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1982-09-01 Budget Workshop1 3140 82 -72 ATTEST: Bonnie S. Thomas, CMC City Clerk City of Okeechobee THERE IS A TAPE OF THIS MEETING IN ITS ENTIRETY IN THE CITY CLERK'S OFFICE BUDGET WORKSHOP WEDNESDAY, SEPTEMBER 1, 1982 The City Council of the City of Okeechobee, met in a Budget Workshop session, Wednesday, September 1, 1982, in Council Chambers 55 Southeast Third Avenue, Okeechobee, Florida, at 7:00 P.M. Chairman /Mayor Edward W. Douglas called the workshop sesison to order with the following Councilmen present: Edward W. Douglas, Chairman /Mayor Donald Burk, Vice Chairman Dowling Watford, Jr. James H. Knight Oakland Chapman Others present were: Bonnie S. Thomas, City Clerk Richard C. Fellows, City Administrator L.C. Fortner, Jr., Director of Public Works Larry Mobley, Police Chief L. Keith Tomey, Fire Chief Janice M. Mann, Deputy Clerk BUDGET EXPLANATIONS As requested by Council, City Clerk Thomas explained line item 513.4901 - Education by presenting a breakdown as follows: 513.4901 City Clerk Education For program changes and employee training by Judy Huffman - paid in 81 -82 budget 135.50 hours of service Clerk Government Career Institute Finance Director and City Clerk Conference (for Clerk and Deputy) Total $2,679.88 200.00 301.79 $3,181.67 536.4901 Water Department Education Judy Huffman paid in 81 -82 budget 187.70 hours of service $4,429.87 Estimated hours of service for 82 -83 budget is 321 hours @ $25.00 per hour funded from Water & Sewer and General Budget. Total cost being $8,025.00, pending Software Applications listed below. 1. Occupational License 110 hours $2,750.00 2. Data Mate changes and additions 30 hrs. 750.00 3. Retirement (if not self funded) 120 hrs. 3,000.00 4. Changes to present programs 61 hrs. 1,525.00 1982 -83 Budget request 513.4901 City Clerk Education Judy Huffman 99.93 hrs. of service @ $25.00 $2,498.21 Clerk Government Career Institute 200.00 Finance Director and City Clerk Conference (for City Clerk and Deputy) Total 301.79 $3,000.00 ►141 If Software applications listed above are approved budget amount for 4901 Education, perhaps should be increased. Clerk Thomas noted part of the costs incurred so far this year are a result of several changes requested by Administrator Fellows in the original program that better accomodated our paticular needs. Administrator Fellows felt these charges were inflated, however, and requested a conference with Clerk Thomas, Consultant Judy Huffman and and NCR representative. Fellows was also under the impression that some of the costs were to be included in the purchase price of the programs. Clerk Thomas presented for Council's consideration the following breakdown on microfilming (prices quoted by Elaine Houlihan, Kodak representative): Camera Camera - RV1 Base = $ 785.00 Film Holder = 540.00 Lens (1) = 185.00 Reader = 2,985.00 Paper = 83.50 per roll (1 roll = 400 copies; County Film & Processing = 696.00 uses 1 roll per week ) Splicer = 24.95 Magazine for film = .62 $5,300.67 Camera - RV1 Base = $ 785.00 Film Holder = 540.00 Reader printer = 4,430.00 Lens for printer = 233.00 • Film & Processing = 696.00 (58.00 per month) Splicer = 24.95 Magazine for film = .62 Paper = 83.50 *$6,793.07 County went into the process to save space four years ago. Approximate total cost $11,000.00 * Total Additional Reader Grand Total - $6,793.07 - $2,985.00 $9,778.07 Council discussed the two proposals and compared them with the County's microfilm system. Clerk Thomas noted she had been working with the State on a Record Retention Schedule, and assured the Council that any microfilming of City's records will be done in accord with the proper schedules handed down by the Archives in Tallahassee. Councilman Burk requested that the second package presented should be placed in the 1982/83 Budget. Councilmen Chapman, Douglas, Watford and Knight all agreed. Admin- istrator Fellows was instructed to work the cost into the proposed budget. 541.0000 - ROAD AND STREET FACILITIES 541.3100 - Professional Services - Administrator Fellows reminded the Council of their decision to develop a Master Water, Sewer and Drainage Plan. Therefore, this line item includes monies for Engineer and surveying for a Master Drainage Plan. 541.1200 - Salaries & Wages - One salary has been paid by the Water & Sewer Fund since October 1, 1982, but the employee has worked since October 1, 1982, with the Streets Division. Director Fortner has requested that the General Budget pay for the 3142 employees that are needed to operate the Street Division, because of the increase in the Administrative Charge to the Water /Sewer Fund. 541.6400 - Equipment - Fellows noted the Street Department, last year, requested two new dump trucks. Council chose to purchase one last year and one this year. 541.6300 - Improvements - Fellows felt the funds needed to make up for the short fall of the double taxation and the monies for the microfilming can be taken from the line item. Council discussed the need for a new traffic light, budgeted for, at Southwest Park Street and Southwest Fifth Avenue. Director Fortner noted the present light does not meet DOT specifications. To prevent greater expense than the amount budgeted for a new light (in the event thelight pulled a portion of the building off it is connected to), Director Fortner stated the light should be hung from a least three new poles. Changes agreed upon in line item 541.6300 - Improvements were as follows; New paving $30,000.00 Dean's Court sidewalks $10,000.00 Drainage $10,000.00 Traffic Light Poles & Modification $2,000.00 This will net Fifteen Thousand Dollars ($15,000.00). 541.1200 - Salaries - Director Fortner asked Council to consider the additional employee, noting the added workload; newly paved streets to be swept, medians to be mowed, County Library and swimming pool grounds, all of Flagler Park. Administrator Fellows stated "assuming the City's tax base does not change over the next three to four years, even continuing to budget conservatively, the City will use up the cash reserves by the end of the third year. Our budget grows faster than the tax base and employees are the most expensive item (60 -70% of the budget are salaries). Once a position is added it is very difficult to remove it." Because of this, Fellows urged the Council to think carefully before adding a position. Chairman Douglas called for any comments from those present. Citizen andy Rubin asked Council to consider putting additional monies into new paving instead of cutting it back. Chairman Douglas noted that with the adoption of the 1982/83 County Budget, the issue of the double taxation will be settled. At that point, Chairman Douglas asked if the City should then discontinue mowing the county roads they are responsible for within the City. Also, the State Road Department should be notified to maintain the median strips. "The responsibility should be put back where it belongs." Council discussed the long- standing problem with the County and road maintenance. Chairman Douglas said the burden has always fallen back on the City which has caused double taxation. Administrator Fellows suggested the City needs a good program of "publicity "; place a full page ad in the newspaper and let the citizens know where the responsi- bility lies. 3143 3 Council agreed, after further discussion, to submit a letter to the County Commissioners and place an ad in the local paper setting out the responsibilities of the governing bodies, listing a number to call for action. Councilmen Knight and Burk had no problem with the addition of an employee to the Street Department. Councilmen Watford and Douglas felt one may not be needed if the County maintains what they are responsible for. Councilman Chapman made no comment. PARKS AND RECREATION Administrator Fellows stated that Five Thousand Dollars ($5,000.00) has been budgeted for Parks and Recreation. Plans were discussed to use Five Hundred Dollars ($500.00) of the monies budgeted to enter into an agreement with Eagle Bay Nursery for the development of a long range landscape plan for the parks and one median. The plan will include a blueprint of each of the four (4) parks, showing existing trees and foliage and proposed landscaping. Councilman Watford stated work should be completed in the first park then move to the next, and so on. Council agreed. WATER AND SEWER 536 -02 -6301 - Improvements Water System - Fellwos noted the entire reserve funds have been budgeted. The improvements may or may not be undertaken within the year. 536 -02 -3400 - Contractual Services - Fellows felt this could be reduced to Three or Five Thousand Dollars ($3- 5,000.00). Director Fortner stated a large protion of the amount is needed to run several tests to begin removing THM from the water supply by November, 1983, as mandated by DER. 536 -6400 - Equipment - Council briefly discussed the purchase of a new trencher, vital to the Water Department, also, the purchase of a CRT and strip (additional computer terminal). 536 -9101 - Administrative Charge - Administrator Fellows explained this line item was established because the Water & Sewer facility is a profit making enterprise. The people in the community are not getting the benefit of the water and sewer through lower rates. Therefore, this line item was set up to return some of the benefits to the taxpayers by funding reasonable charges to be transfered back to the General Fund to reduce need for taxes. After Councilmen Burk and Chapman left, following a citizen's comments, the meeting continued and Administrator Fellows reported his findings regarding the purchase of a vehicle for the Building Official. It would cost approximately Two Thousand Eight Hundred Dollars ($2,800.00) as opposed to the Three Thousand One Hundred Dollars ($3,100.00) budgeted. Regarding the bonus system, all the Department Heads agreed to remain with the merit raise this year. 3144 82 -72 ADJOURNMENT There being no further business, the Workshop adjourned at 9:10 P.M. Edward W. Douglas, D.C. Chairman /Mayor City of Okeechobee ATTEST: Bonnie S. Thomas, CMC City Clerk City of Okeechobee THERE IS A TAPE OF THIS MEETING IN ITS ENTIRETY ON FILE IN THE CITY CLERK'S OFFICE. SPECIAL MEETING BUDGET HEARING WEDNESDAY, SEPTEMBER 8,..1982 The City Council of the City of Okeechobee met in Special Meeting at 7:00 P.M., Wednesday, September 8, 1982, in the City Council Chambers, 55 Southeast Third Avenue, Okeechobee, Florida. Chairman /Mayor Edward W. Douglas called the Budget Hearing to order with the following Councilmen present: Edward W. Douglas, Chairman /Mayor Donald Burk, Vice Chairman Dowling Watford, Jr. James H. Knight Oakland Chapman Others present were: Bonnie S. Thomas, City Clerk Richard C. Fellows, City Administrator L.C. Fortner, Jr., Director of Public Works David Conlon, City Attorney Larry Mobley Police Chief L. Keith Tomey, Fire Chief Janice M. Mann, Deputy Clerk CLARIFICATION OF CERTAIN BUDGET ITEMS Prior to the Public Hearing on the tentative Millage Rate and Budget, Chairman Douglas called for clarification of certain budget items discussed at the previous Budget Workshop sessions. Building Official's Transportation - Three choices 1) supply the Building Official with a used patrol car, 2) purchase a car within the range of Three Thousand Dollars ($3,000.00) or 3) have the Building Official keep a record of his milage and pay him a rate - per -mile. Councilman Knight suggested the Building Official be paid twenty cents (200) per mile, turn in the milage each week, use his own vehicle and purchase his gas at the City barn as in the past. The Council concurred with Councilman Knight's suggestion. AGENDA CITY COUNCIL CITY OF OKEECHOBEE COUNCIL CHAMBERS BUDGET WORKSHOP SEPTEMBER 1, 1982 7:00 P.M. I. Consideration of budgets for fiscal year commencing October 1, 1982. 534 Sanitation 541 Road & Street Facilities 572 Parks & Recreation 590 Intergovernmental Services (Mechanic) 536 Water & Sewer II. Any other items III. Adjournment