenses. The average inspector in this department was doing nineteen inspections per day. Drainage Engineering Budget depletes the account. '-' Cemetery Budget reflects only the operating expenses. Lots are being sold with income being credited to this account, hopefully to develop a perpetual care arrangement. Parks, Parkways, Trees and Drainage department has a list of streets and sidewalks to be constructed. This list can be changed. Railroad crossing costs are included because anything the City has under contract must be cared for and maintained. Christmas lights should be $5,000.00, not the $1,000.00 as it reads. Commissioner Combs would like to cut more of this item. Commissioner Johnson called attention to cracked streets and water seeping in Lake Olympia Estates. Soil cement base for streets will crack in weeks. These will be checked out. The meeting recessed at 7:27 p.m. and reconvened at 7:47 p.m. Mr. Shapiro requested that any changes in streets and sidewalks be made at the August 20 :,eting. Public Works/Maintenance Garage has no capital outlay items in the budget. Employee number remains the same, therefore ~~e budget shows only the 4.5% increase for cost of living and is less than last year. ~ Recreation has a capital outlay of $9,300.00 for resurfacing of the tennis courts. This is necessary because the condition of the '-' Page 4 Ocoee City Commission Workshop August 15, 1991 courts is such that the base will be lost if the resurfacing is not done. Any beneficial things for the parks - baseball fields, sprinkler systems, parking, fencing - are all coming out of impact fees. The commissioners discussed an automobile allowance for the director. He has been reimbursed for the use of his van. Mr. Shapiro stated that he felt the use of his car was not as important now as it was since the department now has both a car and truck. Mr. Shapiro went on to say he would recommend making no change in this si tuation just now. Commissioner Johnson expressed the opinion that he felt the Recreation Director should have an increase in car allowance. When Mr. Shapiro remarked that this might create a problem with other staff wanting allowances, Commissioner Johnson mentioned that the City should consider having staff cars for staff rather than the car allowances. Mr. Shapiro reminded him that, for the present, the City does not have funds for additional cars. Mr. Shapiro continued by saying the City is paying the State statute mileage allowance to staff using their cars. The Recreation Director is entitled to receive this but just does not claim it. '-' Drainage Engineering will be represented by a recommendation and ordinance on the August 20 Agenda. The Commission will be asked to approve a monthly charge to all city customers. Analysis work and engineering studies will account for approximately 1/3 of the revenue expected. There are some capital improvement expenditures recited in this budget. This is equipment the City has never had. Spring Lake Retention Pond Fencing in the amount of $7,200.00 is an inherited problem. It dates back to when developers were not required to care for retention ponds. This is the last one to be taken care of. Water and Sewer Revenue Funds are doing all right. In reviewing the Utility accounts, Mr. Shapiro called attention to no new people in the account. In response to a question, Mr. Shapiro stated that the Utility Superintendent has a truck and the Utilities Director has a car allowance. An Assistant Utility Director/Capital Project Manager will be added. This person will be paid from the Barnett Bank loan and will be gone when the loan is depleted, unless he is needed in other capacities. Commissioner Johnson asked why this individual could not be a contract person without benefits. Commissioner Johnson said he is not telling the Engineering Department it cannot have the help. He just thinks it could be done without a benefit package. Mr. Shapiro stated he preferred a contract with an individual as opposed to a contract with a firm. Commissioner Johnson and City Manager Shapiro will discuss this more. '-" Commissioner Johnson asked why there are two people reading meters on the same route. The answer is that it is more time efficient when one person drives and the other reads, rather then one who stops, gets out of truck, reads the meter and gets back in the truck. Mr. Shapiro will research and will report. '-" Page 5 Ocoee City Commission Workshop August 15, 1991 Public Works/Sanitation has problems. An increase of $5.00 per month is necessary, of which $3.00 goes for the tipping fee charges of Orange County. The are no special pick up fees and everyone that complains about their garbage not being picked up gets a special pick up - these things are costing money. There is a report on changes included with this budget. Commissioner Woodson asked why there were two garbage trucks on the same street at the same time, sometimes front bumper to front bumper. It was explained that there are times when double trucks are used to finish the routes on schedule. One pick up a week would mean a cost of $112,000.00 and special pick ups would increase the income still more. Under those condi tions, it would be possible to buy some better equipment within 24 months. Mr. Shapiro recommended a man truck, side loader with larger drums. This should be instituted in the newer neighborhoods and then expanded. He feels that if this situation is not improved within a year, he will recommend against being in the sanitation business. Commissioner Combs urged the Commission to start the preparation for a 1 - 1 - 1 pick up system. The recycle program with Orange '-" County will be terminated and the recommendation will be made to go with a private group. Commissioner Foster thought the people would be willing to support a $5.00 monthly fee to keep the twice weekly pick up. Staff suggested that if a once a week pick up was not sufficient, the City could have a small charge and make the extra pick up. There was an extended discussion regarding the garbage and trash pickup problems. Commissioner Combs suggested an education program for the citizens. He felt they would be more responsive if they were aware of the problems. Mr. Shapiro reiterated that the 1 - 1 - 1 and special pick ups are the only way the City can support the program. Commissioner Johnson said it is very difficult to have people understand when you double the rate and cut the service. Mr. Shapiro stated that between August 20 and September 20 (the time when the budget will be passed) the Commission will need to decide just what they want to do. Commissioner Combs requested an analysis of the current cost basis and the $3.00 increase. The regulations at the landfill place a 3: 00 p. m. closing on all trucks. The City is currently moving trucks that are about 1/2 full to comply with the time element. This is also an expense. Commissioner Johnson suggested that new areas be placed on a 1 pick up system, at a different rate. Find a place to get rid of recyclables. ~ Wastewater is in good shape. No difference in the personnel. new R & R Fund is the major difference. The new laboratory A '--' '-' '-" Page 6 Ocoee City Commission Workshop August 15, 1991 equipment is a state requirement. The same car allowance appears in this account. If the Assistant Utility Director is hired on a contract basis, the car allowance could be reduced. This meeting was adjourned. The next meeting will be August 20, 6:30 p.m. APPROVED: ATTEST: City L~\( .' -16- ------