HomeMy WebLinkAbout08081993City of Sebastian
POST OFFICE BOX 780127 u SEBASTIAN, FLORIDA 32978
TELEPHONE (407) 589-5330
FAX 407-589-5570
MINUTES
SEBASTIAN CITY COUNCIL
BUDGET WORKSHOP MEETING
SUNDAY, AUGUST Il, 1993 - 1:30 P.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 meeting to order at 1:35 p.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
Finance Director, Marilyn Swlchkow, CPA
Finance Department (Page 10 Budget - Page 119
Backup)
The Finance Director advised City Council relative to
proposed salary increase percentages for union and
unlimited time status employees and noted that city
Council had been given a list of all unlimited time
status salaries to refer to.
The Finance Director said if City Council were to
consider the 3.5% and step for each employee it would
cost the city nearly $200,000. Mr. Oberbeck noted
that the figure does not include benefits.
The Finance Director referred to her letter in the
budget backup book on page 119. She explained her
intent to utilize a fully automated purchase order
and encumbrance accounting accounting system
purchased in February 1992 and never utilized. She
stated that several software packets were purchased
and never used. She said health and accident
insurance has been increased $100 per month for every
employee as reflected in this budget. Mr. Oberbeck
asked if the city is obligated to the plan and the
Finance Director said the city has until August 15,
1993 to state its intent to remain in the plan. Mr.
Oberbeck asked her to contact Florida League of
cities for other numbers. The Finance Director said
she had already done that and it would be brought up
under Personnel.
The Finance Director explained item 513.318 computer
technical support and service agreements; item
513.321 franchise audits/rate analysis; item
513.462 repair/maintenance computers; discussion took
place on the increase of item 513.510 office
supplies and item 513.520 operating supplies. Mrs.
Corum inquired about 513.316 other professional
services and GDU, item 513.340 contractural services;
item 513.400 travel and per diem; item 513.470
printing and binding to which the Finance Director
stated it was her intent to submit a comparative
financial report to GFOA annually as Vero Beach and
Indian River County does. Ite~ 513.470 printing and
blnding was reduced to $1800. Mrs. Corum questioned
513.490 other current charges. Item $13.490 other
current charges was changed to $400.
TAPE I - SIDE II (2:25 p.m.)
(2)
Finance Capital Improvements (Page 5_/7 Budget
Pa~e 12--6 Backup
The Finance Director recommended that the Acting City
Manager appoint a committee to look at long term
computer needs and then went on to explain her
capital improvements needs. Mrs. Corum inquired
whether a line item will be reduced if the copier is
purchased. The Finance Director said other
contractural services will be reduced. Discussion
took place on the abandonment of a capital items
inventory in City Hall over the last several years
which will be re-established. City Council concurred
with the capital purchases which reduced line item
513.340 other contractural services to $2000.
Mr. Oberbeck inquired about the $95,000 appropriated
last year for computers and the Finance Director
responded that that equipment is being utilized in
her office and the Police Department.
(3) Legal Department (Page 12 Budget)
It was the consensus of City Council to add $8000 for
labor relations attorney to make it $16,000.
(4) Debt Servic~ ~Page 5--0 Budget
This is debt service on CAVCORP property.
(5) Health an~ Accident (Page 8--2 Budgetl
Again it was noted that it will cost an additional
$100 per employee. It was noted that staff was
looking at other options for Health Insurance. The
Personnel Director said FLC prices will be similar to
McCreary.
(6) Workers' Compensation (Page 84 Budgeti
The Finance Director expressed concerns regarding the
TRICO agreement. She said she would like to get back
to City Council on this. Mr. Oberbeck offered to
drop his workers compensation as a legislator. The
Finance Director said Florida law requires coverage,
however, she will look into it.
city ClerkL Kathryn M__. O'Halloran& CMC
(1) Legislative (Page ~ Budget)
No changes were made.
(2) city Clerk ~Page 2__0 Budget - Page 12__7 Backup)
Mrs. Corum inquired about 519.316 other professional
services. Item 519.400 travel and per diem was
increased to $2500.
TAPE II - SIDE I (3:24 p.m.)
Mr. Freeland inquired about employees making
personal calls. The Finance Director said it was
expected that two new phone lines will be put in.
Item 519.410 telephones was increased to $13,000.
Mr. Oberbeck was excused from 3:32 p.m. to 3:34 p.m.
3
Mr. Oberbeck inquired what copiers are leased and
what are owned. Staff was directed to locate the
leased copy machine that was previously in the City
Clerk's office and determine how it is being charged.
Item 519.440 equipment leases was reduced to $2500;
item 519.464 repair/maintenance other was deleted;
item 519.470 printing and binding was reduced to
$5000; item 519.481 fireworks was reduced to $5000;
item 519.482 holiday decorations was deleted; item
519.483 employee incentive was decreased to $500;
ite~ 519.491 electlon costs was increased to $5500;
item 519.510 was reduced to $6000; item 519.541 dues
and memberships was redu=ed to $?00.
TAPE II - SIDE II (4:10 p.m.)
Item 519.542 educational costs was reduced to $1500.
(3) City Clerk Capital Improvements
Ail requested funds were approved as recommended. It
was noted that the City Clerk's office will determine
what is the best fix for the Chambers sound system.
Mayor Powell called recess at 4:30 p.m. and
reconvened the meeting at 4:55 p.m. Ail members were
present.
Golf Course~ Joseph E. O'Rourke~Chrls McCarthy
(1)
Golf Course Revenues (Page 60 Budget ~ Page 142
Backup)
The Golf Course Manager reported on recommendations
made at a meeting with Golf Course members on August
3, 1993 and reiterated in a memo from him to City
Council dated August 6, 1993 (see attached). The
Golf Course Manager recommended proposal B. The
Finance Director said this recommendation is not
reflected in the proposed budget. She advised that
the debt service requirement will not be met even
with any changes resulting from proposal B. She
recommended a new revised proposed budget reflecting
any directions Council gives to the Golf Course
Manager.
Mr. Freeland said he had asked for a forecast of
revenues. Discussion took place on how to best
proceed with the proposed Golf Course budget. It was
the consensus of City Council to direct the Finance
Director and Golf Course Manager to meet and present
a new proposal to city council. It was the consensus
of Council to tentatively schedule a special meeting
for Friday, August 20, 1993 at 5:30 p.m.
4
City Manaqer/Personnel~ Wend¥ Wi~mann
(1) ~ity Manage=/PersoRnel (Page ~ Budget - PaGe
~ Backup)
Mrs. Corum asked that Council consider requesting the
return of the City Manager's city keys. Mr. Oberbeck
asked if Council would be within its rights by taking
this action at a budget workshop or if this should
be an administrative action. The Finance Director
said it was not illegal unless challenged, since
Council is not taking action on any administrative
process of city government.
The Personnel Director said normally the last
paycheck is withheld pending return of city property.
The City Clerk read an excerpt from a letter from
Attorney Torpy.
MOTION by Oberbeck/Freeland
I make a motion to put it on this agenda.
ROLL CALL:
Mr. Oberbeck - aye
Mrs. Corum - aye
Mrs. Damp - aye
Mr. Freeland - aye
Mayor Powell - aye
MOTION CARRIED 5-0
MOTION by Oberbeck
I would move that all items of city property
currently in position of the suspended City Manager
including keys to the building be returned as soon as
possible also recommend that we direct the City Clerk
/Acting city Manager to engage a locksmith and change
the cylinders on the doors to City Hall to new
keying.
MOTION died for lack of a second.
MOTION by Oberbeck/Freeland
I would move that we direct the suspended City
Manager to return any and all city property given to
him during the course of employment including keys,
telephones, whatever it may be.
TAPE III - SIDE I (5:30 p.m.)
5
Mrs. Corum expressed concern for requesting other
than keys back at this time.
ROLL CALL:
Mrs. Corum - nay
Mrs. Damp - nay
Mr. Freeland - nay
Mayor Powell - aye
Mr. Oberbeck - aye
MOTION FAILED 2-3 (Corum, Damp, Freeland - nay)
MOTION by Freeland/Corum
I'd like to make a motion that we direct the City
Clerk to have Mr. McClary return the keys that he has
to the building and all keys that he has as well as
his cellular phone that belongs to the City.
ROLL CALL:
Mrs. Damp - aye
Mr. Freeland - aye
Mayor Powell - aye
Mr. Oberbeck - aye
Mrs. Corum - aye
MOTION CARRIED 5-0
Mrs. Corum inquired whether 512.316 other professional
services was to update the SOP and the Personnel
Director responded that there are software programs
and consultants available to assist in Personnel
matters. The Finance Director recommended reviewing
health insurance options in-house.
Item 512.510 office supplies was reduced to $1500;
item 512.542 educational costs vas reduced to $1200.
(2) City Manager Capital ImprQ¥~ments (Page 57
Budget - Paqe 151 Backup
The fax machine ($500) was deleted, the printer was
reduced to $4000 and the laser printer ($1300) was deleted.
(3) Employee Compensation
Mayor Powell called a dinner recess at 6:05 p.m. and
reconvened the meeting at 7:07 p.m. All members were
present.
Personnel evaluations were discussed. The Finance
Director explained that unlimited time status
employees have a step plan built in as do union
employees, and recommended a plan for rank and file
which rewards on merit.
6
Mr. Freeland recommended 4%.
The Finance Director said the budget assumes a 5%
retirement match for each employee.
TAPE Iii - SIDE II (7:26 p.m.)
Mr. Oberbeck stated that each employee is already
receiving a $1200 increase for health insurance
and recommended allocating an amount of money to
distribute in merit raises at a later date. The
Personnel Director said the average pay for city
employees is $10.28 per hour.
Mr. Freeland reiterated 4% is a reasonable amount
with adjustments to department heads who have not
been included in a step plan.
Mrs. Corum said 4% is way out of line, said
government jobs are safe and stable with excellent
benefits, and concurred with the $1200 annual
insurance increase being sufficient.
Mrs. Damp said there has been no millage increase in
a few years.
The Finance Director gave estimated personnel costs
as follows:
current salaries 3.357 million
3.5 with step - 3.5 million ($170,901 increase)
3.5 without step - 3.474 million (115,659 increase)
The Finance Director said the health insurance was
not included. $109,000 plus with health insurance.
Mr. Oberbeck said this will be referred to as the
year of the freeze.
The Personnel Director said the employees should not
be penalized because the health insurance should have
been better looked into last October.
The Finance Director requested guidance from Council
and advised them that she had submitted 6.90 mills,
that it could be lowered but not increased.
The Finance Director recommended the health insurance
be paid by the city and that a merit pool in the
amount of $100,000 be established with guidelines to
be drafted by the Personnel Director, approved by the
city Manager and brought back to city Council for
approval. She recommended a line item for special
pay in the amount of $10,000 for an Acting City
Manager.
The city Engineer explained his increase procedures.
He said everyone has to achieve at least satisfactory
in all ten categories.
TAPE IV - SIDE I (8:09 p.m.)
The Finance Director recommended that the merit pool
system be implemented for this fiscal year for all
employees.
Mr. Oberbeck recommended that the Airport Manager
should receive the $1200. City Councll concurred.
Mr. Freeland recommended that the city Clerk and
Finance Director be given raises and the $100,000
merit pool go to the City Manager for review and
recommendation to City Council.
Mr. Oberbeck recommended specific increases for
specific unlimited time status employees. City did
not concur with this idea.
Mrs. Corum recommended a freeze and no merit pool and
Council did not concur.
Mr. Freeland recommended the $100,000 merit pool be
turned over to the City Manager and Finance Director
and brought back to City Council. City Council
concurred.
The Finance Director reiterated the addition of
$10,000 for special pay in the City Manager's fund.
Council concurred.
The city Council concurred to give the City Clerk
a salary of $40,0Z9. Discussion took place on the
loan between the Mayor and city Clerk.
City Council concurred to give the guaranteed SZ000
to two contract employees. The Finance Director said
she did not belleve those two employees should be
ellglble for the merit pool. City Councll concurred.
Mayor Powell called recess at 8:45 p.m. and
reconvened the meeting at 8:55 p.m. Ail members were
present.
The City Manager reported on streets line item
541.464 repair/maintenance other (page 38 Budget) and
recommended that it be reduced to $9000.
Discussion took place on the requested $6000 in parks
capital improvement for riding mower. The City
Engineer said he could replace the engine for $1300.
8
The $$000 was deleted and $1500 was placed in parks
expenditures under repairs equipment 541o465o
The Finance Director gave a final total of cuts in
the amount of $142,041 and an additional $15,000 to
20,000 from retirement line item.
TAPE IV - SIDE II (9:05 p.m.)
The Finance Director recommended staying with 6.9
mills to establish a contingency reserve.
The City Engineer requested the position of clerical
II be kept at clerical I and go to full time. City
Council concurred.
The City Engineer requested an Engineering Technician
II position to be filled by the current Engineering
Technician, upgrading the current Heavy Equipment
Operator to Engineering Technician, upgrading a
current Maintenance I, being paid at a Maintenance
III rate, to the Heavy Equipment Operator. Mr.
Freeland recommended that this be delayed to the
first budget revision as well as the Police request
for new personnel. It was the consensus of City
Council to approve the upgrades for current employees
and leave the Maintenance I position open until the
first quarter budget revision.
The City Engineer requested three new positions for a
"culvert crew", two Maintenance I and one Maintenance
Ii. Mr. Oberbeck inquired about the location of
funds for a drainage engineering study. He requested
that staff investigate its whereabouts.
City Council concurred with the three new positions.
The Acting City Manager requested an increase of
$2500 per year for the Finance Director, in
acknowledgment of her dedication to the city. City
Councll concurred.
Mr. oberbeck asked what the asterisk next to the
Assistant Golf Course Superintendent signifies. The
Finance Director explained that he is being proposed
for unlimited time status.
Mrs. Corum inquired about the funded utility position
and stated that Council should not be forced to pay a
higher amount than was budgeted. The Finance
Director said she would request the Acting City
Manager and Personnel Director to look into it. Mrs.
Corum asked that the city consider a planner.
Mayor Powell adjourned the meeting at 9:50 p.m.
Approved at the ~ ~ .. , 1993,
City
Council
Meeting. /~ ~
Kathr~M. O'Halloran, CMC\AAE
City Clerk
10