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1990.09.18_TC_Minutes_SpecialY ~- < .z err E. ~ y , TOWN OF HIGHLAND BEACH, FLORIDA Minutes of Meeting of Town Commission PUBLIC HEARING/SPECIAL MEETING Tuesday, September 18, 1990 5:01 P.M. Mayor Joseph A. Boulay called the advertised Public Hearing/Special Meeting of the Town Commission of the Town of Highland Beach, Florida, to order at 5:01 P.M. in the Commission Chambers at Town Hall. Others present were Vice Mayor Bill Paul, Commissioners Marvin A. Waldman, Betty Jean Stewart and Harold C. Chambers. Also in attendance were Town Manager Mary Ann Mariano, Chief Finance Officer Michael Seaman, Town Clerk Anne M. Kowals and members of the general public. Mayor Boulay noted the purpose of this Public Hearing/Special Meeting was to receive citizens input with regard to the 1990/91 fiscal year budget as well as final reading and adoption of the Levy and Appropriat- ing Ordinances for said budget. The Mayor advised that the budget process involved deliberations by the Town Manager with the Town Department Heads, review and recommendations by the Financial Advisory Board as well as review by the Town Commission at a number of Budget . Workshop Meetings. Town Manager Mariano informed the Town Commission that, since the last Workshop Meeting, an item came up with regard to a collapsed 117' steel drain pipe on Bel Air Drive. The estimated cost of replacing this pipe with PVC is $7,000. The Town Manager noted that if there is no objec- tion, this item will be included in the budget which will reflect a reduction in the Reserve Fund. The hole (between Bel Air Drive and the Intracoastal Waterway) caused by the collapse is presently covered by plywood as a temporary measure. Town Manager Mariano noted that this item is included in the budget in funds adjusted to show the expenditure will come out of the Reserve Fund and into the contractual services under Other General Government. The Town Manager further noted that was the only change in the budget except for the changes requested by the Town Commission. Mayor Boulay requested comments from members of the general public. None were forthcoming. The Mayor then requested comments from the Town Commission. Commissioner Stewart, noting she is not happy with the 12% increase, stated she is concerned with the 13o increase in the Reserve Fund even though the $7,000. was reduced from said Fund. During discussion of the Reserve Fund, the Town Manager noted there has been a policy statement in effect since 1988 which stipulates the philosophy of the Town Manager with regard to the reserves. The Town Manager, noting a copy of the • policy statement will be provided to each Commissioner, read the follow- ing paragraphs into the Minutes: ~, ~• Town Commission Public Hearing/Special Meeting Minutes September 18, 1990 Page 2 of 4 "The major capital need the Town will be facing within the next several years will be the conforming of the Town's water quality to meet new federal regulations as well as providing a long term water supply. Other capital projects may include, but not be limited to, road improvements, grading and repair of the bike path and possible development of the land behind Town Hall for recreational purposes. These factors, coupled with unanticipated capital costs, require funding beyond annual operating cost requirements in order to minimize the necessity of incurring additional debt. Noting the scope of some of the above capital needs, it is anticipated that the Town will still incur bonded debt to subsidize such capital needs. Presently, the Town has minimal reserves in the General Operating Budget due to past subsidization of the water fund as well as items which were "underbudgeted" in the current year. Reserves must be rebuilt to a level which can provide those known future capital needs without depleting same in order to be prepared for unanticipated needs. Although there are other sources of revenue which may be available to offset a potion of future needs, these sources should not be considered a substitute for necessary budget • reserves. In both the Town's general operating budget and the enterprise budgets it is my recommendation, through effective cash management, that the Town strive to build reserves to an annual level equal to each of the respective budgets." Commissioner Stewart noted that she objects to contingency funds being used to do things which she considers to be general operating expenses as opposed to disasters. Town Manager Mariano emphasized that, under the Town's Budget Transfer Policy, monies are not transferred from such funds without approval from the Town Commission following a recommenda- tion by the Financial Advisory Board. Commissioner Stewart expressed concerns with regard to the Town Clerk's Budget, communication expenses, reserves, etc., and noted she would like to see the budget in line with the total dollars that come into the Town per the assessed property evaluation. It was determined that in order to bring the operating costs in line with the increase in valuation, $106,000 would be required out of reserve funds. It was also noted that the Town's assessed value had only increased 1.8°s this budget year. Following additional discus- sion regarding contingency and reserve funds, COMMISSIONER CHAMBERS MOVED that we take $50,000 out of the General Contingency Fund; $28,000 out of the Water Fund and $28,000 out of the Sewer Fund (for a total of $106,000). COMMISSIONER STEWART SECONDED the MOVE for the purpose of discussion. When Vice Mayor Paul questioned how these reductions would L J S ~5 Town Commission Public Hearing/Special Meeting Minutes September 18, 1990 Page 3 of 4 affect our millage rate, the Town Manager advised that the proposed millage rate of 3.0389 would become 2.9420. A roll call vote resulted as follows: Commissioner Chambers "AYE" Commissioner Stewart "AYE" Commissioner Waldman "AYE" Vice Mayor Paul "NO" Mayor Boulay "NO" The Town Clerk read, in its entirety, the following proposed Ordinance which had first reading on 08/27/90 and was published on 09/03/90: AN ORDINANCE OF THE TOWN OF HIGHLAND BEACH, FLORIDA, TO EFFECT A TAX LEVY BASED UPON THE 1990 TAX ROLL OF THE TOWN OF HIGHLAND BEACH. VICE MAYOR PAUL/COMMISSIONER CHAMBERS made a MOTION to adopt the Ordinance as read. A roll call vote resulted as follows: Commissioner Stewart "AYE" Commissioner Waldman "AYE" Vice Mayor Paul "AYE" Commissioner Chambers "AYE" Mayor Boulay "AYE" (for the sake of unity) • The following proposed Ordinance, read in its entirety by the Town Clerk, had first reading on 08/27/90 and was published on 09/03/90: AN ORDINANCE OF THE TOWN OF HIGHLAND BEACH, FLORIDA, APPROPRIATING FUNDS FOR THE FISCAL YEAR 1990/91, BEGIN- NING OCTOBER 1, 1990 AND ENDING SEPTEMBER 30, 1991. COMMISSIONER CHAMBERS/COMMISSIONER STEWART MOVED to approve the Ordinance as read. The result of the roll call vote was as follows: Commissioner Waldman "AYE" Vice Mayor Paul "AYE" Commissioner Chambers "AYE" Commissioner Stewart "AYE" Mayor Boulay "AYE" Town Manager Mariano, noting it was necessary to get information out to the Town residents before the September 25, 1990 Town Commission Work- shop Meeting or the October 3, 1990 Regular Town Commission Meeting, drafted a Mid-September Newsletter (copies of which were distributed to the Commissioners with a note from the Town Manager requesting same be addressed at this meeting) which contained pertinent information with regard to the approved Solid Waste Recycling program which will be in place in the Town as of October 1, 1990. Following discussion of this matter, the Town Commission Members agreed to review the submitted draft at their leisure and phone in any amendments, deletions, corrections or additions to the Town Clerk's Office by noon on Wednesday, September 19, 1990, after which same would be prepared for mailing to Town residents. ,: o~ Town Commission Public Hearing/Special Meeting Minutes September 18, 1990 Page 4 of 4 It was noted that, due to the urgent information and in order to attract the attention of the residents, the Mid-September Newsletter would be printed on colored paper with the IMPORTANT INFORMATION captioned in bold print. Also, the information regarding the budget would be amended to reflect today's Commission action. There being no further business to come before the Town Commission at this Public Hearing/Special Meeting, upon proper MOTION, Mayor Boulay adjourned same at 6:25 P.M. APPROVED: • AMK Joseph A. Bou~ay, Mayor ~."~.~w-- 0~_ B 11 Paul, Vice Mayor ~~~~/~ Marv n A. Waldman, Commissioner Bet St ommissioner ~' ~ j a Ch er, Commissioner