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07-24-1989 Budget Workshop MeetingMIAMI SHORES BUDGET WORKSHOP MONDAY, JULY 24, 1989 The Budget Workshop of the Miami Shores Council was held on Monday, July 24, 1989, at 8:40 a.m. In Village Hall. The following members were present: Mayor Courtney Herb Spahn Spero Canton Stephen Loffredo Marty Stofik Also Present: Gall Macdonald Mayor Courtney opened the meeting and asked Ms. Macdonald to review her memo of 7/22/89 to the Council. Ms. Macdonald stated that the Country Club will Impact the Village more than was previously known. She also reviewed her fiscal plans for the Club for the coming years. Mr. Spahn stated that expenses must be lowered by $300,000 at the Club. He spoke about one of the reasons for the the loss at the Club being the closing of the laundry and contracting out for laundry service. Ms. Macdonald stated that the pro shop was a contributing factor In the loss. Mr. Canton stated that the Council should give Ms. Macdonald 1 year to show a profit at the Club and If not then take radical steps to solve the problems. Mr. Spahn stated that the Council can't wait a year and may have to make major changes now If a profit can't be made soon. Ms. Macdonald stated that she would terminate the Manager's employment, without notice, this week. She also stated that operating costs would be reduced with personal attention of Mr. Spahn and herself. Mr. Loffredo stated that the operation needs to be broken down Into Its components In order to make cuts. He said cuts cannot be made across the board. Ms. Stofik spoke about the Comprehensive Plan for the Country Club. Mr. Spahn stated that there was direct collusion between the Club manager and the VIllage Manager which caused problems. He said that there was misfeasance In handling the finances at the Club. Mayor Courtney stated that he would like to form an Ad-hoc committee made up of business persons who could help advise on problems with the Club. Mr. Loffredo stated that the search for Village Manager should be postponed until the Country Club problems are solved. Mayor Courtney suggested that the Council should investigate the possibility of a private Country Club management company to run the Club. Ms. Macdonald stated that she understands the frustration that the Council feels. Mr. Canton asked to be excused from the meeting and left the building. MOBILE PATROL Ms. Lila Jacobson spoke about her proposed plans for the coming year. She said she budgeted less next year because there is no capital outlay. Ms. Stofik asked if Ms. Jacobson has solicited corporate support for underwriting Mobile Patrol. Ms. Jacobson replied that the Mayor's Task Force was going to do it. She said that the Mobile Patrol program may end because of lack of volunteers. Chief Zoovas stated that he would be In favor of using forfeiture funds to purchase Items for the Mobile Patrol. Mr. Loffredo requested that the Council tentatively adopt the Mobile Patrol budget. POLICE DEPARTMENT Chief Zoovas stated that things have changed In Miami Shores and to properly staff the Department around the clock, he needs additional officers. He said that every day there Is a problem with staffing and to comply with minimum mandated staffing additional positions need to be budgeted. Mayor Courtney asked who decided what the minimum mandatory would be. Chief Zoovas replied Chief Fletcher. Mr. Loffredo spoke about attracting new residents, crime and escalating fear In the community. Ms. Stoflk asked Chief Zoovas If he was given authority to have new officers, how long would It take for them to be hired and working. Chief Zoovas stated that he has been trying to fill a position for 5 months and would not rush to fill new positions If it compromised the quality of the officers. Mr. Spahn asked how much it cost per officer for everything. Chief Zoovas replied $36,069. Mr. Spahn stated that the Council should budget $72,000 for additional officers. Mr. Loffredo asked the Chief, if the Council approves the additional officers could he cut $72,000 from the rest of his budget. Chief Zoovas replied no, that there was no padding In the budget. Mr. Loffredo Inquired about self Insurance vs using an Insurance company. Ms. Macdonald replied that an Insurance study Is needed In the Village to accurately answer the question. Mayor Courtney stated that he Is not In favor of increasing the number of officers. Mr. Spahn asked for a consensus of Council on funds for more officers. Ms. Stoflk yes, Mr. Loffredo yes, Mr. Spahn yes, and Mayor Courtney no. Ms. Stoflk asked about the police fuel system. The Chief replied that it will prevent misuse and gives total accountability. Mr. Loffredo ,asked If the Village can go three years on police car replacement. Chief Zoovas stated that it is not a sound fiscal or safety decision. PUBLIC WORKS Ms. Stoflk suggested not funding the street paving for 1 year. Mayor asked about electricity for street lights. Mr. Benton stated that the cost Is associated with light output. Mayor Courtney suggested getting together with FP&L to reduce electric costs. Mr. Benton spoke about equipment purchases for recycling. He reviewed the costs and the type of products to be recycled. Mr. Benton stated that the best recycling program In the state Is running at a break even point. Mr. Loffredo stated that the priority of recycling Is to get as much material as possible out of the trash stream. Ms. Stoflk stated that the cost of the recycling containers should be put on the garbage bilis so the residents will pay for the containers that they will be using. Mr. Benton stated that the entire Village can be picked up In three days. Mr. Spahn asked If the Village can start Its recycling program with the pick up of newspapers only for the 1st year. Mr. Benton stated that It could be done with Just the use of a pickup truck. Mr. Spahn asked If the pick up of newspapers only would lower our tipping fees. Mr. Benton stated no. Mr. Benton spoke about the double handling of materials. Ms. Stofik asked if there Is another community that could use the recycling trailer on the days that the Village Is not using it. Mayor Courtney stated that the protect should be a voluntary protect. He said that a voluntary protect manager should be found to run the protect. Mayor Courtney said that the Village can reduce the tipping fees by 1 half with different types of recycling. He spoke about a machine that self sorts different materials. Mayor Courtney stated that It Is a consensus of the Council to have recycling pickup In the alleys. Ms. Stofik stated that we are a small town with a small amount of material to recycle. She said that the VIIIage should educate residents to take recycle containers to the curb and to Just recycle newspapers would give the residents the sense that they are not doing enough. Mr. Benton spoke about a pit burner In Hialeah that the VIIIage may be able to take our trash to and reduce our tipping fees. Mr. Loffredo suggested getting a recycling program started this fiscal year. Mr. Benton spoke about cost savings of recycling. The meeting was adjourned for lunch at 12:00 noon. The meeting was reconvened at 1:16 p.m.. Mr. Spahn asked what the capital outlay project was. Mr. Benton replied to rebuild the front end loader. Mr. Loffredo asked what the new tipping fee would be. Mr. Benton replied that It will remain the same as this year. Mr. Loffredo asked what areas his Parks Department maintains. Mr. Benton spoke about tree trimming around the VIIIage and the specific areas his men maintain. Mayor Courtney asked about beautification expenses. Mr. Benton replied It Is to replace trees and sod. Mr. Loffredo asked how much work Is done by Public Works for the Club. Mr. Benton replied very Tittle but that his men are used to do tree trimming on the golf course. Mr. Spahn stated that the time the Parks Department spends at the Country Club should be reimbursed, even If It's only on paper. He also asked Mr. Benton, If a position Is not filled for a year why are you filling it now? Mr. Benton replied that without the position filled things are not being done that would be If the position was filled. Discussion ensued In reference to the loan that the Village got 3 years ago and the type of payments being made. Mr. Loffredo agreed with Ms. Stofik that street paving should be delayed 1 year. Ms. Betty Jensen, a Miami Shores resident, spoke about a right turn lane at Miami Avenue and 111th Street. Mr. Benton stated that the County is sending out a traffic engineer to survey the situation. Mr. Loffredo asked If there are radios in all the trucks. Mr. Benton replied that it has taken 2 years to get an FCC channel and radios are not In the trucks yet. RECREATION Mayor Courtney asked the people present from recreation to Introduce themselves. Ms. Martha White, Mr. Thomas Beck, Mr. Paul Furey, Ms. Margaret Buchigani, Ms. Peggy Ingersol, Ms. Ann Sabina, Mr. Luis Urqula and Mr. JD Varney all introduced themselves. Mr. Spahn asked why there Is a 20% Increase In personnel salaries costs. Mr. Varney explained the reasons for the Increases. Mr. Loffredo asked about hours of operation of the pool. Mr. Varney outlined the programs and the hours for the Council. Mayor Courtney spoke about the position of assistant athletic supervisor. He said that the position should not be staffed and recommended that the position be eliminated. Mr. Varney spoke about why the position Is necessary. Mayor Courtney inquired as to other contractual services. Mr. Varney responded that that Is for maintenance and security. Mr. Spahn suggested that someone on staff should work on the air conditioners. He said that maintenance workers should be able to do minor repairs In the community center. Mayor Courtney asked about other operating expenses. Mr. Varney broke down the figures for the different areas of recreation. Mr. Loffredo spoke about controlling the use of equipment at the athletic department. Ms. Stofik asked how many children are participating In all of recreation's programs. Mr. Varney replied that participation Is up from 2-3 years ago. Mr. Spahn asked for information relating to costs per sport and participant compared to North Miami. Mr. Loffredo suggested tentative approval of Fine Arts budget and said that they have much Improved over the past year. Mayor Courtney stated that he Is In favor of increasing security at the recreation area, He suggested a sign at the entrance to list a name and number to make complaints to. Ms. Stofik spoke about photo IDs. Mr. Loffredo stated that IDs may solve the security problems but the Village may have empty courts. Mr. Loffredo asked If a guard Is necessary on Saturday and Sunday. Mr. Varney replied that he Is still getting complaints about Saturday and Sunday. Mr. Spahn suggested leaving the fee at $15.00 and not lowering it to $5.00. Mr. Loffredo stated that the photo ID Is not necessary and that the Village Is going too far. He suggested having Just a daily fee and yearly pass. Mr. Loffredo asked about guests. Mr. Varney stated that guests are not allowed If they are not residents. He said that he gets complaints about non-residents using the courts. Mr. Spahn stated that the matter should go back to the Recreation Advisory Committee for a recommendation. Mr. Canton returned at this point In the meeting. POOL Mr. Seller from Seiler Keller and Assoc. reviewed the engineering study that his firm did on the pool and pool deck. Mr. Canton asked how bad Is the problem. Mr. Seller stated that 1 beam Is shored up with wood and that the deck Is In bad shape. Ms. Stofik asked what the time frame for repairs would be. Mr. Seller replied December to April. He then reviewed different alternatives for reconstruction of the pool deck area. Ms. Stofik asked what the below deck area will look like. Mr. Seller replied that no plans have been developed as of this time but that It would be an open area with many possibilities. Mayor Courtney asked If the area under the deck would still be used for bathrooms. Mr. Seiler replied yes. Mr. Loffredo asked If the cheapest alternative Is 1/3 of a million dollars. Mr. Seiler replied yes. Mr. Loffredo asked If it would be cheeper to fill In the lower deck area and resurface the deck. Mr. Seller stated that It would be cheeper but that It would reduce the deck area to have the bathrooms on the deck. Mr. Loffredo asked how much would It cost to build a whole new facility. Mr. Seller replied approximately $600,000. Mr. Varney reviewed his recommendations as to which alternative would be best for Miami Shores. Mayor Courtney asked Mr. Seiler, from a safety aspect when would you do the repairs. Mr. Seiler replied, as soon as possible. Mr. Spahn suggested immediately spending whatever it cost to get the pool safe then having Ms. Macdonald arrange for financing and put the total deck repairs In the following year's budget. Ms. Stofik stated that she would like to see the option of filling In the lower deck area. Ms. Stofik asked Mr. Varney if grant money is available for a new pool. Mr. Varney stated that he would research the matter. Mayor Courtney stated that the consensus of the Council Is to fix the pool for safety this year and do structural repairs the following year. Mr. Seller stated that temporary safety repairs would cost under $10,000. Ms. Stofik spoke about the $18,000 cost of resurfacing the pool bowl. She said If the pool Is replaced then It Is unnecessary to resurface the old pool. Mr. Spahn stated that $18,000 should not be In the budget. He said It could be financed with the repairs of the pool deck. Mayor Courtney suggested leaving the $18,000 In the budget and resurfacing the pool. Mr. Canton stated that he agreed with Mr. Spahn and the cost should be put in as a total pool repair package. Ms. Stofik suggested leaving the $18,000 In the budget. Mr. Loffredo stated that he would like to leave It In and resurface the pool. He went on to discuss problems that he perceives with the pool and the recreation department. Ms. Stofik asked about a fee Increase for recreation. Mr. Varney stated that there was a fee Increase 2 years ago. LIBRARY Mr. Loffredo stated he would like to add 1 staff position to the budget. Mr. James Stuart stated that the Library cannot Justify additional staff and that the staff has topped out at their present classifications. He said that In the coming years the Council should look at reclassification of the Library positions. DOWNTOWN REVITALIZATION Mr. Canton suggested transferring $4000 from Mayor and Council public relations budget to DRB. Mr. Spahn stated that unless there are specific plans for the money It should not be transferred. Ms. Witte stated that the money would be used to market Miami Shores because we are In competition with Miami Lakes and Weston. Mr. Canton suggested that the money could be used for a direct mall program or a calendar. He said that the Village needs to get the word out that Miami Shores Is a viable alive community. Ms. Stofik stated that unless a specific program Is developed she Is not In favor of adding $4000 to DRB budget. Mayor Courtney stated that he Is against the transfer at this time. LEGAL COUNSEL Questions arose on contractual services line Item dealing with the billing from Carson and Linn. Mayor Courtney asked Ms. Macdonald to discuss with the Department Heads that she would be the only one who deals with Carson and Linn. BUILDING AND ZONING Mayor Courtney asked what contractual services are used for. Mr. LuBien stated that it is used for Inspectors and maintenance of equipment. Ms. Stofik asked why the Village buys uniforms and pays for cleaning. Mr. LuBien stated for better visibility. Mr. Spahn and Ms. Stofik suggested letting the code enforcement officers clean their own uniforms. Mr. Loffredo stated that If you give an employee uniforms the Village should clean them. Mr. Canton stated that he agrees with Mr. Spahn and the men should clean their own uniforms. He stated that the cleaning could be done cheaper If the uniforms were cleaned with the police uniforms. Mayor Courtney stated that he was against cleaning the uniforms for code enforcement officers. Ms. Stofik asked about the tuition line Item. Mr. LuBien replied that it was for Robert Rodriguez. The meeting was adjourned at 5:50. The meeting was reconvened at 7:31. PUBLIC COMMENT Mr. Condit, a Miami Shores resident, asked If there Is anything In the budget regarding barricades. Mayor Courtney stated yes In the amount of $137,000 In Public Works. MAYOR AND COUNCIL Mr. Spahn stated that the Village should pay for only one person at a time to go out of town for meetings unless it Is very necessary. Mr. Loffredo suggested appropriating funds only for the Florida League of Cities meeting. Mr. Spahn suggested cutting the public relations budget of $4000. Mr. Canton stated that the Council can use the money In a proactive and productive way. Mr. Loffredo, Ms. Stofik and Mayor Courtney all stated that they would like to cut the $4000 from the public relations budget. VILLAGE MANAGER Ms. Stofik suggested cutting the Clerk Typist position. Ms. Macdonald stated that she could cut $3000 from the travel and per diem line Item. FINANCE Mr. Loffredo asked why are the finance employees on 37.5 hour work week. Mr. Spahn stated that overtime can be avoided with a 37.5 hour work week. NON DEPARTMENTAL Mr. Spahn asked about the contingency Item of $185,000. Ms. Macdonald stated this Includes funds for a cost of living raise for the employees. Mr. Spahn stated that the newsletter is costing $17,000 more than the Village was spending per year. Mr. Canton stated that the newsletter was not done In a professional manner In the past. He said he would talk to the people at Mixed Media to see If he can reduce costs. Mayor Courtney and Ms. Stofik stated that they would like to see the newsletter somewhere In between the old and the current newsletter. Questions arose as to why Insurance costs have risen so much. Ms. Macdonald spoke about where the Village's Insurance dollars are spent. Mr. Loffredo stated that he would like the Insurance Item to go back to the Council so that they can look closely at it. Ms. Macdonald suggested a risk management review. Mayor Courtney asked Ms. Macdonald for quotes on other sources of Insurance. Ms. Macdonald stated that It will be Impossible to have the information by next week. Mr. Loffredo suggested budgeting a specific amount of money then finding coverage for that amount of money. Ms. Stofik suggested reducing the amount of money for the N. Miami Foundation to $1000. Mr. Canton suggested reducing the budget for the foundation by $500. Mr. Loffredo suggested the amount should be $2000 and request that they don't send out the newsletter. Mayor Courtney agreed with Mr. Loffredo. Mr. Loffredo spoke about a wage freeze for Village employees. Ms. Stofik suggested freezing executive salaries and only give merit and longevity raises. She also said there should be a freeze on professional services or reduce them. She suggested a reduction In recreation salaries by $30,000 and a reduction of $10,000 In the capital budget for recreation. Ms. Stofik also suggested that the recycling program be developed with existing personnel. She said that the travel and per diem on all departments could be reduced. She sald on the revenue side that recreation fees, occupational licenses, late fees at the library and false alarm charges should be Increased. She said finally that no fund balance should be used to balance the budget and If it means raising taxes she said so be it. Mr. Loffredo stated that the Council must be tough with union negotiations. He said that the department heads should come back with 10% budget cuts for the Council to review. Mr. Canton said that the Council should give the Department Heads a chance to make the cuts. He said that cuts In executive salaries would have a bad effect on morale. Mr. Spahn stated that the Waste Division should try to get large commercial customers back and that any tax Increase should be tied to law enforcement. The meeting was adjourned at 9:00 p.m.. Attest• G I Macdonald By: Scott W. Davis Deputy Village Clerk en r Courtney Mayr