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1989.09.08_TC_Minutes_Special' ~' C~ TOWN OF HIGHLAND BEACH, FLORIDA Minutes of Meeting of Town Commission SPECIAL WORKSHOP \~ Friday, September 8, 1989 3:00 P.M. Mayor Joseph A. Boulay called the Special Workshop of the Town Commis- sion to order at 3:010 P.M. in Commission Chambers at Town Hall. Also present were Vice Mayor John J. Basso and Commissioners Doris R. Rome, Marvin A. Waldman and Betty Jean Stewart. Others in attendance were Town Manager Mary Ann Mariano, Chief Finan- cial Officer Stanley M. Novak, Deputy Town Clerk Doris M. Trinley, and members of the general public. Mayor Boulay noted that the purpose of this Special Workshop was to re- view the 1989/90 Fiscal Year Budget. Town Manager Mariano requested that, before the review was started, the Commission consider several other items of importance: 1. The possibility that the Palm Beach County Commission would vote in favor of merging all fire-rescue MSTU's in the near future. If this becomes a reality, Mrs. Mariano explained, cost of yearly services for the Town would be increased from approximately $736,000 to approxi- mately $l.l million. She advised the members that an outside feasibility study regarding options would cost between $18,000-$20,000 and asked for their directive. Substantial discussion followed, in- cluding the many factors involved if the Town were to maintain its own department. Commissioner Stewart questioned the need for an outside study, stating that one of the major factors of the Town running its own fire-rescue operation would be the "aging" factor of such employ- ees. After further discussion, it was the CONSENSUS of the Commission that they may consider a study, but only one that was limited in scope and answered the personnel question to their satisfaction. 2. The possibility that the Commission would eventually vote in favor of re lacin the existin benches in Chambers with "auditorium" t e seats. The Town Manager advised the Commission that the cost of such replacement would be approximately $8,000 and if members foresaw that this purchase would be favorably voted in the future, then the monies for same should be included in the 1989/90 FY budget now. Vice Mayor Basso was in favor of the inclusion, stating that the seats would mod- ernize the Chambers and perhaps encourage more residents to attend meetings. Mayor Boulay agreed with Vice Mayor Basso. Commissioner Waldman suggested that the monies be put into the budget and tagged for such use. It was the CONSENSUS of the Commission to follow Commis- sioner Waldman's suggestion. ~ Y ' ~ Town of Highland Beach, Florida Town Commission Special Workshop - Meeting Minutes September 8, 1989 Page 2 of 6 3. The expenditures of monies for the following: A) Injection Mold for Town Seal ($2,000). B) Open Space & Recreation Funds: 1) Clearing of land behind Town Hall (no less than $15,000). 2) Survey of land behind Town Hall ($2,500). 3) Park Survey ($5,000). After discussion regarding the above, it was the CONSENSUS of the Com- mission to agree to expenditures for A) and B)2), with the remaining items to be scheduled for a future workshop meeting, since there was no consensus among the members today. REVIEW OF 1989/90 FISCAL YEAR BUDGET The Chief Financial Officer and the Town Manager then presented the 1989/90 Fiscal Year Budget for review. Following are major points dis- cussed: General Fund Revenue No discussion. • Town Commission Mrs. Mariano noted that although funds had been included for an increase in Commission salaries, the Financial Advisory Board did not want to take a position on same. Instead, the Board recommended that these funds be put into contingency. Town Manager No Discussion. Town Clerk Commissioner Stewart asked how many Town Clerks go to various pro- fessional meetings and Mrs. Mariano explained that only herself and Anne Kowals attend same. Commissioner Rome and Vice Mayor Basso ques- tioned the increase in professional fees. Mrs. Mariano stated that extra meetings must be planned for (example: Planning Board re Compre- hensive Plan) in order to meet State regulations. Finance Mr. Novak addressed the Commission, pointing out the change in person- nel in his department, specifically one permanent part-time position going to one full-time position. He complimented employee Michael Seaman on the fine job he has done thus far and expressed confidence • that Mr. Seaman would further enhance the department in a full-time position. In this regard, Mr. Novak reminded the members that fixed r, f i~ Town of Highland Beach, Florida Town Commission - Special Workshop Meeting Minutes September 8, 1989 Page 3 of 5 assets will now be maintained on a regular basis (they have not been maintained since 1986), the Finance Department is in charge of centra- lized purchasing and bill collection (which has improved to almost 100% since Mr. Seaman has been able to free up some of Elizabeth Ulitsch's time . Commissioner Stewart asked Mr. Novak if this full-time position might allow the department to do in-house payroll and recommended that he check into various payroll packages. Town Manager Mariano stated she had no objection to undertaking in-house payroll as long as it was cost effective. Commissioner Rome questioned the increase in life/health insurance. Mr. Novak stated that this increase had to do with the part-time position going to full time. After some further discussion, it was the CONSENSUS of the Commission that the permanent part-time position be changed to full-time. • Other General Government Under Regular Salaries, Mrs. Mariano and Mr. Novak addressed the mem- bers, discussing the merits of having two full-time employees added to the Maintenance Department. Among those were the advantage of having more control over the employees and the workload, which is very diffi- cult with contract labor, and also that with the addition of two more employees in this area, all janitorial work could be done in-house rather than on a yearly contract basis. Mrs. Mariano enumerated the various duties that Ted Hanna now performs and expressed her confi- dence in Mr. Hanna's ability to supervise the extra personnel. She further noted that Mr. Hanna will have a "senior" status regarding the additional personnel; he will not be considered a department head. Mayor Boulay spoke to the fact that itinerant workers are not too de- pendable and really have no reason to care about their work, while permanent employees would be more likely to have a positive approach. After further discussion, it was the CONSENSUS of the Commission to agree to the addition of two employees in the Maintenance Department. Post Office Mrs.Mariano explained that expenditures for the Post Office have gone down because there is no longer anyone employed there who receives benefits. • Law Enforcement Mr. Novak addressed the increase under Communications, explaining that when Boca Raton Dispatch service was started, all costs were not allocated. He further noted that the cost per call is $3.36. ' ~~ ~ ~ Town of Highland Beach, Florida Town Commission Special Workshop - Meeting Minutes September 8, 1989 Page 4 of 5 Protective Inspections Mrs. Mariano noted that the cost of Contract Services is decreased be- cause the current Building Official, Harry Heithaus, is qualified to do many of the inspections himself. She also explained that Mr. Heithaus had been given full-time status because of the big projects underway in the Town, as well as to accommodate a keener approach to code enforce- ment within the Town. Library Commissioner Stewart requested information as to fines turned over to the Town by the Library, in that a directive had been given to the Town Manager last year to operate the Library in the same manner financially as all other departments. Mrs. Mariano noted that she had not been given such directive, but had been asked to review the Library Depart- ment to see if any changes might be necessary with regard to the admin- istration of Library functions. Mrs. Mariano stated that after meet- ing with all parties involved, including individual members of the Town Commission and the Town Attorney, it was determined that the Library be allowed to continue functioning through joint administration of the Town and the Friends of the Library. It was noted that the change made last year to budget $2,500 in a contingency fund to purchase books rather than appropriate those funds directly as a donation to the Friends of the Library had been handled the same this year. Commis- sioner Stewart noted that the maintenance, insurance costs, etc., for the Library should be a Town responsibility and not that of a charit- able organization inasmuch as the Town owned the building. The Town Manager assured the Town Commission that these items were provided for under the "Other General Government" budget, which encompasses the maintenance of all Town buildings. Professional Services Other No discussion. Water System Mrs. Mariano noted that the Water Department is requesting a new pick- up truck and that she had instructed Jack Lee to start getting pro- posals now in order to take advantage of any discounts and/or rebates that might be available before new 1990 models arrive. Sewer System No discussion. ' + ." ' Town of Highland Beach, Florida Town Commission Special Workshop - Meeting Minutes Se tember 8, 1989 Page 5 of 5 SUMMARY In summary, Mr. Novak and Mrs. Mariano stated that because of new as- sessed values, the proposed budget for fiscal year 1989/90 incorpor- ates reduced millage and upgraded services. Mr. Novak also informed the Commission that the Town's bond rating had gone from BAA1 to A. COLA Mrs. Mariano noted that while the CPI was a little high this year (5.3%), our merit increase percentage spread would even this figure out. After some discussion, it was the CONSENSUS of the Commission to agree to the 5.3~ COLA for Town employees for the coming fiscal year, in compliance with the Town's Personnel Policies. EMERGENCY EXPENDITURES At this time, Town Manager Mariano advised the Commission of two re- cent emergency purchases: 1. A 5-ton air compressor for the Town Hall building, at a cost of $8,200 (with a 5-year warranty). 2. A pump for lift station No. 2, at a cost of approximately • $12,800. There being no further business to come before the Commission, a MOTION was made by COMMISSIONER WALDMAN/COMMISSIONER ROME that the meeting be adjourned. Mayor Boulay adjourned the meeting at 4:59 P.M. APPROVE: ~ w Jos ~J A oy, Mayor n ~ /jt;asso`.~,vic~~ayor Doris R. Ro`fie, CommisQsioner C1"- Ma A. Waldman, Commissioner i Bet Jean Stewart, Commissioner ATTES • DATE: