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2016.08.16_TC_Minutes_Workshop TOWN OF HIGHLAND BEACH MINUTES OF THE TOWN COMMISSION BUDGET WORKSHOP MEETING Tuesday,August 16, 2016 1:30 PM Mayor Bernard Featherman called the Budget Workshop Meeting to order in the Town Commission Chambers at 1:30PM. CALL TO ORDER: Roll Call: Members present: Mayor Bernard Featherman; Vice Mayor William Weitz, Ph.D; Commissioner Carl Feldman; Commissioner Louis P. Stern; and Commissioner Rhoda Zelniker. Also present: Town Manager Beverly Brown; Town Attorney Brian Shutt; Town Clerk Valerie Oakes; Police Chief Craig Hartmann; Finance Director Cale Curtis; Public Works Director Ed Soper; Library Director Lois Albertson and members of the public. Pledge of Allegiance: The Pledge of Allegiance was given,followed by a minute of silence. Civility Pledge: The Civility Pledge was recited by the Town Clerk. 1. ADDITIONS,DELETIONS OR ACCEPTANCE OF AGENDA: Mayor Featherman called for any additions or deletions to the agenda. Commissioner Stern requested a moment of silence for former Commissioner and Town Clerk Doris Trinley. Item 3A — Commissioner Stern added a discussion regarding Town Employee's unionization. Item 4F—Commissioner Zelniker added the Building Department to the Budget Review. Hearing no further additions,the agenda was accepted as amended. 2. PUBLIC COMMENTS AND REOUESTS: None were received. Town Commission Workshop Meeting Minutes Tuesday,Ausust 16.2016 Pajee 2 of 8 3. NEW BUSINESS: A) Discussion on Civilians Unionizing Commissioner Stern — To receive correspondence and to be informed that the Town is being put on notice that the employees want to unionize bothers me because we, as a Commission, have failed. I agree that we have done a great job by reducing our taxes. I realized that at the end of last year I ended up saving $128, and these poor employees in this Town are getting clobbered by us, and I don't think it is fair. I received four phone calls within the last couple of days asking what we are doing. They stated they are not unhappy with their taxes. I have also had employees telling me they don't understand, are unhappy and most likely will be looking for a new job next year. We have done a great job finding some mishaps and correcting them, but we are taking it out on the wrong people. We are not increasing taxes and will lower taxes with our rolled back rate. I am going on record as saying that what we are doing, before we get into nickel and diming this budget again, I think we need to think about what is right and what is wrong for not only us, the people we represent and for the Town employees. Vice Mayor Weitz — I agree with Commissioner Stern that we have been careful and cautious about the Town budget, and that is what we are elected to do. However, I do not want to link reduction of Town budget with the issue of the unions and employee morale and concerns. Nothing we removed, with the potential exception of the current health plan we adopted and the one they had which were cost effective decisions,had to do with benefiting the issue of saving taxpayers money. These were items that were either misappropriated or never appropriated and continued in a budget without the proper review of the Commission. Commissioner Feldman — I am calling a point of order. We have been advised by our Attorney that we are not to discuss this in an open forum. Town Attorney Shutt — Town Attorney Torcivia is correct. If you are talking in generality it is okay, but many times these discussion lead to more specific things, and that is why I think it would be best if we move on. 4. REVIEW OF 2016-2017 BUDGET BY DEPARTMENT: A) Other General Government(OGG)—519.300 Finance Director Curtis — These are items that are not directly linked to a specific department but for items such as the Town's utilities, professional services for the general IT work, cleaning of the Town facilities and supplies for the Town's facilities. Town Commission Workshop Meeting Minutes Tuesday,August 16,2016 Page 3 of 8 • Insurance and Bonds: Commissioner Feldman — The $95,000 you have listed for automobile insurance, did you take off the fire truck and the ambulance? Fin. Dir. Curtis —This number is based on last year's figures. Once the ambulance comes off it will be adjusted but it will only be about $1,000. Most of the $95,000 is your general liability and property insurance. The auto schedule is about$10,000 a year. • Bank Charges: Commissioner Feldman — Why do we get bank charges? $11,000 seems like a great deal of money. Fin. Dir. Curtis — This is through PNC Bank and the majority of these charges are $5,500 for credit card processing fees. Most banks charge corporations for banking services such as your checking account, electronic payment processing and automated clearing house processing. We have recently cut these fees in half. • Library Computers: Commissioner Feldman — There is a figure of $5,000 for patron computers at the Library. I thought they were being replaced by the Friends of the Library. Library Director Lois Albertson—The Friends of the Library purchased laptop computers for us to give training for residents. The actual patron PC's that are listed here are the permanent computers that we have for people to come in and use at the Library. • Copier Lease: Commissioner Feldman —There is a figure of$6,000 for this item. Are all the copiers grouped into one lease? Fin. Dir. Curtis—The copier listed under OGG is in the Town Clerk's office and is available for the Commissioners, the Town Manager and the Clerk's department. We allocate funds to different departments based on their use. We have one contract with Toshiba Leasing under the Florida State contract. • IT Services: Commissioner Feldman questioned the $20,000 listed for this item. Fin. Dir. Curtis explained the contract with Node 0, the different costs involved and the monthly charges involved in each department; the Library, Police Department and Town Hall. Discussion ensued regarding the IT services. In total, the anticipated budget is around $39,000. This a considerable savings from the previous way the IT services were performed if you factor in two full time employees and one contractual service, which were eliminated. Vice Mayor Weitz —Do they charge an hourly rate if they come into Town Hall? Town Clerk Oakes — They do not charge an hourly rate when they come into Town Hall and meet with me regardless of the time spent. They have been more than fair with their prices. Town Commission Workshop Meeting Minutes Tuesday,August 16,2016 Page 4 of 8 B) Post Office Department—519.100 Commissioner Feldman —What is the income from the Post Office? Fin. Dir. Curtis — The United Stated Postal Service pays us $25,000 per year. C) Library Department—571.000 Commissioner Zelniker — We have a wonderful Library Director and the residents are very happy with our Library. Whatever the Library needs, they should have. Vice Mayor Weitz — The Library has done a wonderful job. I am questioning the amount of funding listed for the Tallahassee trip and hope there is enough money being allocated for this. Lib. Dir. Albertson — That trip is for the Annual Public Library Director's meeting and for new Library Directors. When you have been in a Library for less than two years, the State subsidizes a good portion of the travel in to encourage new Library Directors to come and learn about what the State offers. This amount should cover the cost. We don't have any money in for training and development because in Florida the State provides training for all Library staff who are eligible to take training at no charge. It is funded through a State and Federal Grant from the Institute of Museum and Library Services. It is excellent high quality training. Town Manager Brown— In the patron section there are two empty spots for computers. They don't need them at this time of the year but during season they do. Patrons are waiting in line. If you would like to add another $2,000 to their budget I am sure we can accommodate our patrons who use them during the winter season. Consensus was to add$2,000 to the Library budget to purchase two more computers. D) Public Works Department—519.000 Commissioner Feldman—Is the maintenance person, Tyrone Powell, in that department part time? Town Manager Brown — He is a part-time employee, and I am requesting that he be put on full-time. Comm. Feldman — I don't see why we need to put him on full-time. Town Manager Brown — He has been working with the men in that department and, as we are making more improvements, he has been taking on more responsibilities. In addition to working at the Library, he is also working with the maintenance personnel. Public Works Director Ed Soper — The part- time employee has taken on a lot more responsibility. We have more aging infrastructure and more maintenance tasks. The more personnel we have in our department, the more we can accomplish. Things are getting done that haven't been done before. He is doing a very good job in taking on this additional responsibility and doing a great job for the Town. Comm. Zelniker — Does he do work at the Library? PWD Soper — No, he is not a janitorial person. He sets up for functions in the Library. We have contracted out for janitorial functions in the Library. Vice Mayor Weitz—We would need justification as Town Commission Workshop Meeting Minutes Tuesday,August 16,2016 Page 5 of 8 to why this person is needed full-time in terms of justifying personnel and financial budgeting. Commissioner Feldman —There is a line item for Bel Lido Bridge specifications in the amount of$20,000. Is that work that has to be done on that bridge? PWD Soper—The FDOT has inspected that bridge twice over the last four years. Each time we have gotten a report showing signs of aging and concerns about the bridge. They have indicated that we need to do an engineering study to determine the level of the work to be done in order to bring the bridge up to standards and make sure it is safe and usable for the foreseeable future. I contacted one of our consulting engineers asking what the approximate cost would be to get a thorough evaluation done on the bridge so we can get whatever work done that is needed. The $20,000 is an estimated cost. Comm. Feldman — You are talking about another $20,000 for engineering work which brings this to a total of$40,000. PWD Soper—No one will commit to an accurate engineering number without an evaluation first. Comm. Zelniker — We need to be proactive with this issue. Commissioner Stern — You are asking for $100 this year under elevator permits. Last year it was $1,900. Why the big difference? PWD Soper—Last year we needed a tank registration permit which happens every two years, and we didn't need it this year. Commissioner Feldman — There is $154,000 in your budget for the replacement of the fire hydrants along AIA. I would like to see this come out of the Reserve Fund instead of the budget because we have the $3.5 million, and we have such an overage in the Reserve Fund. Fin. Dir. Curtis — The $3.5 million is in the Water System. The fire hydrants are being taken out of a General Fund. We are hopeful that the fire hydrants can be included under the SRF (State Revolving Fund) funding project. If our bids come in low enough, we can add that in as an alternate. Comm. Feldman—I still would like to see the $154,000 be taken out of the Reserve Fund. Vice Mayor Weitz —What are the pros and cons? Fin. Dir. Curtis — With the use of reserves, you can ultimately lower your taxes further by $154,000 if you wanted to take that item and use it specifically. There are no real cons. You are using reserves that are in the bank earning interest. The reserves are there for items such as your capital replacements. The $3.5 million reserves are currently in the Water System. What we would do is take the fire hydrant project out of the General Fund and put it in as an expenditure under the Water System, and then increase the Appropriation from Reserves to balance that budget to offset that cost. Consensus was to remove the fire hydrant project out of the budget as requested by Commissioner Feldman. Fin. Dir. Curtis will make the adjustments. Town Commission Workshop Meeting Minutes Tuesday.August 16,2016 Pate 6 of 8 E) Water Department—533.000 • Personnel. Public Works Director Soper — The personnel are all financed through the Water Department with the exception of the part-time employee who is financed under the Public Works Department. • Hydrant Maintenance Fee: Commissioner Feldman — Would the $30,000 be brought down if we put it under the new hydrants along AIA? PWD Soper—That fee is for private hydrants. • Enclosure of the New System: Public Works Director Soper — That comes under Capital Improvement. Fin. Dir. Curtis—When we have the system put in, the base bid will include a nine-foot tall vinyl fence around the structure. We hope the project comes in low enough where we can enhance the aesthetics of that area with a higher enclosure, and totally conceal that tank. It is basically lumped into the $5 million. Comm. Feldman—I would like to take that out because if it is not, I don't want to add it to it. I don't feel we need that enclosure for$113,000. Fin. Dir. Curtis—It is not in addition to that cost. PWD Soper —It will be bid out as an alternate, and you can decide whether you want the fencing or any other type of concealment. Vice Mayor Weitz — Do you see the fencing as being a type of security for the Town? PWD Soper — It would be helpful in terms of security. If the bids come low enough and the aesthetics look pleasing, I would advise to go ahead with the concealment wall. If it comes in higher and you don't think we have the money, we could always do it later on down the road. Town Manager Brown—The bid does require a new fence along side of it. This wall is to cover the tank to make it more pleasing to the neighborhood. Commissioner Zelniker — What is happening with the drainage from the State. PWD Soper — They are moving along with it. They are looking for the Town to get permission from the adjacent property owners to do work in those areas. There were conflicts with irrigation and utilities. F) Building Department Town Manager Brown — Could this item be tabled until the August 30`h workshop? The Building Department Office Manager, Carol Holland, is on vacation. Also, Vice Mayor Weitz asked that we institute a program for electronic permits. I have Town Commission Workshop Meeting Minutes Tuesday,August 16,2016 Page 7 of 8 interviewed one company and have another one coming up. I thought the Vice Mayor and I would be able to see if there are any other companies that would like to bid on it. The lowest one I received was $50,000 a year. Commissioner Zelniker — A resident asked about the breakdown for SAFEbuilt in our budget and if it is on the website. Fin. Dir. Curtis — We don't specifically name SAFEbuilt, but it is under Contractual Services on the website. Comm. Zelniker — I feel strongly that we should have our own Building Official. Town Manager Brown—The SAFEbuilt addendum is coming up at the next workshop, and it might be a good time to discuss it and know which direction we should be going with the correction on the addendum. Commissioner Stern — This contract is going to have a 30-day out for us if we are not happy. If we are to find our own Building Official it will take more time than we have allotted to renew a contract. This is a decision we need to be comfortable with. Consensus was to place this on the August 30`h Workshop Meeting for further discussion. 5. COMMISSION BUDGET MEETINGS: • August 30`h immediately following workshop meeting—Budget Workshop • September 14th at 5:01 p.m.— V Budget Public Hearing • September 27`h at 5:01 p.m. — 2nd Budget Public Hearing — Set Millage Rate and Adopt the Budget 6. PUBLIC COMMENTS AND REQUESTS RELATED TO AGENDA ITEMS DISCUSSED AT MEETING ONLY: Edward Neidich, 4740 S. Ocean Blvd. — Regarding the discussion on the wall enclosure around the new system, I would like to see all safeguards be taken for the Town. We should make it a priority to see just how much a protective wall would cost for the safety and wellbeing of our residents. It would give them great peace of mind. 7. ADJOURNMENT: There being no further business to come before the Commission, Mayor Featherman called for a motion to adjourn the Budget Workshop Meeting at 3:10 PM. MOTION: Commissioner Stern moved to adjourn the Budget Workshop meeting at 3:10 PM. Motion was seconded by Vice Mayor Weitz, which passed unanimously. Town Commission Workshop Meeting Minutes Tuesday,August 16,2016 Page 8 of 8 APPROVED: Bernard Featherman, Mayor li eitz, Vice Mayor ar eldman, Commissioner 56'uis"Stern, CWrassioner Rho-dl Zelniker,tff)missioner r' ATTEST: � �6Ycx-Y\6cr I ► Valerie Oakes, CMC, Town Clerk Date III