2020-08-18 Handwritten MinutesCITY OF OKEECHOBEE, FLORIDA
AUGUST 18, 2020, REGULAR MEETING & BUDGET WORKSHOP
HANDWRITTEN MINUTES BY BOBBIE JENKINS
I. CALL TO ORDER
Mayor Watford called the regular meeting of the City Council for the City of Okeechobee to
order on Tuesday, August 18, 2020, at 5:00 P.M. in the City Council Chambers, located at 55
Southeast 3rd Avenue, Room 200, Okeechobee, Florida. Pursuant to Executive Order No. 20-
69 issued by Governor DeSantis on March 20, 2020, and extended by Executive Order No. 20-
193 effective August 7, 2020, the meeting was conducted utilizing communications media
technology (CMT) as provided by Florida Statutes 120.54(5)(b)2, by means of Zoom.com
Meeting ID 2459713294. The Host computer was operated by Executive Assistant Brock. The
video, audio, and digital comments were recorded and retained as a permanent record.
The invocation was offered by
rvi C
IL ATTENDANCE
Mayor Dowling R. Watford, Jr.
Council Member Abney
Council Member Clark
Council Member Jarriel
Council Member Keefe
QUORUM HAS BEEN ESTABLISHED THRU
City Attorney John Fumero
City Administrator Marcos MontesDeOca
Police! Chief Bob Peterson
Fire Chief Herb Smith
Public Works Director David Allen
City Clerk Lane Gamiotea
Deputy City Clerk Bobbie Jenkins
Executive Assistant Robin Brock
Finance Director India Riedel
followed by the Pledge of Allegiance by
PRESENT ABSENT
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_X_
_X_
_X_
ROLL CALL
X
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VIA ZOOM?
III. AGENDA AND PUBLIC COMMENTS
A. Mayor Watford asked whether there were any agenda items to be added, deferred, or
withdrawn; NONE.
B. Council Member _WA_ moved to approve the agenda as presented; seconded by
Council Member BJ
VOTE: Ayes -Mayor Watford, Council Members Abney, Clark, Jarriel, and Keefe. Nays -
none. Motion Carried.
C. There were no agenda item forms or comment cards submitted for public participation
for any issues not on the agenda.
IV. PROCLAMATIONS AND PRESENTATIONS
A. Presentation of Award to the City of Okeechobee from Public Risk Management for
"Most Improved Safety Performance" and "Best Overall Safety Performance" — Bonnie
Mims, Director.
India introduced Ms. Bonnie Mims of Public Risk Management Executive Director. Ask the
Mayor to come down and accept on behalf of the City.
Bonnie-Mayor/Council nice to be here. So normally we give out safety awards at our conference
in June, but im very pleased to be able to come here to give you 2 awards, 4 awards most
improved workers comp, very happy to present City for one of the awards for Most improved
safety performance for 2019/20. Takes a lot of work from every employee. Got to have the
training and mindset. To get the claims in on a timely manner. Extremely happy to present these.
So what you had was a 50% decrease in claims severity and an 85% decrease in costs.
India -just want to give accolades to the Department. Melissa Henry is the one who receives
everything, before that it falls back to the department. Again, the quicker attention is given, the
quicker we can resolve the case to get them back to work.
Bonnie -we do have the best overall safety performance, out of all eligible preferred members,
decrease in workers comp and liability 45% decrease in liability in claim count 52% liability claim
cost. Biggest award we give out every year.
B. Jenkins Handwritten Minutes Page 1 of 9
Council come to take a photo with both awards.
Mayor -Bonnie will be retiring in April 2021 after 15 years. India selected as one of four individuals
to be on the interview committee to select her replacement.
V. CONSENT AGENDA
A motion was made by Council Member _BJ_ to approve the consent agenda items A
through B [August 4, 2020, Regular meeting minutes; July 2020 Warrant Register in the
amounts: General Fund $737,022.79, Public Facilities Improvement Fund $25,376.55, Capital
Improvement Projects Fund $22,420.60, and Law Enforcement Special Fund $75.00 (the
complete list is incorporated within the official minute file)]; seconded by Council Member
BK
VOTE: Ayes -Mayor Watford, Council Members Abney, Clark, Jarriel, and Keefe. Nays -
none. Motion Carried.
VI. NEW BUSINESS
A. A motion was made by Council Member _MC_, and seconded by Council
Member _WA , to declare three 2019 Dodge Chargers as surplus items and
approve disposal by way of sale to the City of Sebring for $21,000.00 per unit [as
provided in Exhibit 1].
VIN# 2C3CDXAG7KH564334, Unit #105, Tag #69359, Inventory #12539
VIN# 2C3CDXAG3KH564329, Unit #108, Tag #69351, Inventory #12541
VIN# 2C3CDXAG8KH564326, Unit #123, Tag #69347, Inventory #12659
All being sold for $21,000.00 per Unit.
DW -any questions/discussion? NONE
VOTE: Ayes -Mayor Watford, Council Members Abney, Clark, Jarriel, and Keefe. Nays -
none. Motion Carried.
B. Council Member _BJ moved to approve a Code Enforcement Special
Magistrate recommended Lien Reduction Agreement with Spirit CV Okeechobee
FL, LLC (CVS Pharmacy) for Code Enforcement Case No. 17-039 [106 North
Parrott Avenue, Legal: Lots 1, 2, 3, and 6 of Block 154; CITY OF OKEECHOBEE,
Plat Book 5, Page 5, Okeechobee County, Florida public records; from $24,550.00
to $12,275.00, as provided in Exhibit 2]; seconded by Council Member _BK
• Dec. 7, 2017 Notice of Violation issued for overgrown vegetation and yard trash.
• Feb. 16, 2018 Lien filed for violations of Section 30-43 Public Nuisance, Section 30-44
General Cleaning, Section 90-531 General Landscaping.
• Oct. 30, 2019 Letter of Compliance sent, balance of $24,550 due.
• Request of 50% reduction made $12,275.00, Staff agrees, 60 -days to pay from date of
Council meeting.
BP -this is an existing lien we've had, made no headway, haven't been jumping out to pay the
lien. Attorneys had a conversation, they wanted to settle the lien for a low amount, but settled
on %50 lien reduction. That goes directly into the city's revenues, code enforcement
recommends acceptance.
DW -attorney anything to add.
JF -presented to magistrate, reviewed and approved. Spoke to their attorney this afternoon and
they are supportive with no comments.
BP -point of interest, Walgreens in compliance, now accepted CVS, contact their attorney to
make similar offer. None of this means theyre immuned from abiding by codes.
VOTE: Ayes -Mayor Watford, Council Members Abney, Clark, Jarriel, and Keefe. Nays -
none. Motion Carried.
C. Council Member _BK_ moved to approve an emergency purchase and waive
the formal bidding procedures for a Contract for Services with BIS Digital in the
amount of $17,731.50 for Communications Media Technology equipment
upgrades [as provided in Exhibit 3]; seconded by Council Member _MC_
B. Jenkins Handwritten Minutes Page 2 of 9
Get MEMO from Clerk.
Item
Professional Digital PA Mixer DANTE
Capable w/8ch USB out
DANTE Virtual Sound Card (up to 64ch)
Digital Wireless System Single -Channel
Receiver G50 I Series 3
Digital Wireless System Gooseneck
Microphone Base G50 I Series 3
18" Gooseneck Microphone w/Shock
Mount (Series 3)
Digital Wireless System 12 -Bay Charging
Station (For GN and BN) I Series 3
Screen Capture License for DCR
Annotation Presentation System
w/Wireless Link (Core Series 2)
DANTE USB 1/0 Adapter (2ch)
HDMI/USB PTZ Camera (Series 2)
Wall Mount for HDMI/USB PTZ Camera
(Series 2)
Network Switch w/PoE 8 -port (Series 6)
LAN Kit 12/25
HDMI Cable Series 2 (3ft.)
USB Gigabit NIC (10/100/1000)
CAT6 Patch Cable (3ft.)
CAT6 Cable BK (Plenum) - 1,000ft Roll
DUAL CAT5E CONFIGURED WALL
PLATE:
Installation Supplies
Annual DCR REMOTE SUPPORT on
above purchased system (Hardware
Replacement not included)
Shipping/Handling
On-site Setup, Installation and Training
Sales Tax Rate
Total BIS Contract (Excluding Sales Tax)
Product Code
BIS-MX-DAN-USB8
BIS-DANTE-V64
BIS -M -DWS -SCR -G 5 0-S 3
BIS -M -DWS -GNB -G50 -S3
BIS-MIC-GB18SM-S3
BIS-M-DWS-CS2-BNGN-S3
BIS- DCR-SCL
BIS-CYNAP-CORE
BIS-USB-DANTE-2CHIO
BIS-USB-PTZ-S2
BIS-USB-PTZ-S2WM
Qty
Unit Price
Total Price
1
$3,900.00
$3,900.00
1
$119.99
$119.99
1
$1,094.00
$1,094.00
1
$625.00
$625.00
$294.00 $294.00
$489.00 $489.00
$700.00 $700.00
$2,950.00 $2,950.00
1 $135.00 $135.00
1 $1,849.00 $1,849.00
1 $149.99 $149.99
BIS -NS -POE -8S6
1
$705.00
$705.00
TK -CON -C AT6-Kit1
1
$90.00
$90.00
BIS-HDMI-3FT-S2
1
$9.45
$9.45
BIS -NIC -GB
1
$59.99
$59.99
BIS-CAT6-PCN200-003-BK
3
$5.25
$15.75
BIS-W-CAT6
0.25
$599.00
$149.75
BIS-CAT-WP2
4
$11.20
$44.80
BIS-INST-SUP
1
$188.41
$188.41
NMNT-DCR-R
1
$985.55
$985.55
S/H 1 $376.82 $376.82
SIT 1 $2,800.00 $2,800.00
0%
$17,731.50
Updating the PA DSP (Biamp) to a Biamp Tesira Dante will allow the City to connect the
microphones in the Chambers to the Zoom calls via the new WolfeVison Cynap Core. The
Cynap Core is a BYOD device that will allow presentation to be shown in the Chambers and
via Zoom. It will also allow Zoom to grab the audio from the new Tesira DSP. Video will be
provided via a new HD PTZ camera that will connect to the Cynap Core and eSCRIBE for
Zoom as well as eSCRIBE live steaming and hosting. The Video will be sent to TVs provided
by the City, DCR and Zoom. We will also be adding a new wireless microphone for the podium.
eSCRIBE pricing with Live Streaming, Hosting and Closed Caption will be following shortly in
a separate proposal.
MDO-extension have such an issue, gone through and reviewed this item, sound
improvements and upcoming video as well. Will be an item to submit for CARES ACT,
also removed from capital expenditures in the proposed budget. Concern we have is a
12 week backlog for them to get installed due to COVID-19. We are not the only city in
this situation.
CC -as, soon as they get the PO, first come first serve. That's the number of cities having
the same exact issue.
BJ-ce,uple of questions, we're doing the electrical, if there's noise we are responsible.
Warranty?
M1130 -installation will have IT and Public Works, IT ensure installation. Annual
maintenance agreement to go along with that.
WA-rnay have had a one time issue. Even if you're on a generator, that could bleed
through. Probably they just had an issue one time, so they make sure they're not
responsible for that.
WA-asssuming that this system is good for everything, future, video, make sure we're
not where we are today.
MDO-additional expansion for audio, true video, still working on escribe. This is that
future! step. Literally audio/video. Equipment housed in chambers.
JF -the current camera, basically looking at the back of the presenter.
CC -the podium would go to a wireless mic, a lot more user friendly.
WA_PA System as well
CC -yes
B. Jenkins Handwritten Minutes Page 3 of 9
MDO-now system is proprietary.
WA -is that still part of the contract
CC -yes
VOTE: Ayes -Mayor Watford, Council Members Abney, Clark, Jarriel, and Keefe. Nays -
none. Motion Carried.
D. A motion was made by Council Member _MC_, and seconded by Council
Member _WA_, to approve a Contract for Services with Tyler Technologies, Inc.
for software and its implementation with an annual maintenance renewal [in the
amount of $116,570.00, as provided in Exhibit 4].
A memorandum provided by Administrator MontesDeOca and Finance Director Riedel
explained Accounting software is included in the 2019-2020 FY Budget in the amount of
$120,000.00. Requesting approval of contract pricing in the amount of $96,148.00, a 15%
contingency of $14,422.00 and an additional $6,000.00 in auxiliary equipment cost, for a total
of $116,570.00. We did not go out for formal bid, however we have completed 2 years of
research to identify the best accounting programs which would fit well with our City's needs
and requirements. This Software includes Accounting, Purchasing, Personnel, Building
Permitting, Business Tax Receipts, Online application for Permitting and Business Tax, Online
payments, and MyCivic for pushouts to citizens (this module may be covered under CARES).
IR -the entire contract was online. So we've been looking at software well over 2 years.
Researching through various entities. We have had our current system since 1999 and infact I
think I saw a check from 1997, we've had the same payroll system since 2002. Wanting to go
forward with our software, wonderful online platform, schedule inspections online, pay online,
btr applications submitted and payed online. HR modules very friendly, programs involve a
tremendous amount of steps involved. This takes us from a DOS program into the 21St century.
Had a demo with the major departments and key personnel and looked at each of the software
packages. The actual quote is less than what was budgeted. Training probably going to be
remote.
BK -how long will it take for this be up and running for the online platform.
IR_migrating accounting data first, then our building permitting, then BTR, at least a year or
longer. We are trying to pull as much information from the programs into the new personnel so
key personnel will have access to the information without going back to the old program.
BK -customers will not have access to system for at least one year, WOW?
IR -but I was thinking 3mos but with a large conversion like the City's can take at least a year.
Tyler Rep -Mike Lesher
MDO--touch base with municipalities like size, small
ML -you're basically our sweet spot from 3 to 5 up to 30 million in the general fund. Well over
50 or more.
WA -can you explain the year.
ML -year is backlogged plus the size of the conversion.
WA -a year to get the software or go live
ML -go live, could take 2 months or less to get the software. There's a lot of time to convert
existing data. If th
WA -our hardware is enough to provide his software
IR -also have a city wide server, add sql language onto the server but we have enough funds
in this line item to cover the additional costs. We will have the hardware to support this
oprogram.
DW -1 think most of us has been in business and have systems change, and its usually not
pleasant. Almost everytime system is upgraded, its like there's always something that doesn't
work. Do we feel confident that when we go live we will be ready to go or glitches to work out.
ML -there is a methodology, we will go through the data, go through mock drills before we go
live. Again, im not blowing smoke, there are issues, always are, it's a conversion. We upgrade
every module of the software every year.
DW -and your staff will be available to work out the glitches
ML -over 500 assigned to assist this. Over 50 that live in the state of florida.
BJ -memo you gave us, you've been working and doing research, how did we decide on this
particular company since we did not go out to bid.
IR -I spoke to the administrator, if we went to bid and took the lowest bid, we wouldn't get what
we need. I have multiple spreadsheets that compare data from the software companies, we've
had multiple demos, those are the things we went through. I have two, BS&A and Tyler
Industries, quotes outweighted them in costs and product.
W -they're familiar with our set up
B. Jenkins Handwritten Minutes Page 4 of 9
IR -yes, there's always going to be something, but there's going to be checks and balances.
Bj-no question on this
MDO-we did have a department wide demo what it would like (HR, AR, AP, Leave Sheets).
Just -the approval process streamlining is going to save time. All timesheets will be submitted
via smartphone.
BJ -if it's doing that much, we'll be able to cut half the staff.
MC -when I saw the bid for tyler, I researched the software and was pretty impressed with the
ratings, considered one of the best in the state for small municipalities.
WA -I see it has a recurring fee of $20,000+, is that per year.
IR -yes, currently pay $13,000 to IMS for a one man show, to a national company and we're not
doubling the costs
MDO-also getting more modules
MC -it includes upgrades as well
IR -yes, not sure but im hoping we will have an epay module on there, we can accept payments
until the permitting module is online.
ML-tyler has a policy called the evergrade policy, if you're paying for support you'll never have
to pay for an upgrade again.
WA -we may not pay online?
IR -no I was suggesting possibly having an online pay portion.
VOTE: Ayes -Mayor Watford, Council Members Abney, Clark, Jarriel, and Keefe. Nays -
none. Motion Carried.
VII. COUNCIL COMMENTS
WA -none
BJ -none
BK -none
MC -none
VIII. MAYOR WATFORD RECESSED THE REGULAR SESSION AND OPENED THE
BUDGET WORKSHOP AT _5:42 P.M.
The purpose of the Workshop is to review the requested changes to the proposed Fiscal Year
(FY) 2020-21 Budget from the August 12, 2020, Workshop. Exhibit 5 provided the changes
based on the consensus from the Workshop. This information is denoted within each
Department's individual budget.
Budget page one provided a recapitulation of the General Fund revenue and expenses,
presented using a millage rate of 7.6018. The proposed Beginning Fund Balance Total is
$4,342,501.00. Estimated Revenues are $7,534,431.00 ($2,424,459.00 Ad Valorem,
$3,377,661.00 Other Fees, Intergovernmental, Charges for Services,
Fines,tForfeitures/Penalties, Uses of Money and Property, and Other Revenues; $350,000.00
Transferred -In from Public Facilities Improvement Fund; $1,362,311.00, Transferred -In from
Capital Improvement Projects Fund). Total Projected Expenditures are $7,534,431.00; leaving
a Fund Balance of $4,342,501.00. Pages three and four provided the detail line item breakdown
of the General Fund revenues including transfers -in and transfers -out from other Funds.
511-Legislative/City Council (pages 5 and 6)
Total Personnel Costs: $91,974.00
Total Supplies and Other Services: $121,797.00
FY 2020-21 Revised Proposed Total: $213,771.00
FY 2019-20 Amended Budgeted Total: $339,722.00
Difference is a decrease of: ($125,951.00)
City Council proposed changes noted for discussion: Line Items 2300 Life and Health
Insurance reduced by $20,520.00, 3400 Other Contractual Services by $17,500.00, 8100
Shared Services, Education Foundation by $4,940.00, and 8202 Local Community Request by
$10,000.00. Total reductions: $52,960.00
IR -Normally budget all council's insurance cost, but I only budgeted for who is participating.
Removed CRA study, provided a reduction for shared services, offering a reduction of the local
community request for Economic Development Corporation.
MDO-megan is here so she can see why this is being reduced.
Excluding the Executive Salaries for Administration and Legal Services, each of the following
department budgets contains the appropriate salary step increases.
B. Jenkins Handwritten Minutes Page 5 of 9
512-Executive/Administration (pages 7 and 8)
Total Personnel Costs: $220,196.00
Total Supplies and Other Services: $ 32,126.00
FY 2020-21 Revised Proposed Total: $252,322.00
FY 2019-20 Amended Budgeted Total: $250,420.00
Difference is an increase of: $ 1,902.00
Administration proposed changes noted for discussion: Line Items 1100 Executive
Salaries reduced by $100.00, 1200 Regular Salaries by $3,200.00, 2100 FICA by $200.00,
2200 Retirement by $300.00, 4100 Communications and Freight by $550.00, 4901 Education
by $660.00, and 5200 Operating Supply by $450.00. Total reductions $7,185.00.
IR -removed increases to base salaries and associated costs. Just giving an overview.
MDO-legislative, we did continue with the charter review since we've already started the
process.
MC -have we already approved switching to fiber with everyone in the city
MDO-last year we did
MC -is there anyway we can hold that off until next year
MDO-all infrastructure and equipment is here and has been ordered.
2512-Executive/City Clerk (pages 9 and 10)
Total Personnel Costs: $203,662.00
Total Supplies and Other Services: $84,395.00
FY 2020-21 Revised Proposed Total: $288,057.00
FY 2019-20 Amended Budgeted Total: $282,475.00
Difference is an increase of: $ 5,582.00
City Clerk proposed changes noted for discussion: Line Items 1200 Regular Salaries
reduced by $2,700.00, 2100 FICA by $200.00, 2200 Retirement by $300.00, 3103 Municipal
Code by $3,775.00, 3400 Other Contractual Services by $10,000.00, 4900 Advertising, Other
Charges by $1,500.00, 4909 Miscellaneous, Elections by $760.00, 5100 Office Supplies by
$1,000.00. Total reductions $20,235.00.
IR -identified areas to reduce, pushed off scanning project, but she mentioned we increased the
ad budget but reduced it back to 18k
514 -Legal Services (page 11)
FY 2020-21 Proposed Total:
FY 2019-20 Amended Budgeted Total:
Difference is a decrease of:
$166,400.00
$170,125.00
($ 3,725.00)
There were no changes proposed for Legal Services.
IR -I didn't call the Attorney to see if he could reduce it, MDO and I reviewed this and determined
it was sufficient.
513 -Finance (pages 12 and 13)
Total Personnel Costs: $213,805.00
Total Supplies and Other Services: $119,250.00
FY 2020-21 Revised Proposed Total: $333,055.00
FY 2019-20 Amended Budgeted Total: $350,975.00
Difference is a decrease of: ($ 17,920.00)
Finance proposed changes noted for discussion: Line Items 3400 Other Contractual
Services decreased by $16,000.00, 4000 Travel and Per Diem by $200.00, 4909
Miscellaneous by $250.00. Total reductions $16,450.00.
IR -significant change in 3400 is pushing off software maintenance contract
519 -General Services (pages 14 and 15)
Total Personnel Costs: $168,255.00
Total :Supplies and Other Services: $347,318.00
FY 2020-21 Revised Proposed Total: $515,573.00
FY 2019-20 Amended Budgeted Total: $551,967.00
Difference is a decrease of: ($ 36,394.00)
B. Jenkins Handwritten Minutes Page 6 of 9
General Services proposed changes noted for discussion: Line Items 3100 decreased by
$85,000.00, 4609 Repairs and Maintenance by $2,000.00, 5201 Fuel and Oil by $135.00, 5400
Books, Publications, Subscriptions by $100.00. Total reductions $87,235.00.
MDO-we took out all of additional 3100 line items. We also looked at the building records room
in house instead of bidding.
MC -$25k for the planner to review the planner and comp plan issues.
MDO-the issue we had was the additional $25k for the FLU and split the other to between the
COMP Plan and the LDR, still going to have the Planner touch on LDR's through workshops
but not the overall look.
521 -Police Department (pages 16 and 17)
Total Personnel Costs: $2,658,491.00
Total Supplies and Other Services: $ 425,726.00
FY 2020-21 Revised Proposed Total: $3,084,217.00
FY 2019-20 Budgeted Total: $2,809,734.00
Difference is an increase of: $ 274,483.00
Police proposed changes noted for discussion: Line Items 1200 Regular Salaries
decreased by $2,700.00, 1300 Other Salary by $2,500.00, 2100 FICA by $320.00, 2200
Retirement $250.00, 5201 Fuel and Oil by $34,000.00. Total reductions $39,770.00.
IR -biggest change was the fuel costs, they also have oil changes in that line item.
MDO--we also did go through the additional code enforcement hours to bring it back down.
MC -we just had a detective retire, and I understand we moved someone up, but the new officer
came in at the base level and Terisa retires, wouldn't there be a tremendous decrease. Im
going to go a bit further, it can't be just steps in the salary going up.
IR -leave payouts, but to answer your question about the retired employee. His salary is not
included. The dispatchers are moved in to here as well.
522 -Fire Department (pages 18 and 19)
Total Personnel Costs: $1,237,650.00
Total Supplies and Other Services: $ 220,400.00
FY 2020-21 Revised Proposed Total: $1,458,050.00
FY 2019-20 Budgeted Total: $1,710,651.00
Difference is a decrease of: ($ 252,601.00)
Fire proposed changes noted for discussion: Line Items 4000 Travel and Per Diem reduced
by $450.00, 4905 Training and Materials by $500.00, 5200 Operating Supply by $1,250.00,
5201 (Fuel and Oil by $3,400.00. Total reductions $5,600.00.
IR -there weren't any major increases from prior years, Chief went back and trimmed what he
could.
541 -Public Works (pages 20 and 21)
Total Personnel Costs: $ 649,700.00
Total Supplies and Other Services: $ 573,286.00
FY 2020-21 Revised Proposed Total: $1,222,986.00
FY 2019-20 Budgeted Total: $1,232,435.00
Difference is a decrease of: ($ 9,449.00)
Public: Works proposed changes noted for discussion: Line Items 3100 Professional
Services reduced by $500.00, 4000 Travel and Per Diem by $1,000.00, 4100 Communications
and Freight by $600.00, 4901 Education $1,000.00, 5100 Office Supplies by $100.00, 5202
Operating Supplies (Tires) by $1,000.00, 5204 Dumping Fees by $250.00, 5400 Books,
Publications, Subscriptions by $50.00. Line Item 5201 Fuel and Oil increased by $2,000.00.
Total reductions $2,500.00.
IR -tried to come up with cost savings by comparing prior year purchases
MDO-there was a calculation error in fuel, so that has been corrected.
MC -overtime from 4000 to 7600?
MDO-COVID cleaning tables, parks, etc. daily.
MC-reimburseable expense for CARES dollars
MDO=the letter is going to go out this week of $70k, additional costs is about $100k total. But
we are in that range overall from now until the end of the year. Will be processed this week.
The next revised proposed budget reviewed was the Public Facility Improvement
(Transportation 301) Fund (pages 23 and 24). It was presented with a revised Beginning
Fund Balance of $658,347.00; Total Revenue Estimates of $1,164,028.00; Total revised
B. Jenkins Handwritten Minutes Page 7 of 9
Expenditures of $900,488.00, plus $350,000.00 to be Transferred -Out to General Fund; leaving
a revised Fund Balance of $571,887.00. The total revenues were reduced by $186,460.00,
with the expenditures by $100,000.00. A list comparing the decrease of the current to proposed
budget specific projects, maintenance and repairs was provided. Total overall reduction of
$86,460.00.
IR -went over line by line of the reductions.
WA -$60k asphalt and roadway in 6300, where did you find that money
MDO-we are going to take full advantage of the grants we have this year instead of doing all in
house. The only way to cut budget is to cut services. That's one item we took away, we can
take care of the larger areas, but hold tight until next year.
MC -but aren't these gas tax dollars. Its set aside anyway, but we can't use it for any other
means.
IR -has to be used for roadways, medians, maintenance. If we didn't have enough funds in the
new revenues, so
MC -this was left over money we didn't use from last year
MDO-has much money do we have left over from last year.
DA -all of the asphalt and roadway dollars will be spent by the end of this year. Bid just went
out. Includes Diamond R area and Gilbert Oil. Putting in 8" thick slab of concrete to get the
road done. As soon as we have the concrete contractor in place, those roadways will become
concrete instead of asphalt to handle the trucks on those roads.
MC -\Are can't work a deal out?
MDO-unfortunately its within our raodways. I can't go back and ask because its existing. But I
can with a new project.
MC -i don't think it will hurt to ask. Another situation in a residential neighborhood having a
commercial business.
MDO-its our right of way to maintain.
MC -they may have a suggestion that will work out better.
MDO.-I know we've been in contact with both businesses.
DA -they do pay the fuel tax.
The third revised proposed budget reviewed was the Capital Improvements Projects (304)
Fund (pages 26 and 27). It was presented with Beginning Fund Balance of $3,190,195.00;
Total Revenues Estimates of $6,550.00; Total Projected Expenditures are $155,900.00, plus
$1,362,311.00 Transferred -Out to General Fund; leaving a Fund Balance $1,678,534.00.
Specific projects costs for each project/expense was provided.
IR -page 26 there was a huge calculation error. My formula was pulling from the prior column.
Page 27 includes the changes. Looking to purchase BIS this year and request cares dollars for
reimbursement.
MDO-we did reduce tree program, did remove centennial park changes, minor landscaping,
median replacements has a contract with FDOT so didn't want to reduce much, leave lights to
make commerce center more attractable.
WA -BIS moved to this year?
MDO-yes
WA -fire 6 to 4 bunker gear, is that acceptable? Do you need 6?
MDO-current year's budget funds are available.
HS -basically a 10 year life, have to have a 2nd set for each FF, so but it can't be over 10 yeraas,
eery 5 years, they have a new set they use as a primary and the older set they use for their
backup gear. We have a few people that are close to the 10 year, but we can make it with the
4 sets this year unless we lose a set. But if we lose one, I'll have to request. You wanted cuts
so we tried to contribute.
WA -public work centennial parks, don't we already have some of these purchased?
DA -tables have arrived today, yes everything in this years budget has been purchased. As
soon as pavilion is completed, tables will be installed.
MC -commercial park street lights, working with FPL for those lights?
MDO-yes quote per light received.
MC -we pay a monthly fee on our light bill
M DO -yes
MC -notice cutting out the tree program, but are we still going out for RFQ for landscape
architect.
MDo-just redlined that, still planning on going out for RFQ, however the work order will be
tasked and brought back to the Council to approve/disapprove.
MC -but we have the money in this years budget
MDO-yes we do, but it will come back to council on what you want to be put forward. Either we
don't use this year and roll forward next year, or get it this year and amend next year.
MC -we left 2500 for the tree program.
B. Jenkins Handwritten Minutes Page 8 of 9
IX.
MDC -replacement tree in flagler park, city park, etc.
The Other Grant (302) Funds (page 29), Appropriations Grant (307) Funds (page 30), and
Law Enforcement Special (601) Fund (page 31) proposed budgets reflected no changes.
Letter received from the ECOK; distributed at meeting.
MDO-go back and say, we did go thru every department's budget and we cut as much as we
could out of the budgets. Everyone was a lot more critical of their budgets, appreciate staff
working with me.
IR -highlights of the changes made from the first workshop. Please stop me if you have
questions. On page 1 of 31, adjusted column is compared to proposed, which was presented
at the first workshop. Just a quick overview, you will see that we proposed 7.6018 millage rate,
only change in revenue source we did add in $20,000 form OCA presented that wighout the
full contract price. We are increasing the full revenue for the year. Total operational budget,
there is a decrease of $231,935.00.
DW -any discussion from the Council?
WA -thank staff for going back and looking to see where they can cut. I don't see anything
without going to each department to cut.
DW -this will be the budget presented to the public
MDO-when we present this back for the 1St hearing, what will be proposed is what's adjusted.
DW -any other discussion before we adjourn the workshop
MAYOR WATFORD ADJOURNED THE BUDGET WORKSHOP AND RECONVENED
IN REGULAR SESSION AT 6:19 P.M.
A. Unfinished items or issues discussed during the budget workshop to be addressed.
BK -the landscape rfq will be completed and published when?
MDO-there were a lot of things removed, so I'll put it on the attorney, couple weeks so we
can advertise it.
BK -How long will it be advertised for.
MDO--21 days
BJ -no labor day parade
BJ -how many applications received?
DC -7
MC -can we extend
DC_at the pleasure of the Council
DW -see what happens tomorrow.
X. There being no further items on the agenda, Mayor Watford adjourned the meeting at
_6:23 P.M. The next regular meeting is scheduled for September 3, 2020, at 6:00
P.M.
B. Jenkins Handwritten Minutes Page 9 of 9