HomeMy WebLinkAboutMinutes Council 090772 WorkshopMINUTES
BUDGET WUR S MP MEETING
September 7, 1972
PURPOSE: A Budget Workshop Meeting to discuss the 1972 -1973
General Fund Budget for the City of Palm Beach Gardens
was held in the Public Assembly Room, Palm Beach
Gardens City Hall. The meeting was called to order
by Mayor Wiley at 9 :35 P.M. Present were: Mayor
Wiley, Vice Mayor Kiedis, Councilmen James Delonga,
Gordon Dunbar, and George Bonner, and the City Manager
R. H. Carlson. The City Clerk and City Attorney were
excused from this meeting
DISCUSSION AND The City Manager recommended that the Administrative
S:
offices in City Hall be relocated to effect greater
economy and efficiency. He recommended that the of-
fices of the City Manager, City C1erk,Accountant, and
Telephone Operator be housed in the North section of
the building, with the secretary to the City Manager,
City Clerk, and the Telephone Operator assuming the
secretarial and clerical duties for these departments.
It was further recommended that the offices of the
Public Works Department, The Building Official, and
space for centralized purchasing be relocated in the
East portion of the Building. The secretary to the
Public Works Director, the Secretary to the Building
Official would assume the secretarial and clerical
duties of these three functions. The Recreation De-
partment would be housed in the West portion of the
Building with space reserved for conferences. The
secretarial and clerical work required by the Recrea-
tion Department would be distributed among the
secretarial pool.
Page -2-
The City Council unanimously agreed to these recommenda-
tions.
The City Manager further recommended that a Purchasing
Agent for centralized purchasing and receiving be con-
sidered. The advantages to the City being:
1. The purchasing agent would have more time than
departmental personnel to shop the market to obtain the
best possible price without loss of quality.
2. The purchasing agent will be able to see the overall
needs of the whole City and will be able to make bulk
purchases at the best possible price.
3. The purchasing agent will maintain lists of prices,
vendors, bidders, etc. which will be readily available
for reference purposes. These lists will help provide
information so that purchasing may be accomplished
quickly and efficiently.
4. The responsibility of seeing that the City has ob-
tained a quality product at the best possible price and
that public monies are being properly used will be on one
person.
5. Personnel of other departments will have more time to
perform their designated duties.
6. Responsibility for seeing that all goods are ordered
are received as specified in the purchase order will fall
on the receiving clerk who works for the purchasing agent.
T. Frequently used items can be inventoried under a
perpetual inventory system controlled by the purchasing
agent. These items would be kept in a locked storage
area and issued on an as needed basis by the receiving
clerk.
Page -3-
S. The purchasing agent will review all requisitions to
see that the purchase is in compliance with minutes,
resolutions, ordinances, the City Charter and state law
before the purchase is made.
9. Prepare bid documents and bid forms and instructions
to bidders.
10. Write specifications in cooperation with the depart-
ment heads.
A letter from the City Auditor concurring with the City
Manager's recommendations was presented to the Council.
A discussion on the above recommendations resulted in the
City Council unanimously agreeing to the implementation of
centralized purchasing, but deferred a final decision on
the employment of additional personnel until the entire
Budget was reviewed and completed.
The following adjustments were unanimously agreed upon:
Account 01 - Salaries: The salary in the amount of
$7,166.00 for a receiving clerk was deleted.
New Total - $33,294.00
Account 201: Utilities: Monthly long distance charges
of $20.00 was deleted.
New Total - $780.00
Account 301 - Office Supplies: A sum of $450.00 for
A.B. Dick copy paper and chemicals was added.
New Total: $700.00
Account 314 - Printing and Publication: This account was
reduced $50.00
New Total - $100.00
Page -4-
Account 401 - Insurance and Bonds: This account was
reduced $318.00 (Receiving Clerk eliminated).
New Total - $1,627.00
Account 412 - Payroll Taxes: This account was reduced
$401.00 (Receiving Clerk eliminated).
New Total - $1,708.00
Account 414 - Pension Expense: This account reduced
$425.00 (Receiving Clerk eliminated).
New Total - $1,732.00
Exhibit 04 - City Manager was reduced in the amount of
$7,931.00
Exhibit 04 - New Total: $407977.00
Exhibit 06 - Finance: was reviewed and the following
adjustments unanimously agreed upon:
Account 301 - Office Supplies: An amount of $75.00 was
added for A.B. Dick Copy paper and chemicals.
New Total - $265.00
Account 314 - Printing and Publication: This account was
reduced $120.00.
New Total - $400.00
Exhibit 06 - Finance was reduced in the amount of $45.00
Exhibit 06 - Finance - New Total $11,104.00
Exhibit 07 - City Clerk: reviewed and the following
adjustments unanimously agreed upon:
Account 301 Office Supplies: The sum of #400.00 for
the A.B. Dick copy paper and chemicals was added.
New Total - $650.00
Page -5-
Account 314 - Printin& and Publication: was reduced
$100.00
New Total $100.00
Account 401 - Insurance: was reduced $287.00
New Total $342.00
Account 414 - Pension Expense: This account was increased
in the amount of $85.00
New Total - $425.00
Exhibit 07 - City Clerk was reduced in the amount of
$2.00
Exhibit 07 - City Clerk - new Total $13,104.00
Total reductions after review of accounts 04 -City Manager,
05 -City Attorney, 06- Finance, and 07 -City Clerk amounted
to $7,978.00.
Total revisions to date: Revenues increased in the amount
of $9,000.00
Expenditures decreased in the amount of $47,141.00
Next Budget Workshop Meeting scheduled for Monday,
September 11, 19721, 7:30 P.M.
Meeting adjourned approximately 11 :15 P.M.
Res ctful /�l/y submitted,
,C7 aL.-''T 1i 7
Robert H. Carlson
City Manager