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1994.06.14_FAB_Minutes_Regular• TOWN OF HIGHLAND BEACH, FLORIDA FINANCIAL ADVISORY BOARD REGULAR MEETING MINUTES Tuesday, June 14, 1994 1:30 -P.m. In the absence of Chairman S. Myron Browner, Vice Chairman Victor P. Hadeed called the Regular Meeting to order in the Commission Chambers at 1:30 p.m. The meeting, originally set for 9:30 a.m. was postponed to 1:30 p.m. to await Finance Director Michael Seaman's return to the office. Town Clerk Anne M. Kowals, CMC, called the roll. Present were Vice Chairman Victor P. Hadeed, and Members Thomas J. Reid and John R. DeMarco. Absent were Chairman S. Myron Browner and Member Frank Magarace. Also in attendance were Commissioner John F. Rand, Town Manager Mary Ann Mariano, Finance Director Michael Seaman, and Town Clerk Anne M. Kowals, CMC. MOTION by MR. REID/MR. HADEED to approve the Minutes of the February 10, 1994 Regular Meeting, as submitted, carried without objection. OLD BUSINESS • Town Manager Mariano, noting the condominiums have requested the twice weekly recycling pick up provided during November through April be continued throughout the year, advised County Sanitation has agreed to service the Town with the Monday and Thursday recycling pick up 12 months of the year, to commence immediately at no additional charge for the next 6 years, if the Town submits its 'Letter of Intent to Renew' at this time. It was noted the present contract with County Sanitation would automatically be renewed unless advised otherwise, by either party, 60 days prior to the 09/30/95 expiration date. The Town Commission, at their June 07, 1994, Regular Meeting, approved the submittal of a 'Letter of Intent to Renew' to County Sanitation in advance of said expiration date. NEW BUSINESS Mr. Elihu Mantell, a Russell Drive resident, addressed the Board Members with regard to the operation of the Highland Beach Library. The Financial Advisory Board received Mr. Mantell's comments as information. REVIEW OF 1994/95 FISCAL YEAR BUDGET (EXPENDITURES) Prior to discussing the proposed 1994/95 fiscal year budget, the Town Manager noted the 2.2o Cost of Living Adjustment (COLA) for • the year is based on the April Consumer Product Index (CPI). The • Financial Advisory Board Regular Meeting Minutes June 17, 1994 Page 2 of 5 Town Manager further noted a savings of approximately $15/20,000 was realized during this current fiscal year as a result of the Town changing its Employees' Health Insurance Carrier. As this is the first preliminary review of the budget, expenditures are looked at to get through what it is felt the Town will need for the year. The Town Manager noted, as revenues come in, the Town tries to balance the budget to make ends meet somewhere along the middle. It was noted the 2.20-. COLA, based on the CPI to keep our pay plan current, was included throughout the budget as was the year's 5% potential merit increases. The budget will be discussed by the FAB and the Town Commission. Commissioner John F. Rand, the Finance Department Liaison, noted three years ago the merit increase program was deleted due to the Fire/Rescue costs, suggested, with the RTC litigation facing the Town, the merit increase be capped at 3 o for the 94/95 fiscal year. Vice Chairman Hadeed discussed the placement of $101,462.00 for the fire rescue vehicle on the Expenditure Comparison Report. The Vice Chairman recommended a column to show 'Estimated Year End Figures' • be included in the reports for the next FAB Meeting. Town Commission It was noted 'Travel and Per Diem' was increased due to a more active Commission that has a greater interest and involvement in areas which benefit the Town; they attend and travel to meetings and functions beyond Town limits. Town Manager It was explained the 'XL' reflected on the salary report is the proposed compensation under our pay plan; when an employee reaches the top salary for a category, the employee will then max out --when a merit increase is due, it becomes an 'XL' which is given in a lump sum so as not to increase the maximum salary for that position. It was noted the COLA is given across the board commencing with the first paycheck in December. Library It was noted the budget for the Library has increased approximately 20% due to the hiring of another part-time employee; staff now consists of a Library Director and two part-time employees. It was • further noted Life and Health Insurance benefits apply to full-time employees only. • Financial Advisory Board Regular Meeting Minutes June 14, 1994 Page 3 of 5 Town Manager Mariano stated the Friends of the Library funded the new part-time employee, Theresa Colarullo, for part of the year until that position is budgeted by the Town. In a discussion regarding the Library Director's salary which reflects a 10.2%s increase for the 94/95 F.Y, it was requested this matter be revisited by the Finance Director. At this time, Commissioner Rand announced he had to leave the meeting to keep a medical appointment. Town Clerk It was noted the Town, Town Clerk, Town Manager, and Town Commission share supplies and services. Finance Department The Town Manager noted Elizabeth Ulitsch is a benefits employee who is a full timer working for the Finance and Building Departments. . Other General Government It was explained the necessary repairs (i.e. Town Hall roof repair, interior and exterior painting of all buildings, repaving of Highland Beach Drive) and all maintenance (blower, chain saw, two new air handlers) and cleaning (paper towels, etc.) supplies are included in this portion of the budget. Post Office The Town is subsidized by the government; staff consists of four part-time employees. Law Enforcement There was no pertinent discussion or comment. Protective Inspection Building Department revenues do not reflect a number of projects (i.e. Grand Bay, Drexel -Tuscan Harvey Homes) that are anticipated to commence in the near future. It was noted the Building Official is a non -benefit part-time employee. At this point, a brief discussion regarding the Library ensued. It was noted the Library Director acquires books, magazines, etc., is that are requested by the residents; the invoices are submitted to the Finance Department for payment. • Financial Advisory Board Regular Meeting Minutes June 14, 1994 Page 4 of 5 Leaal Counsel This budget is remaining the same. Brief discussion regarding litigation followed. Fire Rescue This budget item reflects a 2.20-,; increase. Ambulance Service An increase of 3% has been budgeted for this service. Refuse Collection It was noted this budget item may increase 2 to 3%. Open Space This budget item ($46,250) has been carried forward each year. • Capital Projects It was noted that the $117,750. approved in the current budget was not used. Water System Revenue The revenues are based on no increase while keeping the current water rates in place. We are increasing the surplus account to cover the cost of whatever changes will be required once the 'Clean Water Act' goes into effect. Sewer System Revenue Brief discussion ensued regarding the problem experienced with the Delray Beach Sewer Meter. Delray acknowledged the problem and the Town anticipates a credit once the meter is repaired. Having completed the review of the proposed 1994/95 fiscal year budget 'Expenditures', Vice Chairman Hadeed, alluding to Commis- sioner Rand's suggestion regarding a 3% cap on the merit raise program, stated the potential financial problem in Town has nothing to do with our staff; the employees should not be penalized by placing a cap on the merit raise. Member Tom Reid, agreeing with the Vice Chairman, noted, regardless of the outcome of the litiga- tion, if a 501 merit program is appropriate at this time, that is • what should be put in place. • Financial Advisory Board Regular Meeting Minutes June 14 1994 Pa e 5 of 5 • Town Manager Mariano, noting the Town Commission will make the final determination regarding the matter of merit increases, advised, due to this year's low COLA, it will be her recommendation to keep the 516 merit program in the 1994/95 fiscal year budget. It was noted the merit program is based on the Town's Personnel Rules and Regulations. Brief discussion regarding the need for expansion of the Town Hall Complex ensued. It was noted temporary housing will be required for the Police Department which will be displaced due to the Town' s contractual obligation to expand the fire house in order to accom- modate our new fire truck scheduled for delivery in June, 1995. Regarding the expansion study prepared by Gee and Jenson, the Town Manager noted this might be the time to create a Library Founda- tion to raise funds for a new building. Such Foundation would be separate and apart from the Town; any and all donations would be tax deductible. The Town Manager advised when a tentative tax millage rate is set, a municipality can reduce that rate but it cannot increase it. In discussing possible meeting dates, it was suggested a joint meeting to allow discussion of ideas in the open be considered for the Town Commission and the Financial Advisory Board. The joint meeting has been scheduled for July 12, 1994, at 9:30 a.m. with another Financial Advisory Board Meeting set for July 19, 1994, at 9:30 a.m. to complete the review of the 1994/95 fiscal year budget at which time recommendations to the Town Commission will be made. There being no further business to come before the Board at this time, Vice Chairman Hadeed adjourned the meeting at 3:25 p.m., upon MOTION by MR. REID/MR. DeMARCO. AT T: Date: AMK APPROVED: (Absent S. Myron Browner, ChairWd4 f ictor P. Hadeed, Vice Chairman -/ems eA-1i Thomas J. Reid Absent Frank A. aga ace / John R. Demarco