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2008.04.30_TC_Minutes_Workshop• TOWN OF HIGHLAND BEACH MINUTES OF TOWN COMMISSION MEETING WORKSHOP MEETING Tuesday, April 30, 2008 1.30 P M Mayor Jim Newill, CPA called the Regular Meeting to order in Commission Chambers at 1:30 P.M. CALL TO ORDER: Roll Call: Members present: Mayor Jim Newill, CPA; Vice Mayor Miriam S. Zwick; Commissioner Doris M. Trinley; Commissioner John J. Sorrelli and Commissioner John J. Pagliaro. Also present: Town Attorney Tom Sliney; Town Manager Dale S. Sugerman; Town Clerk Beverly M. Brown; and members of the public. Pledge of Allegiance: The Pledge of Allegiance was given, followed by a minute of silence in honor of Riia Futernick, Vice Chairman of the Cultural Board who recently passed away. • Civility Pledge: The Civility Pledge was recited by the Town Clerk. 1. ADDITIONS, DELETIONS OR ACCEPTANCE OF AGENDA • None 2. PUBLIC COMMENTS AND REQUESTS • None 3. PRESENTATIONS Lucy Miller, Chairman of the Beaches and Shores Advisory Board gave a formal presentation on the recommendations of that Board on beach cleanliness and maintenance. The presentation included: the background of their initial presentation in October of 2007, analysis of public versus private beach cleaning; Town budget managing the beach cleaning; special tax district to cover cost of the cleaning of town beaches; enforcement; changes in present ordinance; conclusions -actions both pros and cons. Recommendations: • Approve the recommended ordinance changes in order to allow for stricter enforcement, if necessary. Town Commission Workshop Minutes Anri130, 2008 Page 2 of 6 • Approve the hiring of an economist to prepare all the necessary studies and papers to establish a tax district for the specific purpose of cleaning Highland Beach's beach. Carry out an affected citizens vote to establish a tax district. If established, provide Town staff support to the tax district. The Tax District Cleaning approval will ensure our beaches are pristine clean and cared for. It will benefit our dunes and will help stay beach erosion. Vice Mayor Zwick -Commend the Board on the excellent presentation. Question the recommendation that owners of private property only be given 3 days to clean it up before being fined. If people were away, how would they be able to comply? Mrs. Miller - At the present time, a lot of the beaches are being cleaned 3 times a week. Changing to 3 days is a moot point as it is not enforced. Commissioner Sorrelli -Good job. Are any of the homeowners invited to participate in these discussions? Mrs. Miller -They are invited, but do not participate, other than Beverly Knight who is also a homeowner and a member of the board. Comm. Sorrelli -How did you determine these figures? Mrs. Miller -From information the Town Manager gave us which we thought was low. Plus went out for bid last year, and the proposals for cleaning the beaches were $210,000. Commissioner Pa liaro -Would also like to commend the Board on their presentation. Is the objective of the Board to have the Town establish a tax district? Mrs. Miller -Either the Town includes beach cleaning as a line item in the • budget or holds a special election to establish a special taxing district. Once the vote takes place, and it is a majority vote, no one can opt out. Vice Mayor Zwick -How is the tax district set up? Per person or per property? Mrs. Miller -According to how much ocean frontage you own. Condo owners with deeded access would also be included in the tax .district. Commissioner Trinley -Kudos to every member of the Beaches & Shores Advisory Board for the comprehensive presentation. Town Attorney Sliney -Has this taxing district concept been done before? Mrs. Miller - Dr. Strong has set up a number of these on the west coast and in Jupiter. Atty. Sliney -The logical follow up is to invite Dr. Strong to give a presentation. Comm. Pa liaro -Has the Board considered making this presentation to the community? Mana eg_ r Sug_erman - The Advisory Board makes a recommendation to the Commission. The Commission has to decide what direction they want to take: change the ordinance; hire additional personnel; schedule a special election to create a taxing district. Mrs. Miller -The worse option would be to hire additional personnel for enforcement. Our intent is to keep the beaches clean. If you hired additional personnel for enforcement, everyone would be paying whether they derive a benefit form the clean beaches or not. Manager Su eg_rman -Initially there would be no cash out of pocket if a special taxing district was launched. The cost of the initial analysis would be paid by the taxing district. Vice Mayor Zwick -How would the dunes be restored? Mrs. Miller -The clean sea weed would be mulched and spread on the dunes. Mana eg r Su eg_rman -Virtually all of the beaches are privately held. If the taxing district was not approved, and the Town assumed the cleaning, we would need authorization from all the owners to go onto their • property. Mayor Newill - Is it the consensus of the Commission to invite Dr. Strong to Town Commission Workshop Minutes Anri130, 2008 Page 3 of 6 • a workshop and give a presentation on how to set up a taxing district and the benefits derived from it? All agreed. Schedule for June. 4. BOARDS AND COMIVIITTEES A) Board Correspondence • None B) Board Action Report • None C) Board Vacancies • None D) Monthly Board Meetings • Beaches & Shores Advisory -May 13th -Regular - 9:30 A.M • Planning Board -May 14th -Regular - 9:30 A.M. • Code Enforcement Board -May 21st - 9:30 A.M. • Cultural Advisory -May 22nd -Regular - 9:30 A.M. 5. PROPOSED ORDINANCES AND RESOLUTIONS • • None 6. NEW BUSINESS • Consideration of Items for the 2007-2008 Mid-Year Budget Adjustment Town Manager Su erman -Six months into the budget year, we are virtually right on target. There are only a few items that need to considered. Adjustments to Expenditures: A) The Finance Department needs to increase its expenditures by $10,400.OO.This is due to two activities. First, a new employee was hired and he is entitled to family health insurance coverage. The prior employee only had single coverage. In addition, because of the changeover in employees, the department incurred additional overtime costs which were not originally budgeted. The additional funds to cover these expenditures will come from the Reserve for Contingency line item of the budget. B) The Public Works Department had some additional construction costs that had not been anticipated: a concrete slab near Well #8 and drainage improvements around Town Hall. The additional funds to cover these expenditures will come from the Reserve for Contingency line item of the budget. Adjustments to Revenues: A) The Cultural Board has taken in more money in donations that what we originally anticipated. The first adjustment in revenue is for an additional • $5,000 in donations to the Cultural Board Fund. B) The Water Fund has a gaping hole in it. At this point, we are short $650,000 of the anticipated revenues versus expenditures. In Town Commission Workshop Minutes Anri130, 2008 _ _ Page 4 of 6 • the past, the Town's budget subsidized the water plant. The last budget would not have eliminated this subsidy altogether, but reduced it to $200,000. The proposed ordinance to increase the water rates was not adopted by the Commission, but "tabled." What was originally thought to be a $200,000 shortfall is now $650,000. This is a significant short fall. In order to cover the revenue shortfall, it is recommended that the General Fund transfer $650,000 to the Water Fund. This additional transfer will come from the Reserve for Contingency line item in the budget. The transfer from the General Fund to the Water Fund will also reduce the Reserve for Contingency line item in the current operating budget to a balance of $2,493.00. If the Commission agrees to these adjustments, they will be brought back to the Commission at the May 6`~ meeting as a Resolution. Mayor Newill -The Commission voted to "table" the water rate increase ordinance. It can be brought off the table and scheduled for a second public hearing. We cannot continue to deplete the General Fund to operate the water plant. Commissioner Sorrelli -What was the reason behind the "tabling" of the ordinance? Mayor Newill -Public outcry. People who were against it were the high users. The adjustment was favorable to them. Strongly feel the Commission should consider bringing it back. Comm. Sorrelli -Does the Town Manager have a recommendation? Town Mana eg r Su erman -Recommend the rate adjustment. Bring the ordinance off the table and schedule for the second hearing. Cannot vote for it until we publish a notice of a public hearing. Mayor Newill - If necessary, we • can schedule a special meeting. Vice Mayor Zwick -This town has subsidized the water rates for years. At the time the water plant was being built, the residents were advised that the rates would be going up. That is why the "Motion to Table" took place, because of the emotional impact. The ordinance would have raised the rates slightly and the town would only have to subsidize the plant slightly. The story has never changed. What must change is the attitude of the people. Move to next weeks' agenda. 7. MISCELLANEOUS -ITEMS LEFT OVER A) Amending the Revised Investment Policy Town Manager Sugerman - On page 6 of the document, 4a' line down, it states "at no time shall more than 35% of the Town's investments be committed to one investment or one financial institution etc? On page 5 - VI-1(4) - it states at least 50% of the portfolio should be continuously invested in readily available funds such as the state investment pool etc. Yesterday we moved $703,000 out of the State Investment Pool "A" and invested it in National City Bank. As of today, we have 43% of our free cash in National City. Trying to be as conservative as possible. If this policy is adopted, it would require us to move some money where we might not get as good of a rate. Even if we put 35% of our investments in one institution, as soon as the interest earnings were reinvested, it will automatically bring the total amount invested over 35%. Mayor Newill -The Town of • Highland Beach should not put all their money in one institution. The Financial Advisory Board if still listed on pages 3 & 6. The invested amount should allow for some growth. Town Commission Workshop Minutes Apri130, 2008 Paae 5 of 6 • Mana er Su erman - Pages S & 6 will be changed to 40%. Manor Newill - On page 3 (4) Continuing Education -Would like to include that the investment officer will submit a report to the Commission on education subjects and courses they have completed. Page 6 - still do not believe in the Local Government Investment Pool. At this time it is not reliable. Vice Manor Zwick - It was doing well until this incident. Is that your recommendation? Mayor Newill - If we were to take out our money, we would have to assume a $42,000 loss. Include on page 6 -Item VII (3) -Commission to receive a report monthly. Manager Su erman -Will make changes and present the revision at the next meeting. B) Minutes Approval Special Meeting -March 18, 2008 Workshop Meeting -March 25, 2008 Special Meeting -March 25, 2008 Regular Meeting -April 1, 2008 Include on May 6, 2008 Consent Agenda. 8. REPORTS -TOWN COMIVIISSION Commissioner Pa lg iaro - No Report • Commissioner Sorrelli - Have we ever considered allowing police officers to take cars home to free up parking spaces? Town Mana er Superman -Most of the police officers do not live in town. If the cars were taken out of town, they would be unavailable to the Town in case of an emergency. At last months meeting, the Chief stated his goal was to keep the mileage down to eliminate the wear and tear and replacement costs on the vehicles. Plus the cost of gas is high. We only have a parking problem for two hours, .once or twice a month. Commissioner Trinley - I recently took advantage of the Florida League of Cities Advanced Institute for Elected Officials course held in Tampa. Classes were informative and enlightening. Came away with a lot of information and feel the other Commissioners should take advantage of these classes. Vice Mayor Zwick - No Report Manor Newill - No Report. 9. REPORTS -TOWN ATTORNEY • No Report 10. REPORTS -TOWN MANAGER • • No Report Town Commission Workshop Minutes Apri130, 2008 Pa e 6 of 6 11. CONSENT AGENDA • None 12. PUBLIC COMMENTS AND REQUESTS RELATED TO ITEMS DISCUSSED AT MEETING Mayor Newill thanked the seven residents that stayed for the entire meeting. 13. ADJOURNMENT There being no further business to come before the Commission. Mayor Newill adjourned the Regular Meeting at 3:15 P.M. upon a MOTION by Commissioner Sorrelli seconded by Vice Mayor Zwick. APPROV~~ ~.~ ~~> r~ ~ ~- ~ - Jim N ill, CPA, Mayor Miri S. Z ick, ice ayor Doris M. Trinley, Commissioner C7