2014.08.05_TC_Minutes_Workshop TOWN OF HIGHLAND BEACH
MINUTES OF TOWN COMMISSION MEETING
BUDGET WORKSHOP MEETING
Tuesday August 5 2014 6:00 PM
Mayor Bernard Featherman called the Workshop Meeting to order in the Library's Goldstein
Community Room at 6:00 PM.
CALL TO ORDER:
Roll Call: Members present: Mayor Bernard Featherman; Vice Mayor Ron Brown; Commissioner
Dennis J. Sheridan; Commissioner Louis P. Stern; and Commissioner Carl Feldman. Also present:
Town Attorney Brian Shutt; Town Manager Kathleen Weiser; Town Clerk Beverly Brown; Finance
Director Cale Curtis; Public Works Director Edward Soper; Police Chief Craig Hartmann; Library
Director Maria Suarez; Assistant to the Manager Zoie Burgess; and members of the public.
Pledge of Allegiance: The Pledge of Allegiance was given, followed by a minute of silence.
1. ADDITIONS. DELETIONS OR ACCEPTANCE OF AGENDA:
Mayor Featherman asked for any additions or deletions.
Receiving no additions or deletions, the agenda was accepted as presented.
2. PUBLIC COMMENTS AND REQUESTS:
No comments or requests were received.
3. PRESENTATIONS OF 2014 -2015 BUDGET:
Town Manager Weiser — This proposed budget maintains or improves our service levels, satisfies our
Capital Improvement requests and provides a fund balance that is financially healthy for the
foreseeable future.
Proposed Operating Budget 2014 -2015 Presentation by Finance Director Cale Curtis: The
following is a synopsis of the plan. A complete copy is available in the Finance Dept. in Town Hall.
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August 5 2014 Page 2 of 7
The Town's Taxable Value In 2015 our taxable value will be up 6.27% or $1.93 billion. It is the
third increase in a row.
Understanding Your Tax Bill: The tax bill is not only for Highland Beach but has other taxing
jurisdictions on there. The largest tax jurisdiction is the public schools. Highland Beach is about
24% of the tax bill.
Unassigned Fund Balance The big change in 2012 was when we established the budget
stabilization reserve. Basically, what we did was take funds from the Unassigned Fund Balance and
put it into an Assigned Fund Balance. The funds are still there and are set aside for budget
stabilization and disaster recovery. The estimated 2014 Year End General Fund fund balance will be
around 3.1 million. In 2015 we are proposing to take $403,000 from our Reserves to balance our
Capital Budget. These figures do not include the anticipated proceeds of the sale of the Boca Raton
properties for 3.5 million dollars.
Town Tax Rate From 2013 to the proposed year, our total tax rate has been decreasing mostly and
is partly due to increasing property values and the payment of principle and interest due to the voter
approved debt. As we make principle and interest payments on that, the annual payments go down.
The General Fund Operating Budget calls for a 3.95 tax rate and the total tax rate would be 4.6413
when you add in the debt service.
General Fund Proposed Budget Highlights On the revenue side, the taxable value increase is
6.27 %. There is no proposed tax rate increase and will stay with the 3.95. There is 403k being taken
from the Unassigned Fund Balance to cover capital projects. On the expenditure side, there is an
increase in personnel services of 5.1 %. The operating expenses are up 4.3% which includes
scanning/electronic archiving; fire services agreement; fire vehicle maintenance, fire station repairs;
general repairs /maintenance to Town facilities; solid waste collection and library media. While we
projected an increase in solid waste, we are very hopeful that going out to bid for services will result
in an actual decrease in solid waste collection.
Capital Outlay The total capital outlay for the General Fund is $426,000. This is used to fund the
replacement of the Public Works truck; replacement of the air handler in the Library; replacement of
two Police vehicles; purchase and installation of license plate recognition system; installation of an
exhaust system in the bay of the Fire Dept. and the enclosure of the Library terrace.
Water System Proposed Budget: The charges for services are going down and the expenses are
going up both operating and capital costs for replacements and renewals. The charges for services are
just under two million dollars this year. We have a transfer from the General Fund to cover the debt
in the Water Plant. The Water Fund is calling for an appropriation from their unassigned reserves of
$610,000 to balance their budget.
Sewer System Proposed Budget: The charges for services will remain the same. Total revenue
generated from that is a fixed rate. It comes in at about one million dollars.
5 Year Capital Improvement Plan: The big items we have in the upcoming year are the fire
apparatus and the fire rescue truck. While we have it listed in the five year capital improvement plan
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August 5 2014 Page 3 of 7
as an outright purchase, we have it in the budget to negotiate with Delray to amend the contract so
that they provide the fire truck and ambulance. In the following year we have some big projects for
replacing the water mains and the purchase of a calcite flow system. Based on today's meeting, both
of these items will take efforts to go to referendum and get voter approval. The first year of the
capital improvement plan becomes your capital budget when the budget is adopted. The remaining
four years simply serve as a plan.
Millaze Rate Scenarios: Our estimated taxable assessed value for 2014 is 1.938 billion dollars.
The 2013/2014 adopted total tax rate was 4.8054. The proposed tax rate is 4.6413 which is a
decrease of 3.4 %. The operating tax rate remains the same at 3.95 %.
There will be two public hearings: September 9h at 5:01 p.m. and September 23` at 5:01 p.m. to
formerly adopt the budget.
4. COMMISSION REVIEW, QUESTIONS & DISCUSSIONS:
Commissioner Feldman — Regarding the merit raises of 5 %, I feel it is too high. The educational
bonus of $4,000 is given to an employee with a BS degree. If that degree is not required for their job,
they get it anyway. Isn't that considered a bonus? Finance Director Curtis — It is considered an
incentive bonus. There are two different programs. There is a tuition reimbursement program that the
town will provide assistance in pursuing a field related degree and the education incentive where the
town will pay $2,000 for an Associates Degree and $4,000 for a Bachelor's degree. Comm. Feldman
— If this degree has nothing to do with the job classification, why do they receive it? Director. Curtis
— It was a policy that was put in place before my time. He explained how the incentive is given to the
employees. Manager Weiser explained that historically this type of incentive was in the Police and
Fire Union contracts. The former Commissioners said that if we are going to do this for our police
officers, we are going to do it for everybody. Comm. Feldman — I am not in favor of the 5% merit
increase or the educational incentive. I think it is spending frivolous money.
Commissioner Stem — A number of us feel the same way about the educational bonus. How many
employees are involved in receiving it? Director Curtis — There are approximately 12 to 14
employees who receive this. Half of those are going to be in the union contract. Comm. Stem — This
is something that has to be discussed further. Also, if we have a second reading on Comm. Feldman's
concern about the palm fronds and it becomes the Town's responsibility, the estimate for just doing
the palm fronds and keeping the trees clean around the Town Hall property is somewhere between
$4,000 and $6,000. If it going to be done for the rest of the town we should find a number that it is
going to take to do the rest of the town. Also, we need to address how we redo the billing of our
water so we no longer have a $610,000 deficit. Director Curtis —We put some money in the budget to
hire a consultant to review our water rates and provide recommendations. You would adopt new water
rates at a future date based upon the consultant's recommendations.
Commissioner Sheridan — I also have a question on the educational bonus incentive. It was originally
a one shot deal for those individuals to get their education, have it paid for by the town and then given
that one time incentive. In 2008 we had a total of six people. Now we are going up and up and I think
we should look into this. I don't know if we should take this away from the present employees but
perhaps we can look into this for future employees.
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August 5 2014 Page 4 of 7
Vice Mayor Brown — Merit raises are in lieu of cost of living raises. We, as a town, decided that we
would not give cost of living raises and would give a 5% merit raise based upon employee's
performance. This is something promised to our employees, and I don't see that it is breaking the
bank. I think the educational bonus is a wonderful thing that we do. If we do decide to change this,
we would have to review the whole personnel policy. With regards to the fire station repairs, we need
to find out from the personnel at the station and get some of our experts to tell us what we really need.
We need to plan this out over several years so we have a good fire station that is conducive to the
people that work there. Regarding the Enterprise Funds, we are saying that there is only $300,000 left
after taking $600,000 from the $900,000. Cash flow will raise that $300,000. It should not stay at that
amount. We are not drawing down on something that next year we only have $300,000 from the way I
see the funds flowing. Director Curtis — If the budget were to work out exactly as it is presented, we
get the exact amount of revenues in that year and spend the exact amount of expenditures; the
$300,000 is not going to increase at all unless we get a drastic reduction in expenses or an increase in
water rates or water revenues. Vice Mayor Brown — We need to look at a flat fee for our 4300
dwellings, if we are in fact going to raise something, so that the single family home is also paying the
same as each dwelling unit within the condos. That would raise a substantial sum. I do think the
intent of having an Enterprise Fund is that it is self sustaining, not that we are pulling tax dollars to
support that. Where is the three month reserve? There was talk about setting a reserve within the
water fund for a contingency so that they would be self sustaining. Director Curtis — That depends on
the water fund generating more revenue then it is spending, and having a one time influx of cash
coming from somewhere; whether it is the General Fund or an allocation from the proceeds of the
Boca properties. Vice Mayor Brown — Can we build a category for it in case we have funds left over.
We can start looking at building a reserve so that we don't keep running into problems where a little
fluctuation in the water causes problems. Director Curtis stated he would create a designation for it.
Mayor Featherman — Reflecting upon the merit increases, we have many fine employees and I don't
want to take anything away from them. Perhaps we can grandfather in those people who are where
they are at now and discuss making future changes to the 5% and the educational incentives. I am in
agreement with my fellow Commissioners that this is something we should look into.
Comm. Feldman questioned the increase of $32,000 in the Public Works Department. Specifically the
$22,000 allocated for trash receptacles and benches and $10,000 for painting the Library. Director
Curtis stated that the trash receptacles and benches are replacements, since the existing ones are in
very poor condition. Comm. Feldman referred to the air conditioning in the Library and the cost of
the air handler asking if it was for the new room also. Public Works Director Soper — We have not
seen the plans yet, but they believe the $40,000 is adequate and the condenser unit is large enough
with the new air handler to handle both rooms. In answer to Comm. Feldman's question regarding the
repeater system, PWD Soper explained that no cell phone signals can get in the public works building
The repeater system has an antenna on the outside and a cabling system and antennas on the inside, so
you would be able to receive calls on the cell phone. Comm. Feldman asked about the $23,000 for
equipment and installation on two police cars and whether we could use any of the equipment from the
old cars. Chief Hartmann — Any equipment that fit into the old Crown Victoria cars, which are no
longer being made, cannot be used for the new vehicles. Comm. Feldman asked if we are going
forward with the license recognition cameras. Chief Hartmann stated that it depends on the
Commission. The surrounding towns are looking to build this technology into their communities
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August 5 2014 Paize 5 of 7
because they have seen some of the successes with some of the local communities. Comm. Feldman
asked if the Highland Beach police force will be able to accomplish the use of this system since it is a
small force. Chief Hartmann stated that they promote this as a force multiplier. This would give you
eyes at your city limits where you wouldn't need an officer checking tags at the entrance to your
community. It would alert your force and you would know what is coming into your community. If
we need assistance all we have to do is ask and we can have half the south county here. This is
directed to the criminal element that targets your communities. Hopefully, if more communities
participate in this system, it could prove to be more cost effective. Comm. Feldman asked if the cost
of this system were in the budget and we waited to see what is going on, could that money be held on
the side without losing it. Director Curtis — It would not go anywhere until we came back to you with
a bid out contract to install these cameras. If we did not do it within the fiscal year, the funds would
go back into the Unassigned Fund Balance and would be available for reallocation the following year.
Chief Hartmann indicated that this would be the recommendation to see what is being done, and can it
be done at a reduced cost savings. Comm. Feldman feels the cost of $3,000 for the computers in the
Library is high. Director Curtis — They are for the residents use and may have specific specifications
to them due to the public use. This cost is just an estimate.
Comm. Stem — Are there any surprises forthcoming with our new police contract? Chief Hartmann
stated that he was not aware of any at this time. They are still in negotiations.
Comm. Sheridan — If we do implement this license plate recognition system, would it not tend to
expedite our accreditation? Chief Hartmann — One does not affect the other. Comm. Sheridan — I
have a repair and upkeep list that our Town Manager, the Chief of the Fire Department and myself
have recommended. M er Weiser — The money for the exhaust system was budgeted separately
then the money for the building repairs. Comm. Sheridan — The $15,000 is not going to go too far for
the repairs and I think we need to try and get a few more dollars to do the work. PWD Soper — The
estimate for retiling the entire station came in around $21,000. This includes the bathrooms which
were just done about two years ago. The cost without the bathrooms is approximately $14,000 to
$15,000. They are contractually obligated to paint, so we will not have to do that. I do recommend
replacing the drop ceiling which is in very poor condition, and the estimated cost would be somewhere
around $10,000. I am getting several different quotes on doing that work. There is approximately
$14,500 left in this year's budget and they will be allocating another $15,000 for the upcoming year.
Vice Mayor Brown was in favor of the license recognition cameras, library terrace enclosure, air
conditioning for the Library, the equipment for the police cars which will be a one time expense and
the repairs in the fire station. They need to continue with our merit raises and educational bonuses.
Down the road we can look at our personnel policy and grandfather people in. We need to investigate
raising the flat fee on our water to reduce the reserves and establish a reserve account for the three
month reserve in water. We also need to press on with negotiating with Delray Beach for our fire
truck and EMS.
j Mayor Featherman — The Financial Advisory Board believes we should make a buy on the fire truck,
then payout so much over a period of five or ten years so that we own the equipment and not someone
else. I would like to know if this is a consideration. Comm. Sheridan was at the FAB meeting and
indicated that Chair Gitner was emphatic that we go with the maintenance program with Delray.
Comm. Feldman — If we go with Delray will we have to give them a 10 year contract? Manager
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August 5 2014 Page 6 of 7
Weiser — We are in negotiations right now, but they are going to have to buy a truck so they will be
looking for a 10 year commitment. You brought up Boca Raton taking over our service. They did an
off the cuff number for us and it was 15% more than what we pay Delray. It was the policy decision
of this Commission to move forward with negotiating with Delray.
The Commission continued the discussion regarding the issue of the 5% merit raises and the
educational bonuses, and whether or not they should remain as is; particularly the educational bonus.
Town Manager Weiser suggested that in the case of an educational incentive, you would add it to
someone's salary once. They were hired with that as their package. Then it would end. Right now
they are getting it in a lump sum. It would be added to their salary; you are done with it and then you
get rid of the program. It doesn't penalize any of your current employees. They get the benefit of
what was originally in their employment package. My only criteria is that we do have employees who
are working their way through school right now on their degrees. That is an incentive and I would
want to honor that. We would not do that for any future employees.
5. COMMISSION BUDGET MEETINGS
August 26, 2014 — Budget Workshop — Consensus was that this meeting was not required.
September 9, 2014 — First Budget Public Hearing — 5:01 PM
September 23, 2014 — Final Budget Public Hearing — Set Millage Rate — 5:01 PM
6. DISCUSSED AT PUBLIC COMMENTS AND REQUESTS RELATED TO IT EMS
MEETING
Dr. Bill Weitz, 1135 Boca Cove Lane — The Town Manager's suggestion is an excellent one in terms
of how to handle the bonus education issue. The educational level is part of the hiring criteria. The
current employees should not be penalized. Regarding the cost of living raises, I think it would be
wise to see what the Federal Government considers a COLA. When they are looking at 1.2 %, 1.5 %,
we have to be very careful in assuming that a cost of living should be jumped to 5 %. This is a critical
factor. I cannot believe that every person in your workforce is getting the maximum 5% increase on
their performance. I think the rating system needs to be reviewed.
Ralph Ra mond — I also approve of the Town Manager's suggestion. How well are our pension plans
funded? Town Manager Weiser — We are in the Florida State Retirement System and don't have our
own separate pension.
7. ADJOURNMENT:
There being no further business to come before the Commission, Mayor Featherman adjourned the
Budget Workshop Meeting at 7:16 PM upon a MOTION by Commissioner Stern and seconded by
Commissioner Feldman.
Town Commission Workshop Minutes
August 5, 2014 Page 7 of 7
APPROVED:
Bern Featherman, Mayor
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Ron Brown, Vice Mayor
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Dennis J. Sheridan, C mmissioner
o ' Stem, ssioner
Carl Feldman, Commissioner
ATTEST:
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Beverly M. Brown, MMC
Town Clerk
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