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02/18/1993 Special/Budget REVISED 93/86 MINUTES OF THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS Special Meeting/Budget Workshop Board of County Commissioners Thursday, February 18, 1993 Key West A Special Meeting of the Monroe County Board..of County Commissioners convened at 9: 00 a.m. on the above date in the Chapel at the Public Service Building on Stock Island in Key West. Present and answering to roll call were Commissioner Earl Cheal, Commissioner Shirley Freeman, Commissioner Wilhelmina Harvey, Commissioner Mary Kay Reich, and Mayor Jack London. Also present were Danny Kolhage, Clerk; Randy Ludacer, County Attorney; Tom Brown, County Administrator; County Staff; members of the Press and Radio; and the general public. COMMISSIONERS' ITEMS Motion was made by Commissioner Cheal and seconded by Commissioner Reich granting approval for Mayor London to travel to Tallahassee in order to participate as a Special Issue Panel Member at the February 22, 1993, Everglades Coalition 8th Annual Conference. Motion carried unanimously. Motion was made by Commissioner Cheal and seconded by Commissioner Freeman granting approval for adoption of the following Resolution requesting the South Florida Water Management District to schedule two public hearings of the Lower East Coast Regional Water Supply Plan Advisory Committee and to immediately begin actions which will restore the historical quantity, quality, and timing of freshwater flows into Florida Bay. Roll call vote was unanimous. RESOLUTION NO. 084-1993 See Res. Book No. 113 which is incorporated herein by reference. *There will be no Resolution No. 085-1993 due to fact that it was ommited in error. CONSTRUCTION PROGRAM MANAGEMENT - MK/G Douglas Fuller of Morrison, Knudsen, Gerrits, addressed the Board concerning the selection of Design/Builder for the 93/87 Waste Water Treatment Plant & Utilities at the New Detention Facility. Mr. Fuller recommended the selection of Allen's Environmental Equipment, Inc. , as the best qualified to design/ build the New Detention Facilities Tertiary Wastewater Treatment Plant. Motion was made by Commissioner Cheal and seconded by Commissioner Harvey granting approval of the Staff recommendation of the selection of Allen' s Environmental Equipment, Inc. Roll call vote was taken with the following results: Commissioner Cheal Yes Commissioner Freeman Yes Commissioner Harvey Yes Commissioner Reich Yes Mayor London No Motion carried. MISCELLANEOUS Office of Management and Budget Director, Melonie Bryan, and County Administrator, Tom Brown, addressed the Board concerning approval to solicit proposals for a Tax Anticipation Note for the Municipal Service Street Taxing District - Tropical Key Colony in an amount not to exceed $95, 000. 00 plus interest. Motion was made by Commissioner Freeman and seconded by Commissioner Reich granting approval of the solicitation of proposals for a Tax Anticipation Note for the Municipal Service " Street Taxing District - Tropical Key Colony in an amount not to exceed $95, 000. 00, plus interest. Motion carried unanimously. Motion was made by Commissioner Cheal and seconded by Commissioner Freeman to adopt the following Resolution concerning the Transfer of Funds. Motion carried unanimously. RESOLUTION NO. 086-1993 See Res. Book No. 113 which is incorporated herein by reference. Motion was made by Commissioner Cheal and seconded by Commissioner Freeman to adopt the following Resolution concerning the Receipt of Unanticipated Funds. Motion carried unanimously. RESOLUTION NO. 087-1993 See Res. Book No. 113 which is incorporated herein by reference. Motion was made by Commissioner Freeman and seconded by Commissioner Reich granting the approval of the recommendation of Public Financial Management, awarding the Tax Anticipation Note ) in an amount not to exceed $910, 000. 00, for the purchase of fire equipment - in District 1 Lower and Middle Keys Fire District to 93/88 NationsBank, pursuant to their response to the Request for Proposals. Motion carried unanimously. COUNTY ADMINISTRATOR County Administrator, Tom Brown, gave a general overview of the 1994 Budget Cycle. After general discussion by the Board, motion was made by Commissioner Cheal and seconded by Commissioner Freeman directing the County Administrator to develop an information sheet concerning the funding of County Government to be included with tax notices and to bring this item back to the Board for approval. Roll call vote was unanimous. Motion was made by Commissioner Cheal and seconded by Commissioner Freeman to approve the concept of a Public Information Officer be included in the budget submission for next Fiscal Year. Roll call vote was unanimous. Board discussed the Budget Timetable. Motion was made by Commissioner Harvey and seconded by Commissioner Cheal to direct the County Administrator to eliminate the meetings set for August in order for that month to be used for Board vacations. Motion carried unanimously. Motion was made by Commissioner Cheal and seconded by Commissioner Harvey to approve the Timetable for Fiscal Year 1994 Budget Cycle as submitted. Motion carried unanimously. Community Services Director, Peter Horton, addressed the Board concerning the Community Services Division Fiscal Year 1994 budget considerations. Environmental Management Director, Barry Boldissar, addressed the Board concerning the Environmental Management Division Fiscal Year 1994 budget considerations. Growth Management, Director, Bob Herman, addressed the Board concerning the Growth Management Division Fiscal Year 1994 budget 'considerations. A discussion was held concerning the consolidation of the offices in the Marathon Building Department. Motion was made by Commissioner Harvey and seconded by Commissioner Freeman to maintain a Building Permitting Office at the Stock Island location. Roll call vote was taken with the following results: Commissioner Cheal Yes Commissioner Freeman Yes Commissioner Harvey Yes Commissioner Reich No Mayor London No REVISED 93/89 Motion carried. Board discussed a request by the Growth Management Department for the establishment of an Environmental Planner and an Environmental Technician. Motion was made by Commissioner Reich and seconded by Mayor London to not fund the request. During discussion, the motion was withdrawn. Motion was made by Commissioner Harvey and seconded by Commissioner Cheal to approve the request in concept, and requested Staff to analyse potential revenue sources to fund the request. Motion carried unanimously. Board then considered a request for re-classification of an Accounting Specialist position in the Growth Management Division. Motion was made by Commissioner Harvey and seconded by Mayor London to approve the re-classification as requested at a total estimated cost of $3, 000. 00. During discussion, the motion was withdrawn. Board discussed Comprehensive Plan Hearings. Mayor London and the Commission called a Workshop on the Comprehensive Plan for March 8, 1993 at Key Colony Beach beginning at 9: 00 A.M. with a backup day on March 9, 1993 . Public Safety Director, Reggie Paros, addressed the Board concerning Public Safety Division Fiscal Year 1994 budget ' considerations. Engineering Director, Dave Koppel, addressed the Board concerning Public Works Division Fiscal Year 1994 budget considerations. Mr. Koppel advised that U.S. #1 would be closed from 8 P.M. to 7 A.M. , February 22 , 1993 to March 10, 1993, due to construction by the Department of Transportation. Mr. Koppel also discussed the method of billing tolls and the weight limitations on the bridge. STATE AND LOCAL AGENCIES Father Gendreau of the Human Services Committee, addressed the Board concerning direction on the funding amounts available to Human Service providers in the Fiscal Year 1994 budget. Motion was made by Commissioner Cheal and seconded by Commissioner Reich to request HRS Health and Human Services Advisory Committee to perform a needs assessment and develop Request for Proposals for the Boards consideration to be used for Fiscal Year 1994/95. Roll call vote was unanimous. Motion was made Commissioner Cheal and seconded by Mayor London to limit ) K 93/90 Human Service Organizations to an appropriation of $200, 000. 00, for next Fiscal Year. During discussion, Mayor London withdrew his second and the motion died for lack of a second. Motion was made by Mayor London and seconded by Commissioner Freeman to tentatively budget funding for Human Service Organizations next Fiscal Year in the amount of $263, 000.00. Roll call vote was taken with the following results: Commissioner Cheal No Commissioner Freeman Yes Commissioner Harvey Yes Commissioner Reich Yes Mayor London Yes Motion carried. Motion was made by Mayor London and seconded by Commissioner Cheal to not increase the appropriations for Mental Health funding the next Fiscal Year, above the current $809,454.00, and requested the Human Service Organization Committee to look for ways to reduce the budget. Roll call vote was unanimous. Social Services Director, Louis LaTorre, addressed the Board. County Administrator, Tom Brown, advised of an emergency concerning weight restrictions on the Card Sound Bridge and Road. Motion was made by Commissioner Harvey and seconded by Commissioner Freeman to add this item to the Agenda. Motion carried unanimously. Motion was made by Commissioner Harvey and seconded by Commissioner Freeman declaring an emergency exists and waiving the requirements of advertising under the provisions of Florida Statutes 125. 66 and waiving notice by a four-fifths vote; removing the weight restrictions heretofore in force and effect on the Card Sound Road and adopting the weight restrictions for the Card Sound Bridge for the period between February 22 and March 10, 1993 ; providing for severability; providing for the repeal of all Ordinances or parts of Ordinances in conflict with this Ordinance; and providing for an effective date. Roll call vote was unanimous. Motion was then made by Commissioner Freeman and seconded by Commissioner Harvey to adopt the following Emergency Ordinance. Roll call vote was unanimous. ORDINANCE NO. 009-1992 See Ord. Book No. 30 which is incorporated herein by reference. CONSTITUTIONAL OFFICERS AND JUDICIARY Public Defender, Rand Winter, addressed the Board i concerning recent comments by the Auditor General concerning certain county expenditures in support of his office. Mr. Winter 93/91 indicated that an additional $10,000.00 of items under the current statute are allocable to the Board of County Commissioner's funding. Motion was made by Mayor London and seconded by Commissioner Cheal to deny the request from the Public Defender for the additional $10, 000. 00 from County funds. Roll call vote was unanimous. Dr. Robert Nelms addressed the Board concerning the Budget of the Medical Examiner. Property Appraiser, Ervin Higgs, addressed the Board concerning the tax roll and his operating budget. County Administrator, Tom Brown, addressed the Board concerning the Division of Management Services Fiscal Year 1994 budget considerations. Motion was made by Commissioner Cheal and seconded by Commissioner Harvey to tentatively include a Cost-Of- Living adjustment of 1. 8% in the budget for next year. Roll call vote was unanimous. Mr. Brown discussed merit programs and bonus programs. This matter was referred to the County Administrator to gather further information. Motion was made by Commissioner Harvey and seconded by Commissioner Cheal directing the Administrator to proceed with a contract with Cody and Associates, to study wage rate classifications, pay grades, and also to consider a program which includes departmental incentive activities. Roll call vote was unanimous. Motion was made by Mayor London and seconded by Commissioner Harvey directing the County Administrator to bring back a budget that reflects no increase in ad-valorem taxes. Roll call vote was unanimous. Motion was made by Commissioner Cheal and seconded by Commissioner Harvey to exclude from the Board's prior directive, appropriations required for maintenance of the new detention facility. Motion carried unanimously. Commissioner Cheal discussed the use of volunteers, funding of the Fine Arts, insurance on new facilities, developing level of services to be used in the budget process. No Official action was taken. County Attorney Randy Ludacer briefly, discussed the considerations to be used in setting millages. There being no further action, the meeting was adjourned. Clerk of the Board of County Commissioners of Monroe County C . Deputy Clerk Timetable for FY 94 Budget Cycle Date Activity Fri. Feb. 12 Distribute budget submission packages to Board Departments and Agencies . Thur. Feb. 18 Budget Policy Workshop with Board. Tentative location Chapel-Stock Island Fri . Feb. 19 Internal workshops with departments (as Chapel needed) for discussion of budget 1 :30 pm preparation and format changes as will 3 :00 pm as notification of any policy decisions which arise from Feb. 18 workshop. Mon. Mar. 15 Submission of budget requests from Division Departments to the Budget Office. Mon. Mar. 15 Review of budgets by OMB and return to Fri . Mar. 26 departments for changes . Mon. Apr. 05 Final changes from departments due to OMB. Mon. Apr. 19 Internal budget reviews by Budget through Officer with Division Directors and Wed. Apr. 28 Department Heads . Mon. May 31 Submission of budget requests from Sheriff, Clerk of the Court, Judicial, and Supervisor of Elections to the Budget Officer. Tues . Jun. 01 Submission of Property Appraiser's budget request to Department of Revenue with copy to BOCC. Thur. Jul . 01 Property Appraiser certifies Assessment of all property values . Wed. Jul . 07 Submission of the tentative budget to (Tentative) BOCC at Regular Commission Meeting in Key West. .131:)Q Timetable for FY94 Budget Cycle - Page 2 Mon. Jul . 19 Budget workshops with BOCC. through Thur. Jul. 22 (Tentative) Wed. Jul. 28 Discussion item at regular BOCC meeting (Tentative) to select dates, times, and places for public hearings, and certification of the proposed Millage Rates to the Property Appraiser. Sun. Aug. 01 Submission of Tax Collector's budget request to Department of Revenue with copy to BOCC. Fri . Sep. 03 First public hearing after 5 : 00 P.M. Wed. Sep. 08 between 65 and 80 days after the (to be confirmed) Property Appraiser certifies the Assessment. To be held in the Lower ( Keys. Could be scheduled to follow regular BOCC meeting. (Cannot conflict with School Board Hearings) . Thur. Sep. 09 Public workshop after 5 : 00 P.M. to Tues . Sep. 14 discuss the FY 93 Proposed Budget. To (to be confirmed) be held in the Upper Keys . (Cannot conflict with School Board Hearings) . Thur. Sep. 16 Second public hearing after 5 : 00 P.M. Wed. Sep. 22 to adopt a final budget and millage (to be confirmed) rate within 15 days of first public hearing. To be held in the Middle Keys . (Cannot conflict with School Board Hearings) .