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1990.09.07_TC_Minutes_Workshopw.yp . - TOWN OF HIGHLAND BEACH • TOWN COMMISSION MEETING MINUTES WORKSHOP/SPECIAL MEETING Friday, September 7, 1990 9:30 A.M. Mayor Joseph A. Boulay reconvened this recessed Workshop/Special Meet- ing of the Town Commission at 9:30 A.M. in Commission Chambers. Present were the Mayor, and Commissioners Marvin A. Waldman, Betty Jean Stewart and Harold C. Chambers. Others in attendance were Town Manager Mary Ann Mariano, Chief Account- ing Officer Michael W. Seaman, Police Chief William Cecere, Building Official Harry Heithaus, Deputy Town Clerk Doris M. Trinley and members of the general public. The Mayor invited the Town Manager and Chief Accounting Officer to start discussions. Mr. Seaman noted that information requested by the Commission during the previous session on August 27 had been prepared and presented to them. Included were budget summary sheets showing increases and decreases in each department, plumbing and electrical inspector pay-outs for this year, individual breakdown sheets for account 5540 (Books, Dues and Subscriptions) for those departments that were not available on August 27, and information on the Town's communi- cations contract with Boca Raton. Discussion took place regarding the Boca communications contract, with Mrs. Mariano pointing out the information provided showed the number of calls per quarter, plus fixed costs. She said the charge per dis- patched call was $20.44; in 1989, 435 non-emergency calls were made and approximately 650 of those were handled in-Town. Considering the remaining 35%, Mrs. Mariano said the total would be about $3,100 - $3,200 for non-emergency/after-hours dispatched calls. She suggested that more publicity of County Sanitation's weekend phone number might alleviate this cost as many weekend calls have to do with missed trash pick-ups and their trucks are radio-dispatched. Commissioner Stewart stated that residents should be made aware they are paying on a per call basis and reiterated that she was in favor of a more in-Town approach to the issue. Chief Cecere then joined the discussion to consider other recommenda- tions. At this time, he said he was awaiting reply from the Sheriff's Department regarding the possibility of the Town utilizing their dispatch services, which could possibly be at no charge to the Town, after an initial start-up expense of about $30,000 - $35,000 for new radios and probably a base station. He stated that as far back as 1985 he was not in favor of going with Boca; at that time he recommended a contract with Delray, who were willing to negotiate a 3-year contract for approximately $10,000 a year. He noted that the contract with Boca Town Commission Meeting Minutes • September 7, 1990 Workshop/Special Meeting Page 2 of 10 had necessitated purchase of antenna equipment, mounted on the Claren- don condominium, for $50,000 - $60,000, which would not have been needed with a Delray contract. Regarding the existing Boca contract, he said it contains an 18-month cancellation notice; it also allows for Boca to buy back the antenna equipment, the value of which he did not know at this time. Commissioner Stewart asked about the feasibility of using the Sheriff's Department, saying she was aware the City of Deerfield Beach was not enthusiastic about their service. The Chief replied that he felt Palm Beach County's department was superior to Broward's and other cities in the county, such as Mangonia Park and Greenacres City, were satisfied with the service. Mrs. Mariano said she was familiar with Mangonia Park; they had an in-house dispatcher during regular business hours and the system was turned over to the county after-hours and on weekends. The Chief said he would be willing to visit with Mangonia officials and also survey the Sheriff's Department. Mayor Boulay asked if new equipment would be necessary if the Town went with the Sheriff's Department for 911 service. The Chief replied that because of the difference in systems between Boca and the county, new • equipment would be required and repeated an approximate cost of $30,000 - $35,000. Returning to the discussion on alternatives to non-emergency calls, Commissioner Chambers gave a presentation for the use of a celluar phone. He explained that having its own dedicated line and employing a small flip phone, the Police Department could utilize call forwarding when no officer was in the station to receive calls. He said the phone fits into a small case that could be worn on the belt of the officer in charge. When a resident dials 911 for non-emergency, that dedicated line number would be given; if an officer is in the station, he answers, but after regular hours, on weekends and any other time no officer is in the station, the call forwarding capability would be utilized for all non-emergency calls, automatically forwarding the calls to the officer in charge. Regarding costs for this system, Commissioner Chambers estimated the phone itself to be approximately $940, with about $100 in monthly charges ($25 for basic service and an average of $.30 per minute since charges can go as low as $. 21 per minute in the evening and as high as $.35 during the day). He said full computer print-out service for both incoming and outgoing calls is included, which would allow the Chief to determine if the phone was being used for personal calls. Answering Mayor Boulay, Commmissioner Chambers said only one phone need be purchased; it would be handled by the officer in charge, who in turn • could radio other officers should they be needed. Town Commission Meeting Minutes September 7, 1990 Workshop/Special Meeting Page 3 of 10 Commissioner Chambers proposed that this approach be tried for one year and said that having had experience with various systems, he would recommend using Cellular One, adding that their contract can be negotiated to include a free "loaner" phone should the need arise. Mayor Boulay asked if the Town is charged when Boca dispatch gives out just a number (Town Hall number used as example) to a non-emergency caller. Chief Cecere answered there was a charge; Mrs. Mariano asked if the charge was the same as it would be for an actual dispatch call, saying the general interpretation of "dispatch" means "send a car." After a brief discussion, The Chief said he would secure information regarding this question. Commissioner Stewart asked that invoices per- taining to the Boca contract over the past three (3) years be provided for review. It was the CONSENSUS among the Commission to review a plan for imple- mentation of the cellular phone system. In this regard, Mrs. Mariano suggested that funds be re-allocated from the dispatch allocation, since if the Commission goes ahead with this approach, savings realized could be put toward the costs of a cellular phone. Vice Mayor Bill Paul joined the meeting at this time, having been de- layed due to a doctor's appointment. For his information, Mayor Boulay summarized discussions thus far. Referring to questions raised about the cost of communications in gen- eral, Mrs. Mariano said that aside from an efficiency standpoint of phone use, which she agreed needed to be looked into, economically the way calls were made or the actual number of phones could not be con- sidered a factor. She advised that the Town owns the phones and the only thing that would lower communication costs would be to eliminate a line. In answer to Commissioner Stewart's question about a service charge for use of accounting time or Town equipment being added to reimbursable toll or long-distance calls an employee might make, Mrs. Mariano said there was not such a charge added; costs shown were exact. Noting that the Town's taxpayers are absorbing the services of the Finance Depart- ment to bill employees for these calls, Commissioner Stewart repeated her statement made at the August 27 meeting that no employee should at any time use the Town's phones for personal use. Mrs. Mariano referred to re-adjustment of communication allocations as suggested by the Commission and said that direction would be needed, as neither she nor Mr. Seaman knew how to accomplish this. She also ad- vised that although the Town does not have a Watts line, she had been advised by Mr. Seaman that by agreement with the phone company, there is a 50% discount in charges for calls made to West Palm Beach. In re- sponse to Commissioner Stewart's comment that all county offices in West Palm Beach could be reached through a local number, Mrs. Mariano said that others the Town needs to deal with are also in that area, such as engineers and various attorneys involved in Town litigation. Town Commission Meeting Minutes September 7, 1990 Workshop/Special Meeting Page 4 of 10 Discussion of phone use continued, with Commissioner Chambers asking Mr. Seaman how much the Town had been reimbursed for personal toll and long-distance calls for the last three (3) months. He replied that approximately $20 had been paid to the Town by employees during that time and, to his knowledge, all these calls had been audited. Commis- sioner Chambers suggested that a print-out of local calls be requested from the phone company to pinpoint employees using the phones for per- sonal business, referring to loss of employee time and depreciation of phone equipment. Commissioner Waldman disagreed, saying if an employee was found to be abusing personal use of the Town's phones, then that one employee should be eliminated; he said he did not think the Com- mission should nitpick. Mrs. Mariano added that although some controls need to be exercised regarding personal phone calls, there were times during a work week when employees had to contact others whose work hours coincided with the Town's, such as a doctor or a school. She added that she will send a memo to the employees reminding them of the policy toward personal phone use and let them know concerns have been expressed. Chief Cecere addressed the Commission regarding the budgeted police vehicle for the coming fiscal year. Discussion took place regarding the available types of police package vehicles and whether other communities used mid-size rather than full-size vehicles. Comparisons of costs and equipment were considered, including the fact that it would have to be determined if transferable equipment such as lights and gates now used on the Town's full-size models could be used on a mid-size vehicle, regarding Commissioner Chambers'suggestion that figures on a Ford Mustang be obtained. It was noted that the Chief's preference would be a full-size Ford Crown Victoria, which comprise the Town's fleet at present. Commissioner Waldman expressed his confidence that the Chief would select what was best for the Town. Vice Mayor Paul noted that since taxpayers' money would be used for this pur- chase, only American-made vehicles should be considered. In conclu- sion, it was agreed that the Chief would secure pertinent information on all available police package vehicles. Building Official Harry Heithaus then addressed the Commission to an- swer questions that had previously arisen regarding the proposed Pro- tective Inspections Budget. He explained that new equipment requested included a 4-drawer file cabinet and a 36" x 24" plan storage rack with shelves. These were included under operating expenses, Mrs. Mariano said, because neither was considered a capital outlay item. Next addressed was the information prepared for the Commission regard- ing contractual fees for outside inspectors. Mr. Heithaus advised the number of required inspections for single family and multi-family units as to plumbing, electrical, mechanical, pools, etc. He pointed out that it is difficult to estimate the number of contractual inspections on a large project, such as Villa Costa/Villa Mare, that will be made Town Commission Meeting Minutes September 7, 1990 WorkshopfSpecial Meeting • Page 5 of 10 during any given year because there is no way to control procedures and processes of the builders themselves or how long a project will take. Therefore, he said the proposed contractual inspections figure did not include any large projects. Mr. Heithaus advised that he does all inspections on new single family units, some of which are already under construction, which will in- clude all units to be built at the Highland Ocean Associates site, B and C sites in Boca Hi (32 units) and the estate lots on the north end of Town. No contractual inspections will be required for these units, he said. Mr. Heithaus stated that he is not certified to do other than single family inspections; therefore, a $20 fee per inspection is paid to outside inspectors for multi-family units. Mrs. Mariano asked if Mr. Heithaus was comfortable that permit fees coming in handle what is being paid out. In response, Mr. Heithaus said he was, and used the Villa Mare project (excluding Villa Costa) as an example. He said that for this project $257,078.99 had been re- ceived in permit fees versus $8,240 paid out to inspectors and he did not foresee the outside inspection costs to come close to the permit fees received. In response to Commissioner Stewart's question, Mr. Heithaus said that records of all inspections are kept in-house and he personally checks each one to ensure there are no duplications or excessive applications. Commissioner Chambers inspectors. Mr. Heit However, Commissioner specific terms should agreed to a Letter of gestion. asked if there was a contract with the outside haus said the agreement was $20 per inspection. Chambers said a written contract defining be looked into for the Town's protection; he Agreement arrangement at the Town Manager's sug- Noting that the Town is purchasing light bulbs from Mr. Hayes, Com- missioner Stewart suggested there might be a cheaper source than an electrical contractor. Mrs. Mariano said that she would look into the reason for these purchases, stating that generally light bulbs are bought in bulk. Commissioner Chambers asked about the Town's general bid policy, which Mrs. Mariano said she thought to be a $2,500 requirement to go to bid, and requested a copy of the Town's most recent purchasing policy. In answer to his question, Mrs. Mariano told Commissioner Chambers that there is almost constant reassessment of all suppliers' costs regarding Town needs, mainly done by Elizabeth Ulitsch in Finance, who keeps the Town Manager informed. Concluding review of the General Budget Departments, it was Commis- . sinner Stewart's suggestion that in order to have all pertinent infor- mation in one complete package so all concerned could be fully in- formed, as well as have complete budget information in one place, the Town Commission Meeting Minutes September 7, 1990 Workshop/Special Meeting Page 6 of 10 Town Manager include the detail sheets for each department when the budget is bound. Mrs. Mariano said this could be done and suggested that all capital outlay information be included also. It was the CONSENSUS of the Commission that the budget be presented in bound form with this information included. Mrs. Mariano reported Mr. Seaman had advised that Worker's Compensation rates had been reduced since the meeting on August 27, as well as the fact that classifications for all employees were correct. Millage had also been reduced, Mrs. Mariano advised; the new full figure was 3.0389, .0403 of which was fixed debt service, making the actual figure 2.6346. She said she had secured a copy of the levies imposed by other Palm Beach County municipalities, which showed only three taxing entities with a millage less than the Town's. She com- mented that she did not know if there was an equation, but those showing lower millage also had subsidies to their libraries. Discussion regarding optional budget items took place next, starting with the possibility of using the Florida Marine Pattol, working on an overtime status, for Intracoastal duty on a part-time basis during a portion of the year. Commissioner Stewart said she had received no input from residents in this regard. Commissioner Chambers stated his opposition to the idea, citing dangers of using personnel who had already spent 40 hours on the water. He also said the taxpayers were already paying for this ser- vice. He added that he was in favor of the Town having its own marine patrol. Mayor Boulay spoke of the recklessness, speed and even some thefts ex- perienced along the Town's portion of the Intracoastal. He said that at present the Florida Marine Patrol, the Sheriff's Department and Boca Marine Patrol are under-manned and not willing to pay overtime to pa- trol any more of an area than is now being covered; therefore, the Town does not benefit from their services on a concentrated basis. He said he felt the offer was a good one in that it was open-ended and person- nel could be hired on an as-needed basis. He stated that this was a way to have protection at a nominal cost, with Florida Marine Patrol taking responsibility for liability, maintenance, storage, etc., saying that it was in these areas that the expense of a boat was greatest. The Mayor said he was of the opinion that this approach at least be tried. In response to Commissioner Waldman's request for specifics re- garding charges and times, the Mayor then read into the record a letter from Major J.C. Roberts, Florida Marine Patrol, dated July 5, 1990, giving these details. Further discussion took place, wherein the Mayor said that previous attempts to get an Idle Speed Zone designation or a total Slow Zone for Town Commission Meeting Minutes September 7, 1990 Workshop/Special Meeting Page 7 of 10 manatee protection were unsuccessful. Regarding Commissioner Waldman's question about total costs, the Mayor gave a figure of approximately $7200 for part-time coverage for 30 weekends a year. Commissioner Chambers disagreed that the Town would have no liability utilizing this service, saying he thought the liability would be ex- treme. He stated that if the Town wanted a marine patrol, $50,000 should be budgeted for its own; a boat should be purchased and Major Rogers' previous offer of free training for personnel be accepted. He added he did not feel the Town should involve itself in half-way measures in this regard; he also mentioned a stream of revenue that would accrue to the Town from having its own patrol. To Commissioner Chambers' suggestion that a few slips and a fuel dock be installed to give the Town a No Wake zone, Mayor Boulay replied that this action would probably make Florida Marine Patrol look more favor- ably on a speed limit, but in that specific area only. The Mayor added that he did not think the Town was ready for a commercial marina and did not see this possbility in the foreseeable future. Commissioner Waldman said he thought ultimately that this part-time approach would not have the desired effect and, therefore, would not be a wise expenditure. Vice Mayor Paul reminded the panel of numerous complaints received in the past regarding problems on the Intracoastal and was of the opinion that this approach was worth a trial period. Concluding this discussion, it was the CONSENSUS of the Commission (Mayor Boulay and Vice Mayor Paul in favor; Commissioners Stewart, Waldman and Chambers against) that no monies be budgeted for part-time services of Florida Marine Patrol for the coming fiscal year. Regarding monies to upgrade the existing public address system in Com- mission Chambers that had previously been discussed at the Regular Meeting of September 5, Mrs. Mariano said there were funds available in the Commission's contingency fund this year that could cover the agreed upon $1,500 in improvements. If it was the Commission's wish to cover the upgrades from this fund, then the amount could be deleted from the proposed budget. A MOTION by COMMISSIONER CHAMBERS/COMMIS- 5IONER WALDMAN was made to this effect, which met with unanimous ap- proval. Mrs. Mariano then directed attention to the Commission's engineering approval for Phase II of the bike path study by Gee and Jenson. She reported Gee and Jenson had indicated that $36,500 would need to be ap- propriated for the coming year. Commissioner Stewart asked if this amount would be taken out of capital projects, saying she did not have a copy of the information. Mr. Seaman replied it had just recently Town Commission Meeting Minutes September 7, 1990 Workshop/Special Meeting Page 8 of 10 been forthcoming from Gee and Jenson and was not included with the budget information presented to the Commission. Mrs. Mariano said the estimated revenue on the capital projects funds was about $50,000, so rather than out of millage, the monies could be allocated out of the fund's interest without touching the principal. Further she said Gee and Jenson representatives would appear before the Commission at a Workshop Meeting, with a presentation to include aerial photos, showing areas they feel need either resurfacing, reconstruction, overlay or patching at edges, as well as some tree relocations. Mrs. Mariano said she felt $36,500 should be allocated; however, there were items on the Gee and Jenson list, which she had already discussed with Jim Park of that firm, that could be handled for less money on an in-house basis. Specifically, she referred to some areas where they recommended trim- ming only; also, some areas recommended for improvement were located in areas that will probably be developed in the near future and will thus become the responsibility of the developer. It was the CONSENSUS of the Commission to allocate this item from capital project funds so as not to affect millage. Discussion regarding allocation of funds from the Recreation and Open Space account took place, with the CONSENSUS of the Commission being that $65,000, if available, would be appropriated for unlighted tennis courts for the proposed Town park. Vice Mayor Paul dissented, saying he personally was opposed to the idea of a park and had received only negative comments from residents concerning this idea. Next addressed was inflationary adjustment for employee salaries. Mrs. Mariano read that portion of Town policy into the record, advising that the amount of increase was fixed according to policy (4. 5% based on the CPI as of April this year); also acccording to policy, the Commission was not required to grant it. After some discussion, which included increased costs of dependent health care coverage, it was the CONSENSUS of the Commission to grant a cost of living increase to Town employees for the coming fiscal year. Regarding inspection of the Intracoastal water line, Mrs. Mariano said bids to dive the pipe had been received from CSA Marine and Anchor Ma- rine. She advised the bid from CSA, who had done work for the Town in the past, was $850; Also, at the Commission's direction, she had ob- tained information on their qualifications. Anchor Marine's bid was advised as being $3,058. Mrs. Mariano said that CSA would do every- thing Anchor Marine proposed to do, except take pictures. The ration- ale here, she said, was in the event they did not find a problem with the pipe, pictures would be an unnecessary expense. CSA advised that should pictures be necessary, the cost would not exceed $100. After further discussion, a MOTION was made by VICE MAYOR PAUL/COMMISSIONER WALDMAN to award the bid to dive the pipe to CSA Marine at a cost of $850, plus $100 for pictures if needed. The MOTION met with unanimous favorable vote. It was noted by Mrs. Mariano that this project would be funded from current fiscal year Enterprise Budget funds. Town Commission Meeting Minutes September 7, 1990 Workshop/Special Meeting Page 9 of 10 Starting discussion on the 1990/1991 Enterprise Budgets, Mrs. Mariano explained that in order to include recommendations by the Financial Advisory Board and Water Resources Advisory Board that $250,000 be budgeted for two new water lines under the Intracoastal, $100,000 had been appropriated from the contingency fund and $150,000 included into water utility revenues. Referring to her memo on the subject, she re- iterated that approval of this action would be a policy decision by the Commission. After some discussion, it was the CONSENSUS of the Commission that thi: project not be included in the 1990/1991 budget figures; after the existing pipe is inspected, the Commission will re -address the issue. Revenues and expenditures were re -adjusted accordingly and will be re- flected in final budget papers. At Commissioner Chambers' suggestion, the Water Resources Advisory Board and the Financial Advisory Board will be advised of the decision by copy of the Minutes of this meeting. Mrs. Mariano advised that the omission of the piping from the budget would affect the water rates recommended by the Financial Advisory Board. She also noted there was enough time for that Board to re- address the rates since first reading of the ordinance affecting these fees would not be until November 1; also, the billing period for new fees would not begin until early December. It was the CONSENSUS of the Commission that the Financial Advisory Board re -address the water rates. Other aspects of the water portion of the Enterprise Budget were re- viewed to the satisfaction of the Commission. Regarding the sewer portion of this budget, Mrs. Mariano advised of an approximate $20,000 deficit because of increased rates; she said it was recommended to the Financial Advisory Board that this amount be ab- sorbed out of reserves rather than pass through the increase to the residents, taking into considerating a probable increase in water rates. She added that the Financial Advisory Board agreed to this ap- proach. There was no opposition from the Commission in this regard. In answer to Commission Stewart's question, Mr. Seaman advised that approximate reserve funds were as follows: Sewer ....... $700,000 Water ....... $550,000 Other ....... $850,000 Regarding contract fees to be received from County Sanitation, Mrs. Mariano asked for a consensus, suggesting they be used either as a revenue to offset the trash cost that is billed, or as income revenue to offset the millage requirement with regard to property taxes. •.. Town Commission Meeting Minutes September 7, 1998 Workshop/Special Meeting Page 10 of 10 After some discussion, mainly focused on the upcoming recycling pro- gram, it was the CONSENSUS of the Commission that the contract fees, estimated to be about $7,000 - $8,000, be kept separately, earmarked for Resource Conservation, and expended only with Commission approval. There being no further business to come before the Commission at this time, and upon MOTION by COMMISSIONER CHAMBERS/COMMISSIONER WALDMAN, Mayor Boulay adjourned the meeting at 11:50 A.M. dmt APPROVED: u Marvin A. Waldman, Commissioner Bett Commissioner r6ld C. ~ham~ers, Commissioner