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1990.08.27_TC_Minutes_Special., +.. w ~~ TOWN OF HIGHLAND BEACH f ~I MINUTES OF MEETING OF TOWN COMMISSION WORKSHOP/SPECIAL MEETING Monday, August 27, 1990 9:30 A.M. Mayor Joseph A. Boulay called this Workshop/Special Meeting of the Town Commission to order in Commission Chambers at 9:30 A.M. Deputy Town Clerk Doris Trinley called the roll. Present were the Mayor, Vice Mayor William E. Paul and Commissioners Marvin A. Waldman, Betty Jean Stewart and Harold C. Chambers. Also present were Town Manager Mary Ann Mariano, Chief Accounting Offi- cer Michael W. Seaman and members of the general public. Mayor Boulay stated the purpose for the meeting was to discuss the 1990/1991 Fiscal Year Budget and to give first reading to the following ordinances, which he read into the record by title only: AN ORDINANCE OF THE TOWN OF HIGHLAND BEACH, FLORIDA, TO EFFECT A TAX LEVY BASED UPON THE 1990 TAX ROLL OF THE TOWN • OF t',1:~hLAt3v i~r~Ai:in. AN ORDINANCE OF THE TOWN OF HIGHLAND BEACH, FLORIDA, APPROPRIATING FUNDS FOR THE FISCAL YEAR 1990/1991, BE- GINNING OCTOBER 1, 1990 AND ENDING SEPTEMBER 30, 1991. Mayor Boulay then invited Town Manager Mary Ann Mariano to start dis- cussion on the 1990/1991 Fiscal Year Budget. Mrs. Mariano noted that the preliminary budget package, with a millage rate of 3.2454, had been reduced to reflect a millage rate of 3.0459 because of a 10% increase in insurance rates, rather than the projected 20%, as well as a de- crease in contract service costs from Palm Beach County Fire/Rescue. She added that any reductions or increases regarding the proposed bud- get, including optional items for Commission consideration, would re- flect a change in the millage rate. With Chief Accounting Officer Michael W. Seaman, the Town Manager and the Commission commenced to review the General Operations Budget, fo- cusing on one department at a time. Revenue was covered before expen- ditures. Some pertinent areas of discussion regarding the departments were as follows: General Fund Revenue The figure for building permits was noted as being high since a proba- • ble reduction in applications is expected. The Commission was in- formed that the figure came directly from the Building Department; it was also mentioned that permits for the Boca Hi B and C sites had not Town Commission Workshop/Special Meeting August 27, 1990 • Page 2 of 9 yet been pulled. Mrs. Mariano said she would question the rationale for the figure and report back to the Commission. Regarding state grant funds for recycling, Mrs. Mariano was of the opinion that these monies should be used to buy required containers for a recycling program. Town Commission (01-01-11) An increase in postage was noted to be the result of the newsletter recently approved to be sent on a monthly rather than a bi-monthly basis. Commissioner Chambers suggested that the newsletter be returned to bi-monthly status and said the commission might want to consider this. Commissioner Stewart requested a breakdown of expenses for account 5540 (Books, Dues, Education and Subscriptions), which will be pro- vided by Mr. Seaman. Town_Manager (01-02-12) Travel and per diem fees were explained to be the Town Manager's at- tendance at monthly City Managers' meetings and the yearly City/County • Managers' Association that is her only trip outside the county. In answer to Commissioner Stewart's general question regarding salaries, Mrs. Mariano said that 4. 5% was built into projections, based on the April 1990 CPI in keeping with adopted personnel policies; merit increases remain the same, ranging from 0-5°s. About half of the employees received the maximum 5%; of department heads, only one did not receive the full 5%. Noting comparable figures from nearby communities that had been sub- mitted for Commission review in this regard, Commissioner Chambers asked how the municipalities were selected for comparison's sake. Mrs. Mariano said the Town Clerk's office prepared this information, but she would check on it and also see that Commissioner Chambers' request for comparable figures from past years was provided. Referring to account 5540 (Books, Dues, Education and Subscriptions), Commissioner Stewart noted that the Financial Advisory Board is not afforded enough information to adequately review costs of this kind. Town Clerk (01-03-12) Discussion regarding this department centered on the travel expenses which will be incurred to allow the Town Clerk to pursue a Certified Municipal Clerk status. It was noted that this would be a three-year rather than a one-time expense. After some discussion, it was the . Consensus of the Commission to allow this cost to remain in the budget. Town .Commission Workshop/Special Meeting Minutes August 27, 199 Page 3 of 9 At this time, Commissioner Stewart digressed the discussion from this specific department to give her overall view regarding telephone usage by Town employees. Even though the employees reimburse the Town for toll or long distance calls, the Commissioner noted that this system itself created an extra time-consuming bookkeeping factor. She further stated that she was of the opinion that no employee should use the telephone or the fax machine for personal use at any time. Mrs. Mariano read the Town's policy on this issue into the record, noting that the Commission may consider amending same. Returning to the Town Clerk's department budget, a discussion regarding a request for a second computer ensued, with Commissioner Chambers ad- vising that he felt the proposed cost was too high. He asked the Town Manager to look into other than the proposed manufacturer on whose prices the figure was based. Finance Department (01-Gl4-13) Mr. Seaman explained the need for another personal computer, as well as his desire to upgrade existing programs. In regard to updating pro- grams, Commissioner Stewart noted that it was important for those who operate them to be proficient in their use and questioned if this was true of the programs already available to the department. A lengthy discussion took place regarding ADP costs for payroll, with both Commissioners Stewart and Chambers questioning why payroll cannot be done in-house since all figures are prepared and checked before being turned over to ADP. Mrs. Mariano advised that an analysis of this approach had been done for the Commmission last year; however, an up-date would be prepared for their consideration. Commissioner Chambers questioned Mr. Seaman about maintenance contracts for computer equipment in the department, stating that he thought them excessive. Library (01-15-71) Mrs. Mariano explained that this was the first time the Library had re- quested the Town pay for its supplies; in the past these had been provided by the Friends of the Library. When Commissioner Stewart asked if this was because of a drop in donations, John E. Ward, Trea- surer of the Friends of the Highland Beach Library, addressed the Com- mission and gave a detailed account of the organization's finances, answering questions during his presentation. Specifically, he noted the increased costs of books as the reason the Commission was being asked to increase the Town's donation to the Friends of the Library, as well as the fact that the Friends had already paid half the cost of the new shelving to be installed in the Library. Commissioner Stewart thanked Mr. Ward for his willingness to apprise the Commission of the Friends' finances, saying he had been the first ever to do so. Town Commission Workshop/Special Meeting Minutes August 27, 1990 • Page 4 of 9 Town Librarian Elizabeth Poulsen next addressed the Commission, ex- plaining the necessity of upgrading reference materials. Some of the materials in this category, she continued, went back to 1978 and, be- ing outdated, no longer met the needs of library users. Regarding other types of books, notably best-sellers, she advised the price of a single title had increased dramatically; one author, a favorite among the library users, had gone from $19.95 to $25.00 retail. Mrs. Poulsen added that even with available library discounts, the cost of securing multiple copies of a title is a considerable expense. Referring to a great many library users interested in stocks and bonds, she added that a subscription to Value Line had been made at a cost of $450 per year. Following these remarks, Vice Mayor Paul said he was of the opinion that the Library should get every bit of help it needs, adding that if the Town were in the county library system, there would be a .391 mil charge per property. Mrs. Mariano noted that the Financial Advisory Board had recommended approval of sharing half the cost of new shelving, and after further discussion, it was the CONSENSUS of the members to allow for the pro- posed increase in donations for book expenses, as well as include into the budget at this time the monies for the shelving, which will be done under a separate capital investment category as per direction of the • Commission. Other General Government (01-06-19) Although no funds had been allotted for account 5640 (Machinery and Equipment) for the coming fiscal year, Mrs. Mariano noted that the Town's riding lawn mower needs to be replaced; however, the monies are now available and the purchase will be made when price comparisons are completed. The reduction in contractual services, the Town Manager advised, was due to the Maintenance Department's taking over janitorial services for the Town complex. Since account 5520 (Operating Supplies) includes fuel usage, Commis- sioner Chambers asked if any contingency had been put in place due to recent increases in fuel prices. The Town Manager replied there had not, but if necessary this could be re-addressed at mid-year. Vice Mayor Paul noted that at mid-year it would be possible to have a better idea of the fuel situation and where increases were going to stop. Post Office (01-08-19) Review of this department prompted a lengthy discussion regarding account 5410 (Communications). Commissioner Stewart said that she was • not comfortable with the figures as assigned to all individual depart- ments reviewed thus far, adding that she felt the problem was use of telephones for other than business. Town Commission Workshop/Special Meeting Minutes August 28, 1990 • Page 5 of 9 Regarding alternatives to the phone system now used, Commissioner Chambers asked the Town Manager if she had looked into SunCom. She replied that another type of line is needed for that system. When Commissioner Chambers asked about the possibility of installing a Watts line, Mrs. Mariano said an evaluation on this was done 18-24 months ago. Mr. Seaman was asked to do an analysis on these systems. Returning to discussion of the Post Office budget, Commissioner Chambers questioned if account 5240 (Workers' Compensation) had in- creased so sharply because the Town's postal clerks might be included with letter carriers. He asked Mr. Seaman to investigate this matter to see if the postal clerks could be re-classified if they are indeed included in the category with letter carriers. Law Enforcement (P11-09-21) Mrs. Mariano pointed out that increases in overtime expenditures had mainly to do with the number of officers who are entitled to, and tak- ing, three-week vacations thus necessitating other officers to work overtime. Discussion then turned to account 5410 (Communications). Mr. Seaman said that the increases were based on this year's actual costs plus dispatch calls. During the discussion which took place regarding this contract, it was noted that it calls for a fixed rate plus a per call rate, which Commissioner Chambers mentioned as being $28.00 per call. When questioned by Commissioner Stewart about the fixed rate portion of the contract, Mr. Seaman said he did not have that information at the time, but would secure same for the Commission. Alternatives to the current non-emergency portion of the contract were then discussed, with Commissioner Chambers suggesting that all police cars be equipped with cellular phones. Commissioner Stewart added that it was often frustrating trying to get the Town police in non-emergency situations when going through Boca Dispatch because of the amount of information they required before processing a call. She also noted that several years ago the concept suggested by Commissioner Chambers had been considered, but was difficult to move forward because people were not familiar with the technology. It was her opinion that it would be worthwhile for residents to have an alternative number to call. Town Manager Mariano noted that the use of cellular phones could possi- bly lead to other problems, including personal calls and another num- ber for the residents to deal with. Commissioner Chambers replied that the number could be tied into the Town's phone number and have call forwarding. Mayor Boulay asked how many non-emergency calls are received monthly. Mr. Seaman did not have this information available and the Mayor asked him to secure same and prepare a breakdown so the Commission could de- termine if this approach would be advantageous. Town Commission Workshop/Special Meeting Minutes August 27, 199P! • Page 6 of 9 In reply to Commissioner Chambers' question about any specical insur- ance costs for this department, Mrs. Mariano replied that the State had mandated life insurance this year. During a discussion about a new police vehicle, Commissioner Stewart asked that the Town Manager look into the possibility of a smaller, foreign make, perhaps even a lease arrangement on same. Mrs. Mariano said the Town had looked into the use of smaller cars a few years ago. Mayor Boulay said his preference would be to buy an American-made vehicle. Mrs. Mariano said she would investigate the possibilities suggested and report back to the Commission. Digressing from the Law Enforcement Department, Commissioner Waldman asked the Town Manager what the overall percentage increase was from last year's budget to this proposed budget. She answered 9.2$, adding that without the increase in fire/rescue services, the figures would be a little below 50. Answering the Commissioner's question as to whether the Financial Advisory Board agrees with everything, Mrs. Mariano noted that during the course of the Board's discussions, they did ask for more information in certain areas, which was provided to them. Commissioner Stewart then noted that the Commission needed to give some • thought to two of the town boards that do riot function like the other boards, i.e., Financial Advisory Board and Water Resources Advisory Board. She pointed out that while other boards deal with applications, these two are left to go their own way. Referring to the FAB, Commissioner Stewart stated that the members need more documented information to function effectively, rather than just the information provided them by the Town Manager and/or the Chief Financial Officer. She added that the Commission should give the FAB a sense of direction, assigning areas for them to look into. Commissioner Waldman suggested the area of Communications, which had been discussed extensively thus far during the meeting; however, Commissioner Stewart said that timing of the budget process might be too short for that. She added that she had noticed from their recent meeting minutes they planned a review of the Long Report. Commissioner Waldman said he would like to have a report from the FAB, analyzing the budget information presented to the Commission. Discussion then took place between Commissioners Waldman and Chambers regarding their liaison assignments. Commissioner Waldman said he would like to exchange assignments, having Commissioner Chambers take on the water aspect and himself taking on the legal aspect. This ex- change of assignments met with no opposition from the other Commission members. Returning to FAB matters, a MOTION was made by Commissioner Chambers, seconded by Commissioner Waldman, that Doris R. Rome be appointed a . Regular Member of that Board, which MOTION carried unanimously. Town Commission Workshop/Special Meeting Minutes August 27, 1990 Page 7 of 9 Protective Inspections (01-11-24) (Building Department) During discussion of this account, the increase in Total Personal Ser- vices was questioned. Mrs. Mariano explained that the figures might be misleading because of the years overlapping. As an example, she pointed out the permit fees for Villa Costa/Villa Mara have already been collected, but fees for inspections on these units will take place in a subsequent year. Commissioner Stewart asked for a breakdown of account 5340 (Contractu- al Services), identifying suppliers, as well as total amounts payed to each last year. Mr. Seaman will supply same. Commissioner Chambers noted that the majority of increase in Workers' Compensation had to be attributable to the Building Official, since he does go to job sites, than to the secretary in the department, which Mr. Seaman affirmed. Asked by Commissioner Stewart to explain the difference between account 5510 (Office Supplies) and 5520 (Operating Supplies), Mr. Seaman re- plied that the operating account included a filing cabinet, storage shelves and a plan rack. Commissioner Stewart asked if this department • was planning to expand, noting that she felt a reverse trend was more likely with the Town being nearly built out. She further noted that there was a move among some residents to put this particular department under the county's jurisdiction; therefore, she said it would behoove the Commission to keep the department as tight as possible. Acknowledging Commissioner Stewart's comments in this regard, Mrs. Mariano said that even if the county were to take over the Building Department, it was still an unknown if local code enforcement would be included; if not, then the Town would have to maintain an office and personnel for this purpose. Legal Counsel (01-05-14) P.B.C. Fire/Rescue (01-10-22) Refuse Collection (01-12-34) General Obligation Debt (01-17-82) There was no change in the Legal Counsel figures for the coming year. Palm Beach County contractual services for fire/rescue was noted as a given figure. Mrs. Mariano pointed out the need for review of the pro- posed contract; it needs to be signed as the current contract expires September 30. Regarding questions raised about a lease arrangement with the county, she advised that if in fact there was to be any discussion on the matter, it would have to be handled separately from the contract. Town Commission Workshop/Special Meeting Minutes • August 27, 1990 Page 8 of 9 The Town Manager noted the figure for refuse collection would be amended, referring to information on solid waste which was transmitted to the Commission late last week that they need to review for discus- sion in the near future. General Obligation Debt was noted as set figures. Optional Budget Items With the library shelving included into the budget today, Mrs. Mariano asked if the Commission might have a consensus now on the six (6) items remaining for consideration so the millage rate could be accurately re- calculated. Bel Lido Drive: Consensus to patch and seal only where necessary. $1,000 into Other Government and Transportation for this purpose. Marine Patrol: Reduction in original figures was noted. Discussion included the fact that taxpayers are already paying for Intracoastal coverage through the state, as well as the fact that complaints about noise and speed • on the Intracoastal have not been registered by a majority of the residents, but the cost of this ser- vice would have to be borne by the majority. No consensus was reached. Fire Rescue Consensus to delete already established at a previous Study: meeting. PA/Lighting As presented, this item was deleted. It was the Con- System sensus to upgrade to the amount of $1,500, which will (Commission be expensed out of a general operating account. Chambers): Beach Trash Problem in getting trash across private property Cans: noted. Consensus to delete. Town Brochure: Consensus to delete already established at a previous meeting. Possibility of doing an in-house upgrade. The members agreed that this meeting would be recessed until Friday, September 7 at 9:30 A.M. The Town Manager noted that when the meeting reconvened, the Commission will need to address the inflationary fac- tor and any monies from the Open Space and Recreation fund that will be allocated with regard to the park. Funds regarding the bike path should also be addressed at that time. Town Commission Workshop/Special Meeting Minutes • August 27, 1990 Page 9 of 9 Upon MOTION by Commissioner Stewart/Commissioner Chambers, with unani- mous vote, the meeting was recessed at 12:15 P.M. APPROVED: rose n ti. tsoulay, mayor Bi11 Paul, Vice Mayor ~ ~ ~ ~~~tU~~Qt~ L~ Marvin A. Waldman, Commissioner ~~'/ Bet ~ an S a ommissioner ;~~ ~ __.._.. . Chamb s, Commissioner ... ~__ .