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07-25-1995 Budget Workshop MeetingMIAMI SHORES VILLAGE BUDGET WORKSHOP TUESDAY, JULY 25, 1995 A Council Workshop was held on Tuesday, July 25, 1995 in regards to the Fiscal Year 95/96 Budget. The meeting was called to order at 6:10 P.M. with the following members present: PRESENT: Mayor Imburgia Cesar Sastre Michael Boyle Mary Ross Agosta William Heffernan ALSO PRESENT: Michael R. Couzzo, Jr. Barbara Fugazzi Patricia Varney LIBRARY: The Brockway Memorial Library budget was presented with no comments from the Council nor public. BUILDING & ZONING: Mr. Boyle asked about the decrease in Comp Plan/Professional Services line item. Mr. LuBien explained that he is not anticipating major changes to the Comprehensive Plan in the next fiscal year which would require the services of a city planner. Mayor Imburgia asked that if the budgeted funds were not used, would they stay within the budget. Mr. LuBien reported that excess funds would be a surplus. Ms. Ross Agosta asked about the decrease of $375 in the Advertising & Promotion line item. Mr. LuBien explained that these funds are used to cover advertising of planning & zoning public hearings and ordinances. There are additional funds to cover any overages in the Clerk budget. Mr. Sastre inquired about the decrease in the Printing line item. Mrs. Varney stated that due to the computerization of permitting process, fewer forms will be need to be printed. CODE ENFORCEMENT: Mayor Imburgia and Mr. Heffernan asked about the impact of Team Metro on the Miami Shores enforcement efforts. Mr. Sastre inquired about the Pockets of Pride Program. Mr. Nelson detailed the efforts of both Team Metro and the involvement of Pockets of Pride as they relate to code enforcement in the Village. Mr. Heffernan asked about the budgeted request for radios, specifically if code enforcement could utilize the police system which will be upgraded. Mr. Couz7o explained that the police radios were being returned to Dade County for a rebate and the proposed purchase for code enforcement were not comparable. Mr. Boyle asked about code violations reported by residents versus those discovered by the officers. Additionally, Mr. Boyle asked about procedures to report violations on the weekend. Mr. Nelson reported that reported violations versus discovered violations are virtually the same. Mr. Nelson went on to explain the procedure for reporting violations on the weekend. Resident, Dottie Yates, asked for clarification on the weekend rotation of officers. HUMAN RESOURCES DEPARTMENT: Mr. Boyle congratulated Mr. Davis for his work on the FPE contract negotiated. MARKETING: Mr. Heffernan asked about contacts with the Miami Visitor's & Convention Bureau. Ms. Ramos- Majoros indicated that she is working with the Visitor's Bureau in addition to neighboring Chambers of Commerce. Mayor Imburgia asked about the recent signing of the TCI contract as it relates to programming. Ms. Ramos-Majoros stated that she will be working with TCI to produce new videos marketing the Shores. Ms. Ramos-Majoros further stated that she is developing programs with Miami Today, Miami Review and South Florida Business Journal for future stories. Mr. Boyle asked about the newsletter format. Ms. Ramos-Majoros stated that all layout work is now being done in-house. This has greatly reduced the cost of the newsletter (to 4 cents a copy). Additional promotional packages were discussed, i.e. WPLR television spots, new brochure, computer presentations, etc. VILLAGE CLERK: Mr. Boyle explained background of recent changes in the Clerk position. He stated that as per the Council, he would like to address the salary for the Clerk/Executive Assistant position. Mr. Boyle stated that it would be his intention to make the adjustment as of 10/1/95, inclusive of any COLA and any merit increase expected through 10/1/96. Mr. Heffernan asked about realized efficiencies within the Village Hall since changing staff assignments. Mr. Couz7o outlined the increase in efficiency and effectiveness since re -assigning staff. Mr. Boyle proposed a salary of $35,000 for the newly created position of Village Clerk/Executive Assistant to the Village Manager. The Council concurred with Mr. Boyle's suggestion. The Council requested that the $1,046 in the Village Clerk Contingency Account and $4,121 from the Recreation Department Contingency Account be transferred to the Village Clerk Executive Salary and benefits line item to fund the new salary of $35,000. Mayor Imburgia called a recess at 7:48 P.M. Council Workshop resumed at 8:05 P.M. Page 2 VILLAGE MANAGER: Mr. Sastre asked for clarification on Regular Salary line item. Mr. Couzzo stated that Ms. Moredock's salary is contained on the Regular Salary line. Mr. Boyle acknowledged that Mr. Couz7o has done a great job in the two years as Village Manager. Mr. Boyle stated that Mr. Couzzo has not allowed for any adjustment in his FY95/96 salary other than the 2% COLA. Mr. Couzzo stated that this was done to set the example and provide leadership to department heads as his goal was to reduce the millage rate. Mr. Heffernan stated that if the Council chooses to grant an increase with Mr. Couzzo's evaluation in October, funds needed to be set aside now. Ms. Ross Agosta asked about the new line item, Rentals/Leases. Mr. Couzzo stated that his intention is to lease a vehicle which could be utilized as an emergency transport vehicle. He further stated that in the proposed budget, his current car allowance has been backed -out of the Training & Per Diem line item and included in the Rentals/Leases item. Ms. Ross Agosta indicated that there was a net difference of $1800.00. Mr. Sastre asked about Mr. Couz7o's contract in relation to number of years, evaluation period, etc. Mayor Imburgia asked Mrs. Varney what funds were left in the Recreation Contingency Account from transfers previously made. Mrs. Varney stated that there was $3,929 of non -appropriated funds. Mr. Heffernan answered Mr. Sastre's questions regarding Mr. Couzzo's contract and reiterated the need to set aside money in the event the Council decides to adjust Mr. Couzzo's salary. Mr. Sastre asked for clarification on "general" contingency funds. Mrs. Varney indicated that there are funds in an overall contingency account. Mr. Boyle stated that it may take time to actually take delivery on a vehicle so it would be his suggestion to authorize Mr. Couz7o to order a vehicle at this time. If the vehicle is delivered prior to October 1st, Mr. Couzzo will pay the difference between the allotted car allowance and the cost of the leased vehicle. It was the consensus of the Council to authorize this expenditure. Resident, Michael Maguire, asked about Mr. Couzzo's contract. LEGAL COUNSEL: Mr. Couz7o stated that with Mr. Fann retiring and a new Village Attorney being retained, whose fees have not yet been negotiated, the forecasted figure is truly an estimate. Mr. Heffernan asked for clarification on where certain attorney fees are paid from, i.e. the Kurland suit. Mr. Couzzo stated that there is an insurance fund which covers that type of litigation. Mr. Heffernan inquired as to the EPA suit, and appropriated funds. Mrs. Varney indicated that the Village is still paying the stipulated charges. Mr. Couzzo stated that the decrease in the "Other Contractual Services" line item is due to the fact that there will be no significant labor negotiations or contracts to address in the next fiscal year. MAYOR & COUNCIL: Mr. Heffernan asked about the increase in the "Training & Per Diem" account. Mrs. Varney stated that the account is being funded as originally proposed for the FY 94/95 budget and that the account covers reimbursable expenses, i.e. attendance at Dade League dinners, luncheons, etc. Page 3 FINANCE: Ms. Ross Agosta asked about the vacant Assistant Finance Director position. Mrs. Varney stated that the position has been filled. Mr. Heffernan asked for clarification on the status of the computer system change -over. Mr. Boyle expressed his thanks to Mrs. Varney for her dedicated efforts on behalf of the Village. Resident, Michael Maguire, asked for clarification on the "Other Salary" versus "Retirement" line items. Mrs. Varney stated that the Village does not contribute to the Pension for new employees, the program running one year in arrears. Mr. Maguire also spoke of the computer system. NON -DEPARTMENTAL: Ms. Ross Agosta asked for clarification on the "Replenish Fund Balance" line item. Mrs. Varney stated that these funds are budgeted to pay back the Fund Balance monies borrowed to alleviate debt owed to a bank. Mr. Sastre asked about the "North Miami Foundation" item. Mrs. Fugazzi advised the Council regarding the North Miami Foundation and their projects. Mr. Heffernan inquired about the funds set aside for the Theater. Mr. Couzzo indicated that the budgeted funds equal those allocated this past year. He additionally stated that representatives from the Theater would need to request payment of these funds from the Council. Resident, Andrew Agosta asked about responsibility and oversight of the Non -Departmental budget. Mrs. Varney, Mr. Conzzo and Mr. Heffernan all responded that the items budgeted in this department are costs associated to all Village departments, i.e. insurance, copier lease, etc. Resident, Mr. Maguire asked for clarification on the $96,000 insurance line item, specifically if that were for liability coverage. Mrs. Varney responded that liability coverage was included in the $96,000. REVENUE: Mr. Boyle, for the benefit of the public, asked Mrs. Varney to explain the "Police Extra Duty Pay" line item. Mrs. Varney indicated that when Publix, Biscayne Dog Track, etc. requests the services of the police force as security, they pay the Village 25% over an above the cost of the officer's hourly wage. Mr. Heffernan spoke about the Local Option Gas Tax and the funds the Village receives from the tax. Additionally, he indicated that the COPS FAST and Blue Halo programs are revenues received based on expenses incurred. Ms. Ross Agosta asked for clarification on the "Other Revenue" difference between Expected Revenues and Administration Recommendation of $9,574. Mrs. Varney stated that this figure represents the COPS FAST funding. Resident, Michael Maguire inquired about income from PCM/Country Club in relation to the agreement between PCM and the Village. Discussion regarding the proposed millage rate ensued, with options and alternatives being explored. Based on Mr. Couzzo's efforts to submit a proposed budget reducing the millage rate, it was the consensus of the Council to set the millage rate at the roll -back rate of 8.493. Page 4 The Council Workshop of July 25, 1995 was adjourned at 10:00 P.M. ,a Barbara Fugazzi, illage Clerk Page 5 Louis S. Imburgia, r., Mayor