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07-25-1990 Budget Workshop Meeting MIAMI SHORES BUDGET WORKSHOP WEDNESDAY JULY 25, 1990 The Budget Workshop of the Miami Shores Council was held on Wednesday July 25, 1990, at 7:05 p.m. in Village Hail . The following members were present : Mayor Courtney Herb Spahn Spero Canton Stephen Loffredo Marty Stofik Also Present : Gall Macdonald William F . Fann NON DEPARTMENTAL Mayor Courtney convened the meeting and Mr . Canton asked about the Insurance account . Ms. Patricia Varney responded saying that the Increase reflects excess premilums not covered by the Country Club but required. Mr . Laffredo stated that the Village should not be insuring the Club at all because the lease is more than 1 year . Ms. Macdonald stated that the Insurance company Insisted that the Village cover the Club for property Insurance. She said that the Village does not pay liability for the Club. She also said that the money goes In the bank in the loss fund. Mayor Courtney asked for a report showing a comparison of self Insurance vs Insured by an outside firm. Mr . Canton asked about unemployment compensation Item. Ms. Macdonald replied that the $20,000 could end up being a reserve. She explained the unemployment situation regarding the leasing of the Club. Mr . Canton asked about the theater grant . Mr . Arnold Mercado explained the grant the theater received last year . He reviewed the sales at the theater and spoke about applying for a grant this year and that he is going to be looking for matching funds with a maximum of $25,000. Ms. Stofik suggested not putting the amount in the budget at this time. Mr . Loffredo suggested matching $1 per ticket sale. Mr . Spahn stated that he was in support of a matching grant . He also said he would like to see a financial report from the theater . Ms. Stofik stated that there was a grant agreement for the last grant . Ms. Stofik asked about the newsletter . Ms. Macdonald explained her Ideas on the newsletter . Ms . Stofik suggested 9 Issues, reduce the size, bid out printing and change the graphics. Mr . Canton spoke about the size of the paper and the graphics. Mr . Loffredo stated that the newsletter was very Important but that It has been late in the past . He suggested changing the graphics and deleting the August Issue and have the September Issue come out no later than August 30th. Mr . Spahn stated that the paper is not filled up. Mayor Courtney stated that the present newsletter has too much vacant space and that he Is in favor of an in house project . He expressed an Interest in a slick newsletter with 9 Issues per year . Ms. Varney stated that the cost for 9 Issues In 1991 will be $19, 175. Mr . Spahn suggested only having 6 Issues. Ms. Stofik stated that the newsletter is very Important and there should be 9 Issues. There was a consensus for 9 Issues, created with in house typesetting . Ms. Varney was Instructed to get new quotes on printing . Ms. Macdonald stated that the Alliance For Aging came to her after the budget was put together . Ms. Iilajean Horwitz spoke about her organization, who she serves and and how it helps Miami Shores residents. She stated that she Is requesting $1 .50 per older resident if the Village is not funding any aging services and $1 .00 per older resident If the Village is funding some other aging service. Ms. Horwitz stated that the 1980 census shows approximately 2000 residents over 65. No action was taken on the request . PAY PLAN Ms. Macdonald spoke about the contingency fund. She said that the figures Include a cost-of-living adjustment for employees that reflect the following : PBA: 4.5% FPE: 4.0% in October and 2% In April GENERAL: 4.0% Ms. Macdonald spoke about the Impact of the new pay plan on the budget . Ms. Stofik stated that she was very concerned with Library positions. Mr . Spahn stated that it was a competitive pay plan and the level of pay should be sufficient to replace staff . Mr . Loffredo spoke about comparing department heads' salaries. Ms. Stofik suggested reviewing the pay plan before final adoption of the budget . Mayor Courtney asked Ms. Macdonald where she would change Library staff salaries on the pay plan. Ms. Macdonald replied that she would not recommend changing the salaries from the pay plan. There was a consensus to approve the non departmental budget and bring back the pay plan on a later Council agenda. BUILDING AND ZONING Mr . Canton asked about equipment on the budget . Ms. Macdonald replied the Item Includes a mini van to replace the 1979 station wagon . Mayor Courtney suggested a pick up Instead of a mini van . Mr . Loffredo suggested postponing the purchase for 1 year and use a 1987 police vehicle. Ms. Stoflk stated that funds must be appropriated for the cost of changing over a police vehicle. Mr . Canton stated that Chief Zoovas said that the cars are in vary bad shape and Building and Zoning should get a new van. Mr . Spahn suggested getting a 1990 van Instead of a 1991 van . Mr . Loffredo, Mr . Canton and Ms. Stofik all supported the purchase of a 1990 van. Mayor Courtney stated that he liked the Idea of using an old police car . Mr . Spahn stated that the staff should look at maintenance records of the police cars and see If there is one that can be used for the Building Department . Ms. Stoflk stated that the Comprehensive Plan Information Is in house and why Is a professional planner necessary. Mr . Frank LuBien stated that a professional planner Is necessary to translate the information we have to be approved by the State. Mr . Loffredo suggested using a new firm to reduce costs. Mr . LuBien stated that it Is poor judgement to switch firms at this time. Mayor Courtney asked about the professional services Item In the budget . Mr . LuBien replied that It is for a professional planner to develop a buildable footprint downtown . Mayor Courtney spoke about working with an architect to develop downtown . He said the architect would work with DRB and P&Z. Mr . Canton suggested developing a Board of Adjustment and a Planning Board . Ms. Elsie Baloff spoke about telephone bilis for the Village. Ms. Macdonald reviewed the Village's current system to monitor long distance phone calls. Mr . Ed Harrigan asked if the Village has any computer terminals in Broward . Ms. Macdonald replied yes. FINANCE DEPARTMENT Ms. Varney spoke about the charges for fuel . Mayor Courtney asked Ms. Macdonald to check if it was cheaper to get fuel from our current supplier or to get It at the local gas station. Ms. Stofik asked about Code Enforcement key punching . She suggested Is should be on the Building and Zoning budget . Mayor Courtney asked about the car allowance for the Director . There was a consensus to add a car allowance for the Librarian. MAYOR AND COUNCIL There was a consensus of Council to approve the Mayor and Council budget . LEGAL COUNSEL Mr . Loffredo asked why contractual services is higher than last year . Ms. Macdonald explained. Ms. Stofik stated that 8.5% Increase per year is unjustified. Mr . Fann explained why It was. Mayor Courtney stated that he supports Mr . Fann in line Item *31 . Mr . Spahn stated that the Council should accept the budget . There was a consensus of council to accept the budget with Ms. Stofik disapproving. VILLAGE MANAGER Mr . Canton asked what is the Police Chief 's salary. Ms. Macdonald responded $62,759. Mr . Canton stated that the Village Manager should be paid more than the Police Chief . Mr . Spahn stated that It was not necessary to Increase the Village Manager 's salary $8000 to $10,000 at one time. He suggested 1/2 the difference between the Chief 's and the Manager 's salary at this time. Mr . Loffredo agreed with Mr . Spahn. Ms. Stofik stated that the Village Manager should be paid more than any department head. Mr . Canton stated that the Chief should not receive more just because he has been here longer . Mayor Courtney stated that Ms. Macdonald should be the highest paid employee in the Village. Mr . Loffredo asked what will the Managers base salary be. Ms. Macdonald replied approximately $68,000. There was a consensus of Council to have the Manager 's salary be equal to the Police Chief 's. REVENUE Ms. Varney stated that the bottom line on the budget is $7,389,567. Mr . Spahn spoke about the problems with borrowing money for budgeting . He recommended that the Village should have a cash mentality rather than a borrowing mentality. Mr . Loffredo spoke about pyramiding loans and that the Village's cash ratio will change. Ms. Macdonald explained why borrowing the funds and leaving the Village's cash In the bank is desirable. She said that It will provide a sense of security because the Village will have a large amount of money in the bank available. Mr . Loffredo stated that the Village will spend more money If It borrows rather than spending funds from the bank . Mayor Courtney stated that he was in favor of not borrowing. Ms. Macdonald stated that the total capital expenditures are $328,305. Mr . Canton spoke about borrowing vs using cash . Ms. Macdonald stated that the proposed millage is 8.38. Mayor Courtney called for a recess at 10:47 pm. The meeting was reconvened at 11 :00 pm. Ms. Macdonald stated that the final proposed budget is $7,424, 161 and the surplus account contains over $1 ,000,000. Mr . Loffredo suggested a bond Issue on the April ballot for the pool . Ms. Stofik spoke about stamped concrete on the cross walks with regard to handicapped access. Ms. Macdonald stated that if the Council does not reduce the millage to the roll back rate then she is required to advertise a tax Increase. Ms. Stofik, Mr . Canton and Mr . Loffredo Instructed Ms. Macdonald to add $60,000 to the budget for crosswalks. Mr . Spahn spoke about the financing for the pool . Mayor Courtney stated that he likes the Idea of d referendum for the pool Issue. Mr . Loffredo spoke about the Bel Mar annexation. Mayor Courtney stated that there is a consensus of Council to approve a budget of $7,484, 161 and a millage rate of 8.38. The meeting was adjourned at 11 : 18 pm. pry T. Courtney Mayor Attest : Gail Macdonald Village Clerk By: Scott W. Davis Deputy Village Clerk