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Home My WebLink About07311996 City of Sebastian 1225 MAIN STREET n SEBASTIAN, FLORIDA 32958 TELEPHONE (407) 589-5330 [] FAX (407) 589-5570 AGENDA SEBASTIAN CITY COUNCIL BUDGET WORKSHOP WEDNESDAY, JULY 31, 1996 - 7:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA No public input is allowed at a workshop, unless provided in the meeting call (in accordance with R-95-33) 1. CALL TO ORDER 2. ROLL CALL 3. 1996/1997 FY BUDGET A. STAFF PRESENTATION i. Opening Comments - City Manager ii. Overview of Budget - Finance Director iii. Detail Operating Budget Review B. 12OUNCIL COMMENTS/DIRECTION5 C. ~APITAL. BUDGET REVIEW D. CLOSING COMMENTS 4. ADJOURN ANY PERSON WHO DECIDES TO APPEAL ANY DECISION MADE BY THE CITY COUNCIL WITH RESPECT TO ANY MATTER CONSIDERED AT THIS MEETING (OR HEARING) WILL NEED A RECORD OF THE PROCEEDINGS AND MAY NEED TO ENSURE THAT A VERBATIM RECORD OF THE PROCEEDINGS ISMADE, WHICH RECORD INCLUDES' THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS TO BE HEARD. (286.0105 F.S.) IN COMPLIANCE WITH THE AMERICANS WITtt DISABILITIES ACT (ADA), ANYONE WHO NEEDS A SPECIAL ACCOMMODATION FOR THIS MEETING SIIOULD CONTACT THE CITY'S ADA COORDINATOR AT 589-5330 AT LEAST 48 HOURS INADVANCE OF THIS MEETING. City of Sebastian 1225 MAIN STREET [] SEBASTIAN, FLORIDA 32958 TELEPHONE (561) 589-5330 [] FAX (561) 589-5570 MINUTES SEBASTIAN CITY COUNCIL BUDGET WORKSHOP WEDNESDAY, JULY 31, 1996 - 7:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA No public input is allowed at a workshop, unless provided in lite meeting call (in accordance with R-95-33) l. Mayor Cartwright called the budget workshop to order at 7:00 p.m. 2. ROLL CALL City Council Present: Mayor Louise Cartwright Mrs. Norma Damp Mr. Raymond Halloran Mr. Richard Taracka Staff Presel0t: City Manager, Thomas Frame City Clerk, Kathryn O'Halloran Finance Director, Joel Haniford Human Resources Director, Wendy Widmann City Planner, Robert Massarelli Building Official, George Bonacci Chief of Police, Randy White Captain David Puscher Public Works Director, Richard Votapka Deputy City Clerk, Sally Maio City Council Budget Workshop July 31, 1996 Page Two !996/1997 FY BUDGET A. STAFF PRE$13NTATION The City Manager received a consensus of City Council to reschedule the August 21 Falcon Cable Forum to August 12, 1996. Mrs. Damp stated she would be unable to attend. The City Manager introduced the new Chief of Police, Randy White and commended Captain Puscher for the fine job he did as Acting Chief of Police. i. Op~ning Comments - City Manager The City Manager commended the Finance Director and all participants in preparation of the 1996/97 fiscal year budget and gave a brief overview of the proposed capital projects budget. ii. Overview of Budget - Finam;~: Director The Finance Director distributed an analysis of the fiscal year 1996/97 budget (see attached) and fielded questions from City Council. iii. Detail Opera. ting ][3u0g?t Review Legislative 10-511 No changes to proposal for Legislative. GitY Manager 11-512 The City Manager said all departments' budget reflect required increased salary amounts including management personnel, taking into consideration that management personnel may be considered for 0-3% increases. Mayor Cartwright recommended that the same system be utilized with the 0-3% with the lump sum bonus. City Council concurred. No changes to proposal for City Manager. 2 City Council Budget Workshop July 31, 1996 Page Three 12-512 - City Clerk The City Clerk read her memo dated 7/31/96 into the record (see attached) recommending a reduction to $4,000 for computer upgrade. Mayor Cartwright requested the withdrawal of the request for $5,000 for internet connection. The City Clerk concurred. Line item 512-640 Equipment was reduced by $11,000. No other changes were made to the City Clerk proposal. Finance Department - 13-513 No changes to the Finance Department proposal. Legal 14-514 The City Manager said there is a significant reduction in legal costs in the budget, however, if any unforeseen circumstances arise he may have to come back and readdress the budget. No changes to the Legal proposal. Police Deparlmenl - 1 ~-521 No changes to Police Department proposal. TAPE I - SIDE II (7:47 p.m.) Human Kes. olor..c~ - | 6-513 No changes to Human Resources proposal. 3 City Council Budget Workshop July 31, 1996 Page Four Community Development ~ 18-515 The City Manager distributed a revised Community Development proposal (see attached) and requested that the position of Director of Community Development be reestablished to be the the single overall management position, put the City Planner in that position and retain the Building Official in his position to oversee building matters within the Community Development Department. Mrs. Damp suggested separating the departments. The City Planner and Building Official addressed City Council. All other City Council members supported the City Manager's recommendation to consolidate the department under one head. All City Council members supported addition of a planner II and part time clerical. All other proposals were approved. Mayor Cartwright called recess at 8:20 p.m. and reconvened the workshop at 8:35 p.m. All members were present. Emergency Management - 20-525 No changes to Emergency Management proposal. Adm/Engineering - 22-540 Discussion took place on hiring a City Engineer. Mayor Cartwright noted a correction to page 5 of Dept. 22 to take out the video recorder and put in the video camcorder each in the amount of $800. It was the consensus of City Council to approve the Admin/Engineering proposal as presented. 4 City Council Budget Workshop July 31, 1996 Page Five DPW/Roads and Drai~ag~ - 23-;541 TAPE II - SIDE I (8:51 p.m.) The City Manager distributed a letter from John Hill, Craven Thompson & Associates regarding the creation of a drainage maintenance program for the next fiscal year and formation of a Citizens Advisory Group to work with staffto prioritize areas of need (see attached). Discussion took place on the need for the 5 ton asphalt paver, however, no changes were made to the DPW/Roads and Drainage proposal. DPW/Building Maintenance - 24-519 Discussion took place on completion of the Chamber's restroom roof. No changes to Building Maintenance proposal. Discussion took place on renovation of the south city limit sign. DPW/Central Garage - 25-549 Discussion took place on a tool inventory. The City Manager said staff is going out to bid on fencing for the compound. No changes to Central Garage proposal. DPW~ari~ & Recreation - 26-572 Discussion took place on lighting for the new football field, bleacher replacement, and bike racks at Barber Street Sports Complex. Mayor Cartwright expressed concern for putting playground equipment at Easy Lake park. The City Manager suggested the item be budgeted and he will come back with a proposal for placement. Mr. Halloran suggested fixing the Hardee park exercise equipment. It was noted that this is proposed in the capital projects budget for 97. No changes to Parks and Recreation proposal. City Council Budget Workshop July 31, 1996 Page Six DPW/Cemetery - 27-539 No changes made to cemetery proposal. TAPE II - SIDE II (9:39 p.m.) Nor~-Dgpartlnental - 30-590 The City Council by consensus decided to pass on the proposed City Council chair replacement, however, some time later they decided to have the Purchasing Agent review a proposal Mrs. Damp distributed showing the price at $368 per chair rather than $750. No other changes were made to Non-Departmental. Community Development ]319g;1~ Qrant Fund No changes to proposal. Riy~rfront Waterline Assessment Debt Service Fund No change to proposal. The City Planner, at this time, made a recommendation on behalf of the Riverfront Committee for $14,000 for an executive summary of its study and graphics. Mayor Cartwright suggested that the role of AIA be determined before any further budget is considered. Mayor Cartwright called recess at 9:57 p.m. and reconvened the workshop at 10:05 p.m. All members were present. The Finance Director said a 1% surcharge is built into the Riverfront assessment to cover administrative costs. 6 City Council Budget Workshop July 31, 1996 Page Seven Golf Course Enterprise Fund Discussion took place on determination of golf course revenues and cart maintenance. The City Manager said the line item for cart maintenance is for other than routine maintenance which is provided by Club Car. No changes were made to the Golf Course proposal. Airport Enterprise Fund The City Manager distributed a revised proposal for the Airport Enterprise fund and read his memo dated 7/31/96 relative to Airport Management (see attached). TAPE III - SIDE I (10:33 p.m.) The City Manager recommended contracting out the mowing of airport property. City Council concurred with his proposals. Cemetery (Expend. al>f0 Trust) Fund No changes to proposal. Law Enforcement Education& Training (Expendable Tm~0 Fund No changes to proposal. B. COUNCIL COMM~T$/DIKECTIONS The City Manager reported that the first budget hearing had been changed to September 10, 1996 due to scheduling conflicts with the school board. (Subsequently changed again to September 6, 1966) Mr. Taracka requested a fish cleaning table at the Yacht Club be added. The City Manager said one of the service clubs had offered to take on the project. City Council concurred with Mr. Taracka's idea. City Council Budget Workshop July 31, 1996 Page Eight C. CAPITAL BUDGET REVIEV~ The City Manager reviewed the capital improvements budget and John Hill addressed City Council on drainage. A separate meeting will be conducted on the capital improvements budget. D. CLQ~IN~ COMMENTS 4. Being no further business, Mayor Cartwright adjourned the workshop at 11:15 p.m. Approved at the ,1996, Regular City Council Meeting. Kathrya/M. O'Halloran, CMC/AAE City Clerk Louise R. Cartwright ~ Mayor CRAVEN THOMPSON & ASSOCIATES, INC. Engineers Planners Surveyors 2770 h~dian River Boulevard, Suite 203 Vero Beach, Florida 32960 Telephone: (407) 778-3002 Tetethx: (407) 778-300¢.1 July 29, 1996 t,~}. Thomas Frame. City. Manager Mr. Richard Votat~k, *' E., Public Works Director ,t-Pt[~ Via Deliverv ~-~I~---{:~commendations for the coming year ......_.,,mm%ndations you will find that: · only one additional item equipment is included: the tracked "bobcat" dozer/backhoe no new personnel positions are created · the pipe crew is reassigned to swale crew and ditch crew; pipe work to be bv contractor · sodding should be laid by contractor who will be responsible for its quality, and survival rate ° work should be scheduled for completion of one basin at-a-time; end ~hop-scotching' drainage maintenance programs. In these If these recommendations are implemented, then CTA recommends that the City establish these production goals from the crews: Mowing Crew: all ~vacant' swales and accessible ditch banks in primary, and secondary, ditches, mowed _4 rimes a year Swale Crew: total rework of both sides of street, including all drives, piping, and swale grading; rework 6. 7 miles a year initially, up to 10 miles a year by year two Ditch Crew: rework and regrade all secondary and back-yard ditches on.ce a year (it may take more time for the first year due to encumbrances and encroachments) For a frame of reference, in the first year, for example, the almost all of the entire area bounded by Lake Drive on the North, Barber Street on the West, Vocelle Avenue on the South, and CR 512 on the East could be reworked under this program, and in addition, the City. would have mowed all swales 4 time a year, and rexvorked many other ditches as well. CTA recommends that the City carefully consider these recommendations, then target the work areas for first priority scheduling. We await your further direction for refinement, modification, and implementition. Sin?erely, Cr~/v,eh Thompson & Associates, inc. ~egistered Engineer 17002. State of Florida \ , CRAVEN TIIOMPSON & ASSOCIATES, [NC, 2770 INDl.~Xi RIVER BOULEVARD, St,'rtE 2O2 VERO BEACH. FI,ORIDA 3 2961) 'FELI-;PH~ ,N~;: I 4¢)7 77R 3(302 Tr:.LF.F..\X; 1 4(17 778 3000 TO: FROM: RE: DATE: VIA: Mr. Thomas Frame, City Manager Mr. Richard Votapka, Public Works Director John Hill FY 1996-97 Drainage Maintenance Program July 29, 1996 Delivery Pursuant to Mr. Frame's memorandum of July 15, 1996 and our meeting of July 22, CTA offers the following recommendations regarding the Public Works program for roads drainage maintenance works for FY 1996-97. Overall: As the City of Sebastian grows, the Public Works Department (hereinafter, PWD) is experiencing the inevitable pains of growth; PWD must make the shift from reac#on to planned action. Clearly, there will eventually need to be growth in the PWD staffing and equipment; however, at the present time, CTA believes that PWD has an urgent need to satisfy the City's expectation of efficient and effective organization. Once satisfied that the PWD is working well, then the City may be more willing to further invest in the Department's activities. As part of this shift from reaction to planned action, the City's Executives and Elected Officials must support the orderly scheduling of work, and set-up a scheduling mechanism that gives appropriate weight to the requests of Citizens, while keeping in-mind the overall needs of implementing a managed stormwater system. These recommendations make the assumption that the PWD will operate with the same staffing as indicated on the current organizational chart provided by PWD, and with the same equipment, except that the Department may add a small tracked dozer/loader/backhoe ("Bobcat" type) for ditch maintenance as recommended by both staff and CTA. TO: Mr. Thomas Frame. City Maria§er Mr_ Richard Votapka. ?ublic Works Director FROM: John Hill RE: FY 1996-97 Drainage Maintenance Program DATE; July 29. 1996 VIA: T¢lcfax and Deliver, Page 2 Herein, CTA makes recommendations for reorganization and production goals for PWD for drainage works; CTA has only based its recommendations on the use of those crews currently working on drainage: Pipe Crew, Front Swale Drainage Crew, General Maintenance and Ditch Crew, and Mowing Crew. PWD has advised CTA that, from time-to-time, these crews must be utilized in other locations...such as for 4th of July, Christmas, hurricane preparations, etc. In setting production goals, CTA has made an allowance of ~ 10% o'f available time, or 20 working days per year for these activities and general down-time. An upward or downward adjustment may be in order by the City. CTA recommends that PWD reorganize the maintenance scheduling process, so that PWD may rework an entire drainage basin at one time, rather than ~hop-scotch' around neighborhoods. This will produce visible, viable results that give the PWD a higher level of public acceptance and support. In addition, this will give the PWD the ability to schedule maintenance on an orderly basis. Then, the City may ~ve residents an accurate scheduling projection, and then keep their promise about when repairs and relief can be expected. This would further enhance the PWD standing with the Citizens, once residents know that at some given future date, their drainage problems will be addressed. Reorganization of Crews: Redistribute the Pipe Crew: CTA recommends that all culvert ("culvert" being all drainage piping other than driveway culverts) replacement work will be executed by outside Contract contractor(s) under an annual, bid contract. This recommendation is made for the following reasons: · as culverts are upgraded to proper sizing, more and more replacements are too large for the City crew and equipment to handle, necessitating rental equipment and temporary crew assignments; also, these larger diameters and their headwall work requires specialists. culvert replacements can be bid on an annual 'by-size' basis, then the City only need give a work order for the replacements. On an annual basis, the City is likely to achieve meaningful savings, and will have the ability, if needed, to execute more than one project at a time. ° the priority of replacements must be carefully assessed to assure that only the most urgently needed culverts are replaced...others may be patched until the Funds are available · this would freerup the workers and equipment to fill-out the other crews which are urgently needed for swale and ditch works · culvert replacement, though absolutely vital, is a Iow visibility and therefore low priority with the Citizens TO: Mr. Thomas Frame. City Mana§¢r Mr. Rich-',rd Votapka. Public Wor~ Director FROM: ~o~ Hill RE: FY 1996-97 ~inag~ Maintenan~ ~m DATE: July 29. 1996 VIA: Telefix and Deliver' Page 3 3, CTA recommends redistribution of the Pipe Crew as follows: · one MW III, one MW I, and one Laborer to Front Swale Crew · one MW II to General Maintenance and Ditch Crew Swale Crew-would be composed of a full complement of six workers needed to complete all work associated with complete reworks of the swale areas. This would include: · two ~ III (increased by one ~vith transfer from Pipe Crew) · one MW II · two MW I (increased by one with transfer from Pipe Crew) ° one laborer (increased by one with transfer from Pipe Crew) This crew should be assigned to work a complete area, an entire drainage basin to the outfall point, and would complete all works except culvert replacement and sod placement. This crew has the most members because of the diversity, of the works to be completed in re-building swales. General Maintenance and Ditch Crew would be composed of the following four crexv members: · one HEO · one MW II (increased by one with transfer from Pipe Crew) · two MW I This crew should be assigned to work on backyard and seconda~' ditches (as defined in the SWMS Conceptual Master Plan by CTA), as well as certain special tasks to be undertaken in the primary, ditch system. Although this crew should logically have more members, CTA feels that this complement can make much progress if properly and logically scheduled by PWD management. Mowing Crew would remain the same as presently composed: · four MW II Redefinition of Work Scope by PW'D: In addition to recommending the use of contractors for culvert installations, CTA recommends the following other scope of work changes: Sod_~ CTA recommends ~hat sod placement work be completed by Contractors because their the City cannot compete with the Contractor's low unskilled labor costs. Also, instead of waiting for sod, the skilled PWD crew can continue to make progress with reshaping, rebuilding culverts, etc. In addition, the sod contractor can be held responsible for the quality of the sod and the installation. If the sod contractor doesn't perform on schedule, the contractor can be back-charged for any reworks that are created bv runoff erosion. TO: .',ir. Thomas Frame. Cily Manager Mr. Richard Votapka. Public Wo~s Director FROM: Jo~ Hill RE: FY 1996-97 ~ainage Maintenance Pro.am DATE: July 29. 1996 VIA: Telethx and Deliver' Page 4 Survey: CTA recommends that PWD have survey control based on NGVD (actual) elevations, to be set bx' a registered surveyor or survey-trained Cit~' employees, using NGVD datum. Actual layout and checking of the PWD projects can be bv skilled PWD staff. This will help to eliminate thc problems caused bv using 'assumed' elevations and uncontrolled survey, which could lead to PWD incorrectly installing drainage repairs and improvements. 3. Design.' CTA recommends that. although an elaborate design ma,,' not be generally required for PWD projects, that PWD utilize a plan of improvements that is consistent with-the City's Stormwater Management System Master Plan, for proper sizing of all piping, flow routing, materials, and methods. This practice would eliminate the possibili~ of PWD inadvertently mis-sizing or mis-directing drainage improvements. Scheduling of Works: In a later section are CTA's recommendations for the production goals for each of the three reorganized crews: Swale Crew. General Maintenance and Ditch Crew, and Mowing Crew. However, for these crews to meet these performance goals, and for PWD to achieve visible, viable results and acceptance bv the Citizens, the Ci~ must enable PWD bv approving an advance plan of action, and then allowing PWD to act on the plan, rather that react to the latest, most vociferous complaint. Certainly, in anv schedule, there must be built-in flexibilitv to accommodate the unexpected. It is CTA's recommendation that the CiW's Executives and Council approve a works plan by PWD. and then. to the extent possible, look for progress in that works plan at pre-set 'mile-posts'. New problems and complaints should be worked into the schedule as their severity dictates, but unless there is an over-riding need. the schedule should be kept intact. Perhaps ?WD can set aside certain periods in each month for high prioriD' project insertions, but this should be done with only with PWD Management and City Executive approval. One way for the Citv to help Citizens get parity, in their work requests could be bv implementing a "Drainage Board", staffed by Citizen representatives from various areas of the Citv. These "Drainage Commissioners" would be asked to be aware of problem areas in their "district", to receive Citizen input from their "District", and then act in concert with PWD smffto prioritize and schedule work. While this is one of many ways that scheduling mav be done, CTA feels that such a commission mav be useful for Sebastian, given the high level of technical experience and the high level of interest of the Citizenrv. Most importantly, all PWD efforts should be coordinated in one area of the Cip,- at-a-time. In this way, the swales, ditches, culverts, and all other drainage infrastructure will be reworked to completion at one time. CTA has observed, and received numerous complaints from Citizen~ about 'new swales that drain into blocked ditches', 'clean ditches fed by blocked sWales', and 'new culverts fed bv blocked ditches'. Completion of one area at a time should facilitate Citizen acceptance of ?WD, in addition to making a drainage basin that works. TO: Mr. Thomas Frame. City Manager Mr. Richard Votapka. PuMic Works Director 'FROM: John Hill RE: FY 1996o97 Drainage Maintenance. Program DATE: July 29. 1996 VIA: Telet~× and Deliver3, Page Crew Management: If PW'D is programmed to work on a defined and planned schedule, then it is incumbent on PWD management staff to program the work in advance for the crews, making certain that the proper tools, equipment, and materials are on-hand and in good order for each work day, and that the crew knows in advance what each day's tasks and goals are. In many areas, this will require advance planning by crew management, scouting for encroachments and encumbrances, and notifying residents of 'what to expect, and when to expect it'. This will not only reduce down-time, but greatly enhance public acceptance of the PXVD. Production Goals: Based on implementation of these recommendations, CTA believes that the following production goals are realistically achievable by the PWD drainage crews. These goals are based on: Work Days Per Year: 5 days x 52 weeks Less Holidays: Subtotal Less Vacation Days: Net Available days Allocation for other works, emergencies Net Production Days 260 work days - 10 Holidays 250 work days - 10 Vacation day_s 240 work days -20 work days 220 production days Mowing Crew Production: The mowing crew should be assigned as follows: two ~MW II, one on each of the two bat-wing mowers for swale and ROW mowing two MW II. one on each of the two slope (long-arm) mowers for ditch and specialty mowing assign the two 'bush-hog' single mowers to recreation maintenance crews use rather than pulling mowing crews off for parks work The mowing crew goals should be as fbllows: .:. · 2.0 miles per day per bat wing mower; this will yield 880 miles per crew-year, which should mow the City' s 200+ net, un-built miles of swales 4 times a year (220 days/year x 2 man crew x 2.0 miles/day = 880 miles/year 0.3 miles per day per slope mower; this will yield 132 miles per crew-year, which will mow the City's 18+ net miles of secondary, and mow-able areas of the primary and ba(:ky, ard ditches 4 times a year (220 days/year x 2 man crew x 0.3 miles/day = 132 miles/year) FROM: DATE: VIA: Mr. Thoma~ Frame. Cily Maria§er Mr. Richard Vompka. Public Works Director John llill FY 1996-97 Drainage Maimcnanc¢ Program July 29. 1996 Telethx and D¢tiv¢~, Swale Crew Production: CTA recommends that the swale crew, constituted and scheduled as described above, be programmed for a minimum production of 320 linear feet per day, which will include all swale re-work; driveway culvert replacement or realignment (when needed), swale grading (and liner placement if authorized .by City), driveway repair, and clean-up. (Sodding by contractor). · 320 linear feet per day yields 70,400 linear feet of swale, or 6. 7 milex per year for both sides of the road (220 days/year x 320 feet/day + 2 sides of street + 5,280 feet/mile = O 7 miles/year) General Maintenance and Ditch Crew Production: CTA recommends that the Ditch Crew, constituted and scheduled as described above, be programmed for a minimum production of 500 linear feet per day, which will include ditch cleaning and regrading, and clean-up. (Sodding by Contractor) · 600 linear feet per day yields 132,000 linear feet per day, or 24,,~rniles per year. This means that the ditch crew should be able to clean and re-work all secondary and back-yard ditches about once-a-year. (220 days/year x 600 feet/day + 5,280 feet/mile = 25 miles/year) In the initial year, the PWD can expect to encounter obstacles, such as fences, sheds, buildings, deep muck, etc. This will slow the crew considerably; it may take as much as two years to get the system in-shape. However, CTA recommends that the goal of 600 feet per day be established as the target. Conclusion: CTA recommends that the PWD reorganize and establish these goals: Mow all swales and accessible ditch banks at least 4 times ayear 2. Rework and renovate 7 road-miles of swale per year initially, working up to a 10 miles per year pace by year two 3. Clean and rework all secondary and back-yard ditches 1 time peryear 4. Enhance communications and relations with Citizens based on scheduling work and keeping to schedule; this requires endorsement and support of City Executives and Council TO: FROM: RE: DATE: VIA: Mr. Thomas Frame. City. Manager Mr. Richard Votapka. Public Works Director John Hill FY' 1996-97 Drainage Maintenanca l~rogram July 7_9. 1996 T~'le/hx and Deliver' Page 7 While these production goals are far in excess of current rates, CTA recommends setting these goals and procedures for the initial year, with monthly reviews to check progress and adjust techniques in order to reach these achievable goals. erely, e/n Thomj~son ? Associates, Inc. Hill, P.E., Vice President ed Engineer 17002 ' State of Florida DATE: TO: FROM: City of Sebastian 122-'=; MAIN STREET g SEBASTIAN, FLORIDA 32958 TELEPHONE (407) 589-5330 [] FAX (407) 589-5570 MEMORANDUM July 31, 1996 Mayor Cartwright, and City Council Members, City Manager Kathryn O'Halloran¢~ City Clerk " Amended Request for 1996/97 Capital Outlay Request - City Clerk - 12-512 - Project Number 12-97-003 - Fund 001 - Upgrade Office Computers It was brought to my attention today that an upgrade of the entire computer system hardware is not absolutely necessary at this time and that any problems currently being encountered with speed can be alleviated by upgrade of the existing system by adding to each of the five stations 16 MB additional RAM and Pentium Overdrive chips at a cost of $800 per unit. This proposed upgrade will take care of the needs of the City Clerk's office for the next two to three years. cc: Finance Director sam ACCOUNT FUNDt DEPTIACCT10eJ 001 ~_ 18 ~ 515 J 120 REGULAR SALARIES JUSTIFICATION: 121 Regular Salaries 001 GENERAL FUND EXPENDITURES COMMUNITY DEVELOPMENT DESCRIPTION FY94/95 FY95/96 ACTUAL BUDGET $229,087 $252,385 FY96197 REQUEST t RECOMMEND $286,920 $309,590 $286,920 ACTUAL ~ 30-Jun-96 $174,277 Request for one full-time additional position * Total Positions Gr/Step Annual Cost Planner II 23a $29,230 CI-edcal Asst. II (% Time) 15a $8,940 Total New $38,170 * Total Annual Cost includes: Salary, Deferred Comp, SSN Match, & Health Ins.. ~* Total Start-up Cost includes: Furniture and Supplies $22,670 **Total Start-u j3 Cost $400 $0 $400 ACCOUNT DESCRIPTION FY94/95 FUND DEPT1ACCT[ OBJ ACTUAL 001 18 J_515 ~ 130 OTHERSALARIES . $0 JUSTIFICATION: Request for one half-time additional position FY95/96 BUDGET $7,115 FY96197 ACTUAL REQUEST RECOMMEND 30-Jun-g6 $8,940 $8,940 $7,796 $8,940 ACCOUNT DESCRIPTION FY94195 FY95f96 FUND DE.TIAccTI OSJ r ACTUAL BUDGET 001 18 J 515 ~ 140 OVERTIME $3,007 __ $3,000 - JUSTIFICATION: 141 Staff re; Planning and Zoning Commission: 2 meetings a month, 6 3 manhours a meeting - 144 hours-72 hours Staff-re: Tree Advisory Committee: 1 meetings-a-month-, 3-Tambours a meeting 36 hours Staff re: Riverfront Cemm~ee:~t meeti+~s .3 month, 3 manhours 3 meeting 14.1 hours Staff m: Board of Adjustment: 1 meetings a month, 3 manhours- a-meeting 36 ~hours Staff re: Cemrmm~¥ Redevelopment Task Force: 1 meetings a month, 4 manhours a meeting 48 hours Staff re: General, unplanned overtime: ~ 8 hours a month - :120 96 hours Staff re: Construction Board: 1 meeting a month,-.L- 3 manhours a meeting -4~36 hours Staff re: Lincense-Renewals: 96 hours FY96197 ACTUAL REQUEST I RECOMMEND 30-Jun-96 $9,820 J $2,500 ~ $2,539 Hire a ~ time Clerical to attend meetings & ~roduce minutes Page 1 of Dept, 18 Prepared by Finance Dept City of Sebastian 1225 MAIN STREET I"1 SEBASTIAN, FLORIDA 32958 TELEPHONE (407) 388-8200 [] FAX (407) 589-5570 MEMORANDUM DATE: TO: FROM: SUBJECT: July 31, 1996 Honorable Members of City Council Thomas W. Frame, City Manager Airport Management This is an issue which has clearly been controversial since Council's decision to cease funding the position of Airport Manager. First a consideration of whether a full time Airport Manager is needed must be made. With the current usage and the fact that the Airport is classified as an uncontrolled airport, it would seem that there would be no need for an on-site Airport Manager. That however, could change with increases in either aviation uses or tenant leases. When discussing this matter with the majority of airport tenants, some expressed various concerns about both ground operations and air operations. An opinion that a need for a higher level of airport management vis~oility was also stated. To that end, it is my recommendation that the City establish a presence at the airport independent of any tenants and that there should be a minimum presence and availability on site for twenty (20) hours a week. This would provide an individual that tenants could easily see daily, and if they had any specific concerns relative to operations or relationships with other tenants, they could quickly discuss the matter with a representative of the City. It should be noted that the contributing factor to most disputes over airport management are principally attributed to' the skydive activities located on the airport premises. Clearly the public record supports this supposition. By providing the twenty (20) hour presence, a greater monitoring may be commenced. This presence would be established more for on-site management of airport operations than public access to the Airport Manager. The manager would continue to exist within the City Manager's Office for the coming year. I' would recommend that an existing City employee be engaged for this position and that general wages would be split between the employee's current activities and the role at the airport. Additional cost in the form of office trailer rental and utilities would make up the lion share increase of operating expenses. This approach could be monitored for effectiveness over the next fiscal year. If found to be ineffective, a new course of action could be considered. All associated airport costs would be funded by the Airport Enterprise Fund. As an adjunct to this matter, the issue offietd or operating rules should be upgraded. It would be my goal to prepare such modifications for your review and action during the coming, year. In closing, I believe this to be a reasonable solution to airport management concerns. It will not meet everyone's desires, but I believe it will address most expressed concerns. /jmt 402 AIRPORT ENTERPRISE FUND 50-542 AIRPORT REVENUES ACCOUNT DESCRIPTION OPERATING REVENUE: 360 000 MISCREVENUES 362 ooo "~'¢~'~7"';["'i~iSFXETTg§ ................................................ TOTAL OPERATING REVENUE 335 410 NON-OPERATING REVENU~EXPENSE: INTERGOVERNMENTALSOURCES sJ~Z~..~:_AJ~9~! ...................... TOTALINTERGOV'T SOURCES 361 361 100 200 INTEREST EARNED INTEREST EARNED: TOTAL INTEREST EARNED TOTAL NON-OPERATING REVENUES TOTAL REVENUES BEGINNING BALANCE TOTAL REVENUES & BEG BAL 1994195 1995196 · 1996/97 1996~97 ACTUAL ADJUSTED BUDGET ~ECOMMENI': BUDGET REQUEST BUDGET 61,673~ 60,4951 67,770 2,752L 2,200, 3,000 t ~- 67'770 13,oooJ [ $64,425 $62,695 $70,770 $70,770 sol $485,190F $0 $485,190 $2,991 [ 12,4451 $15,436 $15,436 $79,861 $35.494 $115,355 $2,2001 9,4ooI $11,600 $496,790 $559,485 $191,235 $750.720 so II o] $0 SO $1,000] 5,oooll $6,000 $6,000 $76,770 $242.060 $318,830 1,000 5.00O $6,000 $6,000 $76,770 $242,060 $318,830 1996/97 COUNCIL ADOPTED o] 0 0 $0 $0 $o $0 Printed 7/31/96 Page 27 Prepared by Finance 402 AIRPORT FUND EXPENDITURES AIRPORT ACCOUNT DESCRIPTION 402 J 50 ~542 [ 120 REGULAR SALARIES JUSTIFICATION: 121 Regular Salaries (1/2 TIME) FYg4/95 FY95/96 ACTUAL BUDGET $21,6ss $o FY96/97 ACTUAL REQUEST RECOMMEND 30-Jun-96 $13,770 $13,770 $0 $13,770 ACCOUNT FUND DEPTJ.~CCT10BJ 402 50 ~542 ~ 310 - JUSTIFICATION: 311 Legal Fees Review of Leases & Contracts DESCRIPTION FY94/95 FY95196 ACTUAL BUDGET PROFESSIONAL SERVICES $2,292 $4,300 313 Engineering FY96/97 ACTUAL REQUEST I RECOMME.ND 30-Jun-96 $2,000I $2,000 $4,499 $1,500 $500 .FUND DEPTtACCTI OBJtA I ACTUAL BUDGET 402 50 J 542 I 320 CCOUNTING & AUDITING $2,000 $2,000 JUSTIFICATION: HOYMAN DOBSON & Co., P.A. GENERAL FUND GOLF COURSE AIRPORT TOTAL CONTRACT $25,500 .. $6,500 .....~" $2,000 ..... $34,000 REQUEST $2,000 RECOMMENDF 30-Jun-96 L $2,000 $2,000 ACCOUNT DESCRIPTION FY94/95 FUND DEPTIACCTI oaJ ACTUAL 402 50t ~/542 I 340 __OTHER CONTRACT SERVICE $0 JUSTIFICATION: 341 Clear Trees & Brush in acco~ance with the Scrub Jay Management Plan 342 Contract for Airport Mowing FY95/96 FY96/97 ACTUAL ~_. _ BUDGET REQUEST ] RECOMMEND 30-,Jun-g6 $0 $30,500 | $30,s00 $0 $25,000 $5,500 ACCOUNT DESCRIPTION 402! 50 J 542 J 400 _.TRAVEL & PER DIEM JUSTIFICATION: 409 Airport Managers' Conference FAA Conference FY94195 ACTUAL $882 FY95/96 BUDGET $500 FY96t97 ACTUAL REQUEST J RECOMMEND 30-Jun-96 $750I $750 $274 $500 $250 Page 1 of Dept. 50 Prepared by Finance Dept ACCOUNT FUND DEPT[ACCT10BJ so 154 -t 90 JUSTIFICATION: 492 Legal Ads 402 AIRPORT FUND EXPENDITURES DESCRIPTION OTHER CURRENT CHARGES AIRPORT FY94195 F-Y95196 ACTUAL BUDGET $502 $500 FY96/97 ACTUAL REQUEST ] RECOMMEND-_ 30-Jun-96 $5oo / $$oo $1oo $500 402J 50 / 5421 510_.OFFICE SUPPLIES $31 JUSTIFICATION: Miscellaneous Office Supplies F'Y95196 F-Y96197 ACTUAL BUDGET REQUEST LRECOMMEND 30..Jun-96 $0 $250 j $250 ACCOUNT DESCRIPTION DEPT ACCTI OBJ FUND 4.02 J 50 542 J 520 OPERATING SUPPLIES JUSTIFICATION: 525 Chemicals (Herbicide for taxiways) 529 Miscellaneous Operating Supplies FY94195 ACTUAL $518 FY95/96 BUDGET $1,200 F'Y96/97 _ REQUEST RECOMMEND $1,5oo j $1,~oo $1,000 $500 ACTUAL 30-Jun-96 $989 ACCOUNT DESCRIPTION 402 ~ 50 J 542 ! 540 ._BOOKS, DUES & EDUCATION JUSTIFICATION: 542 Dues & Memberships 543 Education (Registration for Conferences) FY94/95 ACTUAL $195 FY95196 BUDGET $650 FY96/97 REQUEST 1 RECOMMEND $800 $800 $500 $300 ACTUAL 30-Jun-96 $325 ACCOUNT DESCRIPTION FY94195 FUND DEPT]ACCT-~ OBJ ACTUAL 402 50 ~ 542J 997 MANAGEMENT SERVICES $1,800 JUSTIFICATION: FY95196 BUDGET $1,800 Accounting, Legislative & Document maintenance ($150/mth) FY96/97 REQUEST IRECOMMEND $1,800 $1,800 $1,800 ACTUAL 30-Jun-96 $1,350 Page 3 of C)ept. 50 Prepared by Finance Dept UJ Z LU Z LU X LU UJ Z IL! 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