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HomeMy WebLinkAbout08071993 City of Sebastian POST OFFICE BOX 780127 [] SEBASTIAN, FLORIDA 32978 TELEPHONE (407) 589-5330 u FAX (407) 589-5570 AGENDA SEBASTIAN CITY COUNCIL SPECIAL MEETiNG SATURDAY, AUGUST 7, 1993 - 8:00 A.M. CITY COUNCIL CHAMBERS 1225 MAiN STREET, SEBASTIAN, FLORIDA ALL PROPOSED ORDiNANCES AND INFORMATION ON ITEMS BELOW MAY BE iNSPECTED iN THE OFFICE OF THE CITY CLERK, CITY HALL, 1225 MAiN STREET, SEBASTIAN, FLORIDA. PURPOSE: To Consider $100,000 Loan from City General Fund to Golf Course Enterprise Fund 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL CONSIDER $100,000 LOAN FROM CITY GENEI~AL FUND TO GOLF COURSE ENTERPRISE FUND (Finance Director Transmittal dated 8/5/93, Finance Director Memo dated 7/17/93, GC Director Memo dated 7/13/93) 5. 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 IS MADE, WHICH RECORD INCLUDES THE TESTIMONYAND EVIDENCE UPON WHICH THE APPEAL IS TO BE HEARD. (286.0105 F.S.) City of Sebastian POST OFFICE BOX 780127 [] SEBASTIAN, FLORIDA 32978 TELEPHONE (407) 589-5330 FAX 407-589-5570 MINUTES SEBASTIAN CITY COUNCIL BUDGET WORKSHOP MEETING SATURDAY, AUGUST 7, 1993 - 9:00 A.M. CITY COUNCIL CHAMBERS 1225 MAiN STREET, SEBASTIAN, FLORIDA ALL PROPOSED ORDINANCES AND INFORMATION ON iTEMS BELOW MAY BE INSPECTED IN THE OFFICE OF THE CITY CLERK, CITY HALL, 1225 MAIN STREET, SEBASTIAN, FLORIDA. Mayor Powell called the budget workshop to order at 9:00 a.m. Present: Mayor Lonnie Powell Vice Mayor Frank Oberbeck Mrs. Carolyn Corum Mrs. Norma Damp Mr. Robert Freeland Also Present: City Clerk/Acting City Manager, Kathryn M. O'Halloran Finance Director, Marilyn Swichkow Staff Accountant, Chris Moore Deputy City Clerk, Sally Maio (1) introduction The City Clerk/Acting city Manager requested that the Finance Director read the July 29, 1993 memo to City Council (page 1). Mayor Powell noted that the budget workshop will continue to Sunday if needed as scheduled. The city Clerk/Acting City Manager said she had been requested to change the Airport budget review to Saturday due to prior plans for Sunday. City Council concurred. city Council Budget Workshop August 7, 1993 Page Two The Finance Director said, for the record, the requested column for salaries only, was prepared by her and not department heads and the "recommended by City Manager" column salary reflects a 3.5% increase added to a $ .38 step. Discussion took place on step plans, noting that department heads are not covered by a step plan. The Finance Director noted that steps cap at step eight and suggested that the pay plan may require some study. It was decided to allow each City Council person to express a view prior to each department budget. Mr. Oberbeck recommended that City Council be frugal when reviewing this budget due to the poor economy. Mayor Powell commended the Finance Director for the presented budget. Mrs. Corum asked that salary increases be deferred to the end of the meeting. It was the consensus of City Council to defer. Mrs. Damp commended all departments and the Finance Director. Police Department m Earle L. Petty, Jr. (1) Police Department Backup (Page 22 Budget and ~ ~ The Chief of Police requested additional personnel and personnel upgrades, certain capital improvements, and capital projects funds. Mr. Freeland inquired about whether the $50,000 capital projects request for the building is sufficient. Mr. Oberbeck questioned the need for so many copy machines in the city; whether the crime scene investigator was needed since the IRC sheriff provides that service to which the Chief responded they do not investigate burglaries; questioned whether the four package vehicles could be reduced to three to which the Chief responded that vehicle prices are ultimately reduced when bid by the state which results in savings; questioned the need for furniture when there is excess furniture in City Hall to which the Chief responded that some of that furniture is being utilized by the IRC task force. Mayor Powell recommended going with three vehicles and if there is extra money perhaps purchase an additional vehicle later on; inquired what employee upgrade costs would be to which the Finance Director responded that it is generally $ .36 to $ .38 per step. TAPE i - SIDE II (9:50 a.m.) Mr. Oberbeck said accessory costs would be saved if the vehicle purchase was reduced. Mr. Freeland said a list of the vehicles and the age of each would have been helpful. Powell excused from 9:52 to 9:53 a.m. Mrs. Corum inquired whether the current four investigators can be used to do crime scene investigation to which the Chief responded they have insufficient time; said new employees need vehicles, uniforms, etc.; expressed concern for increasing administrative staff; inquired about the need for eight gas masks; said she would not like to fund the administrative position at this time. Mrs. Damp inquired whether older vehicles can be given to other departments to which the Chief responded that vehicles are regularly given to other agencies and departments; questioned overtime costs, clothing and cleaning costs to which the Finance Director responded that the requested column is based on existing staff; questioned item 521.250 unemployment fund decrease from $7000 to $2000; said she wanted to increase 521.312 medical fees to which the Chief responded that this line item is for new hires. Oberbeck excused 10:12 to 10:14 a.m. Mr. Freeland inquired about request for typewriters at GSA price and remarked that he'd been informed at a conference that it is sometimes better to purchase elsewhere. Mayor Powell requested that the circled page number be referred to. Mr. Oberbeck recommended that one package vehicle and all accessories for it be removed from the budget. 3 It was the consensus of City Council to delete one package vehicle and funds for accessories for it. It was the consensus of City Council to approved all recommended ney positions and clerical upgrades which will require certain personnel funding changes. Mayor Powell called recess at 10:25 a.m. and reconvened the workshop at 10:41 a.m. All members were present. Emergency Management ~ Edwin Gilcher, N2BF (1) ~mergency Management ~Page 28 Budget m pag~ 53 Backup] (2) EOC Capital Project~ (Page 53 Budget m ~ 54 Backup) Mr. Gilcher presented his budget to City Council and explained its uses. Discussion took place on the requested antenna (page 54 of backup) and window air conditioner for the Emergency Management room on the second floor of city Hall (page 58 of budget). No changes were made to the recommended budget. Airport - John Van Antwerp (Page 72 Budget - Page 140 Backup) TAPE II - SIDE I (10:53 a.m.) Discussion took place regarding improvement to runway 4-22. The Finance Director said the City Manager intended to bring a budget revision if the revenues were realized at a later date. Mr. Van Antwerp said the master plan will be submitted in a few weeks. Mrs. Corum concurred with the City Manager's recommendated waiting. No changes were made to the recommended Airport budget. City E~q$~eer/Publlo Works Director = Daniel C, Eckis. P.E. (1) Building Maintenance (Page 18 Budget - ~ 56 Backup) Mrs. Corum inquired about the salary increase and the the Finance Director responded that it is due to an increase in Personnel mid fiscal year 92/93; inquired about 517.340 other contractural services; said the repair of buildings line item was excessive to which the Finance Director responded; requested 4 contractural services be reduced to last year's amount. Mr. Freeland inquired about the exchange of services between the Building Maintenance and Golf Course funds and suggested that Golf Course personnel could perform these services. The Finance Director said a cleaning service was utilized at one time which was poor, and any employee of the city servicing the Golf Course would require paying back to the general fund, and that Golf Course employees had refused to perform the service in the past. Mr. Freeland asked that it be looked at. Mr. Oberbeck suggested that the cart barn person do maintenance and the Finance Director responded relative to job descriptions. Mr. Oberbeck recommended that 517.340 be reduced to $5000. It was the consensus of City Counoll to reduce item 517.340 contractual services to $5000. (2) Cemetery (PaGe 34 Budget m Page 60 Backup] Mr. Oberbeck inquired about the increase of line item 539.461 vehlcle repair from $100 to $500 and suggested it be reduced to $300. City Council concurred. Mrs. Corum questioned line item 539.464 repair/maintenance other and the Finance Director responded; item 539.527 uniforms and shoes which the Finance Director said was currently a provision of the union contract which is under review at this time. Mr. Freeland recommended reducing uniforms and shoes to $900 (539.527). It was not reduced. (3) Engineerinq /Page 36 Budget ~ ~_~q~ 63 Backup) The City Engineer requested that the Engineering Technician be made an Engineering/PW Assistant, a request made initially and taken out by the City Manager. TAPE II - SIDE II (11:40 a.m.) Mr. Oberbeck requested that staff stay with the proposed budget at this time. Mr. Oberbeck inquired about line item 540.316 other professional services to which the City Engineer responded; inquired about engineering services for the Yacht Club dock which City Council directed him to prepare. Mayor Powell requested that City Council look at his request for additional personnel before the City Engineer leaves. Nx. Oberbeck recommended reducing 540.400 travel and per diem to $400; ite~ 540.464 repairs/maintenance others reducing to $400; 540.470 printing and binding reducing to $150. City Council concurred. (4) Street (Page 38 Budget - Page 68 Backup) Mr. Oberbeck requested that 541.434 garbage be reduced by $2000 to $8000 to which the city Engineer and Finance Director responded; asked if this line item title should be changed, the Finance Director said it should be referred to Solid Waste and said she and the City Engineer should look into this further. Mr. Oberbeck requested a detailed explanation for item 541.464 repairs/maintenance other to which the city Engineer responded that the last Finance Director lumped all repairs together and that he attempted to break them down this year. It was decided to obtain further information and come back to this item. Mayor Powell called recess for lunch at 12:15 p.m. to 1:15 p.m. Mrs. Corum said there was no backup to 541.490 other current charges and the Finance Director stated it was a catch-all line item; inquired about 541.340 other contractual services and 541.341 Ameriquatic to which the City Engineer responded that these items had been combined previously; inquired what the $16,000 in 541.340 is. TAPE III - SiDE I (12:30 p.m.) Mr. Freeland inquired what items are considered operating supplies. It was decided to come back to 541.464 repairs/maintenance other and 541.340 other contractual services. (5) Vehicle Maintenance (Page 40 Budget - Page 73 Backup) Mrs. Corum said line 549.520 operating supplies seems high. 6 Mr. Oberbeck requested that each line item be addressed individually. Fr. Freeland inquired about the increase in 549.540 books and publications. Mayor Powell requested it be reduced to $200. City Council concurred. Mrs. Corum requested item 549.520 operating supplles be reduced to $3,200. city council concurred with $3,500. Mrs. Damp inquired about item 549.521 small tools. (6) parks (Page 42 Budget =Pa~e 74 Backup) Mrs. Corum inquired about item 572.340 contractural services and recommended it be cut in the future by using xeriscape. Mayor Powe11 asked if the item can be reduced and the City Engineer agreed to $4000. Council concurred. Mayor Powell inquired about the increase in 572.529 gasoline and the City Engineer responded. Mr. Oberbeck requested that this item be readdressed when the vehicle request is addressed. Mrs. Corum inquired about 572.430 utilities and the Finance Director said all utilltles were combined last year and have been separated now. The Finance Director advised that it be added to 572.431 electric. City Council concurred. Street Department = Repairs and Maintenance - item 541.464 City Councll readdressed this item (pages 71 in backup - 38 in budget). The City Engineer read from a computer printout of expenditures under this line item. Discussion took place on whether this is the correct place to have these types of services. City Councll concurred to direct staff to review those expenditures that may be one-time, reduce if possible and come back with a further recommendation. The City Engineer explained the need for $16,000 in item 541.340 other contractural services. No change was made. (7) Gas Tax Fund (Page 48 Budget - Pag~ 79 Backup) The City Engineer explained that only street right- of-way repairs can be done with these revenues. The city Engineer explained increases in item 541.464 repairs/maintenance other; 541.533 rip rap; 541.537 7 culvert pipe; 541.640 machinery & equipment. Mayor Powell questioned the F350 truck for the sign shop. TAPE III - SIDE II (2:15 p.m.) Mrs. Damp referred Council to page 92 where the City Engineer had recommended a trade-off of trucks by transferring the sign shop truck to parks and purchasing a new F350 for the sign shop. Mr. Oberbeck suggested buying a pickup truck with a pipe rack. The City Engineer said he would rather have a pickup for parks and use what he has now for the sign shop. Mayor Powell said he wants to see the sign shop truck on Monday. The Finance Director said this expenditure can be justified by using these restricted funds for this purchase easier than justifying a purchase out of general fund. Mrs. Damp concurred with the request, Mr. Freeland concurred with the request. No change was made to item 541.640. Mrs. Damp questioned drainage improvements which the Finance Director said was now in fund 301. (8) P.W. Capital Projects (Pate 53 Budget - Pa~e 83 Backup) The City Engineer explained the Schumann Drive drainage line item 540.630 which will be bid soon; explained line item 540.640 Case backhoe. Mr. Oberbeck suggested a 580 Diesel. (9) p.w,. caDital Improvements (Page 57 Budget Page 87 Backup) Mrs. Corum addressed item 517.630 city hall irrigation and again recommended xeriscape. Mr. Oberbeck inquired as to the source of the funds and the Finance Director said it would be from the general fund. It was the consensus of City Councll to delete the $4000. Mrs. Corum inquired about 517.640 building maintenance truck with utility bed and asked why the city doesn't buy used trucks. Mrs. Damp asked about a city vehicle at the Golf Course. It was the consensus of City Council to delete the $15,000. The $1200 for the two hand held radios was left in. (lo) Cemetery Trust Fund /Page 86 Budget - Pa~e 93 Backup) TAPE IV - SIDE I (3:00 p.m.) Items 539.640 personal computer/modem and software for a total of $2500 vas removed. The SX000 for air conditioner was reduced to $800. Capital Projects - City Duildings (Page 53 Budget = ~ 84 Backup) City Council addressed city buildings fund 517.620 and 519.630. The Director of Community Development addressed City Council. It was decided to do an evaluation of the roof of City Hall. All expenditures were left in as recommended. Mayor Powell called recess at 3:25 p.m. and reconvened the meeting at 3:45 p.m. Ail members were present. All city building capital projects expenditures were approved as recommended. Capital Projects_- Roads and Streets - /Page 53 Budget - Page 8__5 Backup) Discussion took place on the use of the air stripper. All roads and streets capital projects expenditures were approved as recommended. Capital Projects m Recreation - Page 86 Budget - Page 86 Backup No change to the recommended $118,000. capital Projects - Parks - (Page 5--5 Budget) It was noted that these figures were generated by the city Manager. The city Engineer requested use of the $20,000 for U.S. 1 median strip improvements. Discussion took place on future U.S. i traffic and whether it is wise to improve medians. The item was left in. Mrs. Corum requested that $10,000 be added for signage for the city. TAPE IV - SIDE II (4:10 p.m.) capital Improvements - ~Dgineering (Page ~8 Budget Page 89 Backupl Ail engineering capital improvements approved as recommended. Capital Improvements - Roads ! Streets (Page 58 Budget - Pag9 9--0 Backup 9 The chain saw was reduced to $800, the weedeaters were reduced to $600, and the base station radio, hand held radios and mobile radios were deleted. Capital Improvements ~ Garage (Page 5--9 Budget ~ Page 91 Discussion took place on computer needs. Ail garage capital improvements were approved as recommended. Capital Improvements ~ Parks (Page 59 Budget - Pa_D_q9 9__2Backup) The City Engineer was directed to bring back further information on the riding mower, hand held radios were deleted in the amount of $1100 and vacuum was deleted in the amount of $2500. Mr. Oberbeck asked about the stormwater consultant study funds which were budgeted for in a previous budget. Mr. Oberbeck requested permission to contact the Finance Director to review those funds. Mayor Powell called recess at 4:54 p.m. and reconvened the meeting at 5:05 p.m. Ail members were present. TAPE V - SIDE I (5:10 p.m.) Mayor Powell inquired how the city can begin to save for a new Community Center, and said he had been approached by Fran Adams relative to the YMCA working with the City on a pool. Mr. Oberbeck further discussed the matter. Bruce Cooper m Director of Community Development (1) Planninq ! Zoning - Page 14 Budget - Page 9--4 Backup Mr. Oberbeck was concerned that item 515.492 was low. No change was made. Mrs. Corum asked what other 515.490 current charges was and the Director of Community Development said it was for advertising not legal. Item 515.540 books and publlcations was reduced to $300. (2) Boar4 of Adjustments (Page 16 Budget - page 97 Backup No changes were made. (3) Community Development (Page 26 Budget - Page 9--8 Backup 10 Mr. Freeland asked if medical physicals comes under this line item and the Finance Director said it can. The Director of Community Development explained travel and per diem needs. Mrs. Corum said this is one of the first places she wants to cut all departments. Mr. Freeland said he would like to see justification. Item 524.461 repair/maintenance vehicles was reduced to $1000; 524.510 was reduced to $1500; 524.529 gasoline and oil was reduced to $2500; 524.542 educational costs was reduced to SS00. Mrs. Corum questioned item 524.528 tires (only). (4) Construction Board (Page 30 Budget ~ Pa_~ 101 Backu~ Item 527.310 legal fees was reduced to $600; item 527.420 postage was reduced to $600 (5) Code Enforcement Board (Page 32 Budget ~a~ 102 Backup No changes were made. (6) C.D. Capital PrQjects (Page 53 Budget) No capital projects. TAPE V - SIDE II (5:55 p.m.) (7) C.D, Capital Improvements (Page 58 Dudge~ ~Pa~e 103 Backup $500 for fax machine was deleted. Staff was directed to review standardization of computers in City Hall prior to the first public hearing. Software changed to $1800; two-way radio for $700 was stricken; files was reduced to $1000. Mayor Powell excused from 6:03 p.m. to 6:05 p.m. Mayor Powell called recess at 6:10 p.m. and reconvened the meeting at 6:18 p.m. Ail members were present. Utilities Director, Richard B. VotapkaL P.E. (1) Water and Sewer Revenues (Page 76 Budget) (2) Water an~ Sewe~ Expenditures (Page 78 Budget Page 104 Backup} The Utilities Director gave a brief presentation on his budget. The Finance Director said there are bills in dispute for Hartman and Associates. Item 11 536.340 audit fees was reduced to $4400 (typo). Discussion took place on the requested loan from general fund in the amount of $137,000. The Finance Director said this will come out of reserves and not affect ad valorem taxes. Item 536.463 repairs/maintenance office furniture was reduced to $1200; item 536.520 small tools was reduced to $2200. TAPE VI - SIDE I (6:57 p.m.) Discussion took place on the disputed invoice received from Indian River County relative to non- operating disbursements which she will address with the Acting city Manager and Utilities Director. The Utilities Director said his new employee comes in at a level four due to his years of prior service with the city, therefore, his personnel costs will have to be revisited. City Councll concurred with a full time clerical position for Utilities. The Utilities Director stated that the Finance Director should be financially rewarded for her service to the city and is willing to give his raise to her. Mr. Freeland commended the Finance Director. The Utilities Director submitted documentation to City Council. Mayor Powell adjourned the meeting at 7:19 p.m. Approved at the ~~3-~j ~ Meeting. ~ O~, ~a 1~1o ~ra~n ,~' City Clerk' , 1993, City Council 12 City of Sebastian POST OFFICE BOX 780127 [] SEBASTIAN, FLORIDA 32978 TELEPHONE (407) 589-5330 FAX 407-589-5570 MINUTES SEBASTIAN CITY COUNCIL SPECIAL MEETING SATURDAY, AUGUST 7, 1993 - 8:00 A.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FIX)RIDA ALL PROPOSED ORDINANCES AND INFORMATION ON ITEMS BELOW MAY BE INSPECTED IN THE OFFICE OF THE CITY CLERK, CITY HALL, 1225 MAIN STREET, SEBASTIAN, FLORIDA. PURPOSE: TO Consider $100,000 Loan from City General Fund to Golf Course Enterprise Fund Mayor Powell called the Special Meeting to order at 8:00 p.m. and explained its purpose. 2. The Pledge of Allegiance was recited. 3. ROLL CALL Present: Mayor Lonnie Powell Vice Mayor Frank Oberbeck Mrs. Carolyn Corum Mrs. Norma Damp Mr. Robert Freeland Also Present: City Clerk/Acting City Manager, Kathryn M. O'Halloran Finance Director, Marilyn Swichkow Golf Course Pro/Manager, Joseph O'Rourke Deputy City Clerk, Sally Maio Special City Council Meeting August 7, 1993 Page Two Mayor Powell suggested that City Council consider requesting the city Manager to return his keys to City Hall and asked that it be added to the agenda. MOTION by Oberbeck/Freeland I would move to your request. ROLL CALL: Mr. Oberbeck - aye Mrs. Corum - nay Mrs. Damp - nay VOTE was discontinued since unanimous vote is required for addition to the agenda. Mrs. O'Halloran read an excerpt of a confidential letter she received yesterday from Assistant city Attorney Torpy. CONSIDER $100t000 LOAN FROM CITY GENERAL FUND TO GOLF COURSE ENTERPRISE FUND (Finance Director Transmittal dated 8/5/93, Finance Director Memo dated 7/17/93, GC Director Memo dated 7/13/93) The Finance Director recommended approval of the $100,000 loan, and said, in her professional opinion, only the governing authority can grant advalorem tax proceeds supported funds to an enterprise fund as a loan. She also said, for the record, this is not the first time the city's general fund has loaned the Golf Course fund money, although this is earlier than normally expected. The Golf Course Manager reported on additional cuts he has made and increase in revenues from last year. In response to Mayor Powell, the Finance Director said the money saved by bond refunding is protected for the debt payment and can not be used for any operating expenditures under the bond covenants and explained that she had given a letter to the city Manager dated July 17, 1993, recommending the loan (see attached). In response to Mrs. Corum, the Finance Director explained that additional training is needed by Golf Course staff, and Mrs. Corum requested that this be done as soon as possible. 2 Special city Council Meeting August 7, 1993 Page Three Se Following further discussion, motion was made. MOTION by Oberbeck/Freeland I would move that we approve the $100,000 from the city general fund to the Golf Course enterprise fund. ROLL CALL: Mrs. Corum - aye Mrs. Damp - aye Mr. Freeland - aye Mayor Powell - aye Mr. Oberbeck - aye MOTION CARRIED 5-0 Mayor Powell said, for the record, he no longer owed money to the City Clerk. Mayor Powell adjourned the Special Meeting at 8:23 a.m. Approved at the ~ ~ ~ , 1993, City Council Meeti~ Lonn~ r ' Halloran, CMC/AAE City Clerk 3