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HomeMy WebLinkAbout09241997SEBASTIAN CITY COUNCIL AGENDA SPECIAL MEETING WEDNESDAY, SEPTEMBER 24, 1997 - 7:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA The Proposed Budget May be Reviewed in City Hall, 1225 Main Street, Sebastian Mayor Barnes called the Special Meeting to order at 7:00 p.m. The Pledge of Allegiance was recited. ROLL CALL City C,~gur~Jl Pre~enti Mayor Walter Barnes Vice Mayor Richard Taracka Mrs. Louise Cartwright Mr. Larry Paul Mrs. Ruth Sullivan Staff Present: City Manager, Thomas Frame City Attorney, Valerie Settles City Clerk, Kathryn O'Halloran Director of Community Development, Bob Massarelli Public Works Director, Pat Brennan Chief of Police, Randy White Deputy City Clerk, Sally Maio - Special City Council Meeting September 24, 1997 Page Two 97.066 4. FINAL PUBLIC HEARING & ADOPTION - 1997/1998 MILLAGE AND BUDGET A. Mayor Annotmces T~ntative Millage Ral;~ of 6.9000 Mills Which is a 1.93~y_[ncrease Over the Rolled Bs'l_qk Rate of 6.7691 Mills Mayor Barnes announced the rolled the tentative millage of 6.9000 mills which is a 1.93% increase over the rolled back rate of 6.7691 mills. Second Reading and Final Ad01~tion of Ordin,'LncqL.No. O-97-63 - Final Millage Rate 0nterim Finance Director Transmittal 9/15/97.0-97-63) AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SEBASTIAN, rNDIAN P-riVER COUNTY, FLORrDA ADOPTING A MILLAGE RATE OF 6.9000 FOR THE CITY'S GENERAL OPERATING FU'N'D FOR THE FISCAL YEAR BEGINN~G OCTOBER 1, 1997 AND ENDING SEPTEMBER 30, 1998; PROVIDING FOR SEVERAB[I.ITY; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. ( 1 st Reading 9/10/97, Advertised Legal Notices 9/11/97, Final Hearing 9/24/97) Mayor Barnes opened the hearing at and the City ~ read Ordinance No. 0-97-63 by title only. 2 ~e(:gnd Reading and Fioal Adoptiqn of Ordinance NQ~Q-97-64 - 1997]1998 Budget (Interim ~'~_nance Director Transmittal 9/15/97.0-97-64) AN ORDINANCE OF TFI~ CITY COUNCrL OF TH2E CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA ADOPTING A BUDGET FOR TI-IE FISCAL YEAR BEGINNING OCTOB,ERr~997 bfi~I~NDIN'G SEPTEMBER 30. 1998; DETERMINING AND FIXING TFI~ AMOUNTS NECESSARY T~ ON E~M3VERNMENT FOR THE ENSUING YEAR; DETERMINING TFI~ AMOUNT OF APPLICABLE FUNDS ON ~; ESTItMAYING RECEIPTS FOR THE GENERAL FUND, EXHIBIT "A"; CDBG FUND, EXHIBIT "B"; DEBT SERVICE FUND, EX/qlBIT OOLF COURSE FUND, EXI-IIBII "D"; AIRPORT FUND, EXHIBIT "E"; CEMETERY IRUST FUND, EXHIBIT '~F": LAW ENFORCEMENT CONFiSCATED/ABANDONED TRUST FUND, EXHIBIT "G"; LAW ENFORCEMENT EDUCATION TRUST FUND, EXHIBIT "H"; PUBLIC SAFETY EMPLOYEE TRUST FUND, EXFIlBIT "F'; GENERAL GOVERNMENT EMPLOYEE TRUST FUND, EXHII~IT "J"; PROVIDING FOR SEVERABILITY; PROVIDllqO FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. (lst Reading 9/10/97, Advertised Legal Notices 9/11/97, Final Hearing 9/24/97) Mayor Barnes opened the heating at and the City Attorney read Ordinance No. 0-97-64 by title only. 7 City of Sebastian 1225 MAIN STREET n SEBASTIAN, FLORIDA 32958 TELEPHONE (561) 589-5330 [] FAX (561) 589-5570 SEBASTIAN CITY COUNCIL MINUTES SPECIAL MEETING WEDNESDAY, SEPTEMBER 24, 1997 - 7:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA The Proposed Budget May be Reviewed in City Hall, 1225 Main &reet, Sebastian Mayor Barnes called the Special Meeting to order at 7:00 p.m. The Pledge of Allegiance was recited. ROLL CALL ~j,~ (~9kmq:il Present: Mayor Walter Barnes Vice Mayor Richard Taracka Mrs. Louise Cartwright Mr. Larry Paul Mrs. Ruth Sullivan ~;aff Present: City Manager, Thomas Frame City Clerk, Kathryn 0'Halloran Interim Finance Director, Janet Isman Director of Community Development, Bob Massarelli Public Works Director, Pat Brennan Hman Resources Director, Phil Bowers Chief of Police, Randy White Police Captain, David Puscher Police Lieutenant, Scott Sherbrook Deputy City Clerk, Sally Maio Special City Council Meeting September 24, 1997 ~ Page Two ..,~, '~ Mayor Barnes handed a copy of the City Manager's response to Aware Citizens and Taxpayers questions on the budget to representative Fred Wininger. 97.066 4. FINAL PUBLIC HEARING & ADOPTION - 1997/1998 MILLAGE AND BUDGET Mayor Announces Tentative Millage Ra~[~ o./.[' 6.9000 Mills ~ich is a 1.93% Increase Over Rolled Back Kate. of 6.7691 Mills Mayor Barnes announced the the tentative millage of 6.9000 mills which is a 1.93% increase over the rolled back rate of 6.7691 mills. ~gnd Reading and Final Adoption of Or~ti~ance No. 0-97-63 - Final Milklgo Rate (Interim Fir!once Director Transmittal 9/15/97, O-97-63) AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SEBASTIAN, iNDIAN RIVER COUNTY, FLORIDA ADOPTING A MILLAOE RATE OF 6.9000 FOR THE CiTY'S GENERAL OPERATING FUND FOR TIlE HSCAL YEAR BEGINNING OCTOBER 1, 1997 AND ENDING SEPTEMBER 30, 1998; PROVIDING FOR SEVERABILITY; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE, (1 st Reading 9/10/97, Advertised Legal Notices 9/1 i/97, Final Hearing 9~4/97) The City Clerk read Ordinance No. 0-97-63 by title only, the City Manager gave a brief presentation detailing the millage rate and proposed increase in advalorem receipts based on this millage, and Mayor Barnes opened the hearing at 7:08 p.m. There being no input, Mayor Barnes closed the hearing. MOTION by Taracka/Cartwright I move to adopt Ordinance 0-97-63 approving a millage of 6.9000 mills which is 1.93% more than the rolled back rate of 6.7691 mills. ROLLCALL: Mr. Taracka - aye Mrs. Cartwright - aye Mr. Paul - aye Mrs. Sullivan - nay Mr. Barnes - aye MOTION CARRIED 4-1 (Sullivan - nay) 2 Special City Council Meeting September 24, 1997 Page Three Second Reading and Final Adoption of Ordinanc~ No. O-97-64 - 1997/1998 Budget (Interim t~i_oolac_e Director Transmittal 9/15/97, 0-97-64) AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SEBASTIAN, INDIAN KIVER COUNTY, FLORIDA ADOPTING A BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 1997 AND ENDING SEPTEMBER 30, 1998; DETERMINING AND FIXING THE AMOUNTS NECESSARY TO CARRY ON THE GOVERNMENT FOR THE ENSUING YEAR; DETERMINING THE AMOUNT OF APPLICABLE FUNDS ON HAND; ESTIMATING RECEIPTS FOR THE GENERAL FUND, EXHIBIT '~A"; CDBG FUND, EXHIBIT "B"; DEBT SERVICE FLrND, EXHIBIT ~'C"; GOLF COURSE FUND, EXHIBIT "D"; AIRPORT FUND, EXHJBIT "E"; CEMETERY TRUST FUND, EXHIBIT LAW ENFORCElvlENT CONFiSCATED/ABANDONED TRUST FUND, EXHIBIT "G"; LAW ENFORCEMENT EDUCATION TRUST FUND, EXHIBIT "Iff"; PUBLIC SAFETY EMPLOYEE TRUST FUND, EXHIBIT 'T'; GENERAL GOVERNMENT EMPLOYEE TRUST FUND, EXHIBIT "J"; PROVIDING FOR SEVERAB[LITY; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. (1 st Reading 9/10/97, Advertised Legal Notices 9/11/97, Final Hearing 9/24/97) The City Clerk read Ordinance No. 0-97-64 by title only and Mayor Barnes opened the hearing at 7:09 p.m. The City Manager listed proposed revenues and expenditures for each of the funds as cited in the title (see lists attached) The Interim Finance Director gave a presentation relative to revenue sources and uses, taxes, intergovernmental revenues, expenditures by department and type; and explained that advalorem taxes represent one quarter o[' the City's revenues and that personal services are in line with overall operating expenses. The City Manager discussed the non-departmental revenues; said he was proposing a fee schedule for development applications; may look to impact fees for items such as law enforcement; discussed the proposed paving program; and said he had responded to Aware Citizens and Taxpayers' questions from the last hearing in a memo distributed tonight. Horace Cullins, 777Albatross Terrace, objecting to purchasing safety shoes and small tools. Ken Schmitt, 121 Conover Avenue, Sebastian, CWA union rep, objected to privatization, urged keeping City money in the City, urged that no paving be done until county water lines are installed, discussed employee morale and suggested a method for dispersing the CPI bonus. Harry Thomas, 654 Balboa Street, expressed concern for the tax and spend mentality, said the garage generator purchase was not warranted, and said police department costs are not political. Tut Connelly, 149 Kildare Drive, said he had a plan to reduce the budget by t~vice the amount needed to go back to rolled back rate, said ACT has been called stupid since there was nothing found in 200 questions on the budget which could be cut, said new Council candidates must be found and the sign shop should be eliminated. 3 Special City Council Meeting September 24, 1997 Page Four Martha Wininger, 106 Thunderbird Drive, discussed comments made about ACTs questions, and cited areas of the public works budget which could be cut to reduce the overall budget. Fred Wininger, 106 Thunderbird Drive, suggested leasing vehicles, asked about the green building at Barber Street Sports Complex, paving before sewer lines are installed and cutting one police officer and one cruiser. The City Manager responded to public comments. Mayor Barnes closed the public hearing at 8:17 p.m. MOTION by Cartwright/Paul I move to adopt Ordinance 97-64 adopting the 1997/1998 fiscal year budget. City Council discussion followed in response to the public comments. ROLLCALL: Mrs. Cartwright - aye Mr. Paul - aye Mrs. Sullivan - nay Mr. Barnes - aye Mr. Taracka - aye MOTION CARRIED 4-I (Sullivan - nay) 5. Being no further business, Mayor Barnes adjourned the Special Meeting at 8:40 p.m. Approved at the 1997, Regular City Council Meeting. Walter W. Barnes Mayor Kathryn M. O'Halloran, CMC/AAE City Clerk 4 ACTION LIST THE FOLLOWING IS A LIST OF ACTIONS TAKEN AND/OR DIRECTIONS GIVEN AT THE 9/24/97 SPECIAL and 9/25/97 REGULAR MEETING All Follow-up Correspondence should be copied to the file and any file to go in the vault should have its backup material put in chronological order and placed in clips within the file City Manager, City Clerk and City Attorney get a full set of draft minutes, therefore, they do not need copies of minutes pages for items relating to their positions September 2,'K 1997 Special 97.066 Second Rgtl~l.il~g gtldF~al~q[0ptj011 Qf Ordinance No. O-97-(;3_- l~inal Millage Rate - adopted __ sign, seal - copy to file, counter, attorney, 4 certified copies to Janet ~ blueback original ord - file vault - 97 ORIG ORD file backup in vault - FINANCE - Budget 97/98 note its location with colored sheet of paper labeled "0-97-63 97/98 Millage - See FINANCE - Budget 97/98" - file sheet in ORD BACKUP __ update \wp-ord\o-97-97 as to adopted date 97.066 Second Reading and Final Adoption of Ordinance No. O-97-64 - 1997/1998 Budget - adopted sign, seal - copy to file, counter, attorney, 4 certified copies to Janet blueback original ord- file vault - 97 ORIG ORD obtain final approved budget from Finance ~7~_. file backup in vault - FINANCE - Budget 97/98 note its location with colored sheet of paper labeled "0-97-63 97/98 Millage - See FINANCE - Budget 97/98" - file sheet in ORD BACKUP update \wp-ord\o-97-97 as to adopted date To' Sebastian City Council Members From: Frank Oberbeck Harry Thomas Chuck Neuberger Sal Neglia Martha Wininger Tut Connelly Fred Wininger Subject: Questions/observations reference 1997/98 Budget Request. OBSERVATIONS CONCERNING 97/98 BUDGET REQUEST City Manager pg 7 of original budget. 1. Why the need for overtime in Manager's budget?( Was salaried position ever considered?) Why an increase of 150%? 2. Will bonus take the place of C.O.L.? How qualify for bonus? While bonus is not recluested, pg. 8 reflects a bonus. Why? 3. Why not call Special Pay "travel allowance" Need for it? Who qualifies? Why not . furnish auto? 4. Why a 25% increase in travel budget? ' 5. Why a 33% decrease in printing budget? . 6. Why a 20% increase in books dues and education? That is 66% greater than two years ago. Were we that stupid two years ago? · 7. Included in each fund account category is a large space for justification of request yet there seems to be more than one set of rules regarding justification. It appears that "if it was there last year, it does not have to be further justified." If it is a first time request there is some attempt to justify. The Manager is paid to make sure staff gives justifications and that their are acceptable to him or the item is deleted or altered. As it is, it is left to the council to be vigilant and intelligent enough to instantly spot unexplained items and their importance, need, etc. The reality is that the council is not as qualified as the manager. The manager should be instructed to redo the budget in a form that basically answers all the questions "before they are asked." 8. The manager, in his job interview, indicated that before doing the budget he would ask the council for guidelines as to how much they wanted to spend. After that he gives a "Budget Preparation Book" to his department directors which contained his guidelines and wishes for the new budget. Then, he would meet with the directors and get them in line with what he thought was acceptable to the council. Has this been done? It would appear that he did not follow his own directions because there is not a single instance where his recommendation differs from the requests of his staff. That is just a little too cozy. After all, he told you in his interview that staffwould be present to argue their requests. Are there no arguments? If that be true, something smells in Denmark! Or, the manager is unqualified to prepare and present a budget in the best interests of the taxpayers. I don't expect all of you council people are familiar with nor do you necessarily understand the mechanics ora bureaucratic type budget. Mostly, it is a monkey see, monkey do thing. "We had it last year so we need it again." "It was on last year's budget so increase it to cover inflation." "We have to ask for more than we need because they are going to cut whatever we ask for, anyhow." Whatever, every dollar should be and must be justified, i do not see that being done here. I do not see the man you hired to look after our dollars is doing that. I do not see the man who said in his interview, "over 6 mils seems high to me." In short Mr. Frame has shown none of the attributes for which he was hired. It would be far better and much more economical to hire a real hatchet-man, a consultant even, to come in here and do a professional job of budget preparation. Why are items 400/409 and 540/543, travel, per diem and education, so high when a much lesser amount was spent in 95/96 and it appears that it will also be much less in 96/97? What is the justification? City Clerk pg 12 Seeking 4% wage increase as well as a 3% bonus allowance. Why? is wage increase based on COL? How qualify for bonus? Who qualifies? Why a 20% increase in overtime? Is this another case of asking for twice as much as you want because you'll still make out when they cut the request in half?. ~: Asking to almost double Object 49__9.0 and fails to give a justification. Should decline. "_ Once again, it appears that we ask for much more than is needed hoping that if any cut is made we will still be ahead of the game. Asking for twice as much of Object 510 than appears to be spent in 96/97. Unnecessary. Reduce by 50%. In Object. 5_}0 you have asked FOR~ I~50___0 fo___r_ wa_ te.r~ If that is for bottled water, a justification is certainly in order since you are so busy hawking the county's water as well as collecting an unfair utilities tax from those citizens who do use county water. I've already spoken to the. need of justifying your re, quest. I will now broach the subject of hiding a request within a request. Within Object 540 there appears requests for 541,542 and 543. There is no way for one to make an educated appraisal of your request but it appears that far less than that will be spent in 96/97. Accordingly, reduce the request to past actual practices. There is no justification for Object 64~). Accordingly ~t sl~oula oe oeieted from request. /: Object 710/714 indicates a credit purchase which would imply that we have a regular payment due. Why, then, are you asking for more than the previous year? In Object 710/724, a related item, demonstrates what I am talking about. Finance Director pg 23 ° Seeking 4% wage increase as well as a 3% bonus allowance. Why? Is wage increase based on COL? How qualify for bonus? Who qualifies?. In Object 320/321 you ask for 10% more than last year and, in the justification, you point to our hired auditor. Do you, in fact, know exactly what that charge will be or are you asking for an additional 10%7 Object 460 is considerably less than 96/97. Why? Object 470/471 and 474, based on 96/97 is considerably high. Why? Recommend lowering. Object 510 requests copy paper for city clerk, who has their own 510. Why? Object 520, though reduced over 96/97, is far in excess of current purchasing activity. Explain. Object 640, requests more than $50,000 with no more justification other than to say it is obsolete. To make matters worse the indication is that it will last only five years and we will have to repeat. It is folly to jump in here without in depth look. Legal pg 30 Object 310. We were told to expect a reduction in the costs of defending liability claims. Does the request reflect this and, if so, aren't actual 96/97 expenses going to be much higher? Object 340 implies that we are going to contract for a service not heretofore used. Why, then, are we experiencing current expense in this item? Will we continue to? Object 400 requests budget to attend legal conferences. There is budget in 96/97 for the same thing yet there been no activity. Decline the request. Object 460 requests budget for computer maintenance. Is this a personal computer? If not, it should be added to someone else's list in order to give us greater, and more economical, buying power. Object 510 current activity reflects that we do not need the supplies. Reduce request. Object 540 asks for budget to support the attorney's dues, memberships and continuing education wishes. Is this a contractual obligation of ours? If not, eliminate. Police pg 33 7. 8. 9. 10. 11. 12. 13. 14. Seeking 4% wage increase as well as a 3% bonus allowance. Why? Is wage increase based on COL? How qualify for bonus? Who qualifies7 Object 140/141. Similar to what we have already spoken to. There is no Justification given for requesting such an extravagant sum. The reasoning that "we had it last year" will not fly. Let's get some facts and figures in place. Object 150/151. Implication is that you wish $600 each for 30 officers. We don't have 30 officers. What is the nature of the training? Is it contractual? Is training mandatory? Will training also include pay increase as an end result or is it the end result? You must offer more information if you expect our okay. Object 310/315 requests $2,500 for a computer consultant to interface with the sheriff. How long has this shefiWs info been available? Why haven't we belonged before now? Why do we need it now? Where are your crime stastisfics to support the need? Is this just another case of "little" wanting to be "big?" For all the crime we have what's the real reason for the expenditure? Wont a simple telephone call and a request for a fax of information, which already belongs to we taxpayers, suffice? Have you investigated our in house computer talent' .sources? Object 310/319. Where is the Crime Lab document you speak of 7 What is the justification for our need7 Have you investigated obtaining any needed information from the sheriff?. Have you investigated sharing the costs with others, such as Fellsmere? Object 350. There appears no need for this item. Again, a statistical report of our crime figures could possibly support this type request. Deny. Object 400/409. You offer no justification for this. Denied. Object 440/444. Are these additional pagers? Maintenance7 Insurance? Can't you see that a detailed justification would make our job easier? Object 440/449. Much the same. What is an identi-kit? Why do we need it? Is this an upgrade of an existing kit? What's wrong with a manual kit? Denied. Object 460/462. Are these pass through charges from Public Works? Again, there is no justification. Why have our own garage faeilil3, if we don't use it? What are current costs? It would seem, granting 7 additional new vehicles, that this cost would reduce considerably. Need more justification. Object 460/463. That is an awful lot of money for computer repair. How many are there? What are the qualifications of the users? Why not a single contract for the city? Need more for justification. Object 460/464. No justification. Is this part of city wide contract? Why not? What are past similar costs? Object 460/465. What is the need? What are past costs. Need more info. Object 460/466. What constitutes "emergency repairs?" why is there no existing contract? Maybe another department can help. Need more. 15. 16. 17. 18. 19. 20. 21. 22. Object 460/469. What is our current experience? Boats cost a lot in repair and maintenance. Especially when we don't even need the boat. Object 480/489. What do you plan to do when the COPs funds disappear? Object 490/492 requests almost twice as much as actually spent in 95/96 and nothing has been used in 96/97. Reduce request by 50%. Object 520/521 seeks almost $10,000 for small tools. There will be no approval of such in the absence of a very detailed list of such items and the necessity for same. Objects 520/522, 526, 527 and529 requires a record of actual past experience and reasons why you think you need request approved. What, if any, is the relationship of Object 150/151 and Object 540/543? What are the details to support request for 540/543? Why the large increase? Object 620 requests budget to alter a new building. If it is needed, why? Can the work be done in house? With only one communications technician to supervise why must we have a separate office for the supervisor? Recommend denial without further evidence of need. A vehicle for each officer may be desirable but may not be necessary. Are these replacement vehicles? Do we have a replacement plan7 Explain your plan. is it an industry plan? If these are replacements what happens to the old? To the lights, sirens etc. that can be reused? How can it be more economical to purchase cars for detectives and then convert them to patrol use? How many of these cars would actually go to detectives? What percentage of the detective car mileage is garnered by driving to and from home? In a city with as little crime as we have what is the real need for an investigator to go from his home to the crime scene? In a city of this geographical size are we saving 10 minutes? Fifteen? What have we really gained? Where is the maintenance record of present vehicles? By what criteria are you basing your decision for this request? Under object 640 you requested 7 sets of emergency lights and sirens. Would their intended use include mounting them on the new vehicles? Would so called administrative and detective cars need such? Is that common in the industry? Why is the phone system in a new building in need of upgrading? In what way is present equipment obsolete? Who is invading the privacy of the administrative lines? Can't those lines be reworked to eliminate the problem? What is the need for secreting? Doesn't current criticism by citizen's inability to talk to real people bother you. Are you aware that recent studies disclose that people who have voice mail seldom answer their phones at the time of ringing unless it is a personal call? The loss of important messages is a serious problem and it sounds as if it is an internal problem which can be and should be corrected right now. If request is granted will you reduce staff accordingly? Are hand held radar units to be used punitively? Will their use be supported by the courts? What are your plans for their use? Are plans in place to assign due care responsibility for their use and protection? How many units are owned at present? 23. 24. Give some detail concerning accreditation by FLA-PAC. How many phases? Total final cost? Need? Why aren't we accredited now? Benefits? How much fine and forfeiture dollars were earned in 95/96? What is your projection for 96/97? Object 710/716 requests budget to purchase two copying machines. Why? What is wrong with present machine(s)? What happens to the old? Demonstrate your need. Object 720/726 requests budget to pay interest. Are these monies intended for the purchase in object 7107 What are the terms of the purchase? Wouldn't outright purchase be wiser? Human Resources pg 48 9. 10. 11. 12. 13. Seeking 4% wage increase as well as a 3% bonus allowance. Why? Is wage increase based on COL7 How qualify for bonus? Who qualifies? is object 310/315 for director, staff'or both? Why a 50% increase over 96/97? The cost of object 340/343 seems too expensive for only a part ora physical examination or how many employees do you anticipate hiring? How much does a CDL cost? How many are needed? Won't county or DOT assist at a cheaper rate? Why is request for object 400/409 a 22% increase over 96/97 and a 56% increase over 95/96? You failed to ask for funds for maintenance and repair of office eqipment and furniture, object 460/463 and 464. Have you made arrangements to piggyback or don't you anticipate any needs or what? Why the big increase in object 470/474? We're talking 50% more than 96/97 and almost 500% over 95/96. Your present pace will only consume approximately $400 this year. Explain. Why the need to request so much for object 490/492? Is there a special turnover problem? Has the manager advised that there will be extensive special Ads? Reduce to cover local ads. There needs to be a needs justification for object 520/521. is object 540/541 an annual expense? How ot%n? What is other expense of $350? It seems that expenses of membership requested in 540/542 is on the high side. Why are such costing $200 each. What are the benefits and why should we belong? What are the other alternatives? Your request for funds for object 540/543, conference costs does not seem to coordinate with the travel/per diem costs of 400/409. Please explain. The request for object 540/543 set aside funds to introduce TQM to us offers no justification except "the city needs to." We cannot raise taxes with that reasoning and we will not spend the money without justification. Again, a lot of money requested for object 640 and not a lot of reason why it should be given. Would this be a joint purchase? Why not a Trade-in? Maintenance package? If present computer is obsolete why would you use it elsewhere? How would new purchase cut personnel time? Expand service? Etc. - 6 Community Development pg 55 10. 11. 12. Seeking 4% wage increase as well as a 3% bonus allowance. Why? Is wage increase based on COL? How qualify for bonus? Who qualifies? Object 140/141 seeks overtime budget. For what reason? What would happen if not approved? Object 310/315 requests budget for consultant services. Why require $10,0007 We have added a director and a planner within the last year. We have just added a licenced engineer. Seems we can get along without the consultants. Deny request. Object 340 requests $6,000 for IRC Property Appraiser. Why? Is this going to be an annual thing? Would this be more economical in the real world7 Object 400/409 requests $5,375 for travel and per diem to attend meetings and seminars. This is 269% more than last year. There has to be justification for any kind of consideration. Suppose you go back and prioritize the items and also point out the required items. Who would attend? Explain"'seminars to obtain required education hours." Object 410/412 requests budget for cellular phone. Does the request reflect more than one phone. What does the $900 reflect. Why do you need? How will efficiency be improved? Time management? Can we reduce fomes7 What happens if you don't get phone? Object 460/462 requests budget for vehicular repair. The item reflects $500 per vehicle which seems somewhat unscientific. How was the figure determined? What is past two years statistics? What is age and use of the vehicles? Why is request an increase of 7% over last year7 27% over 95/967 Object 460/464 requests budget for copier maintenance of $2,500. We don't understand. Did you not just purchase a new copier7 Why would there be such a huge maintenance cost on new machine? Who authorized the purchase? What happened to the old? Was it still under a contract? What will it cost us? How long will these costs continue? Are you giving your best for the public7 What is the other $500 maintenance funds supposed to maintain? Is there a contract for this? Should there be? Object 470/474 requests budget for forms/signs. How many will $2,500 buy, why do we need them and how long will they last? Why not pumhase half?. Object 490/492 requests budget for legal ads. Why do you seek a 500% increase over this year? Are you in conflict with city clerk? Why doesn't city clerk do the ads? Object 510 seeks budget for office supplies which continues to nm more than 250% in excess of 95/96. You have been busy updating ordinances, codes, etc. when will you be ready to reduce this need to a comfortable figure? Object 520 requests budget to purchase a variety of seemingly unrelated items. In. 520/521 what are the tools ,equipment and furniture and what is their costs and why should we approve? 520/522 asks for computer and printer supplies. How many account numbers permit the purchase of the same things? Why? How much does a pair of safety shoes cost? Who wears them? Is it a rule that they must be wom? Do you have safety rules? What kind of batteries do you seek? Why? Please relate each 520 request with the 7 13. 14. 15. 16. 17. 18. same items for years 95/96 and 96/97. Explain any increase and any decrease. There does not seem to be a need for bottled water. Object 540/542 seeks budget to renew state license. How many ? Whose? (If a professional license is involved it is the responsibility and expense of the individual to be licensed unless it is contractual.) Object 540/543 seeks funding for various educational items. What are the benefits of each? What does $400 in required education hours entail? Required by whom? Who is qualified for this? Are there 3 chamber of commerce seminars? Why should you attend? You ask for a great deal of educational assistance money. Who will use it ? Has it been done in the recent past? Why now? Your object 540 request is 200% greater than that permitted in 96/97 and 350% greater than the year before. Object 640 requests budget for a new truck. The capital outlay request suggests that this is a scheduled replacement of a worn out track that could be sold, could be scrapped or could be given to another department for use. Isn't that a little unusual? What is the age of present mack? How do you expect to have mack last 10 years? Object 640 requests budget for an additional computer~ plotter and a hub in order to begin a new operation and to expand service. How would this be done? It would seem that this type computer would naturally fall under public works/engineering. If they already have such, then you can use it. Isn't this a lot of money for so little? Object 640 requests budget for an additional printer which would replace a worn out and obsolete one. This seems incorrect especially in light of offering it for use in other department. What's the troth? Object 640 requests funds to purchase a map file in the name of "increased safety." Please explain. Your need for the item is to store official zoning and land use maps. Where are they presently stored? Doesn't engineering have map cases that they could give you? That they would share w/th you? That you could borrow? What would be the cost of in-house manufacture of case? Object 710/715 and 725 appears as if may be retiring an installment debt. Please explain. What happens to the equipment now? Typically, there is useful life following such a purchase. Here7 Emergency Management pg 68 It appears that emergency management is a step child to something. It should belong to public works. If you had ever experienced a hurricane or other major disaster you could appreciate the value of an identity. Until such time, we recommend no budget for emergency management. Administration/Engineering pg 70 10. Seeking 4% wage increase as well as a 3% bonus allowance. Why? Is wage increase based on COL? How qualify for bonus? Who qualifies? How does administrative assistant qualify for an 8% bonus? Object 120/123 requests funds for an item which should not even be thought of. Deny. Object 130/131 requests budget for OPS help in case all secretarial help is gone at the same time. This is an item which should not be planned. If such a situation should exist another department should be volunteered for temporary duty. Deny. Object 140/141 requests overtime dollars for drainage, roadway and sports facility problems. We do not see a sports facility standing as important as drainage and roadway and do not see any need for an overtime call out for this. We have just hired two highly paid people to run this department. They should certainly be able to schedule the work to eliminate the need for overtime made necessary by inspections extending past closing hours. Deny. As these new employees learn the drainage and roadway problems, at no overtime cost, and as drainage problems are corrected, the need for this type overtime should be inconsequentially small. Reduce request. Object 310/313 asks for budget for general engineering projects. What could we have that our city engineer would be unqualified to handle within her salary? Object 310/315 seeks funds for consulting for our bridges. What is the justification? This is entirely too much money not to justify. Object 400/409 seeks to increase our participation in out-of-town shows and seminars almost 200% over 96/97 and 600% over 95/96. Justification will need to be strong on this one especially since we didn't have the need until lately. For instance, the county emergency management team has been in place for a long time, supported financially by department of community affairs, and are there for us. We need not leave the county to be well trained in hurricane procedures. We need only be a part of the county plan. Object 460/462 seeks budget to repair and maintain a car and 3 trucks for $1,975 based on 7 cents per mile. What is the basis of that figure? (The figure should be based on actual experience at our garage facility. If not, dig deeper. If true, has a new oscilloscope been figured in the costs? Dig. Dig.) Object 460/463, 464, 465 and 469 offers a potpouri of repairs to office equipment. Should be about same as previous year. Object 470/474 seeks budget for 2,000 inspection stickers. We know we shouldn't ask but what are we talking about? ( Dig deeper depending on their answer.) Object 520/527 wants to buy 3 pair of safety shoes at $100 per pair. That does seem a trifle high for an excellent quality shoe.(k-mart for example) If you are high-balling us 9 12. 13. Roads 1. here we have a right to expect the same in other areas of your request. Object 540/542 and 543 seeks budget for professional memberships and education. Memberships should be restricted to employer only. Personal dues, etc., unless contractual will not be permitted. For masons stated above there is no need for the Governor's Hurricane conference expenditure. Object 640 seeks to purchase two new computers on the basis that present ones are obsolete and incapable of efficiently computerizing the work order system. The implication is that, although obsolete, the old is capable of handling the work order system. Since we don't have a work order system is it so important? We mean, wouldn't any system be an improvement over none7 Why is it necessary to purchase two? Do we have to have two to make the system work and to work efficiently? Explain. How many computers are presently in the department? Tell us about them. You contemplate that the two existing will be used elsewhere. Where? To what extent are they obsolete? How will they be used by others? and Drainage pg 77 Seeking 4% wage increase as well as a 3% bonus allowance. Why? Is wage increase based on COL? How qualify for bonus7 Who qualifies? Please provide detail of reduced salary dollars 97/98 versus 96/97. Object 140/141 requests overtime budget 25% greater than 95/96 and the same as 96/97. From six months 96/97 actual it would appear that 95/96 budget was sufficient. Reduce. Object 400/409 contemplates sending two additional persons to the APWA annual show. Why must we send so many? Is this a job perk? How many attended last year? This item also requests budget for courses in work site traffic control. Who would be trained? Would these people be supervising our contractors, such as the one who just paved Schumann Drive? Object 430/433 requests $250 each month to haul trash. That seems a lot. When was the last time you investigated alternative method? Results? Object 440/445 requests budget to rent a unilift, air compressor and loader for various periods. Don't we own that type equipment? Why don't we us,e our own? Refuse. Object 460/462 seeks budget to repair and maintain vehicles based on 7 cents per mile. What is the basis of that figure? (The figure should be based on actual experience at our garage facility. If not, dig deeper. Dig. Dig.) When did we last investigate contract maintenance? Object 460/465 requests $32,772 to repair and maintain large operating equipment. It seems that figure is excesssively high or we have a huge fleet. You are telling us that such equipment is down 110 hours each week. If that be true, how many mechanics are full time on this equipment? How many hours is the equipment sitting idle, in a state of disrepair, with no one working on it? This appears to be a serious problem, one that must be dealt with post haste. Object 460/469 seeks budget to repair mailboxes damaged by city equipment. The last time we looked we found that equipment did not do damage. People did damage. When 10 11. 12. 13. 14. 15. 16. will this stop? We have enough ways to waste dollars. Object 460 request is 63% as much as 96/97. Why? Give detail. Object 520/521 seeks funds for tools, equipment and furniture but gives no justification. This is unsatisfactory. Object 520/527 seeks budget to purchase uniforms shoes. There is, however, an amended item called safety equipment with no explanation. Without a justification it appears that this equipment will cost a lot of money. What is the equipment? What will it cost? Why needed? Where do you purchase shoes? The reason we ask is that your price is less than that of other departments. Why not purchase them at K-Mart? Sears? Tell us about the uniforms and safety shoes. What is the policy of the city? is there a connection with union agreement? Can employees be made to wear safety shoes? Uniforms? How often are they replaced? Does employee contribute? Who cleans uniforms? Who is inspecting day to day care and use? Have there been any cases of abuse? Punishment? Object 520/529 seeks funds to buy ice. How much did ice cost last year? The year before? Would it be cheaper to own an ice machine? Object 520 asks for 11% more than 96/97. Why necessary? Object 530 seeks a bunch of money to perform "business as usual." that would be fine but the situation is not usual. With the plan to pave the roads becoming the priority in 97/98 pot hole repairs will no longer be a priority item. You have asked for the same money as last year and it appears that you will consume only half of budget. Therefore we recommend this item be reduced by 67%. Object 540/543 seeks budget for education. There seems to be an inordinate amount of this kind of budget being sought for next year. Who would take the safety course and how would we benefit? Is there plans for a safety program? You have indicated that sign shop courses will cost $710. How many are there? Who will attend? Benefit to us? Don't our people already know how to make a sign? The county and state have full-fledged sign shops. Couldn't we save money doing business with them? Object 640 requests budget to purchase one gradall excavator and a pick-up truck. What will be disposition of old? Has anyone priced the competition to the state contract? The purchase ofa gradall is a major, major purchase. Be that as it may, the operation and maintenance of the machine is of vital importance. Maintenance, done properly is daily and on-going. Repairs, in themselves, are quite costly and the attendant downtime adds to the nonproductive costs but it will be folly to permit a less-than-super-qualified person to operate this piece of equipment. What kind of guarantees come with the machine ? Do we get special operator training included at that price? Will there be a labor- management problem in getting the qualified operator? 11 Building Maintenance pg 85 11. 12. Seeking 4% wage increase as well as a 3% bonus allowance. Why? Is wage increase based on COL? How qualify for bonus? Who qualifies? How do you explain a salary increase of 20% 96/97 over 95/96? 15% 97/98 over 96/97? Did you add more people? Hasn't your job requirements actually decreased? (Utilities building) Object 140 asks for overtime budget primarily because of holidays. Why is it that only you require OT for this reason? It seems to me that this could be planned better Object 340 requests funds for contractual services. Sub 341 asks $2,500 for water services; $1,200 for a Culligan system in City Hall and $1,300 for water testing. What is this Culligan thing and why do we need it? Are you going to provide the same for reSidences? is city hall water different than ours? And what about the request for hundreds of dollars worth of bottled water? Isn't it about time to be like the rest of us? What does the water quality tests entail? Why have them? Are they necessary? Why not the county perform? Object 340/342 seeks budget for pest/weed control. The term pest/weed could be far- reaching or it could be very narrow. Please explain precisely the reason for this item. Could we do it in-house? Object 340/346 requests budget to clean carpets in city hall and police buildings as well as pressure cleaning city hall. What are the breakdown in costs? How compare with last year? When did you seek a better price? Ever investigate doing carpet yourself?. Object 340/349 seeks funds for fire equipment services. Give some detail of this. In all of object 340 did you seek better contract prices than last year? How often is an item revisited with a better price in mind? How can you, in good conscience, make me buy county water while you, not only have a Culligan system, but use bottled water also. Some things need to be changed right now. Object 400/409 requests budget for seminars for two people. Who are we kidding! We haVe a four person force and our.needs are so great that we are sending half of them to a seminar? Did we send the other two last year? If the city manager or whomever supervises these employees can't absorb our needs by memos, periodicals or other less costly ways, then we need do some serious soul searching about our supervision. This should be denied. Object 460/461 asks for funds to repair and maintain buildings. Almost half of the request is for a new building, the police department. How can this be? What are the details of the various buildings if other than normal repair and maimenance? Object 460/465 asks for repair and maintenance dollars for operating equipment. Are we asking $500 for building maintenance equipment only? If so, let's have some detail. It would seem this department, being as small as it is, would look closely at new purchases when maintenance becomes so high. Object 510 asks $100 for pens, pencils, etc. That is entirely out of line for a four person unit whose function is anything but clerical. We don't need this. Object 520 seeks budget for operating supplies and asks 32% more than last year. Since the request offers no justification we need to know what is needed and why it has grown 12 13. 14. 15. at an alarming rate. Therefore, please give such a breakdown for all categories of object 520, 'beginning with 521 and concluding with 529. (Note: Items to dig on here include, 1. Why so much more than last year, 2.how many uniforms and shoes needed for four people? 3. Are you buying for other department? Etc.) Object 540/541 seeks $500 for books and publications. If there is that kind of need in this department it didn't begin with this year. What is happening? What, exactly, is requested here? Object 540/543 asks for education of two people who were addressed earlier in 400/409. This is not needed and should be deleted. Object 640 requests budget to replace pick-up truck. Does current truck fit replacement guidelines? Does it have a useful life remaining that could be utilized elsewhere? You have it marked for sale. Do you have something in mind? This object also asks for funds to purchase an airless paint sprayer. On your capital outlay request you state that this is needed because ora "new" operation. Please tell us what this new operation is all about and why the sprayer is needed. What will you do with present sprayers7 How long will this thing last? Do we need send operator to school? Central Garage pg 92 Seeking 4% wage increase as well as a 3% bonus allowance. Why? Is wage increase based on COL? How qualify for bonus? Who qualifies? Your TO&E indicates three full time employees and one part time. How do you justify a bonus for part time employee? Deny. Object 460 requests budget for repair and maintenance mounting to an 82% increase over 96/97. Surely you will want to explain. Object 460/461 seeks funds to make plumbing and septic repairs. Will this be done in- house? Were there similar charges last year? You, too, ask for 460/462 budget for vehicular repair @ $0.07 per mile. Since repair is your business, how did you arrive at the figure to charge others? Your request for object 460/463, computer repair seems high. Do you have a warranty contract? Maintenance contract? Any kind of contract? How much spent last year? How old is your computer? Object 460/464 indicates an existing contract for copier. Explain details, please. What is the life of the contract? Age of copier? Object 460/465 asks for funding to maintain operating equipment. How does the amount compare with last year? Are we really talking repairs? Wouldn't a maintenance program reduce need for repairs? Why don't we? Object 470/474 asks $500, a 82% increase over 96/97, for forms. Is this a new item? Why the need? Why such a large increase? Kind of forms? Object 520 seeks budget for operating supplies, an increase of 30% over 97/96 and 158% more than 95/96. Why such an increase? Who is watch dogging consumption at this location? You have 3 full time employees and you seek 3 chairs. Why? Why do you need 13 10. 11. 12. a copier stand? In the absence of detail 3 chairs and a copier stand costing $1,800 is just too much money. Deny. Object 540 seeks $2,500 budget to train two people to increase our loses. There is no way to justify making a two person repair group state of the art in automotive repair. We should immediately begin negotiating other ways to handle this facet of our existence. Object 640 seeks budget to purchase an oscilloscope. This goes to the above statement that we should not even try to run this facility, let alone a state of the art facility. Deny. Object 640 also asks for funds to purchase a tool box roller base and upper cabinet, Please give some detail into just what it is that you seek. It would be unusual to wear-out one of these items yet that is what your justification warrants, What responsibilities and safe guards have you in place to ascertain that this type equipment is treated as ones own? Shouldn't this item be in your operational account instead of capital? Parks and Recreation pg 100 Seeking 4% wage increase as well as a 3% bonus allowance. Why? Is wage increase based on COL? How qualify for bonus? Who qualifies? How does supervisor and one employee qualify for 9% bonus while all others get 3%7 Are you showing us the tip of the ice berg? We'll be talking later about the additions to parks and recreation but fight now, how can you handle the clerical needs of l0 full time employees without clerical assistance? Object 340/349 requests budget for crane and tree spade doubling this years budget. What is yom'justification? How do you know that you will need a tree spade 4 times? Object 400/409 seeks travel and per diem dollars which exceed 96/97 more than 100% and even more than that for 95/96. This seems like more of the "let's play with the big boys because it's better to be big." The truth is bigger don't make better. We're being snowed under, suddenly, with travel requests, educational opportunities and membership purchases. The city manager who proclaims to be a downsizer had better stop, take a step or two backwards, look over. the whole situation and then decide if we should crawl before we walk. Who do you contemplate attending these conferences? For what purpose? What will he/she bring back to us? Your justification fails to point out the need. Deny. Object 410/411 seeks budget for phones. Why is the request an increase of almost 300% over last year? Why do the pay phones require budget? What is our income from the pay phones? Do you mean that we not only pay for the phone company phone but we also give them the earnings from the phones? What is the income from the phones? We don't even know how much the company is taking in? Wow! We are in the wrong business! Perhaps we should, in these lean times take a second look at ythe real need for phones at these locations. Object 430/431 seeks to increase last year's electricity budget by 15%. Is there a reason? What is it? Object 440/445 requests budget for rental equipment. Have you sought any help from inside the city? Will county or state help with bucket truck? Does shop have pressure 14 10. 11. 12. 13. 14. 16. 17. cleaner? Object 460 requests maintenance and repair funds. Since your merger or whatever you call it between you and public works, there needs to be a great deal of accounting to justify your requests. The way you have outlined 460/465 it would appear that an increase of nearly $10,000 is needed to maintain 4 new mowers, if you get them. Now we both know that that is not tree. Maybe you can see why more detailed justification is needed. Please advise why this object is so far out of kilter. Object 520 is an account which is called operating supplies. Please explain why you have requested 40% more than last year. (If they say it's because of the merger, make them give the details from last year which when added together would equate to this year. Whatever the answer, press for justifying details.) Object 520/521 seeks funds to purchase small equipment. Is this additional or does it replace other? If additional, why needed? If not, why needed? Object 520/523 is for cleaning supplies. Should this be handled by building maintenance? Why not? Wouldn't it save money? Object 520/524, for building supplies, seems to belong with building maintenance also. Wouldn't the same things apply here? Object 520/525 and 526 reflect lots of money but no way for us to relate it to anything. That is what we mean by justification. Tell us how these items compare with previous years and why you think your request should be honored. Object 520/527 seeks uniforms for all of your employees, at a cost exceeding $350 per employee. Would you please explain what is really meant here. ( After it is explained ask why it wasn't done that way in the beginning.) You propose purchasing 10 pair of shoes ~ $90 per pair. Where did you get that price? What kind of shoes are they? Do your employees wear safety shoes at present? Are they required? How is it enforced? Have you ever disciplined an employee for failure to wear safety shoes? How does the foreman's uniform differ from his employees'7 How does his shoes differ? Are they safety shoes? Why not? Is it a part of the employee labor agreement that we furnish clothing? Why do we? Object 520/528 requests $5,100 to purchase "materials" for parks without any justification. How do you really expect funding if yOu don't give good reasons for your request? How does this figure compare with last year, anyhow? Are you going to build picnic tables in-house? How many grills will $2,600 purchase? Why do we need so many? Does price include installation? Where will grills and tables be installed? Why there? (Are these items being stolen? Do we have any safeguards?) Here we go again. Objects 540/542 and 543 ask for $930 as the other part of education and seminars. When added to Object 400 the total becomes over $2,200. Who will attend these affairs? How will we benefit? Who will stand in while he is away from the job for so many days? Why must we belong to all of these associations? Object 640 requests budget of major proportions with little if any justification. Your new equipment request is 1% of our total budget. Even the least of items raises questions. Why do you need 3 hand held radios? Why 800 Mgz? What steps taken to prevent theft? 15 Who will be responsible for losses? Is protection written into union agreement? Let's talk a little about all the new mowers you seek. Why are you planning to cut grass as regularly as you would at home? Are you billing lot owners whose grass you cut? What happens when they don't pay? Why are you cutting the grass so short that it is damaged? Why do you not follow USDOT and FDOT guidelines for cutting and maintaining grass? This appears to be another make work practice in an effort to justify a super huge purchase. Perhaps we had better reexamine crawling before walking. Cemetery pg 110 10. Seeking 3% bonus allowance, How qualify for bonus? Who qualifies? Why is there no request for wage increase? Aren't emploYees covered by agreement? What is fair? Object 120/123 seeks funds for temporary upgrades. Why is there a need for this? What does labor rules dictate? What ever happened to "other duties as assigned?" we believe that human resources should indicate the need or not, Object 140 asks for overtime funds. We don't understand why it is needed nor do we understand your arithmetic. Why would you need to increase it 33%? Perhaps thought should be given to consolidating this department with another. Object 440/445 seeks budget for rental of a trencher. Does the city own a trencher? Why do you need one? Can the job be accomplished by other means? Cheaper? How do you know you need a trencher for 3 days? Object 460/461 requests budget for a new garage door. What happened to the old? ( if the old was damaged due to employee action ask the following. Was employee disciplined? Did employee pay for repair? What has been done to prevent a similar happening?) Does cost of new include installation? Who will install? At what cost? Object 460 requests considerably less budget than 96/97. Why? Why is it much more than 95/96? This object is for repair and maintenance. Who performs maintenance on the equipment? Repair? How are outsiders paid? Who approves the bills? Object 510 seeks $150 for office supplies. How can you use so much? Isn't this really too much to ask for? How many fire extinguishers have you? How often checked? What does it cost to inspect one extinguisher one time? Object 520/522 seeks funds for computer supplies. What kind of ribbons are involved? Do we really have a computer in a two person cemetery operation? Why? How can this be justified? With most of Object 520 being the same sort of items as Parks Department, why isn't it a part of Parks? Object 520/529 seeks budget for a variety of items. Why is bottled water required at this location? Who delivers it? How often? Who drinks it? How is the item policed? Please explain your request, regarding cremations. Do we do cremations? Are you talking about grave markers? Who furnishes grave markers? Why not cremation markers? What kind of batteries do you use that would cost $1007 What are trade supplies? Object 540/542 seeks funds for dues in the "American Cemetery Assn. and Funeral Directors." Please explain what that is and the specific benefits to our city. Couldn't we get the same help from local funeral directors? - 16 City of SebastJa~ 1225 MAIN STREET [] SEBASTIAN, FLORIDA 32958 TELEPHONE (551) 388-8203 ~ FAX (551) 589-5570 MEMORANDUM DATE: TO: FROM: SUBJECT: September 24, 1997 The Honorable City Council Thomas W. Frame, City Manager '~4~e,d o-~ · ~ Response to Some Questions Raised by ACTS at first Budget Hearing Attached, please find copies of the responses I received from Community Development, Public Works and Finance to the written questions submitted by Mr. Frank 0berbeck of ACTS. In general, I feel that the departments' responses provide appropriate answers to the questions raised. The department directors shall be present at the f'mal budget hearing to answer any question the Council has. C-ity of Sebast m' . 1225 MAIN STREET [] SEBASTIAN, FLORIDA 32958 TELEPHONE (561) 589-5330 [] FAX (561) 589-2566 MEMORANDUM DATE: TO: FROM: SUBJECT: September 23, 1997 Mr. Thomas Frame, City Manager Robert J. Massarelli, Community Development Director~~-- Response to Questions/Observations reference 1997/98 Budget Request Attached is my response to the Questions and Observations on the 1997/98 Budget request. My response is limited to those concerning the Community Development Department's budget request. Please contact me if you require any additional information. Response to Questions/Observations reference 1997198 Budget Request. Seeking 4% wage increase as well as a 3% bonus allowance. Why? Is wage increase based on COL? How qualify for bonus? Who qualifies? The budget request is based on a 3% (not 4%) wage increase and a budgeted 3% cost of living adjustment (it is not a "bonus). This is the standard request city-wide. The wage increase is the normal step progression for an individual who is evaluated satisfactory or above. The 3% COLA is an estimation at this time, it will be based on the Consumer Price Index. In FY 96/97 the actual amount was 2.2%. = Object 1401141 seeks overtime budget. For what reason? What happens if not approved. The Department is responsible for seven boards and commissions. If the individual who is responsible for clerical support for these boards is unable to attend due to illness or vacation time, another staff person will be required and overtime will be used. In addition, the Department processes approximately 1600 license renewals in September. Dudng license renewal, all contractors are sent renewal forms that must be completed and returned to the Community Development Department. Each renewal is then verified and the database is updated with any changes. Each renewal takes approximately eight minutes to process. Due to the normal work load during the day, overtime is required dudng the renewal period to process the license renewals. ,.J If the overtime is not approved, meetings of the various boards or commission would have to be canceled and licenses would not be processed timely. If the contractor, file is not up to date, a hold is put on his license which could result in the contractor being denied a permit or, if the work is in progress, a "stop order" can be placed on that job. This could cause an economic hardship on the contractors who work in the City. The Department has significantly reduced overtime this past year by assigning one individual to be responsible for the clerical support of all the boards. This has also resulted in improved service and prompt and consistent preparation of minutes. 3. Object 3101315 request budget for consultant services. Why require $10,0007 We have added a director and a planner within the last year. We have just added a licensed engineer. Seems we can g.et along witho)~t the consultants. Deny reqUest, ~'~-'~C (::~)~ ~ ~,-~.~' ~-~-- The City currently has a contract with Solin and Associates for work on amending the Comprehensive Plan and revising the Land Development Code. This work was started this year and will continue into the next fiscal year. The work is expected to be completed in February, 1998. The budgeted money is to complete the work. No new consultant services are being requested. Object 340 request $6,000 for IRC Property Appraiser. Why? Is this going to be an annual thing? Would this be more economical in the real world? The $6,000 is a one time payment for a cooperative effort for a digital aedal photography project. The project, as currently designed, would provide digital orthophotography of the entire county. The orthophotography would be available to the City on CD-ROMs and mylar reproducibles. This information can be used by the Community Development Department for vadous planning projects which are planned for the FY 97/98 fiscal year. The Public Works Department will also have several uses for the products. The estimated cost of this project is $100,500. The other anticipated participating agencies are IRC Utilities, IRC Public Works, IRC Community Development, City of Fellsmere, City of Vero Beach, Town of Indian River Shores, Vero Beach Utilities, IRC Property Appraiser, IRC Environmental Health, Sebastian Inlet Taxing District, and the private sector. Object 4001409 request $5,375 for travel and per diem to attend meetings and seminars. This is 269% more than last year. There has to be justification for any kind of consideration. Suppose you go back and prioritize the items and also point out the required items. Who would attend? Explain 'seminars to obtain required education hours." The following is a description of each meeting: Title Cost Attendees '~=1. Chamber of $620 Com. Dev. Dir. Commerce Seminars Planner Zoning Tech. APA National $1105 Conference SBCCl Annual $750 Conference BOAF Annual $450 Conference Int'l. Assoc. of $400 Electrical Inspectors Com. Dev. Dir. Building Official Building Official Building Official Justification This seminar is one of the largest and most respected seminar in the state. The seminars address all aspects of growth management issues. This is the national conference of the Amedcan Planning Association. The conference brings in planning experts from around the world to discuss the current state of planning and planning practice. At this conference, changes in the building code are discussed. This conference is required for license renewal. At this conference, changes in Florida Statutes and the Florida Contractor_Licensing Board are discussed. Changes and proposed revisions to the National Electrical Code are discussed at this meeting. Contractor Licensing Officials of FLA Seminars to obtain required educational hours -$1,250 $500 Misc. Seminars $300 Admin. Asst. Admin. Sec. Clerical Asst. (3) Building Insp. (2) Code Enforce. Off. (2) At this meeting, changes to the Flodda Statues are discussed. Problems and solutions to contractor licensing are also discussed. The purpose of this education is to update knowledge on changes in statutes and codes. Required for building inspectors license renewal. Dudng the year various seminars will be announced which are relevant to the activities of the Department. It is my opinion that all of the above meetings are "required". Each will provide a continuing education for the staff and will improve the productivity of the staff. Object 4101412 request budget for cellular phone. Does the request reflect more than one phone. What does the $900 reflect. Why do you need? How will efficiency be improve? Time management? Can we reduce forces? What happens if you don't get a phone? Object 412 is not only cellular phones, but all telephone costs of the Department. The object includes $358 for a second outside line and $100 for long distance call charges. The remaining request is for the activation of a phone the Department already has and for the monthly fees of two phones. The existing phone is used by the building official and the code enforcement officers on the weekends. The second phone is for the use of the Community Development Director. The h~e for the code enforcement officers on the weekends allows the police department to contaCt the officer On the ~ .~ ~'~'~-~ This budget was prepared before the new 800 megahertz radio system was fully developed. The new radio system, as designed, will now allow the police to directly radio the code enforcement officer. Based on this design, it is recommended that the second cellular phone not be activated and the line item be reduced by $200. Object 460/462 request budget for vehicular repair. The item reflects $500 per vehicle which seems somewhat unscientific. How was the figure determined? What is past two year statistics? What is age and use of vehicles? Why is request an increase of 7% over last year? 27% over 951967 The $500 per vehicle request is based on past experience, expected savings with a new vehicle and hope for luck. The Public Works Department estimates per mile maintenance cost to be $0.07 per mile. This figure includes the cost of tires. The Department vehicles average 10,000 miles a year for an average cost per vehicle per year of $700. The total departmental cost is therefore, $3,500. I budgeted a little less due to the fact that one of the vehicles will be new and expected maintenance cost should be lower. 3 Last year our actual cost was $2500.90. The previous year's costs were not summarized to the 462 object level, only to the 460 level which included other maintenance costs. The items covered in Object 462 were budgeted at the same level as last year's budget and therefore represent a 0% increase not a 7% increase.. The following is a description of the vehicles in the Department. Vehicle ID Number Age Mileage Ford, 4 door 2FABP72G2KX180518 1988 91,814 _GMC, pickup 1GTDC14ZOKZ531636 1989 87,400 GMC, pickup 3GTDC14ZAKZ562101 1989 82,260 Chevy, pickup 1GCDC14Z21_Z207626 1990 76,509 Capris, 4 door 1GIBL5479LA157076 1990 82,296 Object 460~464 request budget for copier maintenance of $2,500. We don't understand. Did you not just purchase a new copier? Why would there be such a huge maintenance cost on a new machine? Who authorized the purchase? What happened to the old? Was it still under contract? What will it cost us? How long will these costs continue? Are you giving your best for the public? What is the other $$00 maintenance funds supposed to maintain? is there a contract for this? Should there be? The copier located in the Department is one that was purchased this year. When you purchase or lease a copier, you sign a maintenance agreement. That agreement typically is based on a cost per copy. The new copier is based on a cost of $0.01 per copy. This is less than the $0.013 per copy for the other copiers in the city. We are projecting 250,000 copies next year which generates a $2,500 maintenance cost. The purchase of the copier was authorized by the city council after extensive review by the Community Development Director, Assistant City Manager, Finance Director and City Manager. The old copier is now being used by the Police Department. The old copier is under a lease purchase agreement. The cost of that copier will depend on the use of the machine. The cost will continue as long as the machine is used by the City. The remaining $500 maintenance costs are for three typewriters, three computers that are no longer under warranty, and two printers, assuming a third pdnter is replaced as requested. There is not a contract for this maintenance. In the past, it was the staff's determination that a service contract would cost more than the value of most of the equipment covered. Object 490~474 requests budget for forms/signs. How many will $2,500 buy, why do we need them and how long will they last? Why not purchase half? One of the recent Land Development Code amendments requires the placement of a sign on the property providing public notice of an application for a Land Development Permit, The cost is for those signs. Since this is a new requirement, we have no experience on the life of the sign. The signs will be purchased in small lots to keep the total expenditure to a minimum. 4 The $2,500 budget amount also includes the cost of the various forms used by the code enforcement officers and building inspectors. 10, Object 490~492 request budget for legal ads. Why do you seek a 500% increase over this year?. Are you in conflict with the City Clerk? Why doesn't city clerk do the ads? The recent Land Development Code amendments significantly increased the legal ad requirements of the Department. The purpose of this is to increase the awareness of the public of land development activities in the city. Another reason this individual line item has increased is the legal ad costs for the vadous Boards and Commissions were previously shown in object 991, 992, 993, 994, and 996. The staff has decided to identify this cost as a one cost item. This is a responsibility of the Community Development Department. The primary reason for this is to maintain efficiency. The individual preparing the ad in the Community Development Department has been working with the application since it was filed and knows the relevant information.~-T-he-CT~s OffiCe~ff does nOt. In addition, there is no cost savings on the cost of the legal ad if the Clerk's Office does it. 11. Object 510 seeks budget for office supplies which continues to run more than 250% in excess of 95196. You have been busy updating ordinances, codes, etc. when will you be ready to reduce this need to a comfortable figure? The primary factor which has increased this object is the amount of copies that are made and the cost of paper. The number of copies has more than doubled in the past two years. The projection for next fiscal year is 250,000 copies. Paper cost has risen significantly over the past two years. The primary reason for the increase in copy work is to better inform the public on the activities of the Department. 12. Object 520 request budget to purchase a variety of seemingly unrelated items. In 5201521 what tools, equipment and furniture and what is their costs and why should we approve? 520152 asks for computer and printer supplies. How many account numbers permit the purchase of the same things? Why? How much does a pair of safety shoes cost? Who wears them? Is it a rule that they must be worn? Do you have safety rules? What kind of batteries do you seek? Why? Please relate each 520 request with the same items for year 95~96 and 96~97. Explain any increase or decrease. There does not seem to be a need for bottled water. To the lay man, these may seem unrelated, ~_ut to,an account~Q~Aar~these are all the same item. The grouping is required by the g~ccePted accounting procedures. This object represents items which are not capital purchases. The tools, equipment and fumiture are for name plates for new__board members and appre_ .c_iatJo_n.. plaques_for ..the v~rJous hoards..th~'~-~partment is responsible. Paper name tents and certificates of appreciation could be used. It has been traditional in the City to use name plates and plaques. 5 One account number permits the purchase of the same thing because of standard accounting procedures. The budget is for three pairs of safety shoes at $250. The other $250 in object 527 is rain gear. These are worn by the Building Official and Building Inspectors. The City does have safety rules. Safety shoes are recommended in the safety rules and I, as a department head, strongly encourage my staff to wear them. The batteries are for items such as a micro-recorder, various calculators and flash lights used by the Building Inspectors. We seek these batteries because the equipment is used in the course of our activities. 13. Object 5401542 seeks budget to renew state licenses. How many? Whose? (If a professional license is involved it is the responsibility and expense of the individual to be licensed unless it is contractual.) Object 5401543 seeks funding for various educational items. What are the benefits of each? What does $400 in required educational hours entail? Required by whom? Who is qualified for this? Are there 3 chamber of commerce seminars? Why should you attend? You ask for a great deal of educational assistance money. Who will use it? Has it been done in the recent past? Why now? Your object 540 request is 200% greater than that permitted in 96197 and 350% greater than the year before. The license renewal is for the Building Official (4) and the two Building Inspectors (2 each). The Florida Chamber of Commerce has two seminars, one on growth management and one on environmental permitting. The requested budget is for the Community Development Director, Planner II and Zoning Technician to attend the growth management seminar in Orlando. The educational assistance program is a valuable way of improving the professionalism of the staff and the overall efficiency and effectiveness of the Department. The program is open to all the members of the staff. In the past, this program has been used by all of the clerical staff and the Zoning Technician. The educational assistance program has been requested again to improve service to the public by continuing to improve the staff. 14. Object 640 request budget for a new truck. The capital outlay request suggests that this is a scheduled replacement of a worn out truck that could be sold, could be scrapped or could be given to another department for use. Isn't that a little unusual? What is the age of the present truck? How do you expect to have a truck last for ten years? 6 There is nothing unusual that the old truck could be sold, scraped or used by another department. While I would not recommend it, the truck could theoretically be used by another department. The present sedan is a 1988 Ford. Based on our experience, we expect the truck to last 10 years. See # 7 above. 15. Object 640 request a budget for an additional computer, plotter and a hub in order to begin a new operation and to expand service. How would this be done? It would seem that this type of computer would naturally fall under public works/engineering. If they already have such then you can use it. Isn't this a lot of money for so little? The requested computer will have the capability of operating a computer assisted design or CAD program. The CAD program is required to use the maps developed by Craven Thompson as part of the stormwater study. This is a new operation for the city staff and provides for expanded service. The expanded service will be the integration of land use data with the stormwater data. The Community Development Department will be able to prepare maps for various departmental programs. If the computer was to be only used for stormwater management, then yes, the computer would fall under the Public Works Department. However, the computer would, as indicated above, be also used for planning activities. In addition, the planning for this system was started before the Public Works Director and City Engineer were hired. That is why it is in the Community Development Department's budget. Since the arrival of these two individuals, the requested system has been coordinated with them. In fact, we have agreed that the computer and plotter will be physically located in the Public Works Department. Neither the Community Development Department nor the Public Works Department have a computer with enough computing capability for this type of work. That is why a new computer is being requested. The system that is being requested actually has a lot of capability for a small amount of capabilities. 16. Object 640 request a budget for an additional printer which would replace a wom out and obsolete one. This seems incorrect especially in light of offering it for use in other department. What the truth? The pdnter that is being replaced is used on a continuous basis for pdnting out building permits. The paper used is a triplicate form. The quality of the pdnt has degenerated to the point that at times the pdnt is difficult to read. That is the reason for the request to replace the pdnter. Other departments, which are not printing'triplicate forms or legal documents such as a building permit, may have a use for such a pdnter. 17. Object 640 request funds to purchase a map file in the name of "increased safety". Please explain. Your need for the item is to store official zoning 7 and land use maps. Where are they presently stored? Doesn't engineering has map cases that they could give you? That they would share with you? That you could borrow? What would be the cost of in-house manufacture of case? The city does not have an official zoning map or the future land use map. This year the staff has been developing the official maps of each. As important legal documents, the safe storage of each is required. A map file is required for that purpose. Public Works does not have any spare map files and they do not have enough room for all the maps which we are preparing. If we were to borrow one, they would not have a place to store their maps. The proposed map files are made out of metal and have specific capabilities. These could not be reproduced economically in-house. 18. Object 710/715 and 725 appears as if may be retiring an installment debt. Please explain. What happens to the equipment now? Typically, there is useful life following such a purchase. Here? Objects 710/715 and 725 have no expenses in the proposed budget. These objects were used in the past to cover the cost of the lease purchase of a copier. This year, the staff did an in-depth evaluation of a proposal for a lease purchase and an outdght purchase of a new copier. Over the life of the pdnter, it was determined that the pumhase was the more economical way. Therefore, a new copier was purchased. The old copier was transferred to the Police Department. City of SebaStian 1225 MAIN STREET r~ SEBASTIAN, FLORIDA 32958 TELEPHONE (561) 589-5330 [] FAX (561) 589-5570 Date: To: From: Subject: MEMORANDUM September 17,1997 Thomas W. Frame, City Manager Patrick J. Brennan, Public Works Director~3/'~~ '97/'98 Budget Questions Attached are responses to questions distributed to Council from Frank Oberbeck, Harry Thomas, Chuck Neuberger, Cai Neglia, Martha Wininger, Tut Connelly, and Fred Wininger. Budget Questions/Resl3onses A. AdministrationlEn_qineerin_q Director & City Engineer - conditions of employment. Remaining staff- per CWA contract. 2. Disagree - May be required by contract in the right conditions. This is not planned, however it has happened in the past so it should be budgeted. If the situation does not happen then the money will not be expended. Emergencies do happen requiring overtime and the City's drainage problems are long term and will not be corrected in the 1997-1998 budget cycle. Typical expenditures for this line are; independent building inspections, title searches, surveying lots, soil compaction testing. FDOT inspection of (City's 5) bridges generates a bridge defect report which requires us to hire a structural bridge consultant to develop bid specifications for repairs. 9/19/97 Page 2 10. 11, 12. 13. B 1. 2. 3. Disagree - APWA activities are very important to stay current in Public Works operations, Hurricane Conference was budgeted at the request of the Police Chief. The PD will rely heavily on the DPW to stay operational in the event of a hurricane and its aftermath, That is the average cost of DPW vehicles not including equipment in the current year. Incorrect. - Computer operations are being greatly expanded including computerizing productivity measurement and work order system. Driveway culvert, pre-sod, and final swale inspection stickers on new construction 500 green for approved and 500 red for not approved. Cheap safety shoes will not last one year and would required several pairs in a year, This was tried and failed with employees in the past. See answer to #7. Presently there are three computers used by seven people. One old computer will go to the Director and the other will go to the PW compound. The new computers will be used to operate the workorder system. Currently the old computers run very slowly because the workorder data base is so large. All five computers will be networked for information query to service requested by residents. Roads & Drainac~e Terms of the CWA contract, Disagree - Overtime should remain at current budgeted amount. Incorrect - It is one person. No one attended but should have. Traffic control courses are planned for the sign shop personnel. They would not supervise contractors. Trash must go to the County Landfill to be disposed of properly. We do not own the equipment that is more efficient to rent than purchase. Seven cents per mile is based on actual maintenance expenses in the current year. Total vehicle expense in the Public Works Department is well below the Federal standard of thirty-one cents per mile. Line 465 lists 5,700 hours of large equipment operation. It does not describe downtime. Mail boxes must be moved to rework a swale. Many times the condition requires repairs to reinstall them. Staff does not intentionally damage property. Mowing equipment, staff and function is transferred to parks. 9/19/97 Page 3 10. 11. 12. 13. 14. 15. 16. C 1. Examples - racks, shovels, weedeaters, blowers, storage cabinets. Safety shoes should be budgeted at $100 per person as in other divisions. Recycled uniforms are supplied and cleaned weekly by Rent Wear. Uniforms and safety shoes are required by CWA contract which has been past practice. Examples of safety equipment are orange traffic vests, safety glasses, gloves, rubber boots, rain gear, safety training videos and first aid kits supplies. Ice cost for last year was $1385. Looking into an ice maker is a good idea when County water becomes available at the Public Works compound. We are projecting an actual expense of $42,818 for line 520. Budget request is a 2% increase over actual projection. Pot holes will continue to be a priority in the coming year. This line also is for rock, gravel, rip rap, fill, sod, cement, culvert pipe and sign materials as wall as asphalt and should not be reduced. Safety courses reduce workmen's compensation claims. All employees participate in safety training monthly. Examples of sign shop courses; Signs and Markings Level I, II, & iii, Traffic Safety in the Work Place. Benefit is that signs will meet FDOT standards. We need to have in- house staff respond immediately to emergencies, i.e. stop signs down, vandalized or stolen. The City does not have an old excavator. The pickup will go to the sign shop and a car will be auctioned. Excavator will be purchased from a bid and will have a one year warranty. The heavy equipment operator is qualified to run an excavator. Buildin_q Maintenance CWA contract. - Staff is increased by one person. More maintenance is being performed in house. Custodial duties have reduced. Building emergencies are rare compared to Roads & Drainage thus the detail is accurate. Culligan does water treatment of the wall water. The Department of Environmental Protection requires tests for public drinking water that are different from residences. In the future wa plan to connect to County Water Line 342 is for interior pest control (bugs) and requires a special license to handle the chemicals. Previous year's budget backup is less detailed. Request is 50% of last year. 9/19/97 Page 4 10. ]3. 14. 15. Service and inspections of fire extinguishers in all City buildings. Pest control was a bid item. Other items are shopped by the quote process. Disagree -Training is important. Examples -AC repairs, painting, plumbing, electrical, etc. The requested amount is 19% less than actual in 95/96. The Police Department building has many problems because of cutting too much from the original design. Line 465 request is 50% of last years request. more cost effective than replacements. Line 510 - Could be reduced from $100 to $25. 521 - Tools/equipment/furniture $ 500 523 - Cleaning supplies/toilet paper etc. $ 200 524 - Building supplies - plywood nails, bolts, etc. $5,300 526 - Gas and oil $ 900 527 - Uniforms and Shoes $1,440 529 ~ Misc. (Keys, flags, batteries etc.) $ 500 This line is up because more routine building maintenance performed as well as ongoing custodial duties Repair for these items is will be An increase in routine building maintenance requires an increase in training and publications covering the trade skills. Disagree see Item 8, 12 and 13. The pickup truck Unit 100 (1985 Dodge)is over 10 years old and very rusty and should be disposed of at auction. The paint sprayer will increase productivity of building painting. Garage CWA Contract. Increase due to plumbing and septic repairs needed and hook up to County water. There were no similar charges last year. Some of the repair may be done in-house. Seven cents per mile is the actual average experience for vehicles in DPW. 9/19/97 Page 10. 12. E 1. 2. 3. Yes, there are maintenance agreements. The Quest system tracks repair expenses and inventory, the computer is 7 years old. The computerized repair and maintenance guides/troubleshooting data system computer is 2 years old. Lines in 460 are currently expensed at 103% with one month to go. Copier contract is for one year. Copier is over 9 years old and was passed down from the Golf Course. Line 465 is needed to operate a garage with various equipment that is safe to use by the mechanics i.e., lifts,, jacks, generators, wheel balances, compressor, and welding equipment. This line is currently over expended 7% with one month to go. The increase of the budget request is needed to match the actual expense. Line 474 is repair orders, maintenance logs and operator request for repairs forms. This line could be cut $150 to 350. Three chairs are worn out and cost about $100 each. Copier stand is about $150 the balance of the request is for shop tools. Privatizing repairs should be priced and measured against actual cost of seven cents mile. However, the contract garage would have to be able to service heavy equipment. At this time there are no local heavy equipment repair shops. The oscilloscope could be cut from the budget however, it would enhance the knowledge and capability of the maintenance staff if it were kept in the budget, it would take several years to recover the cost of the equipment, but the mechanics improvements in skill level is intangible. The tool box is over 12 years old. The drawers come out all the way spilling tools on the floor. It is a safety hazard. Parks CWA Contract Clerical assistance is identified in the Administration/Engineering budget. Object 349 anticipates growth in tree handling because of the Tree City USA designation. The Parks supervisors attend these seminars. Education and training are essential to run a professional operation. Phones at these locations are required for 911 emergencies. The use is small so there is no revenue instead there is expense. 6. New lighting for the football field. 9/19/97 Page 6 10. 11. 12. 13. 14. 15. 16. 17. County does assist us at times but at their convenience. Equipment must be rented to make repairs on a timely basis. We now have a pressure cleaner. The four new mowers will be covered by a one year warranty, the remaining 13 pieces of mowing equipment will need ongoing maintenance and repairs. Line 525 - Groundskeeping - US #1 median expenses shifted to Parks including 2 people. Line 526 - Gas and Oil for transferred mowing equipment and one truck. Line 527 - Uniforms and shoes for 5 people transferred to parks. Fertilizer spreader, field rake, blower, back pack sprayer, and shoulder carry fertilizer spreader are new pieces of equipment. These new pieces will increase efficiency in Parks so that more man hours can be shifted to the right-of-way and ditch mowing function. It is handled by building maintenance but charged to Parks. Parks buildings are maintained by Parks personnel. See #9 line 526 CWA contract provides for uniforms and safety shoes same as Roads and Drainage explanation. Line 528 detail - $1000 for Parks materials; bases, home plateS, pitching rubber, nets, basketball rims, tennis nets, volleyball nets, and playground equipment. Grills - $2600: one at Main Street boat ramp and locate 9 at Riverview Park Picnic tables: $1500:,~will be located at Main Street boat ramp, 3 at Riverview Park. Tables are kit form and assembled in-house See response 4. Assistant Director supervises in Parks Supervisors absence. The County Emergency Management is converting to 800 MGZ systems as well as all City departments. The three hand helds will be used by five employees for safety reasons while on mowing equipment or when' away from the truck. The City is responsible for losses. Equipment loss is not covered in the CVVA contract, however progressive discipline is covered. The plan to cut grass is quarterly. We cut City rights-of-way and easements, not private property, so there are no bills to citizens. The plan is to mow rights-of-way as much as resources allow. 9/19/97 Page 7 F= 1. 2. 3. 10. Cemetery CWA contract Temporary upgrades are covered in the CWA contract. Overtime covers weekend and after hours services and is partially reimbursed by the funeral director ($50 per service). A trencher is rented to make repairs and expand the water supply system in the Cemetery. The amount is based on past experience. The old garage door is rotted out and requires some upgrading to meet OSHA standards. '96-97' Budget was higher because a mower was overhauled. Some repairs and maintenance are done at the Cemetery or Garage and some are contracted. The Public Works Director approves bills per the purchasing ordinance. Office supplies are based on historical use. There are 6 fire extinguishers at the Cemetery. They are inspected annually for $85. Yes, we have a computer in the Cemetery which is needed for deeds and records. It is not part of the Parks because it is a separate fund in the budget. Bottled water is used by employees and the public. The well water has sulfur in it. Bronze plaques for cremations are included with the niche per ordinance. Batteries - one truck battery and one mower battery $50 each. Trade supplies - flags, flag lights, fluorescent bulbs, locks, keys, lights, nuts bolts, brooms, film to photograph vandalism, weedeater twine, and spray paint to mark gr~ves for digging. These items are needed to keep the Cemetery Supervisor current in Cemetery operations. /sg City of Sebastian 1225 MAIN STREET [] SEBASTIAN, FLORIDA 32958 TELEPHONE (561) 589-5330 n FAX (561) 589-5570 Memorandum To: Thomas Frame From: Janet Isma~ Date: September 19, 1997 Re: Response to 97/98 Budget Questions Attached are answers to the questions given to City Council members at the 9/10/97 Budget Heating. The budget shows a 9.6% wage DECREASE. This question was copied verbatim to every department, and does not apply here. Obviously, the bonus is defined in the CWA contract as 12-months-ending-June 30 national CPI x 1997 W-2 earnings for that employee. This benefit has historically been extended to all non-FOP members. We know our contracted auditor cost will be $30,590 (see TOTAL CONTRACT line in budget). The budget then shows the exact distribution between funds, which I based on each funds' total budget. The total cost is less than the prior year due to re-assessment by the audit firm based on significant and continued improvements in record-keeping and controls. We will be purchasing a new sotYware system, as our present system is being discontinued. Therefore, we will not pay 'maintenance' costs on the sof~ware in the 97/98 year. Copier maintenance is based on actual 96/97 experience, pro- rated. 4. We had a good stock of stationery and envelopes at the beginning of 96/97, and have not gone out and 'stocked-up' just to spend budget $'s. We do expect to September 19, 1997 provide departments with more next year than we have this year. Checks have not been ordered in 96/97, but a check order should be required in 97/98. The Finance Dept. budget is charged for the copy paper ordered, and the Clerk's offce is not charged for the boxes used in that copy room, simply because, there are many departments using the copy machines. We try to make the best use of the equipment we have now, without becoming 'proprietary' at the expense of the taxpayers. Once again, we started the year with a good stock of computer paper and supplies, and have operated since on a buy-as-you-need-at-the-best-price-feasible basis. We do attempt to buy computer paper in sufficient quantity to obtain discounts. As noted in the questions, as our experienced costs drop, so has the budget. A major software vendor has jilted their clients by discontinuing the entire financial system they sold the City only 5 years ago. We were shocked at their announcement, and the prior administrators who purchased the system could not foresee this. We are researching other vendors, whose software works on our present 'box', or on a network/server system. Exposure to other systems and contacts with vendors are some of the valuable benefits of the training and conferences we attend. We will seek a system which meets Finance, Purchasing, Human Resources, and Payroll needs better than the current system, and for which the total package, including any additional hardware, is feasible, reasonable, and the best value-per-dollar. I estimated the useful life at 5 years, partly because of the 5 year experience with the current software, and because a capital upgrade would be reasonably expected at 5 years. We do not expect to obtain a new system at the end of 5 years. If I may be of any assistance to the other departments with their questions and answers, please let me know. ITEM NO. ROLL CALL Mr. Taracka Mrs. Cartwfight Mr. Paul Mrs. Sullivan Mr. Barnes ITEM NO. ROLL CALL Mrs. Canwri~t Mr. Paul ~// Mrs. Su_!livan /b/ Mr. Barnes Mr. Taracka / ITEM NO. ROLL CALL. 3 Mr. Paul Mrs. Sullivan Mr. Barnes Mr. Taracka Mrs. Cartwdght ITEM NO. ROLL CALL 4 Mrs. Sullivan Mr. Barnes Mr. Taracka Mrs. Cartwright Mr. Paul SECOND MOTIO sscoND MOTION SECOND MOTION SECOND ITEM NO. ROLL CALL 5 Mr. Barnes Mr. Taracka Mrs. Cmwright Mr. Paul Mrs. Sullivan MOTION SECOND ACTION LIST THE FOLLOWING IS A LIST OF ACTIONS TAKEN AND/OR DIRECTIONS GIVEN AT THE 9/24/97 SPECIAL and 9/25/97 REGULAR MEETING All Follow-up Correspondence should be copied to the file and any file to go in the vault should have its backup material put in chronological order and placed in clips within the file City Manager, City Clerk and City Attorney get a full set of drafl minutes, therefore, they do not need copies of minutes pages for items relating to their positions 5~:ptember 24. 1997 Special 97.066 Second Reading an~ Fia01AdoptionofOr0ia~nce No. O-97-63-FinalMillage Rate- adopted sign, seal - copy to file, com~ter, attorney, 4 certified copies to Janet certified copy of agenda to Janet blueback original ord - file vault - 97 ORIG ORD file backup in vault - FINANCE - Budget 97/98 note its location with colored sheet of paper labeled "O-97-63 97/98 Millage - See FINANCE - Budget 97/98" - file sheet in ORD BACKUP update \wp-ord\o-97-97 as to adopted date 97.066 Secon~ea¢ing and Final AOoption ofOrdinanc¢ NOLO-97-64-1997/199~ Budget adopted sign, seal - copy to file, counter, attorney, 4 certified copies to Janet blueback original ord - file vault - 97 ORIG ORD obtain final approved budget from Finance file backup in vault - FINANCE - Budget 97/98 note its location with colored sheet of paper labeled "0-97-63 97/98 Millage - See FINANCE - Budget 97/98" - file sheet in ORD BACKUP update \wp-ord\o-97-97 as to adopted date September 2~j 1997 Regular 97.207 Presentation of_?taque to Al Goelz - Fon~er Member o£ Code Enforcement Board - presented - no action 97.223 Adop~; Resolution No. R-97-52 - Anthorizing City Manager to Enter Into Amended P~greement with Blue Cros~ & Blue Shield fgr Option 2 - $10.000 Life and Accidental l)~0th and Dismembemaent - adopted sign, seal - copy to file, counter, Attorney, Human Resources, Finance blue back original - file vault - 97 ORIG RES remove backup - place in chrono order w/copy of res on top - staple and file in vault - RES BACKUP update \wp-resk-97 as to adopted date 97.224 Prior ApprQvol for Reimbursem¢~t of Expenses for M0yor Bames and Councilmember Cartwright ~;~ Attend Florida Institute of Government Advanced Institute.fqr l~lccted Officials in Tampa - October 24-25~ 1997 - approved copy minutes to file, Barnes, Cartwright, Finance file vault - TRAVEL/EDUCATION 97.225 Prior Approval for Reimbursemeut of Expenses for Councilmembers Paul and Sullivan to Attend FlQrida Institute of Government Institute fgr Elected Officials in Verq Beach - October 17-19, 1997 - approved copy minutes to file, Paul, Sullivan, Finance file vault - TRAVEL/EDUCATION 97.226 Appr~¥~Purchase of VenneerModel 1230 Chipper for Public Works - Piggyback Price of $17,67! from City of Plant,'ltion, Florida - approved copy minutes to file, PW, Finance, Purchasing file vault - FINANCE - 97 Bids/Purchases 97.189 Lion~ Glub Request for Riverview Park - Steak Cookot!t - Saturday. November 8, 1997 and April 11. 1998 from 9 am to 7 pm - Electricity - St~dard Condition~ or {2onditions In Effect At Time of l, Jse - approved copy minutes to file, PW, PD letter to Lions file vault - PARKS - Riverview - use of 97.227 7-,tlllo Benefit Dance (.Kidney Transplant) - Community Center - Ngyember 22, 1997 - 7 .om to l I pm - A/B and Dona~i~>ns - Security Paid - Age Verified - approved copy minutes to file, PW, PD letter to Zullo file cabinet in outer office 97.001 97.001 97.228 Second RCadiJag and Final Adoption of Ordinance No, 0-97-56 - City Board. Coromission and Conm~ittee~9pointment/Tem~/Rcrooval Procedures 0~ g¢¥ised - adopted sign, seal - copy to file, counter, attorney, DCD and all board secretaries, include next ordinance and R-97-45 when copying to secretaries with note that they will be incorporated into the handbook and the handbook will be redistributed in its entirety mail copy to MCC with cover letter and disk (get from Jean) - amends Code blueback original ord - file vault - 97 ORIG ORD remove backup - place in chrono order w/copy of res on top - staple and file in vault - ORD BACKUP update \wp-ord\o-97-97 as to adopted date index that this ord and R-97-45 amend R-94-51 update board handbook (I already included changes) and redistribute in entirety update web Second Readiog and Final Adoption of Ordinance No. O-97-57 - Deleting Certain Sections of thc (~9de Re: City Bo~ar~J. Commission and Cgrnmittee Appointment/Term/Removal Proced!:~res - adopted sign, seal - copy to file, counter, attorney, DCD and all board secretaries, include above ordinance and R-97-45 when copying to secretaries with note that they will be incorporated into the handbook and the handbook will be redistributed in its entirety mail copy to MCC with cover letter and disk (get from Jean) - amends Code and LDC blueback original ord - file vault - 97 ORIG ORD remove backup - place in chrono order w/copy of res on top - staple and file in vault - ORD BACKUP update \wp-ord\o-97-97 as to adopted date update board handbook (I already included changes) and redistribute in entirety update web Construction Board - Intervie~v and Appoint FQ[~r Members as FolIQws: a. Three Year Regular Member Position - Term to Expire 9/30/00; b. Three Year Pi[lmbing Contractor Position - Term to Expir~ 9/30/00; c. ThreeYcar Engineer Position - Term to Expire 9/30/00: ~t~ Three Year Building Contractor Posi!~ioo - Term to Expire 9/30/00 - members appointed as follows letters to appointees - appropriate documents to new people mail list to Supervisor of Elections copy minutes to file, DCD and board secretary update board handbook and redistribute (coordinate this with redistribution of entire book as above) index expiration dates file vault - BOARDS/COMMITTEES - Construction Board 97.209 Handicapped Self-evaluation Cowmfittee: i~. Accept Resignation Of Phillip Foster: iij~/lterview and Appoint Tl~ree Members as Follow~: a. Unexpired Regljlor Member Position - Term to Expire 6/_~),9 b. Unexpired Regulllr Member Position - TCrln to Expire 6/98; c. Uooxpired Alternate Member Position - Term tO Expire 8/99 - Foster resignation accepted and members appointed as follows letter to Foster letters to appointees - appropriate documents to new people copy minutes to file, DCD and board secretary update board handbook and redistribute (coordinate this with redistribution of entire book as above) index expiration dates file vault - BOARDS/COMMITTEES - Handicapped 97.157 Advisory Board_- Interview and Appoint One Member as Follow~: Unexpired Regular 1Member Position - Term to Expire 4/99 - member appointed as follows letters to appointees - appropriate docmnents to new people mail list to Supervisor of Elections copy minutes to file, DCD and board secretary update board handbook and redistribute (coordinate this with redistribution of entire book as above) index expiration dates file vault - BOARDS/COMMITTEES - Tree Advisory 97.160 Award Contract for Dempsey/Vocell~ Drainage Improvements to Maxwell Contractors., and A~lthorize City Manager to Sign Contract in [he Amount of $377,000 - Contingent Upon Fy 98 Bridget Approval - awarded copy minutes to file, PW, Finance, Purchasing Purchasing Agent will prepare documents for execution and obtain appropriate bonds, etc. when received back from him - create new file for contract - file vault AGREEMENTS - Miscellaneous add to \wp-files\agree.cur - miscellaneous file other backup in vault - FINANCE - 97 Bids/Purchases 97.202 Ad_opt R~solution No. R-97-60 - Accepting Riverfr0nt Advisory Commit~e..e R~ommended Plan of Action. Requiring Establishment Of Those Policies by Separate Council Action and Stating Certain Ci.ty Policy Re: Gambling Ships and Removal_of Exotic Vegetation - adopted sign, seal - copy to file, counter, Attorney, DCD, Riverfront secretary, River£ront notebook 97 blue back original - file vault - 97 ORIG RES remove backup - place in clu:ono order w/copy of res on top - staple and file in vault - RES BACKUP update \wp-resh--97 as to adopted date