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07-15-1999 Budget Workshop Meeting• MIAMI SHORES VILLAGE BUDGET WORKSHOP MEETING The Village Council and Administration conducted the Fiscal Year 1999-2000 Budget Workshop on Thursday, July 15, 1999 in the Village Hall Conference Room commencing at 6:40 PM. The following individuals were present: Mayor Ulmer Bob Blum Al Davis Steve Loffredo Mary Ross Agosta Tom Benton, Village Manager Barbara Fugazzi, Village Clerk Mark A. Malatak, Finance Director All Village Department Heads 1) Mr. Benton, the Village Manager, made introductory remarks, highlighting the information contained within the Budget Transmittal Letter. Subsequently, the Departmental Budgets were discussed in the following order, with Department Heads present to answer any questions or respond to any comments by either the Council or those residents in attendance. A) LIBRARY Discussion centered around the Library's computer technology, upgrade scheduling and future expansion possibilities. There were no changes to the proposed Library budget. B) BUILDING & ZONING Mr. LuBien indicated that the Department is still seeking an Assistant Director. Mayor Ulmer spoke about the possibility of reorganizing departmental structure and combining some of the existing departments. Mr. Benton and Mr. Malatak advised the Council of the proposed increase in roofing permit fees. There were no changes in the proposed Building & Zoning budget. C) CODE ENFORCEMENT A brief discussion took place regarding coordination with the County's Team Metro and the work they are doing in the areas adjacent to the Village. Mayor Ulmer again raised the issue of reorganization of certain departments. There were no changes to the proposed Code Enforcement budget. D) COMMUNITY DEVELOPMENT Discussion centered upon the monies allocated for lobbyists and the possibility of developing a web page for the internet. Mayor Ulmer spoke about his desire to see a reorganization of departments. There were no changes to the department's budget. • • E) RECREATION DEPARTMENT Jerry Estep confirmed that the increase in salaries was due to the anticipated increase in program participation. He further clarified that if the increase in participation did not materialize, the salaries would not increase accordingly. The Council requested that the departments within the Recreation Department be broken out as follows (if possible): Pool Summer Camp (Fun Club) Sports (Athletics) Special Events Tennis Community Center Resident, Greg Totten requested that a Asst. Swim Team Coach position be considered when the new pool opens. There were no changes to the proposed Recreation budget. F) POLICE DEPARTMENT Council discussion centered upon staffing levels and clarification of specific line items. Resident, Alice Burch, requested that the Council consider additional patrol officer positions, increasing the total number of sworn officers. Tom Benton assured the Council that if the need arose, Chief Masten would make the appropriate request through the Manager's office. The Council did not make any changes to the proposed Police budget. G) PUBLIC WORKS The most significant item within the Public Works budgets was in the Waste Department, with the creation of an Enterprise Fund. Mr. Malatak explained the concept to the Council and those residents in attendance. Explanations were provided by Mr. Dave Traill on specific line item questions but no changes were made to the proposed Public Works Departmental budgets (Waste, Parks, Streets, P.W. Administration, Recreation Maintenance or Motor Pool). Resident, Michael Maguire, began to ask questions which did not pertain to the budget process and therefore Mayor Ulmer did not allow him to continue. H) LEGAL COUNSEL The Council discussed the allocated fees for the Labor Attorney. Mr. Benton and Mr. Malatak spoke to the issue, as Mr. Sarafan could not be present for the Workshop. There were no proposed changes to the Legal Departmental budget. I) VILLAGE MANAGER Mr. Davis proposed that a merit increase be awarded to the Village Manager. Mr. Loffredo requested that Mr. Benton excuse himself so that the awkwardness of the discussion was lessened. Mr. Davis proposed a 5% merit increase for Mr. Benton. The Council confirmed with Mr. Malatak that monies were set aside in the Manager's Page 2 1 • • contingency account to allow for an increase. Discussion centered on the Council Members opinion's as to the percentage or amount of increase warranted. Following a rather lengthy discussion regarding various options available to the Council, they reached a consensus to increase the Manager's salary by 3% effective on October 7, 1999 (the one year anniversary of his appointment to the Village Manager position). As funds were available in the Manager's contingency account, there were no changes to the proposed budget. J) MAYOR & COUNCIL There were no changes to this departmental budget. K) HUMAN RESOURCES Clarification on specific line item allocations were offered by the Manager, Clerk and the Finance Director. It was confirmed that there are 110 personnel costs associated with this Department. The Council did not recommend any changes to the proposed budget. L) VILLAGE CLERK Discussion centered around the Clerk's responsibility for the Village Newsletter and whether or not this is appropriate. The possibility of an outside source assuming responsibility for the Newsletter and possibly a web page site design and maintenance was discussed. The Village Manager stated that Administration would investigate costs. Resident Mr. Maguire asked about the meeting recording system. There were no recommended changes to the Clerk budget as proposed. M) FINANCE Mr. Malatak outlined some of the changes he has instituted in reference to the Finance Department. Mr. Loffredo asked about the auditing process and requested that the Administration look at the PCM contract and determine our rights as to auditing their operation. Resident Mr. Maguire began to ask questions not related to the budget process and Mayor Ulmer indicated that the budget workshop forum was not the proper place for the questions. There were no changes made the proposed Departmental budget. N) NON -DEPARTMENTAL Mr. Malatak outlined the expenses customarily contained within the Non -Departmental budget. There were no recommended changes to the Non -Departmental budget. Page 3 • • 0) REVENUE Mr. Benton and Mr. Malatak outlined the projected revenues by which the Administration is presenting a balanced budget. Mr. Malatak indicated that due to the current bull market, the Village received approximately $200,000 in excess revenue sharing funds and no funds from the Fund Balance were utilized in balancing the proposed Fiscal Year 1999- 2000 Budgets. At the conclusion of the discussions regarding the individual departmental budgets, the Council reached a consensus to set the millage rate at 8.3627 (the rolled back rate) for the operating budget and 0.6065 mills to fund the General Obligation Bond for construction of the aquatic facility. 2) ADJOURNMENT The Budget Workshop meeting of the Council was adjourned at 10:22 PM. Barbara A. Fugazzi, CMC Village Clerk • Page 4 Mark S. Ulmer, Mayor