HomeMy WebLinkAboutAgenda Council Agenda 062600BUDGET WORKSHOP
JUNE 26,2000
Administration
P Councilperson Clark - Is it wise to eliminate the Assistant City Manager position?
P Councilperson Sabatello - What are we spending on legal now? What will it cost this
year? Are these all the legal fees?
P Councilperson Sabatello - Is training and education moved from another category?
This is training of what? On page 22, Information Assistance Division, could you
explain MIS Technician? Are some people being moved? On page 23, Office
Equipment, is this part of the new facilities? Do we move old equipment around?
Why aren’t these costs broken down by the using department? How do you control
the amount of equipment in each department? Didn’t we purchase new equipment
when we moved into this building? What is the video capture station?
BUDGET WORKSHOP
JUNE 26,2000
Finance
9 Councilperson Sabatello - Why are the grant writer and the lobbyist in the finance
budget? What is the Arts Impact Fund? Is something wrong if the funds get larger
and larger when they are not being spent?
> Mayor Russo - What is the projected amount of money that will be raised annually
by the proposed utility tax? If a utility tax is sunsetted, where will additional revenue
come from to replace it?
9 Councilperson Furtado - What do we need the utility tax for? Is it for specific
projects that are beginning and ending or for ongoing projects?
9 Mayor Russo - Is having only one revenue source considered a negative when bond
rating institutions look at your financial statements?
> Councilperson Sabatello - If you implement the utility tax, does anything prevent
withdrawing it?
9 Mayor Russo - If we do not implement the public utility tax, what will the millage
rate be?
9 Councilperson Clark - How many new positions are being added?
9 Mayor Russo - How can we evaluate this budget if we can’t find out where things
were last year? Why did we budget $220,000 when we spent $500,000 this year?
9 Vice Mayor Jablin - What do we lose when we cut the budget by percentages? What
are the committed costs vs. discretional costs? What are we getting for the increase?
BUDGET WORKSHOP
JUNE 26,2000
Public Works
9 Councilperson Furtado - When did we buy the ladder truck and how many times have
we used it? How often do we use large equipment in Public Works?
9 Councilperson Furtado - Would you provide a breakdown of privatization costs for
fleet maintenance and janitorial services compared to in-house costs?
9 Councilperson Sabatello - Explain, on page 16, Facilities Maintenance Division, the
costs are rather substantial for adding 2 people?
9 Councilperson Furtado - Where are the people being paid from now?
9 Mayor Russo - Can you show where the numbers are allocated from?
9 Councilperson Furtado - Wouldn’t it be more efficient and less costly to privatize
fleet services?
9 Councilperson Sabatello - Professional services, others, where was that last year?
Contractual services, $54,000, where was that moved from? Repairs and
maintenance, why was it $0 last year and now it is $101,000? Canal maintenance,
where was it in the current budget? Are equipment purchases for redone areas? Land
and improvements, what is that? What is the difference between categories 4600 and
6300? Is it $400,000 to maintain the canals? Was it in last year’s budget under a
different category? Is it maintenance or repair?
9 Councilperson Clark - Why are we spending less on a critical safety issue (canals)
and more on making the grass look nice?
9 Councilperson Furtado -What is the difference in funding between privatizing and
adding new personnel in Public Works to handle janitorial services in new building?
BUDGET WORKSHOP
JUNE 26,2000
9 Mayor Ri sso - Do we n
Parks and Recreation
ed the capital projects?
> Councilperson Sabatello - Is there a salary increase of $6,000 for 3 people? What are
.3 170, Operating expenses, are they going to be done in-house or by the $300,000
consultant? On page 16, aquatics, did you move numbers around?
9 Councilperson Furtado - On page 10, $15,600 phone charges, is that for the whole
year? Do we have a special plan here in the City?
> Councilperson Sabatello - Should there be cellular phones used by certain people in
the City?
9 Councilperson Furtado - What is the number of cell phones in the City and what is
the cost?
> Councilperson Sabatello - By lumping costs together, does it allow departments more
flexibility in moving funds around? Is the equipment new or replacing equipment?
9 Councilperson Furtado - Does this budget reflect any changes in providing a full-time
supervisor at night?
9 Councilperson Sabatello - Are the ball field repairs included in this budget?
BUDGET WORKSHOP
JUNE 26,2000
Growth Management
> Councilperson Sabatello - Provide a breakdown of Engineering services. Do the
revenues collected through application fees offset the costs of these services? Would
the engineering department pay for itself? Would Engineering consultant fees of
$300,000 be paid for?
9 Councilperson Furtado - What did we spend totally on Engineering this year?
> Councilperson Sabatello - Will revenues offset costs for in-house engineering? If we
add a building inspector, would fees generated by building permits pay for the
inspector?
> Mayor Russo - Can we get a report on what the users pay to offset the cost of the
service?
BUDGET WORKSHOP
JUNE 26,2000
Police
9 Councilperson Sabatello - Are there 4 additional police officers? There appear to be
more that 4 additional persons in road patrol. If there are only 4 new people, why is
there a $200,000 increase? What does the building rental cost reflect? Why has the
line item “materials and supplies” increased so much throughout the budget? In
professional services, road patrol, does “other” inc1,ude medical?
9 Councilperson Furtado - Would it be clearer to the public if broken down?
9 Councilperson Sabatello - What is $194,980 in equipment-.6400 on page 18?
P Mayor Russo- Are there take home vehicles in this year’s budget? Why weren’t we
told about it?
9 Councilperson Sabatello - Operating transfer .9130, this has been increased from
$451,000 to $593,00, how many automobiles are you talking about? What constitutes
that number? How many vehicles are you replacing?
9 Mayor Russo - How many additional cars are you buying this year? How about the
take home cars?
9 Councilperson Furtado - How does the cost in the police budget for fleet maintenance
tie into the Public Works budget? How much of this is in City parameters and how
much is outside?
9 Councilperson Sabatello - Last year there was an expense of $45 1,000 in this area
and this year it is $593,000, why is there an increase of $142,000?
9 Mayor Russo - Chief, am I correct in saying that in this year’s budget you are going
to spend $8,100,000 and next year it’s $9,500,000? What is the reason for this? Do
we have enough staff? How much is the overall budget increasing, including non-
controllable items?
9 Councilperson Sabatello - Account #521.4110, telephone went for $1,500 last year,
its $80,000 this year, what does that mean? I’ll continue, .4420, equipment rental,
last year $400, this year $32,000, .4600, repair and maintenance, $0 last year, this
year $100,700 this year? Materials and supplies again, ,5200, $0 last year, $24,700
this year? Operating expenses total last year was$65,000 this year it’s $339,000?
BUDGET WORKSHOP
JUNE 26,2000
Fire
k Councilperson Sabatello - The number in last year’s budget to this year’s budget, just
in the new fire station, what is the increase?
k Mayor Russo - You are showing that this budget is increasing by $1,5 10,000. In that
increase you have $1,500,000 in capital outlay. That capital outlay isn’t really a
budget item that we are raising taxes for, because we are borrowing the money
against that. Am I correct? The true actual increase is about $400,000?
k Councilperson Sabatello - Explain why on Page 24, Fire suppression division,
$1,688,000 salary and wages, increased to $2,000,000? Repair and maintenance, $0
last year, $76,000? Vehicle maintenance? Materials and supplies?
k Councilperson Furtado - When did we buy the ladder truck and how many times have
we used it?
BUDGET WORKSHOP
JUNE 26,2000
9 Councilperson Furtado -What is the difference in funding between privatizing and
adding new personnel in Public Works to handle janitorial services in new building?
9 Councilperson Sabatello - Will revenues offset costs for in-house engineering? If we
add a building inspector, would fees generated by building permits pay for the
inspector?
9 Mayor Russo - What is the projected amount of money that will be raised annually
by the proposed utility tax? If a utility tax is sunsetted, where will additional revenue
come from to replace it?
9 Councilperson Furtado - What do we need the utility tax for? Is it for specific
projects that are beginning and ending or for ongoing projects?
9 Mayor Russo - Is having only one revenue source considered a negative when bond
rating institutions look at your financial statements?
9 Councilperson Sabatello - If you implement the utility tax, does anything prevent
withdrawing it?
9 Mayor Russo - If we do not implement the public utility tax, what will the millage
rate be?
9 Councilperson Clark - How many new positions are being added?
9 Councilperson Furtado - Wouldn’t it be more efficient and less costly to privatize
fleet services?
Police
9 Councilperson Sabatello - Are there 4 additional police officers? There appear to be
more that 4 additional persons in road patrol. If there are only 4 new people, why is
there a $200,000 increase? What does the building rental cost reflect? Why has the
line item “materials and supplies” increased so much throughout the budget? In
professional services, road patrol, does “other” include medical?
9 Councilperson Furtado - Would it be clearer to the public if broken down?
9 Councilperson Sabatello - What is $194,980 in equipment-.6400 on page 18?
P Mayor Russo- Are there take home vehicles in this year’s budget? Why weren’t we
told about it?
> Councilperson Sabatello - Operating transfer .9130, this has been increased from
$45 1,000 to $593,00, how many automobiles are you talking about? What constitutes
that number? How many vehicles are you replacing?
P Mayor Russo - How many additional cars are you buying this year? How about the
take home cars?
P Councilperson Furtado - How does the cost in the police budget for fleet maintenance
tie into the Public Works budget? How much of this is in City parameters and how
much is outside?
> Councilperson Sabatello - Last year there was an expense of $45 1,000 in this area
and this year it is $593,000, why is there an increase of $142,000?
P Mayor Russo - Chief, am I correct in saying that in this year’s budget you are going
to spend $8,100,000 and next year it’s $9,500,000? What is the reason for this? Do
we have enough staff! How much is the overall budget increasing, including non-
controllable items?
P Councilperson Sabatello - Account #521.4110, telephone went for $1,500 last year,
its $80,000 this year, what does that mean? I’ll continue, .4420, equipment rental,
last year $400, this year $32,000, .4600, repair and maintenance, $0 last year, this
year $100,700 this year? Materials and supplies again, .5200, $0 last year, $24,700
this year? Operating expenses total last year was$65,000 this year it’s $339,000?
Fire
P Councilperson Sabatello - The number in last year’s budget to this year’s budget, just
in the new fire station, what is the increase?
P Mayor Russo - You are showing that this budget is increasing by $1,510,000. In that
increase you have $1,500,000 in capital outlay. That capital outlay isn’t really a
budget item that we are raising taxes for, because we are borrowing the money
against that. Am I correct? The true actual increase is about $400,000?
P ~ Councilperson Sabatello - Explain why on Page 24, Fire suppression division,
$1,688,000 salary and wages, increased to $2,000,000? Repair and maintenance, $0
last year, $76,000? Vehicle maintenance? Materials and supplies?
> Councilperson Furtado - When did we buy the ladder truck and how many times have
we used it? How often do we use large equipment in Public Works?
Growth Management
> Councilperson Sabatello - Provide a breakdown of Engineering services. Do the
revenues collected through application fees offset the costs of these services? Would
the engineering department pay for itself? Would Engineering consultant fees of
$300,000 be paid for?
> Councilperson Furtado - What did we spend totally on Engineering this year?
P Mayor Russo - Can we get a report on what the users pay to offset the cost of the
service?
Parks and Recreation
P Mayor Russo - Do we need the capital projects?
> Councilperson Sabatello - Is there a salary increase of $6,000 for 3 people? What are
.3170, Operating expenses, are they going to be done in-house or by the $300,000
consultant? On page 16, aquatics, did you move numbers around?
> Councilperson Furtado - On page 10, $15,600 phone charges, is that for the whole
year? Do we have a special plan here in the City?
> Councilperson Sabatello - Should there be cellular phones used by certain people in
the City?
> Councilperson Furtado - What is the number of cell phones in the City and what is
the cost?
> Councilperson Sabatello - By lumping costs together, does it allow departments more
flexibility in moving funds around? Is the equipment new or replacing equipment?
> Councilperson Furtado - Does this budget reflect any changes in providing a full-time
supervisor at night?
> Councilperson Sabatello - Are the ball field repairs included in this budget?
Public Works
> Councilperson Furtado - Would you provide a breakdown of privatization costs for
fleet maintenance and janitorial services compared to in-house costs?
> Councilperson Sabatello - Explain, on page 16, Facilities Maintenance Division, the
costs are rather substantial for adding 2 people?
> Councilperson Furtado - Where are the people being paid from now?
> Mayor Russo - Can you show where the numbers are allocated from?
> Councilperson Sabatello - Professional services, others, where was that last year?
Contractual services, $54,000, where was that moved from? Repairs and
maintenance, why was it $0 last year and now it is $101,000? Canal maintenance,
where was it in the current budget? Are equipment purchases for redone areas? Land
and improvements, what is that? What is the difference between categories 4600 and
6300? Is it $400,000 to maintain the canals? Was it in last year’s budget under a
different category? Is it maintenance or repair?
> Councilperson Clark - Why are we spending less on a critical safety issue (canals)
and more on making the grass look nice?
Administration
> Councilperson Clark - Is it wise to eliminate the Assistant City Manager position?
> Councilperson Sabatello - What are we spending on legal now? What will it cost this
year? Are these all the legal fees?
> Mayor Russo - How can we evaluate this budget if we can’t find out where things
were last year? Why did we budget $220’00 when we spent $500,000 this year?
> Councilperson Sabatello - Is training and education moved from another category?
This is training of what? On page 22, Information Assistance Division, could you
explain MIS Technician? Are some people being moved? On page 23, Office
Equipment, is this part of the new facilities? Do we move old equipment around?
Why aren’t these costs broken down by the using department? How do you control
the amount of equipment in each department? Didn’t we purchase new equipment
when we moved into this building? What is the video capture station?
Finance
I+ Councilperson Sabatello - Why are the grant writer and the lobbyist in the finance
budget? What is the Arts Impact Fund? Is something wrong if the hnds get larger
and larger when they are not being spent?
Budget
P Vice Mayor Jablin - What do we lose when we cut the budget by percentages? What
are the committed costs vs. discretional costs? What are we getting for the increase?
BUDGET WORKSHOP
JUNE 26,2000
9 Councilperson Furtado -What is the difference in funding between privatizing and
adding new personnel in Public Works to handle janitorial services in new building?
9 Councilperson Sabatello - Will revenues offset costs for in-house engineering? If we
add a building inspector, would fees generated by building permits pay for the
inspector?
9 Mayor Russo - What is the projected amount of money that will be raised annually
by the proposed utility tax? If a utility tax is sunsetted, where will additional revenue
come from to replace it?
9 Councilperson Furtado - What do we need the utility tax for? Is it for specific
projects that are beginning and ending or for ongoing projects?
9 Mayor Russo - Is having only one revenue source considered a negative when bond
rating institutions look at your financial statements?
9 Councilperson Sabatello - If you implement the utility tax, does anything prevent
withdrawing it?
9 Mayor Russo - If we do not implement the public utility tax, what will the millage
rate be?
P Councilperson Clark - How many new positions are being added?
9 Councilperson Furtado - Wouldn’t it be more efficient and less costly to privatize
fleet services?
Police
9 Councilperson Sabatello - Are there 4 additional police officers? There appear to be
more that 4 additional persons in road patrol. If there are only 4 new people, why is
there a $200,000 increase? What does the building rental cost reflect? Why has the
line item “materials and supplies” increased so much throughout the budget? In
professional services, road patrol, does “other” include medical?
9 Councilperson Furtado - Would it be clearer to the public if broken down?
9 Councilperson Sabatello - What is $194,980 in equipment-.6400 on page 18?
> Mayor Russo- Are there take home vehicles in this year’s budget? Why weren’t we
told about it?
> Councilperson Sabatello - Operating transfer .9 130, this has been increased from
$451,000 to $593,00, how many automobiles are you talking about? What constitutes
that number? How many vehicles are you replacing?
> Mayor Russo - How many additional cars are you buying this year? How about the
take home cars?
> Councilperson Furtado - How does the cost in the police budget for fleet maintenance
tie into the Public Works budget? How much of this is in City parameters and how
much is outside?
> Councilperson Sabatello - Last year there was an expense of $45 1,000 in this area
and this year it is $593,000, why is there an increase of $142,000?
> Mayor Russo - Chief, am I correct in saying that in this year’s budget you are going
to spend $8,100,000 and next year it’s $9,500,000? What is the reason for this? Do
we have enough staff? How much is the overall budget increasing, including non-
controllable items?
> Councilperson Sabatello - Account #52 1.41 10, telephone went for $1,500 last year,
its $80,000 this year, what does that mean? I’ll continue, .4420, equipment rental,
last year $400, this year $32,000, .4600, repair and maintenance, $0 last year, this
year $100,700 this year? Materials and supplies again, .5200, $0 last year, $24,700
this year? Operating expenses total last year was$65,000 this year it’s $339,000?
Fire
> Councilperson Sabatello - The number in last year’s budget to this year’s budget, just
in the new fire station, what is the increase?
> Mayor Russo - You are showing that this budget is increasing by $13 10,000. In that
increase you have $1,500,000 in capital outlay. That capital outlay isn’t really a
budget item that we are raising taxes for, because we are borrowing the money
against that. Am I correct? The true actual increase is about $400,000?
9 Councilperson Sabatello - Explain why on Page 24, Fire suppression division,
$1,688,000 salary and wages, increased to $2,000,000? Repair and maintenance, $0
last year, $76,000? Vehicle maintenance? Materials and supplies?
9 Councilperson Furtado - When did we buy the ladder truck and how many times have
we used it? How often do we use large equipment in Public Works?
Growth Management
9 Councilperson Sabatello - Provide a breakdown of Engineering services. Do the
revenues collected through application fees offset the costs of these services? Would
the engineering department pay for itself? Would Engineering consultant fees of
$300,000 be paid for?
9 Councilperson Furtado - What did we spend totally on Engineering this year?
9 Mayor Russo - Can we get a report on what the users pay to offset the cost of the
9
9
>
9
9
>
9
>
9
9
service?
Parks and Recreation
Mayor Russo - Do we need the capital projects?
Councilperson Sabatello - Is there a salary increase of $6,000 for 3 people? What are
.3 170, Operating expenses, are they going to be done in-house or by the $300,000
consultant? On page 16, aquatics, did you move numbers around?
Councilperson Furtado - On page 10, $15,600 phone charges, is that for the whole
year? Do we have a special plan here in the City?
Councilperson Sabatello - Should there be cellular phones used by certain people in
the City?
Councilperson Furtado - What is the number of cell phones in the City and what is
the cost?
Councilperson Sabatello - By lumping costs together, does it allow departments more
flexibility in moving fhds around? Is the equipment new or replacing equipment?
Councilperson Furtado - Does this budget reflect any changes in providing a full-time
supervisor at night?
Councilperson Sabatello - Are the ball field repairs included in this budget?
Public Works
Councilperson Furtado - Would you provide a breakdown of privatization costs for
fleet maintenance and janitorial services compared to in-house costs?
Councilperson Sabatello - Explain, on page 16, Facilities Maintenance Division, the
costs are rather substantial for adding 2 people?
9
9
9
9
9
9
9
Councilperson Furtado - Where are the people being paid from now?
Mayor Russo - Can you show where the numbers are allocated from?
Councilperson Sabatello - Professional services, others, where was that last year?
Contractual services, $54,000, where was that moved from? Repairs and
maintenance, why was it $0 last year and now it is $101,000? Canal maintenance,
where was it in the current budget? Are equipment purchases for redone areas? Land
and improvements, what is that? What is the difference between categories 4600 and
6300? Is it $400,000 to maintain the canals? Was it in last year’s budget under a
different category? Is it maintenance or repair?
Councilperson Clark - Why are we spending less on a critical safety issue (canals)
and more on making the grass look nice?
Administration
Councilperson Clark - Is it wise to eliminate the Assistant City Manager position?
Councilperson Sabatello - What are we spending on legal now? What will it cost this
year? Are these all the legal fees?
Mayor Russo - How can we evaluate this budget if we can’t find out where things
were last year? Why did we budget $220,00 when we spent $500,000 this year?
Councilperson Sabatello - Is training and education moved from another category?
This is training of what? On page 22, Information Assistance Division, could you
explain MIS Technician? Are some people being moved? On page 23, Office
Equipment, is this part of the new facilities? Do we move old equipment around?
Why aren’t these costs broken down by the using department? How do you control
the amount of equipment in each department? Didn’t we purchase new equipment
when we moved into this building? What is the video capture station?
Finance
Councilperson Sabatello - Why are the grant writer and the lobbyist in the finance
budget? What is the Arts Impact Fund? Is something wrong if the funds get larger
and larger when they are not being spent?
Budget
9 Vice Mayor Jablin - What do we lose when we cut the budget by percentages? What
are the committed costs vs. discretional costs? What are we getting for the increase?
ProDoceaB,,a et
FY 2-
I i
City of Palm Beach qardens
I June, 2000
I
$28,234,477
$33,840,972
$5,606,495
-
I
F F L I
H Admin 2.8
H Fire 26.9%
-"
H P lice MO/o
Finance 3.4%
Public Works
I8.g0/o
H Parks 13.7%
_J Growth Mgmt.
14.3 O/o
3
... *
c
T
Increas
Police $777,874
0 Fire $1,510,064
Growth $803,939
Parks $770,016
P/W $1,058,3 25
$395,772 $382,102
$1,388,738 $121,326
$470,330 $333,609
$654,487 $1155 29
4. ‘. - - m2,E - - $245,437 E%:$ I
Admin $156,914 $3,697 $153,217
HR $198,472 $1 12,853 $84,654
Finance $192,060 $100,639 $91,421
Total $5,606,495 $4,079,200 $1,527,295
- Gener(=’i $138,831 I $138,83 1 $0
4
Comr itt Id Cos t SI cost
obligated or otherwise c mmitted,
utility, maintenance, debt sen
Una
3 in
for whi
ncludinl
ce cost!
sts whic
zvels of
:h the City is legally
I salary increases,
I
h are not obligated
service.
5
I
* Union contracts * Additional fire stbtion and staff * Mz-icipai Lompl x debt service * Maintenance (gr unds and custodial for
Municipal Complex f * Utilities * Tennis Center debt service
I
Police F--
maintain the City telephone sy3telli and support 25 existing and
15 projected data terminals in poke vehicles.
Lobby Police Aide $14,125: (1/2 year): TO service
the lobby counter in the I Police Dept. including fingerprinting
and officer related duties.
waster offic_ 2r Pr -1 'a $12,000; To allow an
)$ram which offers growth, opportunity to
advancement,
7
I
To provide incr based servi es in trafhc enforcement, community
involvement, and communi problem solving activities. t
f $14,869 (1/2 year)- TO
administer off dL,y and o\,rtime assignments and alarm billing,
thus freeing up an officer tol perform enforcement duties.
Tral-ic Et iipment $ 6,400: To replace old radar units.
* 4,000: This ::ern was identified
as crLdI tquipment by RID Mgmt. Equipment to protect
en doyees against blood pa hogens.
- I L ‘- detc-% -- El-u’-,mer- w-
8 f
t r -0
I
z
.Advert luit nr- -- $7,640: ove -I -- nent'---
from Hurl iai I Resources to Police Bu gt;. d e 'OCI a1 ' $159,000: This
, Ogri 11 ic
5 years as well as providi g greater
the community. n ! vehicles from 2 to
police presence in
9
t
0
I ;229,636: To p wide rnorc&k:ienF
I ssirly Or welopment review rojects by bringing the
function in house. Will generate a inimum of $200,000 in J 7
revenue.
I $42,374: To meet the growing
bzmal Id fz king insp xtions. Will generate approx $45,000
in additional revenue. 1~
nl p! W
w SI
.-
as--
.= I I
n urn,
xre
11
$36,515: To provide more inspections and
1s of enforcement.
rovide customer service and
i
I
.a&- &.
I1
A
- - --- --
'I otal: $115,529
I- - I n'lmance ---- F- $28,362:
Tennis CE
Maintain new
:er "--7enfiS----, - $32,167: Combines part time staff
fbu v,erall, ly Burns Rbad Community Center.
12
I\\ I L ’ I\[’
$25,C-10; Lr-.. lg counters,
partitions, flooring, mirrors, and toilets in an 18 year old
’I rr: k. i. c? I C! L I
t: sk ---all, and athlt-ic courts to ensure safety and playability at
Plant Dr. & PGA Park.
$30,000; Resurface tennis,
13
Mamtenance 111, $26,582: To provide level 2 service by
completing requests \--'thin 3 days. ~
Heavy Equip. Operator, $3 ,403; To operate street
sweeper and meet NPDES unfunde man ates. Id ~ Light Equip. Operator, operate sidewalk
sweeper and meet NPDES
Maintenance 11, and vegetation,
remob
e
I \I 'C
c
.I I
c
1
1
irri - 2ti
<
. e- in I ms and road ROWS.
$19,95Ot Landscape materials
-IS Jr City c med I lads and ROWS.
''met swaane $49,316: To meet unfunded NPDES
regulatii IS a j I aintain clean ROWs.
15
i
F
I iTotaI: $1153
I ,
il I 4
~ h , j
Records Management kL -~ $25,000: TO obtain
professional microfilming services to1 comply with legal
requirements for document preservation.
MIS Technician, $46,422:
of the City.
GIs Technician, $18,895:
managemer I;, mapping and other
Equipment needs, $62,9d0
equipment needk of all City De
I
,
f6
I I
I
~
Compensation Study: $30,000: To ensure internal
equity wif . union wages, reduce tur~nover, and provide
continuity of services to residents. 1
WdlneSS Program, $3,000: To reduce medical claim
costs and absenteeism due to illnes$ or injury. To help contro
medical premium costs.
Safety Progr---n, $16,900 Tu bring, the City into
mnpliazl
and increasing safety awareness.
vlth F.S. 381 by providihg a safe work environment
17
- E iuman ReSo+rcesl
I
II I nan I'
process new POI - n: _. y wic-.
A 0 J $3,445: To
H~I I Ian Resourues profession to higl
students.
A
I
~ ffer ah introduction into the
School and college
I
IbL.
i r= -L
Uncomnii
draft, and review all City Bid blid RFP specs, and to improve
pu rchasi ng procedures
GI '7t writer, $62,500: To increase grant funding for
-.Q 3J( i.
Advanced Financial Re .' 'aining, $1,400:
To :.eep up to ute with new a,,,,. g sdndards.
m
a
,
I
i !
Direct staff to prhsent [a 8- presentation to ksidenb m *
Direct staff to bring Erfi - .=Gri-- services in house ,J
begin recruitment.
Place Utility tax on July 2*tr ti
agenda.
I
I iqcil meeting
I
I
Coordinate with the deve- nbunity to ____-___- 8
1 SI uressladditional
I " 1
alternative funding sourc
devel - .- ment review servic-s,
r
We would like 1 th
with
Christy Murphy
Janice Scarinci
Dick Holliday
Charlie Miller
i
Ltm BIOOd
LtD Artoloa
Com Bestland
Corn. Olsen
Dan McDade
Jim Norquest
Mary Smith
Richard Geist
Vicki Wade
rv I
J'
jan
3
E
iville
Y
I
c .
CITY OF PALM BEACH GARDENS
MEMORANDUM
TO:
APPROVED: Bob Patty, Director of Public Works Rs 7
Beth Ingold - Love, Assistant to the City Manager DATE: June 7,2000
FROM: Mark Vadas, Superintendent of Vehicle Maintenance
SUBJECT: Fleet Maintenance Privatization Feasibilitv Studv
Please fmd attached a copy of a recent study or request for information regarding the
privatization of Fleet Maintenance. This information was presented by, then Assistant
Director Hal Beard to Bob Patty Public Works Director, on December 27, 1999.
The total number of units presented in Mr. Beards report needs to be increased fiom 275
units to 384 units to accurately reflect the total number of units in the miscellaneous
category (trailers, weedeaters, small two cycle engine repairs, mowers, etc.). Basically
the principals he outlined are still valid; namely, there are no County or State
Organizations to our knowledge that have out sourced the maintenance.
I believe that the Vehicle Maintenance Division can be more productive by out sourcing
elements of our job responsibilities ( such as painting, large truck tire, vehicle recovery,
etc). Continued examination of further elements to out source is an ongoing process
within this Division.
It is my opinion and recommendation, that at the present time, the Department continue
in it’s present course of action, complete with the privatized elements, now out sourced to
local vendors.
Should you have any questions, please advise.
CC: file
I
MEMORANDUM
TO:
FROM:
DATE: February 11,2000
SUBJECT:
Richard Diamond, Assistant City Manager
Pete Bergel, Interim Director of Public Works
Fleet Maintenance Privatization Feasibility Study
Per your request, the Public Works Department has completed a privatization study of the
Fleet Maintenance Department. I have reviewed my staffs report, which is attached, and
will summarize their findings.
In the Operations Overview section of the Staff Report, it is explained that there are
numerous fixed costs that will remain a continuous cost to the City whether the Fleet
Maintenance Department is privatized or stays in house. These fixed costs include:
vehicle purchase, fuel and lubricants, vehicle and equipment parts, tires, tubes, and
maintenance on all fueling stations, i.e. compressed natural gas station.
The total Fleet Maintenance current budget is $1,123,391. Of that total, $759,548 would
be considered a fixed amount, which equals 68 percent of the overall budget. The
remaining $363,843 would be considered the cost of personnel services. To calculate an
hourly rate that the current division would generate, I directed my assistant to be very
conservative on actual time spent in a day on actual time worked, due to breaks, lunch
time, start-up and clean-up time. The figure used was 5 hours per day, when in actuality
staff feels this number would be closer to 6 out of 8 hours per day. The total of all hours
worked for a year was divided into the personnel services amount, including their
benefits package. This equation gave us an accurate current hourly shop rate of $40 per
hour.
Staff has performed several local shop rate functions of outside vendors. These rates
varied from $55 to $85. If you average all of these rates from the lowest to the highest,
the average outside shop rate is $65 per hour. I have attached a list of these outside rates
for your review.
1
Richard Diamond
Page Two
February 11,2000
Ryder Transportation Services, Inc. is currently performing this service at Ft. Lauderdale
and Miami, utilizing municipal facilities. These shop rates are based on over 1,000 units
per facility.
Although our current facility (due to size and equipment limitations) is near maximum
capacity, our staff is diligently striving to improve capacity as well as turn-around time to
other City departments.
Once a new facility, properly designed and constructed, is operational, I believe our staff
can and will provide fleet maintenance services more efficiently and timely than an
outside vendor.
I would like to explore the possibility of relocating Fleet Maintenance to Fire Station
Four (when it is relocated) until such time as a new Public Works facility is constructed.
Should you have any questions or comments concerning this matter, please do not
hesitate to contact me at any time.
PB:jbv
Attachments
cc: Nabar Martinez, City Manager
File
.
Telephone-775-8274 City of Palm Beach Gardens
Public Works Department
Fax-775-8279
MEMORANDUM
To: Bob Patty, Director Public Works
From: Hal Beard, Asst. Director Public Works
Subject: Fleet Maintenance Privatization Feasibility Study
Date: December 27,1999
Per your request, I have prepared a summary developed by my staff (Dick Holliday,
Mark Vadas and Charlie Miller) and I, concerning the feasibility of privatizing Fleet
Maintenance for the City of Palm Beach Gardens.
Operations Overview
The present budget for FY 1999/2000 for Fleet Maintenance is $1,123,391. Of
that, $562,500 or 50% is the fixed cost of purchasing new vehicles and fuel for
the year. This fixed cost will remain an operating expense to the general fund
even if fleet services are privatized. Other expenses that would generally be
considered a fixed cost are CNG Maintenance ($5,000), Lubricants ($9,100),
Vehicle Maintenance Parts ($140,000) and Tubes & Tires ($42,948). The
remaining $363,843 is the cost of Personnel Services ($257,502), Operating
Transfer to the General Fund ($48,325) and Miscellaneous Operating Expenses
($58,016).
The Fleet Maintenance operation is performed at the Public Works Complex
located on Burns road, consisting of one (1) Fleet Manager (supervisor) one (1)
Maintenance IV (shop foreman), three (3) Maintenance 111 (mechanics), one (1)
Maintenance I1 (mechanic assistant) and one (1) Maintenance I (general
maintenance).
There are 275 total units that are the responsibility of the Fleet Maintenance
Division. The following is the break down of the unit categories:
No.
Vehicles (Sedans & Pick-ups) 112
Motorcycles 9
40
61
Miscellaneous (Weed Eaters, Small Engines) 3
Heavy Equipment (Bulldozer, Dump Trucks, FireEMS Vehicles)
Light Equipment (Mowing Tractors, Lawn Mowers, Bobcat)
Total Units 275
Priva t bat ion
The City posted a request with The Florida League of Cities for any city or county
in Florida that has privatized their fleet maintenance operations to contact Palm
Beach Gardens. There was no response fi-om any city or county in the State of
Florida to our request. On the ICMA Management Information Service web site,
the only government entity that had an interest in privatizing fleet maintenance
was Volusia County, which in 1991 pursued the privatization of their operations.
Upon talking to Dave Crocker, Fleet Manager of Volusia County, the
privatization of fleet maintenance was not successfbl and after trying for a year,
the decision was made to keep it in-house. Summarizing Mr. Crocker’s words, the
main issues that privatization addresses is management practices and technical
requirements of the job, which are issues that are the same for private and public
agencies. With a good fleet manager, modern facilities and a commitment to
continued education of the employee’s, a government fleet operation can compete
and beat the private sector. Volusia County built a new fleet maintenance facility
four years ago and the fleet operation has become very successfbl. They are
presently repairing their vehicles for approximately $15.00 per hour less then
what the private sector charges in his area.
Investigating fiuther, I talked to Bob Stanton, Fleet Manager for Polk County and
Vice President of FLAGFA (Florida Association of Governmental Fleet
Administrators) concerning fleet privatization. Mr. Stanton had just completed a
statewide survey concerning fleet operations and found no municipal fleet
operations in the State of Florida that has privatized it’s fleet services where the
repairs were done off site. He sited the maior logistical problems of taking
vehicles and ecluiDment to off site locations to be repaired. The offsite vendors are
not dedicated to your fleet only and you would have to schedule repairs to meet
their work load or in an emergency, time would be lost trying to get “in line “
with the other vehicles being repaired. The few municipalities that have
privatized had a large stand alone fleet operation, such as Ft Lauderdale, that was
taken over by a private company. This is what I have found to be the case
nationally as stated below.
Nationally, there are fleet operations that are privatized. In the cases that I have
been able to review, all were instances where there was a centralized fleet
maintenance facility, which was run by public sector employees. The government
agency contracted out the entire fleet operation with a private company that took
over the fleet facility and staffed it as if it were part of the government operation.
Generally this is taking place were there are large fleets and/or in urbanized areas,
where the private contractor would have a number of fleet operations to make it
economically feasible based on the prior public sector budget.
Summary
The City of Palm Beach Gardens Fleet Maintenance Division already is out-
sourcing a number of fleet maintenance activities. The contractual vehicle
maintenance budget for FY 9912000 is $25,500. The following is a list of out-
source functions:
1. All body work and painting of city vehicles
2. All vehicle graphics for police and fire.
3. Transmission repairs
4. Hydraulic cylinder and pump repairs
5. Major engine rebuilds
6. Heavy equipment brakes & suspension
7. Front end alignments
8. Motorcycle tire mount & balance
9. Motorcycle engine adjustments at 1000 & 5000 miles.
10. 1000 & 5000 mile inspection & service on police motorcycles
1 1. Large truck & off road tire repair and replacement
12. Windshield and glass replacement.
These functions are out-sourced at this time to provide service to the departments in a
timely matter and to be more efficient with the limited space available.
In summary, as determined in the recent survey by FLAGFA and through talking with
numerous fleet managers, staff and I feel it would not be advantageous to privatize fleet
maintenance at this time. Based on the FY 1999-2000 Fleet Maintenance budget, staff
estimates that the present average hourly rate is $40.00 per hour. This rate is based on a
conservative estimate of each of the seven (7) mechanics actually working on a vehicle
63% of an eight (8) hour day (See attached work sheet) and includes the $25,500 for
contractual vehicle maintenance. The average rate charged by the local vendors offsite is
$65.00 per hour.
The Fleet Maintenance Department realizes that there have been problems with the level
of service provided to the City departments. We are working diligently to correct those
problems were it is feasible, however, until a new facility is provided, the level of service
has reached the maximum capability.
If I can provide any further information, please do not hesitate to call.
4 8
Fleet Maintenance Hourly Rate
$363,843 - Remaining amount of the Fleet Maintenance budget after deducting fured cost
7 mechanics x 2080 hours = 14,560 total available hours per year
14,560 x 63% = 9172.8 productive hours
$363,843 / 9172.8 = $39.67 per hour or $40.00
City of Palm Beach Gardens
Public Works Department
Fleet Management Fund
Organization Chart
SUPERVISOR
Fleet Management
Mechanic IV
Shop Foreman
Mechanic II 7