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1995.06.13_FAB_Minutes_Regular• TOWN OF HIGHLAND BEACH FINANCIAL ADVISORY BOARD REGULAR MEETING MINUTES Tuesday, June 13, 1995 9:30 A.M. Chairman Thomas J. Reid called the Regular Meeting to order in Commission Chambers at 9:30 A.M. Deputy Town Clerk Gretchen Dayton called the roll. Present were Chairman Thomas J. Reid, Vice Chairman Victor P. Hadeed and Members S. Myron Browner, John R. DeMarco and Werner Wm. Rothenberg. Also present were Mayor Voress, Town Manager Mary Ann Mariano, Finance Director Michael Seaman and Deputy Town Clerk Jane Dillon. APPROVAL OF MINUTES Changes were made to accurately reflect that Mr. Rothenberg made the Motion commending the Town Commission for their handling of the RTC matter, and further to reflect Mr. Browner's recommendation • that the Town seek a "line of credit" as an alternative in the reserve policy, after which a MOTION was made by MR. BROWNER/ MR. DEMARCO, to approve the Minutes of the May 25, 1995 Regular Meeting as amended. Chairman Reid wanted to thank the Town Commission for his reappointment. OLD BUSINESS Prepare a Preliminary_ Report for a Long Term Reserve Policy The MOTION was made by CHAIRMAN REID/MR. DEMARCO as follows: TO POSTPONE DISCUSSION OF THE RESERVE FUNDS REPORT TO A SUBSEQUENT MEETING TO BE SET AT THE NEXT REGULAR FINANCIAL ADVISORY BOARD MEETING. The Motion met with unanimous favorable vote. None. � 0 Financial Advisory Board . Regular Meeting Minutes June 13 1995 Pacfe 2 of 5 NEW BUSINESS Discussion of Departmental Expenditures Mayor Voress advised the Board that the Southern District Court of Appeals has accepted the Settlement Agreement in which the Town will pay $5.5 million dollars and allow the R.T.C. to build 427 units. This will require the use of $1.5 million dollars of existing reserves as well as the bonding of an additional $3 million dollars. $1 million dollars has been paid through the Town's insurance carrier. The Town Commission promised the residents there would be no increase in taxes this year. Therefore, he asked the Board to be very conservative with the budget. He also suggested to include the R.T.C. debt repayment as a new line item in the budget. The Town Manager concurred in the Mayor's remarks stating it was her intent to submit a budget with no millage increase to the Town Commission. Ms. Mariano suggested a rating system to rate the budget line items by priority. The following items of the budget were discussed: Salaries for each Department Ms. Mariano stated that a 3.2t cost of living increase based on the April CPI as per the Town's existing policy was included. Based on other factors including information obtained throughout the county, no merit increases were being recommended this year. Town Manager Ms. Mariano stated for the record that although her contract called for the funding of the ICMC Conference, it was her personal decision not to include same this year, resulting in a savings of $1,500 to the town. Finance Capital Outlay request of $4,000 for upgrading the current IBM System 36 computer system was discussed. Two Computer System Analysts were called in to look at the system and both suggested upgrading as the most economical solution. Protective Inspection The part-time Building Official has been included as a full-time position. The existing part-time secretary's position in the Town Clerk's Department, is included as a full-time position to work equally for the Clerk's office and the Building Department. • Financial Advisory Board • Regular Meeting Minutes June 13, 1995 Page 3 of 5 Other General Government Discussion followed, during which many questions were raised in certain areas. Building Official Lee Leffingwell and Maintenance Supervisor Ted Hanna were called into the meeting at this time. Regarding the necessity to replace the roof on the Library/Post Office building, both the Building Official and the Maintenance Supervisor felt strongly about the necessity of this expenditure. Due to some of the other constraints on this year's budget, the FAB felt that maybe this item should be deferred to next year. Regarding the $10,000 request for a new air conditioning unit for the Police Building and Town Hall, Mr. Hanna said the air conditioning unit for the Town Hall building may last another year, but the Police Building a/c unit is very undependable. The Board recommended a decrease in this request to $7,500 to replace the Police Building air conditioning unit. Regarding the new telephone system, Mr. Seaman stated the • phone system no longer has a maintenance contract; it has been deferred for two years and problems are becoming costly. The Board agreed that the phone system be given high priority this budget. . Regarding park benches, this request was eliminated. Regarding the blower to clear off sidewalks, parking lots, etc., Mr. Hanna said the blower is used several hours every day and a replacement blower is needed each year. The Board agreed with the necessity of replacing the blower. Law Enforcement A new police vehicle was purchased this year; therefore, no vehicle purchase will be necessary next year. Library The Capital Outlay Request for a laser printer was discussed with no objection. Refuse Collection A MOTION BY MR. HADEED/MR. REID pursuant to the contractual rate increase by BFI/County Sanitation, was made as follows: THE FINANCIAL ADVISORY BOARD PROPOSED A RESOLUTION TO THE TOWN COMMISSION TO INCREASE REFUSE COLLECTION RATES BY $.40 PER MONTH • FOR CURBSIDE AND $.25 PER MONTH FOR CONDOMINIUMS. Financial Advisory Board Regular Meeting Minutes June 13 1995 Pa e 4 of 5 Water Enterise Fund The Town Manager has asked the Mayor to meet with the Utility Director to examine the possibility of postponing some projects this year. The Capital Outlay Request for new water meters was discussed. Ms. Mariano said the cost is substantial to open the required meter pits to install a new water meter. As condominiums are being required to install backflow preventors, new water meters should be replaced at that time. Sewer The Town Manager advised that the Mayor will meet with the Utilities Director on June 15, after which this topic will be discussed. The following departments received no pertinent discussion: Town Commission Fund Balance Town Clerk Open Space and Recreation Capital Projects Legal Counsel Discussion took place regarding payment for the fire truck. It was mentioned that funds to pay for the fire truck would be due prior to the bond issue. It was noted the money would come from reserves until the bond is issued at which time the reserves would be replenished. The Town Manager requested that the Finance Director prepare the next draft of the budget by removing all questionable items and placing them on a separate list for later discussion and consideration if appropriate. It was agreed the next meeting will be held on Wednesday, June 28 at 9:30 A.M. There being no further business to come before the Board at this time, the meeting was adjourned upon MOTION by MR. BROWNER/MR. ROTHENBERG at 12:25 P.M. 0 0 • Financial Advisory Board Regular Meeting Minutes June 13 1995 Pa e 5 of 5 APPROVE: r\ Thomas J. Reid, Chairman 7 4c—p� . Hadeed, Vic Chairman S. Myron rowner ohn R. DeMarca Werner Wm. Rothenbe-rg ATTEST: ✓ DATE: