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1982-09-08 Special Budget Hearing3144 82 -72 ADJOURNMENT There being no further business, the Workshop adjourned at 9:10 P.M. ATTEST: Bonnie S. Thomas, CMC City Clerk City of Okeechobee Edward W. Douglas, D.C. Chairman /Mayor 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,A_982 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. T T l 111 1 1 3145 3 _ - Fire Department - Addition to Building - Chairman Douglas asked the Administrator to the fire house for added to have the first phase of a second story to the fire truck, the City could negotiate a loan for seven years. This on monies invested as opposed permanent as opposed to a temp- addition. Councilmen Burk and Chairman Douglas voted yes to for the first phase addition. item for retirement and insurance a full -time employee of the should not be contributed to. eliminating the lights the needed hose. Professional Services, Council- ($25,000.00) expenditure for the line item by listing briefly Secretary's salary should be with no cost -of- living added. figured incorrectly and has from the remaining Council could be eliminated, however, no problem with eliminating the Knight, Chapman and Officials with some the Councilon Aging should remain. contribution to one the donation was left in the to report on his findings regarding storage and office space. Administrator Fellows stated the comprehensive building program, station and provided an additional an interest rate between six and would still yield approximately four to paying cash. Council discussed the need orary structure. Chairman Douglas called for Chapman voted yes; Councilmen Watford break the tie. Funds will be placed Legislative - Councilman Watford a possible addition if the City proceeded which included adding bay for the new fire eight percent (6 -8 %) on percent (4 %) interest for such an addition; a vote on the proposed and Knight voted no. in the 1982/83 budget stated, the line The Council is not that the Councilon Aging asked that Council consider equipment leaving only line item 541.3100 -Five Thousand Dollar Fortner clarified the Master Drainage Plan. stated the Executive and Step of the Pay Plan particular line item was 1. comments or discussion the Council's retirement Councilman Chapman saw brief discussion, Councilmen budgeted, to provide Elected donation line item to only, with making a charitable requests. Burk felt if for the Councilmen should be deleted. City, he stated. Councilman Watford also felt Fire Department - Watford and generator from the list on new Street Department - Regarding man Watford questioned the Twenty Drainage Plan and Survey. Director the work involved in preparing a Executive - Councilman Watford handled as a promotion to a Grade Administrator Fellows noted that been corrected to Grade 26, Step Chairman Douglas called for members regarding the suggested changes. Councilman Burk agreed that felt the insurance should remain. line item or leaving it in. After Douglas agreed to leave the funds benefits. Councilman Chapman felt the Councilman Burk expressed concern, agency while setting aside other l IITE I 3146 82 -73 budget then Council should consider all requests. Carl Strickland, Council on Aging Board member, spoke regarding the donation and stressed the need for matching funds, highlighting some of the uses of the funds. Councilmen Knight, Chapman, and Burk agreed to leave the monies budgeted for the Council on Aging donation. Regarding the Fire Department line item 522.6400 Equipment, Fire Chief Tomey stated that if the needed hose can be purchased at a discount then and only then will one of the other items listed be purchased. Councilmen Burk, Knight and Chapman agreed to leave the items in the budget. Administrator Fellows asked for a specific amount of money to allow for the proposed building construction. Fellows noted that if the monies are not borrowed until January 1st, the first payment would not be due until the following year. This would eliminate the need of any monies budgeted this year. After brief discussion, Council agreed to budget Five Thousand Dollars ($5,000.00), for planning. PUBLIC HEARING PROPOSED 1982/83 MILLAGE RATE Chairman Douglas opened the floor for the Public Hearing and reading of the ordinance setting the millage rate for the City of Okeechobee for the fiscal year beginning October 1, 1982. Chairman Douglas read the ordinance as follows: AN ORDINANCE PROVIDING FOR THE LEVYING AND COLLECTING OF TAXES FOR THE CITY OF OKEECHOBEE, FLORIDA, FOR THE FISCAL YEAR BEGIN- NING OCTOBER 1, 1982, AND ENDING SEPTEMBER 30, 1983, AND STATING THE MILLAGE RATE LEVIED AND PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF OKEECHOBEE, FLORIDA: SECTION 1. The City Council of the City of Okeechobee, Florida, hereby levies a tax of $3.913 per thousand dollars valuation on all real and personal property within the corporate limits of said City, subject to tax on the first day of January, 1982, provided however, that such $3.913 shall not be levied upon property in the City of Okeechobee claimed and allowed as homestead as granted under the Constitution or General Laws of the State for the 1982 tax year. SECTION 2. That the City Clerk is hereby instructed and directed to certify to the Okeechobee County Property assessor, the above and foregoing enumerated millages to be levied for all purposes for the year 1982, in the said City of Okeechobee, Florida, pursuant to the provision of the laws of the State of Florida. SECTION 3. The millage rate herein levied does not exceed the rolled back rate of $3.913 per cent. SECTION 4. That the Tax Collector of Okeechobee County, Florida, shall proceed to collect the above taxes according to the provisions of the Laws of the State of Florida. SECTION 5. That of the total $3.913 per thousand dollar valuation as designated in Section 1, hereof, $3.913 per thousand dollar valuation shall be used for the General City purposes in carrying on and conducting the government of the said City, and $.1256 per thousand dollar valuation including Homestead shall be used to pay interst and principal on bonds maturing during said Fiscal year, such levy to be collected in cash and such cash so collected to be kept in separate accounts for the purposes designated herein. 1 T T 1 1 _1T T 3147 1 - - 82 -73 SECTION 6. That this Ordinance was proposed, considered and adopted under the provisions of Section 166.041 (3) (b) and 200.065 Florida Statutes, and was enacted by no less than a four - fifths vote of the City Council and shall become effective upon final passage. *Final hearing date is set for Monday, September 20, 1982,* Attorney Conlon reviewed the procedures to be followed by council according to Florida State Statutes. Chairman Douglas called for comments suggestions or objections from those present for the public hearing. After brief comments, Councilman Watford moved to adopt the tentative millage rate of $3.913 and debit service of $.1256, seconded by Councilman Burk. Motion carried. PROPOSED 1982/83 BUDGET Chairman Douglas opened the floor for the Public Hearing on the proposed 1982/83 Budget for the City of Okeechobee. Administrator Fellows, upon Chairman Douglas' request, listed the totals for the General Fund and Water & Sewer Fund Budgets as follows: General Fund $1,771,706.00 Water & Sewer $1,664,772.00 Grand Total $3,243,818.00 Chairman Douglas called for comments, suggestion or objections from those present regarding the tentative budget. Citizen Mary Dixon felt that funds should be set aside for badly needed improvements in the Wilcox Shores /Okeechobee Estates area. It is a high tax district that is being let run down; sidewalks are desparately needed for the many children. Citizen Andy Rubin asked Council to consider putting more monies into paving instead of cutting. As an officer and spokesman for the Tax Payers Association of Okeechobee, Andy Rubin expressed concern with the proposed split budget of the Clerk's Office and a newly created Finance Department. Rubin asked if the City intended to hire in the near future a Finance Director, answerable to the City Administrator. Administrator Fellows stated he had prepared the budget for the Council "because the record keeping aspect of the Clerk's office is getting to be a significant part of the budget. And this will give the Council a better grasp of what the finance activities cost as opposed to the record keeping aspect." Rubin expressed concern that slowly but surely the powers and duties are being taken away from the elected Councilmen and now the elected City Clerk. Rubin felt any changes should be handled through a referendum. Chairman Douglas elaborated, "two years ago the City received a directive from the State to go on the State bookkeeping system. The City is coming closer each year to Ti- -IF if 3148 complying. The proposed budget amendment is nothing more than a budgetary item of the Clerk's department." Douglas stated further, "prior to coming to the Council twelve (12) years ago, Councilman Hunt was Chairman of Finance., following him I took care of it for four (4) years, then Cowboy Raulerson took care of it for four (4) years. Also, in the Charter the Clerk could not receive a raise, consequently the Council voted her as Finance Officer to justify the increase in salary. The budget amendment basically is setting up the City Clerk as it's in the Charter in the budget." Councilman Burk stated, "the Council chose to have a breakdown of all the different departments that we have, that we anticipate having in the near future and in the distant future. The City had a public hearing and agreed several months ago to set up various departments to be utilized in their due time. Any business has to plan ahead. This Council chose to plan ahead for the departments that we anticipate having in the future. If it becomes necessary to appoint the people to it, and utilize the department, well and good." Councilman Watford agreed that "if the Council were going to break the department into a finance department and Clerk's office, this is the way it would have to be done. The problem, however, is we have not done that, we (the Council) have created a finance department on paper but have not named a finance director." Watford stated, he felt this move was premature, the City is not large enough to warrant a separate finance department. Citizen Anna Jane Breland asked if the separation would eliminate the office of City Clerk. Councilman Burk stated, "the Council put the extra burden of Finance Officer on the City Clerk plus other things which have nothing to do with what the Clerk was elected to do. The Clerk was elected to be the records keeper for the City of Okeechobee. As stated earlier, different Councilmen used to be Chairmen of the Finances and handled, period, through the Clerk's office. Which was the convenient method. When the Council chose to appoint Clerk Thomas the Finance Officer, I (Burk) voted against it because I felt she had enough to do as it was." Councilman Watford stated he felt the problem arose when the Council revised the Code of Ordinances and combined many of the duties especially of the City Clerk. "The old code book specifically states that the City Clerk shall be furnished with a warrant book and she will keep a record of the City Council meetings, is in charge of all licenses, and he /she shall write all checks or warrants for payment of money by the City Council, and so on." Watford stated "this would lead one to believe the City Clerk did in fact have the duties of any finances, according to the old code. 3149 -- ___ According to the new code this has been left out, reason being the creation of the Finance Director who would assume those duties." Attorney Conlon clarified that the term "warrant" was changed to "check book" in the new Code. Citizen Rubin added that if and when the Council adopted the amendment, the not yet appointed Finance Director would take over some of the Clerk's duties, which Rubin felt was wrong according to the City Charter. Councilman Knight stated that whatever the Clerk's duties and responsibilities are, she is an elected official. The public elected the Clerk to carry out these duties and the Clerk should be allowed to do so. Citizen Anna Jane Breland expressed concern about the rumor that the Clerk was suggested to resign. Councilman Chapman asked Clerk Thomas if she was being harrassed. Clerk Thomas stated that "she and Mr. Fellows had been involved in discussions recently in June and August regarding the possibility that within thirty (30) days the Council may appoint a Finance Director. During the conversation Mr. Fellows asked if the Clerk would be interested in being appointed to that position or remain as City Clerk." At the end of the first thirty (30) day period Clerk Thomas "discussed the situation with Chairman Douglas, who implied that he was not aware of this. And since nothing happened, Chairman Douglas advised Clerk Thomas that she was needlessly concerned." Clerk Thomas continued, "on August 10th, Mr. Fellows approached her again stating that within thirty (30) days, he felt the Council was going to appoint a finance director. My bookkeeper informed me (Clerk Thomas) that prior to going on vacation, Mr. Fellows asked her if she would be interested in becoming finance director if the City Council were to decide to fill that position." "As an elected official, "Clerk Thomas stated, "whenever my position to which I was elected to hold, is threatened in any way, it disturbes me." Administrator Fellows responded by stating that what Clerk Thomas said was true. However, "I am just doing my job by trying to find the most efficient way to do things. There has never been any attempt to even suggest that Mrs. Thomas could be forced to resign or anything else. What I have been trying to do is to recognize her abilities and take advantage of them so we have had these continuing discussions. I fail to see the problem, I do not see how you can infer "resignation" from the discussion we had." Clerk Thomas stated "in order to become Finance Director, the way it was presented to me, I would have had to resign as City Clerk." Administrator Fellows stated "I think the choice was given to you, would you rather be City Clerk or would you rather be Finance Director." Chairman Douglas noted he had discussed this both with Clerk Thomas and Administrator Fellows. "I told Mr. Fellows that personally I would like to see two or three years down the road, getting a person that has a degree in banking and financing for that position. As far as the budget, as a normal accounting procedure, I think it should be set up this way." T T l it 3150 Citizen Mary Dixon asked if Council was aware of these suggestions. Ms. Dixon felt Council should be consulted in a formal manner prior to anyone being approached about a new postion. Councilman Burk responded. "Back in March the City Council had a public hearing and the public heard it and responded, when we set up these departments anticipating a time in the future when we would have to utilize these departments as the City grows. I knew from day one all about this. The full Council knew also. Everything was done in the open public hearings. To go a step further, this is the time to budget for any office that you may have or may want to create. The charter states that the City Council 'shall create or abolish' any office they deem necessary for the good government of the City of Okeechobee. I suggested, amongst others, for Mr. Fellows to work it out to where the Council could split it in this year's budget. Which year we will need it, I don't know, maybe now. Frankly, I think so." Chairman Douglas commented noting Clerk Thomas has assumed the responsibility of finances in addition to her Clerk's activities since she was elected Clerk. "I for one appreciate what she has done and her willingness to assume this responsibility because of particular State Statutes that we (the Council) are a legislative body and not an administrative body. When each Councilman was head of a particular department we were doing legislative as well as administrative duties. Our attorney advised us to correct this. This is why we felt we needed an administrator to carry out the duties that the Council legislates. This is a matter of good government." Councilman Burk moved to include the budget amendment separating the Clerk's office and Finance Department. Citizen Mary Dixon asked if this would increase taxes, noting that if a new department is created the budget will be increased to fill the new position. Chairman Douglas assured her the budget will not change except for the addition of monies for microfilming. Chairman Douglas called for a second on the motion to include the budget amendment. Motion was seconded by Councilman Chapman. Councilman Burk and Chapman voted yes. Councilman Watford and Knight voted no. Chairman Douglas voted yes to break the tie, noting this is a "good, normal accounting procedure." Councilman Burk moved to adopt the tentative budget as amended, seconded by Councilman Chapman. Motion carried. Chairman Douglas read the titles as follows: AN ORDINANCE PROVIDING FOR THE LEVYING AND COLLECTING OF TAXES FOR THE CITY OF OKEECHOBEE, FLORIDA, FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 1982, AND ENDING SEPTEMBER 30, 1983, AND STATING THE MILLAGE RATE LEVIED AND PROVIDING AN EFFECTIVE DATE. AN ORDINANCE ADOPTING AN ANNUAL GENERAL FUND BUDGET FOR THE CITY OF OKEECHOBEE, FLORIDA, FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 1982, AND ENDING SEPTEMBER 30, 1983, AND PROVIDING AN EFFECTIVE DATE THEREOF. T T 31 51 Councilman Chapman moved to read by title only the ordinance adopting the Water and Sewer Budget, seconded by Councilman Knight. Motion carried. AN ORDINANCE ADOPTING THE CITY OF OKEECHOBEE WATER AND SEWER BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 1982, AND ENDING SEPTEMBER 30, 1983, AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. Councilman Burk moved to set the second and final hearing for the Millage rate and adoption of the General Fund and Water & Sewer Budgets, on Monday, September 20, 1982, at 7:00 P.M., seconded by Councilman Knight. Motion carried. For the benefit of those present in the audience, Administrator Fellows highlighted the new half cent (1) sales tax. ADJOURNMENT There being no further business, the meeting adjourned at 9:00 P.M. ATTEST: We OAF Arl Bonnie S. Thomas, CMC City Clerk City of Okeechobee dward W. Dou:1 s, Chairman /Mayor City of Okeechobee THERE IS A TAPE OF THIS MEETING IN ITS ENTIRETY ON FILE IN THE CLERK'S OFFICE. REGULAR MEETING The City Council of the City of Okeechobee, Tuesday, September 14, 1982, in the City Council Okeechobee, Florida. Chairman /Mayor Edward W. Douglas called the Councilmen present: 1 Edward W. Douglas, Chairman /Mayor Donald Burk,Vice Chairman Dowling Watford Oakland Chapman James H. Knight Others present were: TUESDAY, SEPTEMBER 14, 1982 met in Regular Session at 7:00 P.M., Chambers, 55 Southeast Third Avenue, meeting to order with the following Bonnie S. Thomas, City .Clerk Richard C. Fellows, City Administrator L.C. Fortner, Jr., Director of Public Works James Broome, Consulting Engineer David Conlon, City Attorney Keith Tomey, Fire Chief Larry Mobley, Police Chief Janice M. Mann, Deputy Clerk 1 Ilt it AGENDA CITY COUNCIL CITY OF OKEECHOBEE COUNCIL CHAMBERS SPECIAL MEETING SEPTEMBER 8, 1982 7:00 P.M. 1. Public hearing on the proposed millage rate for the City of Okeechobee budget year beginning October 1, 1982 and introduction of an Ordinance establishing the proposed millage rate and setting a public hearing for Monday, September 20, 1982. Public hearing and action by the Council to adopt a tentative budget for the City of Okeechobee for the fiscal year beginning Octber 1, 1982 and setting of a public hearing for Monday, September 20, 1982. Adjournment Note: In accordance with Chapter 200.065(e)1, the first substantive issue to be discussed shall be the percentage increase in millage over the rolled-back rate necessary to fund the budget, if any, and the specific purposes for which ad valorem tax revenues are being increased. During such discussion the governing body shall hear comments regarding the proposed increase and explain the reason for the proposed increase over the rolled-back rate. The general public should be allowed to speak and to ask questions prior to adoption of any measures by the governing body. The governing body shall adopt the tentative or final millage rate prior to adopting its tentative or final budget.