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Home My WebLink About08171988 City of Sebastian POST OFFICE BOX 780127 [] SEBASTIAN, FLORIDA 32978 TELEPHONE (407) 589-5330 MINUTES SEBASTIAN CITY COUNCIL SPECIAL MEETING WEDNESDAY, AUGUST 17, 1988 - 7:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA 1988/89 FISCAL YEAR BUDGET REVIEW ALL PROPOSED ORDINANCES AND INFORMATION ON ITEMS LISTED BELOW MAY BE INSPECTED IN THE OFFICE OF THE CITY CLERK, CITY HALL, 1225 MAIN STREET, SEBASTIAN, FLORIDA. 1. Mayor Votapka called the meeting to order at 7:00 P.M. 2. ROLL CALL Present: Councilman George Metcalf Councilman Robert McCarthy Councilman Kenneth Roth Vice Mayor Peter Vallone Mayor Richard Votapka Also Present: City Manager, Robert McClary 3. REVIEW OF THE 1988/89 FISCAL YEAR BUDGET Mayor Votapka turned introduction over to the City Manager who opened the review of the 1988/89 fiscal year budget by requesting that the enterprise funds be reviewed before general fund budgets and responding to Council questions department by department. Mayor Votapka advised that the public hearings on the 1988/89 fiscal year budget would be September 14 and 21, 1988 at 7:00 P.M. in the City Council Chambers. It was decided that polls of Council may be taken on items but that there would be no votes taken since the PBA and CWA contracts had not been formally accepted. AIRPORT John Van Antwerp, Airport Manager, 1) corrected item #362.3 Gas Commission on page 47 from 0 to S600 which was mistakenly left out; 2) requested $4800 for item #3181 Management Fees on page 47; 3) requested that item #3130 on page 47 be increased for engineering services for runway overlay as proposed in the airport master plan in the amount of $59,000 of which ninety percent would be funded by DOT and ten percent by the city which would increase item #332.1 by $53,100 and item #3130 by $59,000; and 4) to delete under capital improvements the $2000 for landscaping airport entrance east and west. After some discussion and question on other line items, in response to requests by Mr. Van Antwerp, the airport budget was amended as follows, 1) $600 was added to item #362.3 Gas Commission, 2) item #3181 Management Fees was left at $4500; 3) proposed increase of item #332.1 Federal and State Grants by $53,100 and item #3130 Engineering/Survey by $59,000 were referred to the Airport Advisory Board at their August 30, 1988, meeting for review and recommendation to City Council. Councilman Metcalf suggested putting the city's share of the $80,000 budgeted by the DOT for a 5010 noise study in this budget. The City Manager said he had received a letter from the DOT with the response that Post, Buckley is not in the business of doing noise studies or layout survey plats. Council took the advice of the City Manager not to address this item until after the Master Plan is approved. GOLF COURSE Golf Course Administration/Clubhouse Bill Vincent, Golf Course Manager, requested that on page 40, the Golf Course Director salary be increased to $15,000 from $12,000 to become a permanent full time employee which would result in an actual $6500 increase with the inclusion of payroll costs. Discussion took place on costs of goods sold currently being included in Golf Course Revenues instead of expenses. The City Manager commented that it was proper to list cost of goods under revenues for an enterprise fund, however, he said he would like to discuss a change in the system with the city auditors and report back to Council. 2 Mayor Votapka requested a consensus poll on the request for an increase of $6500 for the upgrade to a permanent position for the Golf Course Director. ROLL CALL: Councilman Metcalf - Nay Vice Mayor Vallone - Nay Councilman McCarthy - Aye Councilman Roth - Aye Mayor Votapka - Aye MOTION CARRIED. Golf Course Maintenance After some discussion of line items and by general consensus of Council, item #5270 Fertilizer was decreased by $5000 to $25,000 and item #5271 Chemicals was decreased by $1500 to $23,500. Golf Course Carts No line items were changed in this account. The City Manager commented that he would bring before Council at their next regular meeting, a proposal on a lease/purchase agreement for golf carts. Golf Course Food and Beverage No line items were changed in this account. Golf Course Capital Improvements Discussion took place on request for a hydraulic driven fairway mower and fairway verti cutter. Councilman McCarthy requested brochures on these pieces of equipment before final budget approval. Mayor Votapka called recess at 9:00 P.M. and reconvened the meeting at 9:10. All members present at recess were present at recall. GENERAL FUND Councilman Metcalf expressed his concern for the shortage of general reserves and requested that the Finance Director explain the shortfall to Council and the public. Carol Carswell, Finance Director, said there is over $400,000 as cash in restricted reserves. She broke it down as follows, $235,330 for streets and drainage; 3 $30,877 for backup to Golf Course revenue bonds; $34,507 for intergovernmental agreement with County for water and sewer; $100,000 for new police facility; and $21,000 for Barber Street Sports Complex. She went on to explain that the city ended up the 86/87 fiscal year budget with $290,000 undesignated funds of which $103,000 was used to balance the 87/88 fiscal year budget, $75,000 was used to purchase the Boone property, $15,000 was used for the Police Department annex. Councilman Roth also pointed out that there was a shortfall in this fiscal year of $100,000 in building permit revenues. Mayor Votapka said a recent lawsuit involving time share resorts resulted in Oyster Pointe having to pay $592,920 to an escrow account on August 5, 1988 with more to come. He said approximately $280,000 would be Sebastian's share if there is no appeal. The City Manager said this was not anticipated as a revenue in the 1988/89 fiscal year budget. The City Manager said that since half of revenues come from advalorem taxes the city does not have much flexibility, so is squeezed into a high millage rate. He recommended against carry-over of funds from one budget to another. PUBLIC WORKS Building Maintenance The City Manager advised Council that he had broken out departments into separate account numbers as recommended by the State. He said he is recommending that the Maintenance Worker I currently in Building Maintenance be transferred to the newly formed Parks Department. He said all grounds maintenance will become the responsibility of Parks. Vehicle Maintenance The City Manager said, in his opinion, that two mechanics were sufficient to maintain the city's vehicles, so the Vehicle Maintenance staff was being reduced from three mechanics to two and one part time clerical and anticipated that the mechanic would be moved to the Street Department. He commented that the increase of the clerical from part time to full time would be more justifiable. 4 Councilman McCarthy requested 3ustification for the reduction of staff. He recommended that personnel only be reduced through attrition. He said he felt that other areas such as travel and per diem could be reduced instead of throwing people's Jobs aside. Vice Mayor Vallone agreed with Councilman McCarthy and suggested that Department Heads' salaries be frozen for the coming fiscal year until evaluations can be done. No line items were changed in this account. Cemetery The City Manager said this account had been previously segregated as an enterprise fund and after review with city auditors, recommended that it now be a part of the general fund. Jerry Thomas said item #4614 on page 25 in the amount of $1150 was for repair of the existing mower instead of purchasing a new one. Mayor Votapka said purchase of a new mower in the amount of $5000 was listed on page 35 Capital Improvements and perhaps item #4614 could be reduced. The City Manager said he would check out what this item was for and report back. Vice Mayor Vallone questioned whether the Cemetery Sexton proposed salary of S20,834 could be adjusted down to approximately $16,000 or 817,000. The City Manager said he would research, at the direction of Council, whether or not this could be done. Councilman McCarthy requested copies of the CWA union contract. The City Manager said he would check to see if it could be distributed to Council the next day. Street Department Jerry Thomas told Council that the S16,000 in item #3450 Weed Control was a result of a new contract with Ameriquatic. Mr. Thomas requested the transfer of item #5270 insecticide and Fertilizer to the Parks Department in the same category. Council concurred with his request. Councilman McCarthy requested that item #5292 Traffic Control Devices for $36,000 be itemized. Mayor Votapka agreed. Discussion took place on other line items but no other changes were made to this account. 5 As 10:30 P.M. approached the following motion was made. MOTION by Roth/McCarthy I move we extend the meeting for thirty minutes. Parks Department When the low 87/88 estimate for item #4310 Electricity was questioned by Mayor Votapka, the Finance Director affirmed that the true estimate was $13,000 through July 1988. When questioned by Vice Mayor Vallone as to costs for item #4600 Repairs and Maintenance, the City Manager said he would give Council an itemization. Mayor Votapka questioned items 4612 through 5230. The City Manager explained that all grounds maintenance for Public Works is now under the Parks Department. Item #5270 Insecticide and Fertilizer had been increased to $5300 due to the transfer of $4000 from the Street Department. Recreation Department When Councilman Vallone questioned item #4960 Softball- Umpire & Other Charges, it was explained to him that item funds itself with softball revenues. Mayor Votapka recommended that item #4842 Christmas be increased to $800, $1000 be taken from item #4960 and #4990 and transferred to the City Clerk's budget to fund a banquet for city board members. No action was taken on this recommendation. No changes were made to any items in this account. It was decided to schedule the next Budget Review for Tuesday, August 23, 1988 at 7:00 P.M. and tentatively schedule a third review on Thursday, August 25, 1988, if needed. Council concurred to hear the Police Department and Community Development first followed by the remaining budgets if time allows. MOTION by McCarthy/Roth I move we ad3ourn the meeting. VOICE VOTE on the motion carried 5-0. Mayor Votapka adjourned the meeting at 10:50 P.M. 6 '-Halloran, City Clerk Approved at the August 24, 1988 Regular Council Meeting. Richard B. Votapka, Mayor