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2011.08.30_TC_Minutes_WorkshopTOWN OF HIGHLAND BEACH MINUTES OF TOWN COMMISSION MEETING WORKSHOP MEETING Tuesday, August 30 2011 1.30 PM Mayor Bernard Featherman called the Workshop Meeting to order in Commission Chambers at 1:30 PM. CALL TO ORDER: Roll Call: Members present: Mayor Bernard Featherman; Vice Mayor Miriam S. Zwick; Commissioner Doris M. Trinley; Commissioner John J. Pagliaro; and Commissioner Dennis J. Sheridan. Also present: Town Attorney Tom Sliney; Town Manager Kathleen D. Weiser; Town Clerk Beverly Brown; Acting Finance Director Cale Curtis; Assistant to the Town Manager Zoie Burgess; and members of the public. Pledge of Allegiance: The Pledge of Allegiance was given, followed by a minute of silence in honor of members of the military, both living and deceased. Civility Pledge: The Civility Pledge was recited by the Town Clerk. 1. ADDITIONS, DELETIONS OR ACCEPTANCE OF AGENDA Mayor Featherman asked for any additions or deletions. Receiving none, the agenda was accepted as presented. 2. PUBLIC COMMENTS AND REQUESTS No Public Comments received. 3. PRESENTATIONS Presentation of "Certificate of Completion" 2011 Institute for Elected Municipal Officials to Mayor Bernard Featherman. Town Clerk Brown, on behalf of the Florida League of Cities and the Florida Institute of Government presented a "Certificate of Completion" to Mayor Featherman for the completion of the 2011 Institute for Elected Municipal Officials held June 10-12, 2011 in Fort Lauderdale. Town Commission Workshop Minutes August 30, 2011 Page 2 of 7 Mayor Featherman stated that he recently had the opportunity, along with Commissioner Trinley; Commissioner Sheridan and Town Manager Weiser, to attend the Florida League of Cities Conference in Orlando. There were many seminars and workshops made available for attendees. The workshops were creative, innovative, and directed so you would think out of the box. I met and talked with over two dozen Mayors from various size cities, and received a lot of information. 4. BOARDS AND COMMITTEES A) Board Correspondence: • None B) Board Action Report: • None C) Board Vacancies: • Board of Adjustment and Appeals — One unexpired one-year term • Code Enforcement Board — Two Appointments • Planning Board — One full -term Interview: William Svenstrup — 3310 S. Ocean Blvd. Mr. Svenstrup stated that he has been a property owner for twenty-two years and a full-time resident for ten. During this time he has participated in many ventures in Highland Beach. He is active in St. Lucy's and has served as president of his condo association. Would like to serve on the Board to preserve and improve Highland Beach for our residents. Also believes with his historic knowledge of the Town, he can make a worthwhile contribution to the Planning Board. Comm. Sheridan stated he has known Bill for a long time, and has served on many committees with him. He is enthusiastic and completes all assignments. Comm. Trinley — I have known Bill for a long time and he is enthusiastic and community minded. Vice Mayor Zwick — Over the years, I have worked with both the Svenstrup's on various committees. We are very lucky to have Bill offer to serve on the board. Consensus was to include the appointment on the September 6, 2011 Consent Agenda. D) Monthly Board Meetings • Code Enforcement Board — August 4 h — Hearing — 2 PM • Beaches & Shores Advisory Board — August 9 h - Cancelled • Bd. of Adjustment & Appeals — August 16'' — Regular — 9:30 AM • Planning Board — August 17th — Regular — 9:30 AM Town Commission Workshop Minutes Auizust 30, 2011 Page 3 of 7 5. PROPOSED ORDINANCES AND RESOLUTIONS A) RESOLUTION NO. 11-007 R A RESOLUTION OF THE TOWN COMMISSION OF THE TOWN OF HIGHLAND BEACH, FLORIDA, ESTABLISHING FUND BALANCE POLICIES AS REQUIRED BY GOVERNMENTAL ACCOUNTING STANDARDS BOARD (GASB) 54. Town Manager Weiser: The Governmental Accounting Standards Board (GASB) is the financial standard setting board for state and local governments. The GASB recently issued Statement No. 54, Fund Balance Reporting and Governmental Type Definitions. This new rule requires state and local governments to adopt a policy that separates the General Fund's fund balance into 5 categories. Fund Balance is what we often refer to as our "reserves". Acting Finance Director Curtis will explain the Fund Balance Reserves. Acting Finance Director Curtis: The categories of fund balance to be established are non - spendable, restricted, committed, assigned, and unassigned fund balance. The separation of fund balance into reserve categories will provide a clearer distinction between the Town's available and unavailable financial resources. Town Staff also recommends the formal establishment of the following reservations of assigned fund balance. Assigned Fund Balance - The Town Commission hereby establishes the following assigned fund balance reserves in the General Fund: A) 16.7% Target Reserve - This is for fund balance assigned by the Town Commission for the purpose of protection against cash flow shortfalls related to timing of projected revenue receipts and to maintain budget stabilization. This targeted amount shall be 16.7%, or two months of General Fund operating expenditures, net of funds set aside for reserves. The amount to be assigned in the FY12 annual operating budget is $1,698,000. This assignment of fund balance is based on the FY12 budget submitted to the Commission for approval. B) Disaster Recovery - In order to provide the resources necessary to ensure continued operations and maintenance of services to the public, the Town shall assign a fund balance reserve for emergency preparedness in the General Fund. The amount shall be increased by $50,000 per fiscal year up to a maximum amount of $500,000.The target reserve account will be used to cover expenditures in the months of October and November when we customarily have a cash flow shortfall. Mayor Featherman — Do we have money in any of those accounts now? Director Curtis — We have $350,000 in an unrestricted disaster recovery reserve account. The new law also requires us to have a reserve account to cover expenditures in the months of October and November when we customarily have a cash flow shortfall. Consensus was to schedule the approval of Resolution No. 11-007 R on the September 6th Consent Agenda. Town Commission Workshop Minutes August 30, 2011 Page 4 of 7 6. NEW BUSINESS A) Commission to Review Content and Authorize Distribution of Resident Survey. Manager Weiser - At the June 28, 2011 Workshop Meeting, Mayor Featherman distributed a questionnaire survey that he would like distributed to the residents regarding the efficiency of services that they receive from Town of Highland Beach. Not only will the Commission receive the results of this survey, but the results may also be used in deciding the action items to be incorporated into the "Strategic Plan" being prepared by the Planning Board. Two additional questions have been added to the original survey document and the question regarding outside activity of residents has been removed. The Staff is requesting that the Commission review the wording and authorize the document to be included in the "Fall Highlander" and on the Town's website Comm. Pa lg iaro — Feel the survey is concise and well done. If any resident felt something was left out, there is an area for comments. Mayor Featherman— This will be the initial survey. Feel we need to mail these out yearly. Commissioner Trinley, Commissioner Sheridan and Vice Mayor Zwick — had no further comments and were in agreement to include it in the fall edition of the Highlander. Consensus was to include the authorization and distribution of the survey on the September 6th Consent Agenda. 7. MISCELLANEOUS — ITEMS LEFT OVER A) Minutes June 28, 2011 — Workshop Meeting July 5, 2011 — Regular Meeting No corrections received from Commission, minutes to be included on the September 6, 2011 Consent Agenda. 8. REPORTS — TOWN COMMISSION A) Commissioner Sheridan — I also was fortunate enough to attend the Florida League of Cities Conference in Orlando from August 11 ch — 14''. I found it most interesting and informative. I would like to thank the Town Clerk for all the arrangements that she made for us, and especially would like to thank the Town for offering the experience. B) Commissioner Pagliaro — No report. Town Commission Workshop Minutes August 30, 2011 Page 5 of 7 C) Commissioner Trinley — The large fine on the Musa property, does that continue to increase until it is paid? Town Attorney Sling y — Once the Code Enforcement order was satisfied, the fine stopped accumulating It is a lien on the property, but it is not an interest bearing lien. The fine will be paid once the property is sold and transferred. D) Vice Mayor Zwick — No report. E) Mayor Featherman — Reminded residents that we still have vacancies on several Boards. Contact the Town Clerk if you would be interested. 9. REPORTS — TOWN ATTORNEY No Report. 10. REPORTS — TOWN MANAGER No Report. 11. CONSENT AGENDA None. 12. PUBLIC COMMENTS AND REQUESTS RELATED TO ITEMS DISCUSSED AT MEETING Carl Feldman — 3210 S. Ocean Blvd. In regards to the "Resident Survey," I thought the Planning Board was going to have some input. Manager Weiser — My recollection is that the results of the survey will be given to the Planning Board to be used as a tool for the Strategic Plan. The results will be given to the Planning Board to prioritize the objectives. Mr. Feldman — Tomorrow morning is a special meeting of the Planning Board, and I thought that representatives of the Commission would be attending to discuss the Strategic Plan. Town Attorney Sliney — Each Board is an independent Board. Do not think it is a good idea to have several Commissioners meet with another Board. If the Planning Board has any recommendations, bring them back to the Commission as a whole. Mr. Feldman — Is the revision of the Comprehensive Plan going to be part of this? The Planning Board should have some input in this survey since the Board was given the responsibility of the Strategic Plan. We could possibly have some different ideas. Town Commission Workshop Minutes August 30, 2011 Page 6 of 7 Comm. Pa lg iaro — Over the years, while being a Commissioner, I have attended numerous meetings. Not as a participant but as an observer. Do not get involved in the dialogue of the meeting. Is being an observer a violation of the Sunshine Law? Mr. Feldman — Maybe the Strategic Plan should not be assigned to the Planning Board, but to a new Board made up of former Mayors, since we are restricted by the Sunshine Law. Carol Stern, Chairman of the Planning Board As Chairman of the Planning Board, I thought it was our responsibility to gather information from the Boards, Department Heads, and Residents. Once we receive this information, we will determine the main priorities, investigate the cost(s), and submit a realistic and affordable plan to the Commission. There will be a lot of information submitted to the Planning Board. It is going to take time to assemble it. I think six months is a push to complete the Plan. Comm. Pa lg iaro — The Commission has to be flexible with the time constraints. Six months is a request and not chiseled in stone. When the motion was made, believe the Commission gave you one year. Mayor Featherman — I have done these before, six months is a long time. You should identify three goals and stick with them. Mr. Feldman — Tomorrow's special meeting is to set goals. Chairman Stern — We have a preliminary wish list to instruct the members on what type of information that they should be gathering from the other Boards and Department Heads. Comm. Pa lg iaro — Once you receive all this information, it will be your responsibility to narrow the suggestions down and prioritize them into a Strategic Plan. Vice Mayor Zwick — Years ago, it was recommended that individual Commissioners not attend committee meetings, because those committee/board members tend to attempt to get the Commissioners involved in their discussions. My advice is for the Commissioners not to attend this Planning Board Meeting tomorrow. The Planning Board will present the facts to the Commission once they have a report ready. Residents should be attending to give their opinions. Comm. Pa liaro — I disagree with the Vice Mayor. If we attend as observers only, I see no harm. Ultimately the information the Planning Board receives will be narrowed down into the Strategic Plan. Mayor Featherman — You both have valid points. We have to be concerned about the Sunshine Law. Town Commission Workshop Minutes August 30, 2011 Page 7 of 7 13. ADJOURNMENT There being no further business to come before the Commission, Mayor Featherman adjourned the Workshop Meeting at 2:12 PM upon a MOTION by Commissioner Sheridan and seconded by Commissioner Pa lg iaro. APPROVED: Bernard Featherman, Mayor Miri S. Zwick, Vice yor Dm is M. Trinlev. Comfnis�ner J. Pagl aro, Dennis J. Sht4idan, Commissioner ATTEST: everly M. rown, MMC Date �—